3/26/2021 Workday® Administrator Guide

1 | Time Tracking
1.1 | Time Tracking Basics
1.1.1 | Steps: Set Up Time Tracking

Context

Configure Workday Time Tracking so that:

Workers, administrators, and others can enter time.

Overtime, premiums, and other pay policies can be applied automatically.
Payroll can compensate workers for time worked.

Time Tracking setup is often an iterative process. It is not necessary to follow these steps in the order listed.

Steps

1. Set up time entry rules.

See Steps: Set Up Time Entry.
2. Set Up Payroll and Time Tracking Period Schedules.
Create time period schedules to define the dates for which workers can enter time.
3. Create Worker Eligibility Rules for Time Tracking.
4. Create time calculations.
Skip this step if you're not interested in having Workday perform calculations. Example: If you're using Workday Time Tracking
only for project tracking.

See Steps: Set Up Calculations for Time Tracking.

5. Create Time Entry Validations.

6. Create work schedules and holiday schedules.
Define work schedule calendars to specify the days workers are scheduled to work and the start of the work week. You can also
use work schedule calendars to assign dates to in/out time entries according to a day breaker other than midnight.

By default the work week starts on Sunday at 12:00 AM. Even when the default settings apply, Workday recommends that you
create a basic work schedule to indicate typical non-working days.

You can also create a holiday calendar so that holiday names display on the time entry calendar. When using a holiday calendar,
you can also create calculations that take holidays into account.

See Steps: Create Calendars.

7. Configure payroll to pay time.

Configure Workday Payroll or Workday Cloud Connect for Third-Party Payroll to retrieve approved time when you run payroll.

See Steps: Set Up Payroll to Pay Time or Select Fields for Payroll Extract.

8. (Optional) Specify how to manage time off.

See Concept: Time Tracking and Absence Management.
9. (Optional) Steps: Enable Time Tracking for Mobile.

Related Information

Reference
The Next Level: Reporting Foundation - Time Tracking
The Next Level: Time Tracking Series 2019
The Next Level: A Day in the Life of a Time Tracking Administrator

1.1.2 | Steps: Enable Time Tracking for Mobile

Prerequisites

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

You can enable self-service users to use Time Tracking features on mobile devices.

Steps

1. Activate and configure these domain security policies:

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 1/119
3/26/2021 Workday® Administrator Guide

Option Description

Self-Service: Time Clock Enable mobile users to check in and check

out.

Self-Service: Time Calendar or Self-Service: Time Tracking High Volume Enable mobile users to enter time.
For calendar-based time entry, use
Self-Service: Time Calendar.
For high volume time entry, use
Self-Service: Time Tracking High
Volume.

Self-Service: Work Schedule Enable mobile users to view their work

schedules.

See Edit Domain Security Policies.

2. (Optional) Enable standard mobile check-in.
When standard mobile check-in is in effect, workers can:
Select a time type.
Enter worktags.
Enter comments for check-in events.
Select an out reason for check-out events.
Be prevented from checking in or out if they're outside of a defined work location.
Without standard mobile check-in, workers are required to select a location or project upon checking in.
Note: In a future release, enabling Standard Mobile Check In will be required for mobile time entry.
a. Access the Edit Tenant Setup - HCM task.
b. Select the Enable Standard Mobile Check In check box.
As a best practice, only change this setting when workers aren't checked in. If you change the setting while workers are
checked in, workers might see a mix of both settings until they check out again.
See Reference: Edit Tenant Setup - HCM.
3. (Optional) Track seconds for mobile users.
The mobile time clock displays time with seconds for all workers. However, unless you've configured the workers' time entry
templates to track seconds, Workday doesn't store the seconds or use them in calculations. As a best practice, track seconds for
mobile users to eliminate this discrepancy, and for more accurate calculations.
a. Access the Create Time Entry Template task.
b. Select the Track In and Out times down to the second check box.

Related Information

Tasks
Steps: Create Time Entry Templates

1.1.3 | Reference: Time Tracking Links on External Sites

You can use the Create Link to Initiate Business Process task to generate URLs that directly link to these Time Tracking tasks:

Check In
Check Out
Enter My Time (Calendar and High Volume)
Enter Time for Worker (Calendar and High Volume)
Review Time
Submit My Time
Submit Time for Worker

Related Information

Tasks
Create Direct Links to Initiate Business Processes

1.1.4 | FAQ: Time Tracking on Mobile

How can I prevent workers from checking in or out on mobile devices?

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 2/119
3/26/2021 Workday® Administrator Guide

Select Disable Check In/Out on Mobile on the Edit Tenant Setup - System task. This setting prevents workers in your tenant from using
the check-in and check-out time entry option on the Workday mobile application. Workers can still check in or out when using web
browsers on mobile devices. This setting doesn't disable the Enter My Time, Enter Time for Worker or My Schedule tasks.

Related Information

Reference
Reference: Edit Tenant Setup - System

1.2 | Time Tracking Hub

1.2.1 | Concept: Time Tracking Hub

The Time Tracking Hub functional area includes a subset of existing Workday Time Tracking integrations, tasks, and reports. Time
Tracking Hub is for customers who use a third-party time collection system and only need a limited set of Time Tracking features. If you
use Time Tracking, you don’t need to configure the Time Tracking Hub functional area. Time Tracking Hub:

Enables you to import time blocks from a third-party time collection system into Workday. Once in Workday, you can use the
reporting capabilities of Time Tracking to gain insight into time data.
Doesn’t include the ability to enter time or run time calculations.
Integrates with other Workday products, including Workday Payroll and Workday Financial Management.

To set up Time Tracking Hub, configure these security domains, including their subordinate domains:

Process: Import Time Blocks

Process: Mass Submit Time
Reports: Time Tracking
Set Up: Time Tracking
Worker Data: Time Tracking
Worker Data: Time Tracking High Volume

Note: Any use of features outside of this description requires a subscription to the full Time Tracking product.

1.3 | Time Entry Setup

1.3.1 | Steps: Set Up Time Entry

Context

Configure the time entry experience for workers. Specify how workers can enter time, which time entry codes they can use, and what
happens when they submit their time.

Steps

1. Select a Time Entry Method.

2. Create Time Entry Codes.
3. Create Time Code Groups.
4. Create time entry templates.
See: Steps: Create Time Entry Templates.
5. Edit Business Process Security Policies.
Configure the Enter Time business process.
Define the workflow for Time Tracking and security requirements for entering and adjusting time.
6. Configure how Workday displays workers' position information during time entry.
See: Reference: Edit Tenant Setup - HCM.

Related Information

Tasks
Steps: Set Up Time Tracking
Reference
Reference: Enter Time Business Process
Workday 32 What's New Post: Positions for Time Tracking and Absence Management
The Next Level: Time Tracking Overview

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 3/119
3/26/2021 Workday® Administrator Guide

1.3.2 | Steps: Set Up Worktags for Time Entry

Context

You can use worktags in Time Tracking to capture information about a worker's hours for costing and other purposes. Example: Enable
workers to select a cost center when entering time. Payroll then retrieves the cost center value assigned to time blocks when it pulls in
time for a pay run.

Values for costing worktags entered through Time Tracking take precedence over a worker's default costing allocation configured through
Workday Payroll.
Note: With Workday 2020R1, worktag prompts that display during time entry are no longer specific to Time Tracking and are now
consistent with the worktag prompts displayed across Workday. Workers can still select the same worktag values they selected before,
but the values display in different folders in the worktag prompts.

Steps

1. Access the Maintain Worktag Usage report.

In the Time Tracking section, add or remove the worktag types that you'd like to make available for time entry.
2. Configure Related Worktags.
The settings you define for related worktags will impact time entry in these ways:

Option Description

Allowed Values Enabled Workday only displays these values in prompts.

Required on Transaction Workers are required to enter a value for this worktag.

Default Required Workday automatically populates these values in prompts,

unless you disable the Enable Default Values for Related
Worktags option on time entry templates.

You can configure related worktags for Project transactions and tasks to enable project time entry. You can also configure default
worktags for project time entry. Workday populates default worktags for projects in this order:
Worktag rules configured for the project hierarchy.
Default worktags configured for the project.
Default worktags configured for the default time entry code on the worker's time entry template.
3. (Optional) Define related worktag values and actions for each individual worktag.
On the Details tab of worktag values, you can select the default worktags to populate for related worktags.
Example: You set Location to Default Required for the Cost Center worktag on the Maintain Related Worktag Usage report. You
then access the View Cost Center report and select the San Francisco cost center. You access the related actions menu of the
San Francisco cost center and add US - Central and US - West as Allowed Worktags for the Region worktag type.
4. Access the Create Time Entry Template or Edit Time Entry Template task. As you complete the Worktags section, consider:

Option Description

Enable Default Values for Related Worktags Controls whether related worktag default values populate
during time entry. Disable the check box if your organization
requires workers to positively report their worktag values.

Enable Related Worktags for Project Time Entries Enables Workday to automatically populate and validate
required and allowed worktag values when workers enter
time for projects.

Primary Worktags During time entry, Workday displays each primary worktag
as its own prompt and in the same order you define in the
grid. You can define up to 10 primary worktags.

Additional Worktags During time entry, Workday displays additional worktags

together in a single Additional Worktags prompt. For time
entry tasks with a single Worktags column, Workday
displays both primary and additional worktags in the same
column.

5. Create Time Entry Codes

Associate worktags to a time entry code.
6. Steps: Set Up Request Overtime

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 4/119
3/26/2021 Workday® Administrator Guide

Associate worktags to overtime requests. You can also select a default worktag value that workers enter with their overtime
request. You can select Workday defined or custom worktags, but project worktags aren't supported.

Related Information

Concepts
Concept: How Payroll Processes Calculated Time
Tasks
Steps: Define Custom Worktags
Reference
Reference: Worktag Types
Reference: Time Tracking and Payroll Worktags
2020R1 What's New Post: Worktags in Time Tracking

1.3.3 | Steps: Set Up Tax Locations for Time Entry

Context

Set up time entry so that workers are taxed at rates that are based on the locations for which they enter time.

Example: Laura is a consultant based in Illinois, but she frequently works in California. During the last pay period, she worked 24 hours in
Illinois and 64 hours in California. You need to enable her to specify that she worked 24 hours in Illinois and 64 hours in California so that
Workday Payroll can tax her earnings for those hours at the appropriate rates.

Steps

1. Map tax authorities to locations.

See Set Up Company Taxes by Location (USA).
2. Enable the Location worktag for time entry so that workers can specify a location when they enter time.
See Steps: Set Up Worktags for Time Entry.
3. (Optional) Configure default location worktags for projects so that workers don't have to manually specify a location whenever they
enter time for a project.
See Create Projects.
a. Add Location as a Worktag Type.
b. Select a location to use as the Default Worktag.
The default location automatically populates when workers enter time for this project. They can override this location as
necessary.

Result

When workers enter time, they can report a location for the time block. If you've configured a default Location worktag for a project,
Workday automatically adds the default location to the time block when workers report time for that project. If necessary, the workers can
override the default location and tag the time block with another location instead.

After you approve the time blocks, Workday Payroll withholds taxes on the workers' earnings based on the rates established by the tax
authorities mapped to the locations specified on the time blocks.

1.3.4 | Select a Time Entry Method

Prerequisites

Security: Security Configuration domain in the System functional area.

Context

Specify whether workers use calendar-based time entry or high-volume time entry to enter time.

