Security Roles

Initiator(s): Employee as Self

Approver(s): Managers, Manager’s Manager, Timekeepers

Process Considerations:

• Time can be entered either from the Time Clock or the Timesheet, depending type of position.
• Some users may only have one of the options available. 
• All hourly time reporting employees required to submit their timesheet.
• Timesheets need to be both submitted by the employee (or manager) and approved by the manager to be paid.
• Employees in the exception groups will have time submitted on their behalf and will not need to manually submit their timesheet:
  • Timeclock Users with 1 job (Pay Rate Type: Hourly-Timeclock)
  • UW-Madison House Fellows with 1 job
    
    

1. From the Workday Home Page, click Menu in the upper left corner
2. Click the Time application.
   NOTE: The Add and Edit buttons within the Menu can be used to add, reorder, or delete apps from the list. 
   
   
3. Check in using the Time Clock in the Time app.
   
    
   
   1. Click Check In.
      
      
   2. In the Time Type field, confirm Hours Worked In/Out is selected.
      NOTE: If entering time for a special project, select the Projects menu and the appropriate project task to track time against.
      If you have multiple jobs, click the Position field to select the job this time is being worked. 
   3. Click OK.
   4. Click Done.
      
      
4. Check out using the Time Clock in the Time app
   
    
   
   
   1. Click Check Out. 
   2. Select a Reason of either Meal or Out.
   3. Click OK.
   4. Click Done.
5. Repeat Check In and Check Out steps as necessary to log time.

1. From the Workday Home Page, click Menu in the upper left corner.
   
   
2. Click the Time application. 
   NOTE: The Add and Edit buttons within the Menu can be used to add, reorder, or delete apps from the list. 
   
   
   
3. In the Enter Time section, select the week for which you are entering time. 
   1. This Week - enter hours for the current week.
   2. Last Week - enter hours for the previous week.
   3. Select Week - enter hours for a date of your choosing.
      
      
      
      
      
4. Select a Date.
   NOTE:
   • Navigate to different weeks by selecting the Previous and Next arrows next to Today.
     
     
     
     
   • Select the down arrow next to the week range to Change Month and Year.
     
     
     
     
     
   • Select the Week dropdown/Day dropdown to switch between Week and Day views.
     
     
     
     
   • Select the Actions drop down to choose additional options to enter time. Different time card templates have different action options.
     
     
     
     
5. The Enter Time pop up will appear.
   NOTE:
   • Time Entry codes within Time Type indicate the type of work performed.
   • “Hours Worked In/Out” will auto populate for Time Type.
   • If entering time for a special project, select the Projects menu and the appropriate project task to track time against. 
   • Med Restrictions (Non-Work) and Med Restrictions (Work Related) are available Time Type Codes to track medical restrictions on worked hours.
     
     
     
     
6. Enter the time In and Out.
   NOTE:
   • If you took an unpaid meal break and do not have an automatic meal deduction, you must change the Out Reason field to “Meal” and then input additional hours worked during the day.
   • If you have an automatic meal break and must cancel it, click the date you need to cancel the automatic meal break. Then, change the time type to No Meal and click OK.
   • If hours worked include or cross midnight, enter the start time (in) and the end time (out) on the next day. (ie - in 11:00 pm Friday - out 04:00 am Saturday) 
     
     
7. If you have multiple jobs, click the Position field to select the job this time is being worked.
    
8. Click OK.
   
   
9. After entering time for the week, select Review to look over the various time types and hours entered.
   
   
10. Click Submit to finish entering time and move the hours to your manager for review.
    NOTE: 
    • Initial time entry must be done manually. After the first-time sheet is complete, you may have options to autofill your timecard from the Actions menu
    • You will not be able to modify time on a timesheet while the payroll for that time period is being processed.

WARNING: If changes are made to the timesheet after being submitted, resubmit the timesheet again to send to manager

Next Steps

Once you have selected Submit, your time has been submitted for approval. In each Approval step, the Approver will have a variety of options:

• Approve – the process continues to the next step until it is complete.
• Send Back – Sends the process back to the initiator to make edits. Time must be resubmitted.

Entering Time in Workday How-To Video

Additional Resources