My HR Toolkit contains information and training on the time-tracking processes in Workday.

There are many possible causes, but the top two reasons are:

• Everyone is temporarily locked out of their time entry calendar on the day after the payroll transaction deadline, which is usually the Tuesday before pay day. If you need to make a change, please wait until the following day. Any approved changes after the payroll transaction deadline will be accounted for in the subsequent pay cycle. 
• Your department has not yet added your job or your department has recently made a change to your job. In this case, consult your department. 

Contact the HR Service Center if you do not have access to the time entry calendar and a pay deadline is approaching. 

Time may be edited on the time entry calendar after being submitted for the current pay period. You must submit your time again after making a change so your time approver can see and approve the correction. 

If needed, you may edit prior pay periods up to six months prior to the current date. Your pay and tax withholdings may be affected by editing time in prior pay period after you have already received payment for that pay period. You should also inform your Time Keeper of any changes to prior periods.

It is recommended that you submit your time on a weekly basis. Time worked must be submitted prior to the pay deadline. Your department may have other expectations regarding when time must be submitted. Refer to the Payroll Calendars webpage for pay deadlines. 

Your job management student position is a placeholder position for students in Workday. This placeholder position does not have pay rates attached to it. You must select the appropriate position from the drop down menu when entering your time. If you have trouble distinguishing between your positions, contact your department and request clarification.

You cannot add time to your temporary employee services position because your pay is charged to the department to which you are assigned. You must select the appropriate position from the drop down menu when entering your time. The temporary employment services (TES) position is only to be used to record time for attending TES approved training. 

You will select the position for which you worked when entering time to the calendar. Contact your department if you are unsure of which position to select for the time worked. 

My HR Toolkit has information, quick guides, and additional resources for time-tracking in Workday. 

Hourly (non-exempt) employees must enter and submit time worked for approval in order to be paid. Submit time prior to the pay deadline to ensure you receive your pay on time. 

My HR Toolkit has information, quick guides, and additional resources for paid time off processes in Workday. The daily quantity of your time off is in hourly intervals (e.g., one day off equals 7.5 hours for those who work 37.5 hours per week). 

Employees are encouraged to use full or half days of paid time off. If you want to take hours of paid time off, consult with your department first.

Holidays observed by the university will automatically populate on your time entry calendar in Workday. You do not have to enter time for these days unless you worked on the holiday.

If you took an unexpected day of paid time off, you must request time off as you would normally. From your Workday homepage, choose the time off icon under the applications menu to view your time off options. Under the request menu, choose ‘Time Off’ to view your time off calendar. Select the date that you were out, enter the hours and time off type, and submit it to be approved by your manager.

You may correct PTO even after the PTO has been paid to you.  From your Workday homepage, choose the time off icon under the applications menu to view your time off options. Under the request menu, choose ‘Time Off Correction’ to view your time off calendar. Select the date that you need to correct, adjust or remove the hours and/or time off type, and submit it to be approved by your manager. My HR Toolkit has information, quick guides and additional resources for paid time off processes in Workday.  

From your Workday homepage, choose the time off icon under the applications menu to view your time off options. Under the view menu, you can choose to view ‘My Time Off’, ‘Time Off Balance’, or ‘Time Off Results by Period’. In addition, My HR Toolkit has information, quick guides and additional resources for viewing and managing paid time off in Workday.

Holiday hours will not populate on the time entry calendar unless hours worked are entered. If you only have PTO entered for an entire pay period, you will not see the holiday hours until the time is submitted and approved.