When using calendar-based time entry, workers can enter and edit time directly on the time entry calendar. Consider using
calendar-based time entry if you have workers who enter time for projects, enter exception time, or use time clocks and only need
to make edits to entered time.
When using high-volume time entry, the Enter Time for Worker and Enter My Time tasks are separate from the time entry
calendar. You can view time entry calendars, but you can't enter or edit time directly on the calendar. Consider using high-volume
time entry if you have large numbers of workers entering time at peak times of the day.

Domain security policies control access to the time entry methods and each time entry method is secured to a separate set of domains.
As a best practice, select only 1 time entry method for all of your workers and leave the domains for the other time entry method disabled.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 5/119
3/26/2021 Workday® Administrator Guide

If different groups of workers need to use different time entry methods, configure the security groups so that no one has access to both
methods.

Steps

1. Access the Domain Security Policies for Functional Area report.

2. Select the Time Tracking Functional Area.
3. Select a time entry method.
To use calendar-based time entry, enable and configure these domains:
Self-Service: Time Tracking and its subdomains.
Worker Data: Time Tracking and its subdomains.
To use high-volume time entry, enable and configure these domains:
Self-Service: Time Tracking High Volume and its subdomains.
Worker Data: Time Tracking High Volume and its subdomains.

Result

Calendar-based time entry: The Enter Time for Worker and Enter My Time tasks take you to the time entry calendar, where you
can enter, edit, and submit time.
High-volume time entry: The Enter Time for Worker and Enter My Time tasks display tables of time blocks. To submit time, access
the Submit Time for Worker and Submit My Time tasks. You can also submit time on the time entry calendar by accessing the
View Time for Worker or View My Calendar reports.

Note: If a worker sees duplicate time entry tasks, reports, and worklets, they've inadvertently been given security access to both time
entry methods. Adjust your domain security policies so that workers have access to only 1 time entry method.

Related Information

Tasks
Edit Domain Security Policies

1.3.5 | Create Time Entry Codes

Prerequisites

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

Time entry codes describe the types of time workers can enter, such as Worked Time, Training, and On Call. They display in the Time
Type prompt workers use when entering time.

Time code groups control who can use a set of time entry codes. Workers can use the time entry codes in:

Their time code group.

The default time entry code assigned to their time entry template.

Generally, create time entry codes only for the types of time you want workers to enter. Example: Create a code for overtime only if you
want workers to specify which of their hours they want overtime pay. You might not need a time entry code for overtime if you define a
time calculation that calculates overtime automatically.

Steps

1. Access the Create Time Entry Code task.

2. Enter a unique Name, such as Worked Hours or Worked Time.
You can assign a different display name that workers see in the Display Name field.
3. Select the Units for entering time, typically Days or Hours.
4. Define General options for the time entry code.
As you complete the task, consider:

Option Description

Entry Method If the Units are Hours, specify whether workers must enter
hours only or in/out times. Example: 3 hours or 9:00am -
12:00pm.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 6/119
3/26/2021 Workday® Administrator Guide

Option Description

Display Name (Optional) Enter a display name that workers see instead of
the value in the Name field.

You can give the same display name to more than 1 time
entry code. Example: You might assign a display name of
Worked Time to both the Hours Only and In/Out time entry
codes.

Sort Priority (Optional) Assign a sort priority to control the sequence of

the time entry code in the Time Type prompt that workers
see when entering time. By default, Workday sorts codes
alphabetically.

Restrict Future Time Entry (Optional) Restricts time entry for future dates when a
worker:
Creates a new time block.
Edits an existing time block.
This check box doesn't apply to:
Enter Time (Weekly) time entry method.
Time clock events.

You can also restrict time entry for future dates on project
hierarchies.

5. If the Entry Method is Hours Only, select allowable increments for entering time.
Workday requires that you enter hours as decimals. Example: Enter 1 hour and 30 minutes as 1.5 hours. An increment of 0.01
means that workers can enter any value with 2 decimal places, such as 0.15 or 1.33.
6. If the Entry Method is In/Out Only, select a rounding option.
If a rounding option exists, Workday rounds each In and Out time to the nearest rounding marker. The breakpoint determines
whether the time rounds up or down for calculation purposes. Workday then calculates the duration between the rounded In and
Out times to 6 decimal places.

For the Custom Rounding option, select rounding options for the In Time and Out Time separately.

Note: If workers report time blocks that are shorter than the breakpoints, in and out times that Workday rounds separately can
result in too much or too little time recorded for the workers.
7. Select the Default Calculation Tags to associate with calculated time that Workday generates when a worker enters time with this
time entry code.
The tags determine which:
Time calculations Workday applies to create calculated time.
Totals to update on the worker's time entry calendar.
8. On the Groups tab, define who can use the time entry code by adding it to one or more Time Code Groups.

When using Position-based eligibility, workers can only select time entry codes that are valid for the position for which they're
entering time. Position-based eligibility is available only for time code groups.

9. (Optional) On the Advanced tab, define advanced configurations for the time entry code.
a. Select Worktag Entry Options for the time entry code.
As you complete the task, consider:

Entry Option Description

Default Value The worktag value automatically populates during time

entry. Workers can manually change the worktag value
during time entry.

Hidden Hides a worktag during time entry. Use this option if

you've enabled a worktag on a time entry template, but
you don't want to use it with this time entry code.

Required When workers enter time with this time entry code, they
must select a value for this worktag.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 7/119
3/26/2021 Workday® Administrator Guide

For these options to apply, you must also enable the worktags on the worker's time entry template. The advanced worktag
options on the time entry code refine the behavior of the worktags you enable on the time entry template. If a worktag isn't
enabled on a worker's time entry template, the worker can't enter a value for the worktag, even if you make it required for
the time entry code.

b. In the Override Rate section, select override rate options for time entry.
As you complete the task, consider:

Field Description

Allow Override Rate Enable workers to override the default pay rate when
entering time.

The override rate that you manually enter onto a time

block also overrides any override rate calculations that
apply to the time block.

Currency If you enable Allow Override Rate, specify the currency

for the override rate. The currency displays on the time
blocks on the time entry calendar.

If you don't specify a currency, Workday doesn't display

a currency on the time entry calendar. However,
Workday does provide the default currency when
sending time to Workday Payroll or Cloud Connect for
Third Party Payroll.

Do Not Allow Self Service Edit Prevent self-service users from entering an override rate
on their own time blocks. Managers, administrators, or
other authorized users entering time on behalf of a
worker can still override the pay rate.

c. Select Allow Attachments to enable workers to attach documents, such as a jury summons or doctor's note, to time blocks
that use this time entry code.

Result

Workers who are eligible for the new time entry code can select it when they enter time. Time entered using the new time entry code is
included in the totals that display on the time entry calendar, if it has calculation tags that are included in the totals.

Next Steps

If you've enabled attachments, configure segmented security to restrict access to Time Tracking documents.
Review the time entry codes for accuracy using the All Time Entry Codes report.
To stop using a time entry code, you can:
Inactivate it if an active time code group or time calculation isn't using the code.

Use the Edit Time Entry Code task and select the Inactive check box.

Delete the code if it isn't the default time entry code for a time entry template. You can also delete the code if it isn’t
associated with a reported time block. Use the Delete Time Entry Code task.

Related Information

Concepts
Concept: Time Calculations
Tasks
Steps: Set Up Worktags for Time Entry
Reference
Reference: Increments and Rounding for Time Entry
Reference: Project Management Reports
Workday 33 What's New Post: Time Entry Restrictions

1.3.6 | Create Time Code Groups

Prerequisites

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 8/119
3/26/2021 Workday® Administrator Guide

Create worker eligibility rules for Time Tracking.

Create time entry codes.
Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

Time code groups identify the time entry codes for which workers are eligible. The only time entry code a worker can use without a time
code group is the default time entry code on their time entry template.

Steps

1. Access the Create Time Code Group task.

2. As you complete the Time Entry tab, consider:

Option Description

Worker Eligibility Select 1 or more time tracking eligibility rules. Workers must
meet these rules in order to use the time entry codes in the
group.

Workers must meet all of the selected eligibility rules when

they enter time.

For workers with multiple jobs, eligibility is based on the

worker's primary job. However, you can create conditions to
evaluate the worker's other jobs.

Country / Country Region (Optional) Select countries or country regions this time code
group applies to. Selecting a value in this field improves
performance for Time Tracking transactions that check time
code groups.

Pay Rate Type (Optional) Select the pay rate types this time code group
applies to. Selecting a value in this field improves
performance for Time Tracking transactions that check time
code groups.

3. On the Time Entry Code tab, add time entry codes to the group.
A time entry code can belong to multiple time code groups and a worker can be eligible for multiple time code groups.
Note: You can also add time entry codes to time code groups while editing or creating a time entry code.

Example

Some of your workers in California belong to a company-wide union. These workers might be eligible for 2 time code groups:

A California workers time code group with time entry codes, such as California Meal Penalty.
A Union workers time code groups with time entry codes, such as Union Business.

Next Steps

Validate your changes by using the All Time Code Groups report to view time code groups. You can also use the View Worker's
Time Eligibility report to view the time code group for a particular worker.
To stop using a time code group, you can:
Inactivate the group if it has no active time entry codes associated.

Use the Edit Time Code Group task and select the Inactive check box.

Delete the group if it isn't associated with any eligibility rules.

Use the Delete Time Code Group task.

Related Information

Concepts
Concept: Worker Eligibility for Time Tracking
Tasks
Create Worker Eligibility Rules for Time Tracking
Reference
2020R1 What's New Post: Time Code Group Eligibility

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 9/119
3/26/2021 Workday® Administrator Guide

1.3.7 | Steps: Create Time Entry Templates

Prerequisites

Create time entry codes.

Create time tracking eligibility rules for assigning templates to workers.
Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

A time entry template controls the appearance of a worker's time entry calendar. It identifies the default time entry code to associate with
reported time, valid worktags for time entries, and various time entry options.

When you create a template, you select eligibility rules that assign the template to workers. Workers should be eligible for 1 template only.

Create a separate template for each group of workers with similar compensation and time entry requirements. Typically, you create
templates by organization. Example: You might create separate templates for food service workers, IT personnel, and instructors.

Steps

1. Access the Create Time Entry Template task.

2. Assign a Default Time Entry Code.
The default code:
Is the default value for the Time Type prompt on the time entry calendar.
Is assigned automatically to time entered for projects and tasks.
Ensures that all time has a time entry code.
Determines the section of the time entry calendar from which workers can select projects and tasks: Hours/Units or In/Out
Times.
Workers are eligible for the default code even when it doesn’t belong to a time code group.
3. As you complete the In/Out Entry Options, consider:

Option Description

Allowable Types for Out Time Select out types your workers can use when reporting an out time.
Your selection here affects:
The default in/out patterns you can select.
Whether you can create time blocks for breaks.
Your options on the Time Shift tab.

Default In/Out Pattern The default in/out pattern displays in the In/Out Times section on the
Enter Time grid. The pattern doesn't apply to alternate time entry
methods (such as Quick Add or Auto-fill). Workers can add or
subtract rows as needed, as well as change the out type according to
the time entry template and time entry code.

Track In and Out times down to the second Track seconds for all reported times, calculated times, and durations
associated with this time entry template.

Enable Optional Out Times Makes the Out field optional when workers enter time using these
time entry methods:
Enter Time by Week
High-Volume Time Entry
Time Entry Calendar
Quick Add

Prevent Submission of Incomplete Time Blocks Prevents workers from submitting time when their submission
includes incomplete time blocks. This option is available only when
you select Enable Optional Out Times.

4. (Optional) Select System Meals and Breaks.

