Time and Absence
Workday is the system used to record working time as well as time away from work. Working time is recorded using the Time application. Time away from work is recorded using the Absence application.
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Absence Management
In Workday, time away from work is an "Absence". Employees use Workday to request and record their time away from work. Standard, short-term time away from work (e.g., sick/annual) is a type of absence called "Time Off". Situational, unique time away from work is called a "Leave of Absence" (e.g., parental, sabbatical). Leaves of Absence may be longer in duration and often require documentation. Managers and central office staff use Workday to approve absences and ensure that the employee is paid correctly, the absence is properly documented, and the absence balance is reflected appropriately.
Applications (Apps)
- Absence – Employees use this application to begin tasks or view information related to Absence.
- Time and Absence – Managers use this application to begin tasks or view information related to Time Tracking and Absence management of their teams.
Tasks
- Request Absence – Employees use this task to enter the details of their time off request. This task can also be used to correct a time off.
- Request Return from Leave of Absence – Employees use this task to indicate the completion of their leave and readiness to return.
- Enter Absence – Managers, Absence Partners, Central Absence Partners, FML Analysts, and Timekeepers (as needed) use this task to enter time off on behalf of a worker or correct a worker’s time off.
- Request Return Worker from Leave of Absence – Managers, Absence Partners, Central Absence Partners, and FML Analysts can act on an employee’s behalf and use this task to indicate the completion of the employee’s leave and readiness to return to work.
Reports
- Time Off and Leave Calendar – Managers, Absence Partners, Central Absence Partners, FML Analysts, and Timekeepers (as needed) use this report to view the time off requests of the teams they manage.
- My Team’s Absence – Managers use this dashboard to view reports related to their team's time off and leaves of absence.
- My Team's Time Entry – Managers with workers who record time use this dashboard to view reports related to timesheets.
Training Courses
This table includes the relevant course(s). You can enroll in courses at any time on the On-Demand Courses page.
| Course Title | Description |
|---|---|
| Time Tracking and Absence Management for Departments | This course helps you manage time tracking and absences within Workday. Absence includes time off and leaves of absence (LOA). You will learn how to enter, correct, and approve time for workers/direct reports, enter absences and correct time off on behalf of an employee, review work schedules, and view key absence-related reports. |
Will the absence calendar be used for full days off only? For example, what if I want to take 2.5 hours for a doctor’s appointment?
Absences can be requested for a full day or as a partial day by number of hours to be taken. Hours can be entered incrementally using decimal format (e.g., 2.5 hours).
Can I correct my approved annual time off if I return to work early?
Yes, employees and managers are able to correct approved time off requests, even in closed pay periods.
Does the Absence Calendar mean we have to request any time we take off and have it approved before using the time off? What about urgent/unexpected circumstances?
Managers can enter time off on behalf of an employee. Time off can also be entered retroactively.
When is my absence request deducted from my time off balance?
Time off requests will update available time off balances as soon as the request is submitted.
Will part-time and hourly employees use the absence calendar?
All workers that are eligible for time off can request time off through the absence calendar.
Will holidays still auto-populate?
Holidays will be entered similar to today. Depending on the length of an approved Admin Leave, central staff will be able to populate administrative leave for full days or the employee/manager will be able to enter as per guidance.
Can managers see all of their staff's absence calendars in a single view?
Yes, there is a view into all pending and approved absences for your the workers within the supervisory organization you are responsible for.
Will the Absence Calendar be connected with Google Calendar?
No, Workday does not currently integrate with Google Calendar.
Time Tracking
Workday is the system for recording working time. Employees either swipe a time card on an existing time clock, use the Workday web-clock to check-in and check-out, or manually enter their time into Workday. Time is the Workday functional area encompassing daily or bi-weekly time entry, meal breaks, time corrections, premium pays, and all associated approvals.
Applications (Apps)
- Time – Employees use this application to begin tasks or view information related to Time.
- Time and Absence – Managers use this application to begin tasks or view information related to Time Tracking and Absence management of their teams.
Tasks
- Enter My Time – Employees (manual entry employees only) use this task to enter their time, review their time entered, and submit their time.
- Enter Time for Worker – Managers and Timekeepers (as needed) use this task to enter time on behalf of a worker or edit a worker’s time.
- Review Time – Managers and Timekeepers (as needed) use this task to review and approve time of all of their time recording employees.
Training Courses
This table includes the relevant course(s). You can enroll in courses at any time on the On-Demand Courses page.
| Course Title | Description |
|---|---|
| Time Tracking and Absence Management for Departments | This course helps you manage time tracking and absences within Workday. Absence includes time off and leaves of absence (LOA). You will learn how to enter, correct, and approve time for workers/direct reports, enter absences and correct time off on behalf of an employee, review work schedules, and view key absence-related reports. |
For Employees:
For Managers:
For Managers and Campus Units:
Do I submit my time in a new way?
No, employees who enter time continue with the current method. Based on the job, you either swipe a time card on an existing time clock, use the Workday web-clock, or manually enter time into Workday.
How should I format manual time entries in Workday?
Workday records time in an decimal format instead of HH:MM. You can use this HH:MM to Decimal Time Converter for assistance. For example, if you work for six hours and thirty minutes, Workday records that time as 6.5 hours. A thirty minute meal break would be .5 hours.
Since Workday has one timesheet per employee, how will different jobs and rates of pay be recorded?
Employees with multiple positions, including students, will select the position for when entering time directly into Workday. The manager and position name is displayed so they can choose the correct option.
Checking in/out and swipe will function as it currently does by feeding the information into the Workday system so information from different jobs feeds directly onto the timesheet.
Who needs to submit a timesheet?
Workers who submit a timesheet include: hourly employees, student workers, C1 employees and nonexempt staff employees (including C2). Exempt staff and faculty do not have a timesheet in Workday.
Graduate Assistants do not do timesheets today. Will this change with Workday?
No, Graduate Assistants do not use time tracking in Workday.
Will we still have to record our telework days?
Telework days are not recorded on the timesheets each pay period. Instead, there is a separate telework process in Workday where you complete your telework agreement and indicate your telework schedule.
Is work shift customizable?
Yes, there is a customizable option if none of the pre-created work shifts are applicable.