Option Description

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 10/119
3/26/2021 Workday® Administrator Guide

Option Description

Create Time Blocks for Breaks Automatically create time blocks for the time that workers are on break. This option
applies only when Break is a valid out type for the time entry.

You might find this option useful if you pay your workers for their break time. Time
recorded for meals isn't paid.

The time block created for a break inherits the time entry code of the preceding time
block.

Copy Worktags for Breaks Enable break blocks to automatically inherit worktags from the reported time block
immediately before a break block. Break blocks always inherit time entry codes and
calculation tags from the reported time blocks before them, regardless of this setting.

Create Time Blocks for Meals When workers select the Meal out type, Workday automatically creates meal blocks
for the time that workers are out for their meal.This option only applies when Out, Meal
and Break or Out and Meal are selected in the Allowable Types for Out Time prompt.

The time block created for a meal inherits the time entry code and time calculation
tags of the preceding time block. If you don't want the meal block to inherit the time
calculation tags from the preceding time block, you can use a time block conditional
calculation to update the tags.

Copy Worktags for Meals Enable meal blocks to automatically inherit worktags from the reported time block
immediately before the meal block.

5. (Optional) Steps: Set Up Worktags for Time Entry.

To make worktags available for use when workers enter time, define worktag types on the time entry template. If workers are
entering project task time, you must define related worktags for projects. Workers can enter time only against active worktags.
6. (Optional) Set Up Time Clock Event Matching Options.
7. (Optional) As you complete the Time Entry Restrictions section, consider:

Option Description

Require Comments on Time Entry Changes Requires comment on the time block when a worker:
Creates new time blocks.
Edits existing time blocks.
Deletes existing time blocks.
This option applies only when workers use these time
entry methods:
Auto-fill from Prior Week
Auto-fill from Schedule
Enter Time by Type
Enter Time by Week
High-Volume Time Entry
Quick Add
This option doesn't apply when workers use:
Enter Time (Weekly) time entry method.
Time clock events.
Workday recommends that you don't use the Require
Comments on Time Entry Changes option with these
entry methods as workers can delete existing time blocks
without requiring comments:
Auto-fill from Prior Week
Auto-fill from Schedule

When you enable this option, Workday doesn't display

the Clear option on the time entry calendar. This prevents
workers from deleting time blocks without entering a
comment.

You can view a worker's most recent comment in the

Time Block Comment column on the History tab of the
time block details.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 11/119
3/26/2021 Workday® Administrator Guide

Option Description

Require Comments for Changes Older Than (Up To 3 Days) The number of days before which you require workers to
add comments for time entry changes. Workday
populates this field to 0 when you select the Require
Comments on Time Entry Changes option.

Example: Set the Require Comments for Changes Older

Than (Up To 3 Days) field to 2. If today is 2019-08-16,
then Pete must provide a comment when editing a time
block on or before 2019-08-14.

8. (Optional) Set Up Time Entry Calendars.

9. (Optional) Configure options that affect the Enter Time business process.
See Set Up Time Submission and Steps: Set Up Effort Certification for Time Tracking.
10. (Optional) Set Up Calendar Totals.
11. (Optional) Select Time Shift options.

Option Description

Workday Defined Workday defines a time shift as a grouping of time blocks

that can each last up to 24 hours. The time blocks within a
time shift can be separated by meals and breaks.

See Concept: Time Shifts.

Custom You can create your own shift definition by customizing the
time block separations that count toward time shifts.

Group Time Blocks for Shift Based On You can configure how Workday groups time blocks in a
shift and whether or not Workday splits time blocks at the
day breaker.
Note: Configure any calculations that evaluate shifts so that
Workday calculates time according to the shift date.

12. (Optional) Steps: Set Up Project Time Entry.

13. (Optional) Steps: Set Up Geofences for Mobile Time Entry.
14. On the Eligibility tab, specify which workers are eligible for the time entry template by selecting 1 or more time tracking eligibility
rules.
If you select more than 1 rule, workers must meet the criteria for all of the rules you select.
For workers with multiple jobs, template eligibility is generally based on the worker's primary job. However, you can create
conditions that evaluate all of a worker's positions.
Eligibility rules based on the Position business object aren't available for time entry templates.
Ensure that rules are mutually exclusive so workers don't qualify for more than 1 template. Review the Audit - Workers with
Multiple Time Entry Templates report.

Next Steps

Use these tasks and reports, as needed:

Reports Description

All Time Entry Templates Ensure that you've configured the time entry template as
expected.

Audit - Workers with Multiple Time Entry Templates Identify any workers who meet the eligibility rules for more than
1 time entry template.

View Worker's Time Eligibility Ensure that:

The worker is eligible for only 1 time entry template.

The assigned template is correct.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 12/119
3/26/2021 Workday® Administrator Guide

Reports Description

Delete Time Entry Template Delete a template. You can't delete a template that has eligibility
rules assigned.
Note: Before deleting or inactivating a template, consider the
impact on workers who have entered, but not submitted, time.

Related Information

Tasks
Create Worker Eligibility Rules for Time Tracking
Steps: Set Up Worktags for Time Entry
Reference
Workday 33 What's New Post: Time Entry Restrictions
2021R1 What's New Post: System-Generated Meal Blocks

1.3.8 | Set Up Time Clock Event Matching Options

Prerequisites

Create a time entry template.

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

Specify how Workday should match time clock events into time blocks.

Steps

1. Access the Edit Time Entry Template task.

2. On the Time Entry tab, select time clock event matching options:

Option Description

Maximum Time Block Duration (Hours) Enter the maximum number of hours that time clock events
can be separated by for Workday to match them into a time
block.

If you don't specify a maximum, or if you specify a maximum

of zero hours, Workday automatically populates a maximum
of 24 hours. You can't specify a maximum greater than 24
hours.

Prevent Matching Consecutive Check-Ins Leave this option unchecked if you want to perform
transfers. By default, Workday creates a time block from 2
consecutive check-in events, treating the second event as a
check-out and using the details of the first check-in for the
time block.

Related Information

Concepts
Concept: Time Clock Events
Tasks
Steps: Defer Time Clock Event Matching
Manage Time Clock Events
Manually Schedule Time Clock Event Matching

1.3.9 | Set Up Time Entry Calendars

Prerequisites

Create a time entry template.

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 13/119
3/26/2021 Workday® Administrator Guide

Context

Specify the methods workers can use to enter time on their time entry calendar. Configure how a time entry calendar behaves and
displays.

Steps

1. Access the Edit Time Entry Template task.

2. On the Calendar tab, select the time entry options that workers can use to enter time on their time entry calendar.
Also enable these options on the Enter Time business process security policy before workers can use them.

As you complete the task, consider:

Option Description

Allow Auto-fill from Prior Week Enable workers to copy hours from a prior week to the
current week. This option doesn't include time off entries.

Allow Auto-fill from Schedule Enable workers to copy hours from their work schedule to
the current week.

Allow Quick Add Enable workers to add several time blocks quickly with the
same details, for the same week.

Allow Enter Time by Week Enable workers to use a weekly grid option from the
calendar to enter time for an entire week at once.

Allow Enter Time by Type Enable workers to enter time for multiple time types at once
for the current week. This option is only available for
quantity-based time entry codes.

3. Select whether the time entry calendar displays certain information.

As you complete the task, consider:

Option Description

Default Time Entry Method Select a default time entry method that links to these time
entry worklets:
Last Week
Select Week
This Week

Currently, you can select only the Enter Time by Type time
entry method. You can view this option only if you select the
Allow Enter Time by Type check box.

Auto Expand Payroll Costing Allocations Automatically expand the Payroll Costing as of End of Week
worklet on a worker's time entry calendar. This worklet
displays the worker's default costing allocations.

Hide Pay Date Indicators Hide the pay date, time period locked, or time period end
indicators on the time entry calendar. If you don't hide the
Hide Time Period Locked Indicators
indicators, the time entry calendar displays them on the

Hide Time Period End Indicators days the respective events take place.

Display Absence Balances Display a View Absence Balances button on the time entry
calendar. When workers select the button, Workday displays
a modal that lists the worker's time off balances that you've
configured to display to self-service workers.

Next Steps

Enable the selected time entry options on the Enter Time business process security policy.

Related Information

Tasks

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 14/119
3/26/2021 Workday® Administrator Guide

Set Up Worklets
Reference
Reference: Time Entry Options
Reference: Enter Time Business Process
Workday 33 What's New Post: Access Preferred Time Entry Method from Worklets

1.3.10 | Steps: Set Up Geofences for Mobile Time Entry

Prerequisites

Create time entry templates.

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

You can create geofences to prevent workers from checking in or checking out of work while using the Workday mobile application
outside of a defined location.

Steps

1. Enable Standard Mobile Check In.

a. Access the Edit Tenant Setup - HCM task.
b. Select the Enable Standard Mobile Check In check box.
See Steps: Enable Time Tracking for Mobile.
2. Ensure that you enabled location services in your tenant.
a. Access the Edit Tenant Setup - System task.
b. Make sure that the Disable Location Services check box isn't selected.
When you enable geofences, Workday prompts workers to enable location services on their mobile device.
3. Configure geofences.
a. Access the Edit Time Entry Template task for the relevant time entry template.
b. On the Location Settings tab, add a new row for each location you'd like to establish a geofence for. Workers you assigned
to this time entry template will be able to check in and out from all of the locations you add.
You can select from existing Location values that include latitude and longitude. When you select an existing location, the
latitude and longitude fields aren't editable from the time entry template.
To modify the latitude and longitude for an existing location, access the related actions menu of the Location and edit the
Location Details.
You can also create a geofence for a new geographic location by entering custom Latitude and Longitude values.
c. Define the length of the Radius for each geofence.
Workday recommends making each radius greater than 100 meters to improve the functionality of the geofence. The
accuracy of geofences is dependent on device hardware and the core location API functionality in the operating system.
4. (Optional) Display geofence map for workers on the Check In/Out task.
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success Manager to request the
Innovation Services order form, or see Workday Innovation Services in the Workday Community for more information.
a. Access the Innovation Services Opt-In task.
b. On the Available Services tab in the Cross Application Services category, select the Third-Party Map service.

Result

When a worker attempts to check in or out outside the radius for the geofence, they receive an error message. The error message
instructs them to move closer to their work location before attempting to check in or out. If you enable the Third-Party Map service, the
worker sees a real-time map that shows their location relative to their work location.

You can use the Time Clock History report to view successful check-in and check-out events for a worker, although no location
information is stored in the report.

Related Information

Concepts
Concept: Geofences for Mobile Time Entry
Tasks
Steps: Create Time Entry Templates
Reference
2020R1 What's New Post: Geofencing for Check-In and Check-Out Events on Mobile
Workday Community: Generally Available Innovation Services - Descriptions and Exhibits.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 15/119
3/26/2021 Workday® Administrator Guide

1.3.11 | Set Up Time Submission

Prerequisites

Create a time entry template.

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

Configure options that affect what happens when workers submit their time entries.

Steps

1. Access the Edit Time Entry Template task.

2. On the Business Process tab, configure these fields:

Option Description

Submit by Time Period Enable workers to submit time entries for approval by time
period rather than by week.

Workday continues to run calculations by week.

Independent Events for Multiple Jobs Create separate approval events for each position when a
worker submits time for multiple positions. The approval
events are independent of each other: If one approval is
delayed, it doesn't hold up approval for another position.

Submit Text Select a message to display when workers submit their

time. Use the Create Time Tracking Submit Text task to add
messages. If left blank, the Workday-delivered default
submit text displays when workers submit their time.

High Volume Confirmation Text Select a message to display on the confirmation page when
workers enter their time using high-volume time entry. Use
the Create Time Tracking Submit Text task to add
messages.

Effort Certifying Text If workers are required to certify their reported time, select
the text to display along with the certification check box.

Use the Create Effort Certifying Text task to add text.

The Certify Effort page only displays when the Enter Time
business process includes a Certify Effort action step.

Allow Mass Auto-fill From Schedule Enable the Mass Autofill from Schedule process to
automatically populate workers' time entry calendars with
time blocks based on their work schedules.

Related Information

Reference
Reference: Enter Time Business Process

1.3.12 | Steps: Set Up Effort Certification for Time Tracking

Context

Configure the Enter Time business process to have your workers certify their worked time for the week. Example: You could add an effort
certifying step:

After the initiating action to have workers certify their time upon submitting it, and
After the final approval to have workers also certify time entered by others on their behalf.

In the effort certification step, a Certify Effort page displays and by clicking Approve, the worker certifies everything that displays on the
page.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 16/119
3/26/2021 Workday® Administrator Guide

The Certify Effort page displays total hours worked during the week by time entry code, position, and worktags. Totals represent reported
time blocks for time entry codes that use hours. The worker's cost allocation instructions (as of the last day of the time entry week) display
across the top of the page and reflect any costing instructions defined for the worker and worker's position in Workday Payroll. Hours with
no worktag overrides are allocated accordingly.

Steps

1. Select Business Process > Edit Definition from the related actions menu of the Enter Time (Default Definition) business process
and add an effort certification step.

Option Description

Order Specify when the effort certification step should happen.

Type Select Action.

Specify Select Certify Effort.

Group Specify who should complete the effort certification step.

2. (Optional) Access the Create Effort Certifying Text task.

Create a custom effort certifying statement. If you do not create a custom statement, Workday displays default text when workers
certify effort.
a. Name your effort certifying text so you can identify it later.
b. Write a statement for workers to use when certifying their hours for the week.
Security: Set Up: Effort Certification domain in the Core Payroll functional area.
3. (Optional) Access the Create Time Entry Template task.
On the Business Process tab, select an effort certifying text to display.

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Result

You can use the View Effort Certifying Text report to view all of the effort certifying statements you currently have.

Related Information

Tasks
Steps: Create Time Entry Templates
Steps: Set Up Effort Certification

1.3.13 | Set Up Calendar Totals

Prerequisites

Create a time entry template.

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

Configure the totals that display on a worker's time entry calendar and time review events. Workday updates totals as a worker enters
time and can include time off mapped to calculation tags.

Daily Totals:

Display the primary total on each day of the time entry calendar.
Display in the primary unit of time.
Also display the non-primary total when time is reviewed, submitted, or approved.
Represent either reported or calculated time, depending on your configuration.

Weekly Totals:

Display in the Summary section.

Always represent calculated time.
Are visible to approvers through mobile Time Tracking approvals. Approvers don't see any other details on mobile devices.

Steps

1. Access the Edit Time Entry Template task.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 17/119
3/26/2021 Workday® Administrator Guide

2. (Optional) As you complete the Daily Totals section, consider:

Option Description

Total The numbers 1 or 2 control the display order from left to

right on time review events.

Unit The unit for the reported daily total time that Workday
displays on time review events when:
Managers and workers submit time.
Managers approve, send back, deny, or correct time.
Managers review time events in their Inbox.

Label (Optional) Overrides the units of time. Example: Stores

Visited overrides the Each unit.

Primary The primary daily total. Workday displays the worker's

primary reported daily total time on:
Each day on the time entry calendar.
High-volume time entry.
The Time worklet.

Workday displays the secondary daily total in time review

events only if the value of the reported daily total is nonzero.

Included Calculation Tags (Optional) Time calculation tags that override your Daily
Totals grid configuration. Workday includes the hours
associated with time calculation tags in the daily Hours
totals on the time entry calendar.

If you leave this field blank, Workday will base the daily
Hours totals on reported dates and midnight day breakers.

Display Daily Totals based on Calculated Date (Optional) Causes totals to respect calculated, rather than
reported dates, and non-midnight day breakers. Workday
automatically selects this check box when you add
calculation tags to the Included Calculation Tags field.
However, you can select it even if you don't select a
particular calculation tag.

3. As you complete the Weekly Totals section, consider:

Option Description

Total The numbers 1 through 8 control the display order from left
to right.

Included Calculation Tags Select 1 or more time calculation tags (that use the same
unit of measure) to total.

Label Name the totals that workers see on the time entry calendar.
If you don't enter a value, Workday displays the total without
a label.

Result

The configured totals display when you view a worker's time entry calendar.

When you or workers click Review on the time entry calendar, Workday displays daily totals first, then weekly totals.

When you or workers enter time using High-Volume Time Entry, Workday displays a Daily Totals section and a Week Totals section on the
confirmation page.

Next Steps

(Optional) Translate calendar totals:

1. Access the View Time Entry Template report.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 18/119
3/26/2021 Workday® Administrator Guide

2. On the Totals tab, from the related actions menu of the label you want to translate, select Translation > Translate Instance.
3. Select a Target Language.
4. In the Text Value column, enter the translated label.

Related Information

Reference
2020R1 What's New Post: Configurable Units of Time for Daily Totals

1.3.14 | Steps: Set Up Project Time Entry

Prerequisites

Create time entry codes.

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

Configure time entry templates and time calculation tags so that workers can enter time for projects and project tasks.

Steps

1. Access the Create Time Entry Template task.

2. Select a Default Time Entry Code for project time entry.
Workday applies the default time entry code to any time entered for projects. To track project time separately from nonproject time,
use a default time entry code that you dedicate to project time entry. Then use eligibility for time code groups to make other time
entry codes available to the worker. Selecting a default time entry code that tracks both project and nonproject time makes it
difficult to separate them for calculations and reports.
3. (Optional) On the Calendar tab, select Allow Enter Time by Type to enable workers to enter multiple combinations of quantity-
based time types and active worktags at once.
Update the Enter Time business process security policy so that workers can use this option.
If you select Auto-fill from Prior Week in addition to Allow Enter Time by Type, workers can auto-fill time blocks from a prior week
into their calendar. Workers can select the Do not copy hours option to copy projects from a prior week without copying hours.
Workers can also access the Set Default Projects task through Enter Time by Type. Workers can save up to 30 projects that
Workday automatically populates in the time entry grid. To improve task performance, Workday recommends that workers save
fewer projects or update saved projects on a less frequent basis.
4. On the Projects tab, select time entry options.

Option Description

Enable Time Entry by Project When enabled, workers can select their assigned projects
and tasks from the Time Type prompt when entering time.
The default time entry code of the time entry template
doesn't display in the Time Type prompt because Workday
automatically applies it to the project time.

Require Project Role for Time Entry Requires workers to select a project role when they enter
time using these time entry methods:
Auto-fill from Prior Week.
Calendar-based time entry.
Enter Time by Type.
Quick Add.

When enabled, Workday also displays Project Role on the

Review Project Time task.

Workday doesn't require workers to select a project role

when they enter time through check-in or check-out events.

Workday populates the Project Role field with roles based

on the worker's assignments on a project's resource plan
line.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 19/119
3/26/2021 Workday® Administrator Guide

Option Description

Display Phase and Task on the Time Block Display project phase and task information on a time block
for active projects. Workday uses start and end dates for the
task resource and resource plan line to drive which resource
plan line is available for time entry.

During project time entry in Time Tracking, only workers

assigned as task resources can enter time to a project plan
task. If a project plan task has no task resources, then all
workers on the resource plan can see and log time to that
task. They can log for both billable and nonbillable projects.

If you're using Workday Project Tracking, you can add

workers to projects, but you can't add workers to a specific
project plan task. When workers enter time for a project,
they see all of the project plan tasks in the project and can
enter time for any task. Restrict which projects and tasks
display in the Time Type prompt by using project plan task
Start Date and End Date.

Use High Volume Projects Prompt Enable workers to bypass their assignments and select from
all active projects and tasks when entering time. Selecting
this option causes the Time Type prompt to be empty until
workers search for their project. They can also browse
through all active projects and tasks in the Projects and
Project Plan Tasks folders.

This option is useful if you have large volumes of projects or

don't assign projects and tasks to individual workers.

Create Independent Events Create separate approval events for each project that has
time logged against it that week or time period. This way, the
approval status of 1 project doesn't hold up the approval for
another project. Approvers for multiple projects receive, and
must act on, separate approval events for each project.

Display Project Customer on Enter Time by Type Select to display the project customer on the Enter Time by
Type time entry method.

Set Default Projects Additional Filter Prompts Select Display Project Customer and Display Project Owner
to add Project Customer and Project Owner filters to the Set
Default Projects task. Additional filters make it easier for
workers to quickly select relevant projects.

Enable Enter Time by Type on the Calendar tab to make

these options available.

5. On the Eligibility tab, select a Worker Eligibility rule so that only workers who enter project time are eligible for this time entry
template.
6. (Optional) Create Time Calculation Tags.

Create a Project Time time calculation tag and associate it with the default time entry code for project time entry.

If you track project time only and don't perform time calculations, you don't need to create time calculation tags. If you use the
Review Time or Review Project Time reports to review and approve project time blocks, create a time calculation tag for project
time. These reports pull in time blocks based on their calculation tags.

Next Steps

Assign the worker to a project or resource plan.

Related Information

Concepts

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 20/119
3/26/2021 Workday® Administrator Guide

Concept: Project Time Entry

Tasks
Steps: Create Time Entry Templates
Steps: Set Up Resource Plans
Configure Task Resources
Steps: Set Up Project Tracking
Reference
Workday 32 What's New Post: Review Project Time
The Next Level: Time Tracking Reports, Dashboards, and Integrations

1.3.15 | Steps: Set Up Time Shift Options

Prerequisites

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

You can configure how Workday treats time blocks that are part of a time shift and whether or not to split time blocks at the day breaker.
You can use these shift options to comply with commonly negotiated overtime and premium pay policies.

Steps

1. Access the Create Time Entry Template or Edit Time Entry Template task.
a. On the Time Entry tab, select an Allowable Types for Out Time option.
b. On the Time Shift tab, select a time shift option. If you select Custom, define maximum durations for Out types.
See: Concept: Time Shifts
c. Select a Group Time Blocks for Shift Based on option.
2. Access the Create Time Calculation or Edit Time Calculation tasks for any calculations that evaluate shifts.
In the Time Day Based On field select Calendar Date, Calculated Date, or Shift Date.

See:

Create Consecutive Day Calculations

Create Minimum Daily Hours Calculations
Create Minimum Weekly Hours Calculations
Create Standard Overtime Calculations
Create Time Block Conditional Calculations
Create Time Block Create Calculations

Related Information

Tasks
Steps: Create Time Entry Templates
Reference
The Next Level: Overview of Shift
The Next Level: Advanced Shift
The Next Level: Time Tracking Advanced Concepts

1.3.16 | Steps: Defer Time Clock Event Matching

Context

Note: Workday plans to retire the Defer Time Clock Event Processing option in September 2021. Enabling this feature could impact
performance in your tenant. Contact Workday Professional Services before using this feature.

When you have many workers simultaneously check in or out, postpone matching time clock events instead of automatically matching
them. Run calculations for them in real time for more efficient time tracking.

Steps

1. Enable the Defer Time Clock Event Processing option.

a. Access the Edit Tenant Setup - HCM task.
b. Select Defer Time Clock Event Processing.
c. (Optional) Select Use Automated Scheduling to have Workday automatically match pending time clock events.

See Reference: Edit Tenant Setup - HCM.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 21/119
3/26/2021 Workday® Administrator Guide

2. (Optional) Schedule the Run Time Clock Event Processing task to match pending time clock events automatically on a regular
basis.
If you're using automated scheduling, Workday schedules the task for you, but you can also schedule additional processes.

See Manually Schedule Time Clock Event Matching.

3. (Optional) Schedule the Mass Submit Time report to submit time at the end of a period automatically.
If deferred time clock events exist when workers submit time, use the Mass Submit Time report to prevent workers from manually
matching their pending time clock events. Always check for and match pending time clock events before mass submitting time.
Otherwise, you must resubmit the time after Workday matches the pending time clock events.

See Mass Submit Time.

4. (Optional) Create and schedule a custom report using the Is Pending report field to check for any pending time clock events.
As a best practice:
Schedule this report to run before the Mass Submit Time report so that you can resolve any pending time clock events
before submitting time.
To stop deferring the time clock event matching, run this report to ensure that there are no pending time clock events.
5. (Optional) If you use the time entry calendar to review and submit time instead of mass submitting time, add a time entry validation
that prevents workers from submitting time if there are pending or unmatched time clock events.
If a worker submits time with pending time clock events, they must resubmit that period after the pending time clock events match.

See Create Time Entry Validations.

Related Information

Concepts
Concept: Time Clock Events
Tasks
Set Up Time Clock Event Matching Options

1.3.17 | Create Predictive Scheduling Configurations

Prerequisites

Security: Set Up: Time Calculations in the Time Tracking Calculations functional area.

Context

You can use predictive scheduling configurations to define rules to control whether workers are paid a premium when they work without a
sufficient break between shifts. After setting up configurations, create minimum rest time calculations. Workday uses configurations and
calculations to apply time calculation tags to time blocks. You can then map the calculation tags to Payroll earnings to identify how to pay
time.

Steps

1. Access the Create Predictive Scheduling Configuration task.

2. As you complete the General Options tab, consider:

Option Description

Allowed Out Types Select one or more out types that will trigger the calculation.

Only select Meal or Break if you use these out types to

indicate the end of a shift.

Minimum Rest Hours after Last Out (up to 48) Define a threshold of hours that workers should be away
from work between shifts. If a worker enters time before the
threshold ends, Workday tags those hours with the
calculation tag for minimum rest. You define the minimum
rest calculation tag on the calculation.

Example

You enter 8 in the Minimum Rest Hours after Last Out (up to 48) field and Out in the Allowed Out Types field.

Jennifer works these hours:

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 22/119
3/26/2021 Workday® Administrator Guide

In/Out Time

In 6:00AM

Out 12:00PM

In 4:00PM

Out 9PM

Workday tags to Jennifer's time blocks that fall within the 8-hour minimum rest threshold you defined:

Time Block Calculation Tags

6:00AM-12:00PM Regular

4:00PM-8:00PM Minimum Rest

8:00PM-9:00PM Regular

Workday doesn't tag the 8:00PM-9:00PM time block because it is outside the 8-hour threshold.

Next Steps

Create minimum rest time calculations that tag time blocks that meet the criteria you've defined on the configuration.

Related Information

Tasks
Create Minimum Rest Calculations
Reference
2020R2 What's New Post: Minimum Rest Calculation
Examples
Example: Calculate Minimum Rest Time

1.3.18 | Set Up Statutory Holiday Eligibility (CAN)

Prerequisites

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

A statutory holiday configuration is a set of requirements that determines whether workers receive pay for a statutory holiday. You can
create configurations for each province or territory in Canada based on:

Regulatory requirements.
Federal guidelines

Workday automatically populates certain values in the configurations, but you can modify the values to give workers a greater benefit.

After setting up configurations, you can create a holiday time block create calculation that Workday uses along with the configurations to
create time blocks for the statutory holiday. Time Tracking then passes the time blocks to Workday Payroll to calculate the rate of pay.

Steps

1. Access the Create Statutory Holiday Configuration task.

Create a configuration for each province or for federal regulations.
2. From the Jurisdiction prompt, select the calculation method for holiday-based pay:
Select Provincial to calculate holiday pay based on the provincial or territorial statutory holiday pay configured.
Select Federal to use federal guidelines to calculate statutory holiday pay for federal workers.
3. As you complete the Look Back Calculation (Time & Payroll) section, consider:

Option Description

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 23/119
3/26/2021 Workday® Administrator Guide

Option Description

Look Back Period (Days) The period of time preceding the statutory holiday over
which Workday evaluates worked time to determine the rate
of pay for a statutory holiday.

Workday automatically populates the look back period

based on requirements for the province you selected. This
value isn't configurable.

Look Back Reference Point Based on the provincial requirement, Workday automatically
populates the reference point with either the week that
precedes the holiday or the day of the holiday itself.

Worked Hours Calculation Tags Select the hours to include in the earnings eligible for
statutory holiday pay.

To include paid time off in the look-back period, add the

calculation tag for the worker's time off plan.

Statutory Holiday Calculation Tag Create a statutory holiday calculation tag. Example: Canada
Statutory Holiday.

You'll use this tag in holiday time block create calculations

and on the earning in Workday Payroll.

4. As you complete the eligibility sections, consider:

Option Description

Days Employed The number of days that a worker must be employed before
the holiday to be eligible for a statutory holiday.

Worked Days The number of days an employee must have reported work
hours to be eligible for a statutory holiday.

Workday checks for time blocks or time offs that are tagged
with Worked Hours calculation tags to determine whether a
day was worked.

Must be less than the Period Days/Months value.

Period Days/Months The window during which the employee must meet the
Worked Days requirement. Example: An employee must
work at least 30 days or more in the 12 months before the
holiday.
If Period Unit is:
Days: Must be less than or equal to 30.
Months: Must be less than or equal to 12.

Must Work Scheduled Day Before and After Holiday To be eligible for the statutory holiday, specify if an
employee must work the:
Day before.
The day of.
The day after.

Next Steps

Create time calculations that create statutory holiday time blocks for workers based on the configuration for their province or
federal statutory holiday pay.
Using Workday Payroll, setup earnings for holiday pay.

Related Information

Concepts

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 24/119
3/26/2021 Workday® Administrator Guide

Concept: Statutory Holiday Look-Back Periods (CAN)

Tasks
Create Time Calculations for Statutory Holidays (CAN)
Reference
2020R2 What's New Post: Canada Statutory Holiday Pay for Federal Workers
Examples
Example: Configure Statutory Holiday Pay for Provinces (CAN)

1.3.19 | Steps: Set Up Request Overtime

Context

You can enable workers to request overtime hours for themselves before they work them using the Overtime Requests task. You can also
enable managers to request that the worker be available to work overtime in advance. The requested block displays on the worker's time
entry calendar. Once the overtime request is approved, the worker must enter the actual time worked in order for Workday to calculate
their hours and pass them to Payroll.

You can also enable managers to run the My Team's Overtime report to verify that their budget covers the requested overtime. Managers
can also see if a worker requests or works excessive overtime before approving, denying, or returning the request.

Steps

1. (Optional) Access the Create Business Process Definition (Default Definition) task.
Create the definition for the Request Overtime business process if it doesn't exist in your tenant.
2. Edit Business Process Security Policies.
Add these security groups to these Request Overtime business process actions:

Action Security Groups

Who Can Start the Business Process Employee as Self

Manager

Delete Overtime Request Employee as Self

Manager

Edit Overtime Request Employee as Self

Manager

Cancel Employee as Self

Manager

Approve Employee as Self

Manager

Reassign Tasks Manager

Deny Employee as Self

Manager

3. Edit Business Processes.

Add an Approval step to the Request Overtime business process.
4. Edit Domain Security Policies.
Configure security for these domains in the Time Tracking functional area:
Worker Data: My Team's Overtime
Self-Service: My Overtime
Worklet: Team Time
5. Set Up Worklets.
a. Add Overtime Requests to the Time worklet.
b. Add My Team's Overtime to the Team Time worklet.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 25/119
3/26/2021 Workday® Administrator Guide

6. Create an overtime code for each entry method that you use.
a. Access the Create Overtime Request Code task.

Option Description

Entry Method Select the entry method where the overtime request code is
available for workers. The available methods are:
Hours Only
In/ Out Only
Both Hours and In/ Out

Hours Only requests for a date range must be within the

defined work week for the worker.

Calculation Tags Select the calculation tag you use to track overtime. You can
only select 1 calculation tag.

Note: You can select a non-overtime tag (such as Time in

Lieu), to enable workers to request a different type of time.
All of the labels in Workday include the word overtime,
though, so you need to inform your workers if you're using a
non-overtime tag.

Worktags Select from Workday defined or custom worktags. You can

also select a default worktag value that workers enter with
their overtime request. Project worktags are not currently
supported.

7. Access the Edit Time Entry Template task.

Add a code to the Overtime Request Code field.
8. Create Time Entry Validations.
Business process validations are not available for Request Overtime. You can create a custom validation to prevent submission of
worked overtime hours that exceed the pre-approved overtime request. Use the Requested and Worked Overtime Pairings report
data source to build the validation.
Security: Reports: Time Tracking and Worker Data: Reports domains in the Time Tracking functional area.

Result

Request Overtime is available for workers as an option from their Time worklet, search, and the Time and Leave related actions menu.
Managers can also view overtime requests for their teams.

The Past tab on the Overtime Requests report and My Team's Overtime report display:

Requests from the previous 2 months.

Hours Only requests entered for the current date.
In/Out requests where the In time is in the past.

Next Steps

If overtime requests cross the day breaker, use the Time Week business object for reporting.

Related Information

Tasks
Create Time Entry Codes
Steps: Set Up Worktags for Time Entry

1.3.20 | Concept: Project Time Entry

When you integrate Workday Time Tracking with Workday Project Tracking, you can:

Create and manage projects.

Enable workers to enter time through Time Tracking for projects and tasks.
Track project work.
Analyze project workers' time.

If you implement Workday Projects in its entirety, you can access functionality available in Project Tracking and these additional features:

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 26/119
3/26/2021 Workday® Administrator Guide

Project billing.
Project costing.
Capital projects.
Advanced resource management.

Configuration Considerations
A worker can select a project, role, or task when entering time when you:

Add the worker to a resource plan for a project or a task.

Configure the worker's time entry template to track project time entry.

Workday assigns the default time entry code of the time entry template to any time you enter for projects and tasks. The default time entry
code determines whether the worker enters hours or in/out times for their projects and tasks. Assign workers who enter project time to a
time entry template that uses a default time entry code dedicated to project time entry. You can enable workers to enter additional time
entry codes by adjusting eligibility rules for time code groups.

If you track project time only and don't perform time calculations, you don't need to create time calculations, time calculation tags, or time
calculation groups.

If you use the Review Time or Review Project Time reports to review and approve project time blocks, create a time calculation tag for
project time. These reports pull in time blocks based on their calculation tags.

Billable Projects
Once you approve a worker's billable project time entries, Project Billing and Revenue processes them as billable transactions. If you edit
an approved time block, you must submit and approve it again for it to become a billable transaction. You can use the Review Billable
Project Transactions task to view, edit, and approve the transactions or to transfer the time to a different project.

The status of the time block reflects the billing status of the associated transaction. Once the billing status of the transaction is Billed, or
you've recognized revenue for that transaction, you can no longer edit the time block. If you need to make changes after this point, you
can delete the time block and re-add the updated information in a new time block. Deleting a billed time block creates a negative billing
transaction that reverses the original transaction.

Time Tracking offers a Do Not Bill option when you enter time for billable projects and project plan tasks. Although you can select the
option at both the project and task levels, the option only affects billing for tasks. If you select this option at the project plan task level,
Workday Projects tracks the transaction but doesn't bill the time. Selecting this option at the project level has no effect in Workday
Projects. You can still select this option for tracking and reporting purposes.

Normalized Project Labor Costing

Workday enables you to evaluate the labor cost impact to projects, based on variances of a worker's daily reported time versus scheduled
time. To allocate fully burdened costs across project time blocks in a day, use the normalization factor time block attribute. The
normalization factor calculation divides the scheduled hours for a calculated day by the total reported hours for a day, including time off.

Once you approve the normalized project time block, if the worker has a reported project or project task, Workday immediately calculates
and stores the approval on the worker time block.

When scheduled hours don't equal reported hours for a day, Workday stores the normalized factor needed to derive a normalized cost for
project time blocks.

When you:

Add a new reported time block to a day that contains project time blocks, Workday recalculates the normalization factor for all
project time blocks or project tasks for the day.
Change a project time block or project task to a time entry code, Workday removes the normalization factor.

Use the Normalization Factor report field on the Project Time Blocks report data source to determine the normalized cost for each project
time block.

You can only access normalization factor values through custom reports.

Example: You create a matrix report to summarize the normalized labor costs grouped by Project, per period, when you multiply values
for:

Reported Quantity (on the project time block)

Fully Burdened Cost
Normalization Factor

Related Information

Concepts
Concept: Project Billing

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 27/119
3/26/2021 Workday® Administrator Guide

Tasks
Steps: Set Up Project Time Entry
Steps: Set Up Project Tracking
Review Billable Project Transactions

1.3.21 | Concept: Time Shifts

About Time Shifts

A time shift is a grouping of consecutive blocks that apply to workers who report In and Out times. Time shifts enable you to base
calculations and validations on a worker's entire shift, whether or not the shift is fully contained within the worker's defined work day. The
day breaker doesn't split time shifts, as it does with time blocks.
Note: While time shifts can cross a week boundary, time shifts that extend beyond 48 hours into the second week can result in inaccurate
time calculations.

Workday groups consecutive time blocks based on the type and duration of separations (meal, break, or out) between the time blocks.
You have the option of using a Workday-defined shift definition or creating a custom shift definition. Use the time entry template to enable
and configure time shifts.

Time Shift Options

Workday-Defined Shift
Workday defines a time shift as a grouping of time blocks that can each last up to 24 hours. You can use meals and breaks to separate
time blocks within a time shift. If a time block ends with:

A Meal or Break, the next time block can start any time within the next 24 hours to be a part of the shift. A meal or break longer
than 24 hours ends the shift.
An Out, the shift ends unless the next time block starts immediately afterwards. Example: If a time block ends with an Out at 10:35
AM and the next block begins at 10:35 AM, both blocks are included in the same shift.

Examples of what are and aren't Workday-defined time shifts include:

Time Blocks (out reason) Time Shift? Reason

8:00 AM - 12:00 PM (break) Yes Break duration is less than 24 hours.

1:00 PM - 5:00 PM (out)

8:00 AM - 12:00 PM (out) No Out duration is greater than zero.

1:00 PM - 5:00 PM (out)

8:00 AM - 10:00 AM (out) Yes Out duration is equal to zero.

10:00 AM - 12:00 PM (out)

8:00 AM - 11:00 AM (meal) Monday Yes Meal duration is less than 24 hours.

10:00 AM - 5:00 PM (out) Tuesday

8:00 AM - 11:00 AM (meal) Monday No Meal duration is greater than 24 hours.

12:00 PM - 5:00 PM (out) Tuesday

Custom Shift Definition

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 28/119
3/26/2021 Workday® Administrator Guide

Create your own shift definition on the time entry template by customizing the time block separations that count toward time shifts.

Example: At your company, consecutive time blocks separated by less than these durations are considered part of the same shift:

1-hour Out
2-hour Meal
30-minute Break

The maximum durations don't prevent workers from reporting separations longer than the limit. Separations that exceed the maximum
cause the shift to end with the time block before the separation. The time block after the separation starts a new shift.

You can use time entry validations to alert workers when they report separations longer than a certain duration.

Related Information

Tasks
Steps: Create Time Entry Templates
Steps: Set Up Time Shift Options
Reference
The Next Level: Overview of Shift
The Next Level: Advanced Shift

1.3.22 | Concept: Time Tracking Flow

Time Tracking Process Flow

Time Entry
Workers can enter time by:

Recording time entries on the time entry calendar.

Checking in and out on the time clock.
Logging time clock events in an external time collection system, imported through a web service.

You can configure the Enter Time business process security policy so that managers, timekeepers, and administrators can enter time on
behalf of workers. Time is always entered and displayed in the worker's time zone.

Time Entry Calendar

The time entry calendar is a set of self-service pages where workers can add, edit, and submit their time entries when using calendar-
based time entry. When using high volume time entry, workers can view and submit time from the time entry calendar. The calendar also
displays time off entered through Absence Management.

Time Clock

Workers can check in and out using the Time worklet, which records these actions as time clock events.

External Time Collection

You can use web services to load time clock events or reported time blocks from external time collection systems into Workday.

Use the Put Time Clock Events web service operation to load small batches of time clock events on a frequent basis.
Use the Import Time Clock Events web service to load large batches of time clock events on an infrequent basis.
Use the Import Reported Time Blocks web service to load reported time blocks.

Time Clock Events

A time clock event describes a worker's actions, such as a check-in or check-out, on the time clock or an external collection system.
Workday matches time clock events to form time blocks, which workers can edit and submit using the time entry calendar.

Calculation Tags

Workday assigns calculation tags to a reported time block based on the time block's time entry code. Workday uses the calculation tags to
apply calculations to the reported time block.

Reported Time Blocks

Workday creates blocks of reported time from a worker's time entries and matched time clock events. A time block identifies the number
of hours, in/out times (if applicable), time entry code, and any worktags associated with the time.

Calculations and Validations

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 29/119
3/26/2021 Workday® Administrator Guide

When a worker saves time entries, Workday executes the calculations the worker is eligible for and validates the entries based on the
calculations and validations you created. Critical validations prevent workers from submitting the week or time period for approval, while
workers can submit time with warning validations.

Calculated Time Blocks

Workday applies calculations to reported time blocks to create calculated time blocks. These time blocks identify the calculated quantity of
time, time calculation tags applied to the time block, and can also include worktags.

Approvals

When a worker submits their time, Workday routes the submission to an approver according to the workflow defined for the Enter Time
business process. Workers can make changes to their submitted time as long as the time period remains open.

Payroll, Absence Management, and Projects

After time is approved, payroll processes can use the time entry information to compensate workers. Workday Absence Management and
Projects can also use the time entry information.

Related Information

Reference
The Next Level: PATT Touchpoints and Reporting

1.3.23 | Concept: Geofences for Mobile Time Entry

Overview
Geofences are circular geographic areas surrounding a latitude and longitude point with a radius set in meters. You can create geofences
to prevent workers from checking in or checking out while using the Workday mobile application outside of a defined work location.

Workday Mobile Application

Geofences only apply when workers are using the Standard Mobile Check In time entry method to check in and out. Workday doesn’t
prevent workers from checking in or out outside geofences when they use a different time entry method. Example: Time entry calendar. If
you want to use geofences, ensure that workers don't have access to other methods of entering time on mobile.

Geofences are only available on the Workday mobile application for iOS and Android. Workday doesn't prevent workers from entering
time in Workday from a mobile browser or from desktop.

Location Data Privacy

When you enable geofences, Workday:

Prompts workers to enable location services on their mobile devices. If a worker decides not to enable location services, they
won't be able to check in our out.
Prevents workers from checking in or out when they're outside the geofence.
Compares a worker’s location to the geofence coordinates on their device then deletes the location data.
Doesn't keep a record of workers' attempts to check in or out from outside the geofence.
Doesn't store your workers' locations and doesn't send the locations to Workday servers.
Doesn't store the location in the internal storage or hard drive of the device.

Recommendations
Workers can decide not to enable location services on their mobile devices; therefore we recommend having an alternate method of
checking in and out available. Example: A computer or kiosk at the work location where workers can check in and out.

To protect the data privacy of your workers, Workday doesn't offer the ability to report on your workers' locations or unsuccessful check-in
or check-out events. You can report on workers' successful check-in and check-out events by using the Time Clock History report,
although no location data is included in the report.

Related Information

Tasks
Steps: Set Up Geofences for Mobile Time Entry
Reference
2020R1 What's New Post: Geofencing for Check-In and Check-Out Events on Mobile

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 30/119
3/26/2021 Workday® Administrator Guide

1.3.24 | Reference: Increments and Rounding for Time Entry

Select an increment or rounding option for time entry codes that use units of hours.

Increments for hours-only time entry

Increment Equivalent Time Entry Example

0.01 Hours 36 seconds 1.12 = 1 hour, 7 minutes, and 12

seconds

0.05 Hours 3 minutes 1.15 = 1 hour and 9 minutes

0.1 Hours 6 minutes 1.3 = 1 hour and 18 minutes

0.25 Hours 15 minutes 1.75 = 1 hour and 45 minutes

0.5 Hours 30 minutes 1.5 = 1 hour and 30 minutes

1 Hour 60 minutes 2 = 2 hours

Rounding options for in/out time entry

Times before or at the breakpoint round down to the previous marker and times after the breakpoint round up to the next marker.

Rounding Option Rounding Example Calculation Example

No Rounding 8:02 AM to 9:10 AM is calculated as

1.133333 hours.

3 Minute Marker (1-minute breakpoint) 8:01 AM rounds to 8:00 AM 8:01 AM to 9:02 AM is calculated as 1.05
hours.
8:02 AM rounds to 8:03 AM

5 Minute Marker (2-minute breakpoint) 8:02 AM rounds to 8:00 AM 8:02 AM to 9:03 AM is calculated as
1.083333 hours.
8:03 AM rounds to 8:05 AM

6 Minute Marker (2-minute breakpoint) 8:02 AM rounds to 8:00 AM 8:02 AM to 9:03 AM is calculated as 1.1
hours.
8:03 AM rounds to 8:06 AM

15 Minute Marker (7-minute breakpoint) 8:07 AM rounds to 8:00 AM 8:07 AM to 9:08 AM is calculated as 1.25
hours.
8:08 AM rounds to 8:15 AM

30 Minute Marker (15-minute breakpoint) 8:15 AM rounds to 8:00 AM 8:15 AM to 9:16 AM is calculated as 1.5
hours.
8:16 AM rounds to 8:30 AM

Related Information

Tasks
Create Time Entry Codes

1.3.25 | Reference: Enter Time Business Process

Business Process Security

Review and update security policies for the Enter Time business process to specify who can use various time entry features, including:

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 31/119
3/26/2021 Workday® Administrator Guide

Micro-edit (the ability to click a day or time block to enter time)

Auto-fill from Prior Week
Auto-fill from Schedule
Clear
Quick Add
Enter Time by Type
Enter Time by Week
Submit Time
Certify Effort
Manual advance to move items to the next step (Example: Move time off that is pending approval to a complete status)
Adjust calculated time
Delegation

You must also enable these options on a worker's time entry template:

Auto-fill from Prior Week

Auto-fill from Schedule
Quick Add
Enter Time by Type
Enter Time by Week

Time Entry Business Process

Configure the Enter Time business process to:

Route time entries to the appropriate roles for review and approval. For example, you can route time entries to a worker's:
Manager.
Timekeeper.
Project manager (for time entered by project).
Cost center manager (for time entries with a cost center override).

You can also route time entries to multiple reviewers. For a worker with multiple positions, you can require approval from all
managers or just one manager from each position.

(Optional) Display a Certify Effort page to workers so they can certify their reported time. Time entry templates include an option
for selecting the text that displays at the top of the Certify Effort page.
Enable other workflow tasks.

Related Information

Concepts
Concept: Business Processes
Tasks
Steps: Create Time Entry Templates
Edit Business Process Security Policies
Steps: Set Up Effort Certification for Time Tracking
Reference
The Next Level: Overview of Time Tracking

1.3.26 | Reference: Time Tracking and Payroll Worktags

Conditions for passing worktag values from Time Tracking to Workday Payroll vary by worktag. Worktags must meet these requirements
for Workday to pass them to Payroll:

Worktag Required Conditions

Cost Center, Region, Program, Fund, Business Unit, Grant, On the Costing tab of the Maintain Organization Types report,
Project, and custom organizations. set the Use as Financial Worktag setting to Yes for the worktag.

Associate custom organization worktags to a Custom

Organization Worktag Dimension.

Custom worktags 1-15 Select Payroll as the Worktag Usage on the Enable Custom
Worktags task.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 32/119
3/26/2021 Workday® Administrator Guide

Worktag Required Conditions

Job Profile and Location Workday takes values provided by workers when entering time
and passes them to Payroll, but:

Workday passes the Job Profile value to Payroll for

informational purposes only; it doesn't affect payroll
calculation. (The time entry calendar includes a separate
Position field when a worker has multiple jobs. Workday
passes the worker's position to Payroll with the other
time block information.)
The Location worktag only affects tax withholdings if
you've mapped tax authorities to the location.

Related Information

Tasks
Maintain Organization Types
Set Up Company Taxes by Location (USA)

1.3.27 | FAQ: How do I exempt workers from lockout dates?

When configuring a period schedule for time tracking, you can specify lockout dates when workers cannot enter or adjust time. You can
exempt workers from the lockout by assigning their user-based or role-based security group to the Time Tracking: Exempt from Lockout
domain. Exempt workers can continue to enter and adjust time during the lockout period.

Related Information

Tasks
Set Up Payroll and Time Tracking Period Schedules

1.4 | Time Calculations

1.4.1 | Steps: Set Up Calculations for Time Tracking

Context

Create calculations for overtime, premiums, and other pay policies to execute when workers enter time.

Steps

1. Create Time Calculation Tags.

Time calculation tags are labels Workday can assign to time blocks as a result of applying calculations. You can map them to
payroll earnings to identify how to pay time.
Examples: Regular, Overtime, Sunday, Holiday.
2. Create time calculations.
See:
Create Consecutive Day Calculations.
Create Minimum Daily Hours Calculations.
Create Minimum Rest Calculations.
Create Minimum Weekly Hours Calculations.
Create Override Rate Calculations.
Create Schedule Deviation Calculations.
Create Shift Differential Calculations.
Create Standard Overtime Calculations.
Create Time Block Conditional Calculations.
Create Time Block Create Calculations.
Create Time Calculations for Statutory Holidays (CAN).
3. Assign Time Calculation Priorities.
Priorities specify the order for executing time calculations when a worker is subject to more than 1 calculation.
4. Create Time Calculation Groups.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 33/119
3/26/2021 Workday® Administrator Guide

Assign time calculations to time calculation groups. These groups define the eligibility requirements workers must meet to qualify
for a set of time calculations.
Example: A time calculation group called Union 407 might include all time calculations for members of that union.
5. For biweekly calculations, specify a biweekly calculation start date on the work schedule calendars to which the calculations apply.
The biweekly calculation start date determines the biweekly periods for biweekly time calculations. To be eligible for biweekly time
calculations, workers must:
Use a work schedule calendar with a biweekly calculation start date.
Belong to a time calculation group that includes biweekly time calculations.
When you trigger time calculations, Workday runs all time calculations for both weeks in the biweekly period for those workers.

See Create Work Schedule Calendars.

Next Steps

Validate your changes by using the View Worker's Time Eligibility report.

Related Information

Reference
The Next Level: Time Tracking Configuration
The Next Level: Time Tracking - Calculated Fields for Time Calculations and Time Entry Validations

1.4.2 | Create Time Calculation Tags

Prerequisites

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

Create tags that you can use to:

Perform calculations on time blocks.

Map to Payroll earnings to identify how to pay time.
Display time and time off totals on the time entry calendar.
Include calculated time blocks in time off accrual calculations to accommodate compensatory time off in lieu of overtime.

You can also assign calculation tags to time offs set up in Workday Absence Management so that Workday can tag time off for use in
calculations. However, calculation tags only apply to time off while calculations are actually running. Calculation tags aren't stored on the
time off once calculation processing is complete.

Steps

1. Access the Maintain Time Calculation Tags task.

2. As you complete the task, consider:

Option Description

Name Visible to workers on the time entry calendar unless you

hide it.

Temporary Select if you don't want to store tags with calculated time.
Typically, you store tags only when you map tags to an
earning in Workday Payroll or the tags are needed in
Absence Management, or a third-party application.

Example: You need a Sunday tag to identify time blocks for

overtime calculations, but don't need to store the Sunday
tag with calculated time blocks.

Hide from Calendar View Prevents the tag from appearing when viewing time block
details through the time entry calendar. Consider hiding tags
used only for totals or for payroll that don't make sense to
most users.

The tag is always visible when adjusting time blocks.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 34/119
3/26/2021 Workday® Administrator Guide

Result

The time calculation tags are available for use when you create:

Time entry codes.

Time calculations.
Earnings.
Time offs.
Accruals.

Next Steps

If necessary, use the Delete Time Calculation Tag task to delete tags.
You can't delete tags that map to time entry codes or accruals, or that you use in calculated time blocks.

Related Information

Concepts
Concept: Time Calculation Tags
Concept: Time Calculations
Tasks
Steps: Set Up Payroll to Pay Time

1.4.3 | Create Standard Overtime Calculations

Prerequisites

Create time calculation tags.

Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Context

Create standard overtime calculations to pay workers overtime after they work a certain number of hours over a specified period of time,
such as a day or a week. When reported hours exceed the threshold you set, Workday creates a separate time block for the overtime.

Steps

1. Access the Create Time Calculation task.

2. For Calculation Type, select Standard Overtime Calculation.
3. Define the threshold for overtime.

Option Description

Period Select a period of time over which to calculate overtime.

Select Configurable Period to use a configurable time

period. Example: Fiscal, rather than calendar, months. You
can configure this value on work schedule calendars.

Replace Hours Greater than (value) Enter the threshold as a fixed value. Workday calculates any
reported hours greater than this value as overtime.

Replace Hours Greater than (calculated field) Select a calculated field to use as a threshold. Workday
calculates as overtime any reported hours greater than the
value returned by the calculated field.
Valid calculated fields include any numeric calculated fields
on these business objects:
Worker.
Time Week.
Time Day or Time Shift.

This field isn't available for calculations based on biweekly

periods.

4. Select 1 or more calculation tags that identify the time blocks that are subject to the calculation.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 35/119
3/26/2021 Workday® Administrator Guide

If you select more than 1 tag in a row, time blocks must have all tags in that row to include in this calculation.
If you select tags in separate rows, time blocks must have all tags specified in at least 1 row to be included in this
calculation.

To refine the selection criteria, use the Advanced options.

5. In the Results section, select the time calculation tags to add to or remove from the calculated time blocks that exceed the
threshold.
By default, all calculation tags from the existing time blocks copy to calculated time blocks generated by this calculation unless you
remove them.
6. In the Time Day Based On field select one of these options:

Option Description

Calendar Date Tags calculated time blocks with the calendar date on which
the work was performed.

Calculated Date Tags calculated time blocks according to the day breaker.

Shift Date Tags calculated time blocks with the shift date according to
the Group Time Blocks for Shift Based on option on the time
entry template.

7. On the Groups tab, add the time calculation to Time Calculation Groups to specify which workers are eligible for this overtime
calculation.
8. (Optional) On the Advanced tab, define additional options.
These options give you greater control over how Workday selects time blocks and applies the results.

Option Description

Include Scheduled Hours Select to sum a worker's scheduled and reported hours to
see if the worker exceeds the overtime threshold (the
number in the Replace Hours Greater than field).

Example: The weekly threshold is 40 hours. John has 35

scheduled hours, and enters 6 hours. Workday determines
that John has 1 hour of overtime.

This option is useful for workers who enter exceptions only.

It requires that workers have a work schedule assigned.

Tag Time With Worktags First Select to give a higher priority to time blocks with worktags
when Workday adds and removes calculation tags.

Example: Charge overtime to a worker's override cost

centers before the worker's default cost center.

If you don't select this option, Workday begins to add and

remove time calculation tags as soon as the threshold is
met.

Do Not Modify Select calculation tags that Workday shouldn't modify. When
Workday adds and removes calculation tags, it will give a
lower priority to time blocks that have the calculation tags
you select here.

Example: The weekly overtime threshold is 40. Time blocks

with the holiday calculation tag or regular calculation tag are
subject to the overtime calculation. Do Not Modify is set to
Holiday. James has 35 hours of regular time and 8 hours of
holiday. Workday adds the overtime calculation tag to 3 of
the regular hours, leaving the holiday hours unchanged.

Result

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 36/119
3/26/2021 Workday® Administrator Guide

When Workday executes the calculation, it checks each day to see if the threshold is met. Unless you define advanced options, it begins
to generate calculation tags chronologically after the threshold is met.

Example: Monthly overtime calculations apply overtime tags to time blocks at the end of the month before time blocks earlier in the month.
Daily overtime calculations apply overtime tags to time blocks later in the day before time blocks that are earlier in the day.

Worktags from existing time blocks carry forward to the new time blocks generated by the standard overtime calculation.

Example

Example 1: Overtime after 8 hours in a day

Workers earn overtime after 8 hours of work in a day. To define a standard overtime calculation that applies this rule:

1. Specify the Criteria.

Field Value

Period Daily

Replace Hours Greater than 8

Time Calculation Tags Regular

2. Define the Results.

Field Value

Add Tags Overtime

Remove Tags Regular

Susan enters 10 hours of regular time. Workday generates 2 calculated time blocks:

An 8-hour time block tagged as Regular.

A 2-hour time block tagged as Overtime.

Example 2: Overtime Calculations With Day Breaker

At Vincent's company, a daily overtime calculation applies when employees enter more than 8 worked hours in a day. Vincent enters a
time block from 6:00 PM to 6:00 AM. If his day breaker falls within that worked time block, the day breaker splits the time block and the
overtime calculation applies to the resulting calculated time blocks. Possible calculated overtimes include:

If Vincent's Day Breaker is: First Calculated Time Block Second Calculated Time Block Calculated Overtime

9:00 PM 6:00 PM - 9:00 PM 9:00 PM - 6:00 AM 1 hour

Midnight 6:00 PM - 12:00 AM 12:00 AM - 6:00 AM No overtime

Noon 6:00 PM - 6:00 AM N/A 4 hours

Next Steps

Assign time calculation priorities.

For biweekly overtime calculations, specify a biweekly calculation start date on the work schedule calendars to which the
calculation applies.

Related Information

Concepts
Concept: Time Calculations
Tasks
Create Time Calculation Tags
Assign Time Calculation Priorities
Steps: Set Up Calculations for Time Tracking
Create Work Schedule Calendars

1.4.4 | Create Consecutive Day Calculations

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 37/119
3/26/2021 Workday® Administrator Guide

Prerequisites

Create time calculation tags.

Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Context

Create calculations based on consecutive days of work. Example: You can set up a calculation to pay workers overtime for all hours
worked on or after the sixth consecutive day of work.

Steps

1. Access the Create Time Calculation task.

2. For Calculation Type, select Consecutive Day Calculation.
3. As you complete the Criteria section, consider:

Option Description

Allow Rolling Consecutive Day Enables Workday to calculate consecutive days worked
across work schedule calendar weeks. When you select this
option, workers who begin work in the middle of their work
schedule week are eligible for consecutive day calculations.

Example: Abbie has a work schedule calendar that begins

Monday 4/16, but she works 7 consecutive days starting
Wednesday 4/18 through Tuesday 4/24. If you select this
option, Abbie's time on Tuesday 4/24 is tagged with the
seventh consecutive day calculation tag, even though she
worked across 2 work schedule calendar weeks.

Reset After Consecutive Day Found Select to enable Workday to reset the consecutive day
counter, rather than tagging each subsequent worked day
with the consecutive day calculation tag.

Example: After 7 consecutive days, the count of consecutive

days returns to 1, so time calculation tags don't apply on the
eighth through 13th consecutive days. On the 14th
consecutive day, Workday again applies the consecutive
day calculation tag.

Consecutive Day Number (up to 7) Enter the number of the consecutive day on which to begin
the calculation.

4. Select 1 or more calculation tags that identify the time blocks that are subject to the calculation.
If you select more than 1 tag in a row, time blocks must include all tags in that row in this calculation.
If you select tags in separate rows, time blocks must include all tags specified in at least 1 row in this calculation.
5. In the Results section, select the time calculation tags to add to or remove from the calculated time blocks.
If you don't select Reset After Consecutive Day Found, Workday adds or removes the time calculation tags for each subsequent
workday after the consecutive day calculation initially triggers. Example: If your calculation includes the Regular tag, but removes
it after applying the Overtime tag, the subsequent days also remove the Regular time calculation tag. If you rerun time
calculations, Workday won't recognize those blocks as Regular time, but will treat them as Overtime.
6. In the Time Day Based On field, select:
Calendar Date to tag calculated time blocks with the calendar date on which the work was performed.
Calculated Date to tag calculated time blocks according to the day breaker option.
Shift Date to tag calculated time blocks with the shift date according to the Group Time Blocks for Shift Based on option on
the time entry template.
7. On the Groups tab, add the time calculation to Time Calculation Groups to specify which workers are eligible for the calculation.

Example

Workers receive overtime for all hours worked on or after the sixth consecutive day. To define a consecutive day calculation that applies
this rule:

1. Specify the Criteria.

Field Value

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 38/119
3/26/2021 Workday® Administrator Guide

Field Value

Allow Rolling Consecutive Day Selected.

Reset After Consecutive Day Selected.

Consecutive Day Number (up to 7) 6

Time Calculation Tags Regular

2. Define the Results.

Field Value

Add Tags Overtime

Remove Tags Regular

Next Steps

Assign time calculation priorities.

Related Information

Concepts
Concept: Time Calculations
Tasks
Steps: Set Up Calculations for Time Tracking
Create Time Calculation Tags
Assign Time Calculation Priorities
Reference
Workday 32 What's New Post: Calculate Time Across Weeks

1.4.5 | Create Minimum Daily Hours Calculations

Prerequisites

Create time calculation tags.

Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Context

Create minimum daily hours calculations when workers who enter time are guaranteed a minimum number of hours in a day. When a
worker enters less than the minimum number of hours, the calculation creates a new calculated time block that makes up the difference.

Steps

1. Access the Create Time Calculation task.

2. For Calculation Type, select Minimum Daily Hours Calculation.
3. In the Criteria section, enter the minimum number of hours per day as a fixed value or select a calculated field to use as the
minimum.
If using a calculated field, select from any numeric field on the Worker or Time Day business object.
4. Select 1 or more calculation tags that identify the time blocks that are subject to the calculation.
If you select more than 1 tag in a row, time blocks must have all tags in that row to be included in this calculation.
If you select tags in separate rows, time blocks must have all tags specified in at least 1 row to be included in this
calculation.
The calculation only applies when at least one matching time block exists for the day.
5. In the Results section, select additional time calculation tags to add to the calculated time blocks.
By default, calculation tags from the existing time block are always copied to the new calculated time block, unless you remove
them.
6. In the Time Day Based On field select:
Calendar Date to tag calculated time blocks with the calendar date on which the work was performed.
Calculated Date to tag calculated time blocks according to the day breaker option.
Shift Date to tag calculated time blocks with the shift date according to the Group Time Blocks for Shift Based on option on
the time entry template.
7. On the Groups tab, add the time calculation to Time Calculation Groups to specify which workers are eligible for the calculation.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 39/119
3/26/2021 Workday® Administrator Guide

Result

Worktags from existing time blocks are copied to new calculated time blocks generated by minimum daily hours calculations.

Example

Workers who are called in to work are guaranteed a minimum of 4 hours of pay for the day. To define a minimum hours calculation that
applies this rule:

1. Create a time entry code that workers use to report the time they are called out. Assign it a default calculation tag of Call Out.
2. Access the Create Time Calculation task.
3. Select Minimum Daily Hours Calculation as the Calculation Type.
4. Specify the Criteria:

Field Value

Minimum Hours 4

Time Calculation Tags Call Out

5. Define the Results:

Field Value

Add Tags Call Out Guaranteed

Aaron is called in to work on his day off and he enters 3 hours of Call Out time. To meet the 4-hour minimum requirement, Workday
generates 2 calculated time blocks:

A 3-hour time block tagged Call Out.

A 1-hour time block, tagged Call Out Guaranteed, to make up the difference.

Next Steps

Assign time calculation priorities.

Related Information

Tasks
Create Time Calculation Tags
Assign Time Calculation Priorities

1.4.6 | Create Minimum Rest Calculations

Prerequisites

Create predictive scheduling configurations.

Create a calculation tag to use in minimum rest calculations.
Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Context

A minimum rest calculation tags time blocks worked during a specified rest period. You can use minimum rest calculations to handle laws
that require you to pay a premium if workers lack sufficient rest time between their shifts.

Steps

1. Access the Create Time Calculation task.

2. For Calculation Type, select Minimum Rest Calculation.
3. As you complete the Criteria section, consider:

Option Description

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 40/119
3/26/2021 Workday® Administrator Guide

Option Description

Predictive Scheduling Configuration Select an existing predictive scheduling configuration or

create a new one.

After you select a configuration, Workday displays the

Allowed Out Types and Minimum Rest Hours After Last Out
fields. These fields are generated from the predictive
scheduling configuration and can only be edited on the Edit
Predictive Scheduling Configuration task.

Minimum Rest Grace Period after Last Out Define a grace period that begins after a worker's out.
During the grace period, Workday won’t apply the minimum
rest time calculation tag to time blocks.

You can use the grace period to ensure that workers who
check out for a short break don't qualify for the minimum
rest premium.

Example: You set a grace period of 2 hours. A worker

checks out of work for a 1-hour break using the Out type
you defined on the predictive scheduling configuration. The
worker returns to work 1 hour later. Workday doesn't tag
these time blocks with the minimum rest calculation tag
because the worker's 1-hour break was within the 2-hour
grace period.

4. In the Results section, select the time calculation tags to add to or remove from the eligible time blocks.
5. On the Groups tab, select Time Calculation Groups to specify which workers are eligible for the calculation.
6. On the Advanced tab, in the Do Not Modify field, select time calculation tags that you don't want Workday to modify.

Next Steps

Assign time calculation priorities.

Related Information

Tasks
Create Predictive Scheduling Configurations
Reference
2020R2 What's New Post: Minimum Rest Calculation
Examples
Example: Calculate Minimum Rest Time

1.4.7 | Create Minimum Weekly Hours Calculations

Prerequisites

Create time calculation tags.

Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Context

Create minimum weekly hours calculations when you need the total number of hours in a week to add up to a certain number. When a
worker enters less than the minimum number of hours, the calculation creates a new calculated time block that makes up the difference.

Steps

1. Access the Create Time Calculation task.

2. For Calculation Type, select Minimum Weekly Hours Calculation.
3. In the Criteria section, enter the minimum number of hours per week as a fixed value or select a calculated field to use as the
minimum.
If using a calculated field, select from any numeric field on the Worker or Time Week business object.
4. Select 1 or more calculation tags that identify the time blocks that are subject to the calculation.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 41/119
3/26/2021 Workday® Administrator Guide

If you select more than 1 tag in a row, time blocks must have all tags in that row to be included in this calculation.
If you select tags in separate rows, time blocks must have all tags specified in at least 1 row to be included in this
calculation.
5. In the Results section, select time calculation tags to add to the calculated time blocks.

Calculation tags are not copied from the existing time blocks to the new calculated time block.

6. In the Time Day Based On field select:

Calendar Date to tag calculated time blocks with the calendar date on which the work was performed.
Calculated Date to tag calculated time blocks according to the day breaker option.
Shift Date to tag calculated time blocks with the shift date according to the Group Time Blocks for Shift Based on option on
the time entry template.
7. On the Groups tab, add the time calculation to Time Calculation Groups to specify which workers are eligible for the calculation.

Result

Calculated time blocks generated from the minimum weekly hours calculation display in the Hours/Units section of the time entry
calendar. These hours display on the last day of the week.

Worktags from existing time blocks are not copied to new calculated time blocks generated by minimum weekly hours calculations.

Example

Salaried employees in your company who are located in California must report all hours worked. For these employees, payroll must be
able to subtract any hours fewer than 40 in a week from the employee's salary using an unpaid earning. To define a minimum hours
calculation that applies this rule:

1. Create an eligibility rule for salaried employees located in California. Call it Salaried Time Reporters - California.
2. Create a time code group with a worker eligibility of Salaried Employees - California.
3. Create a time entry code and call it Hours Worked - Salaried. Assign the time code group you created in Step 2.
4. Access the Create Time Calculation task.
5. Select Minimum Weekly Hours Calculation as the Calculation Type.
6. Specify the Criteria:

Field Value

Minimum Hours 40

Time Calculation Tags Regular

Add Tags Unpaid

Time Calculation Groups

Create a time calculation group with a worker eligibility of
Salaried Employees - California

Jared is a salaried employee located in California. On Monday, he enters 8 hours using the Hours Worked - Salaried time entry code. 32
auto-generated hours tagged as unpaid time display on Saturday, the last day of the week. Each day Jared reports 8 more hours of
worked time and the total unpaid time reduces by 8 hours.

Next Steps

Assign time calculation priorities.

Related Information

Tasks
Create Time Calculation Tags
Assign Time Calculation Priorities
Create Worker Eligibility Rules for Time Tracking

1.4.8 | Create Override Rate Calculations

Prerequisites

Create time calculation tags.

Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 42/119
3/26/2021 Workday® Administrator Guide

Context

Create calculations to assign override rates to workers' time blocks based on the details of the work they are doing. Example: You might
pay workers a different rate when they work for a particular cost center. You can define multiple override rates in 1 calculation, assigning a
rate to each combination of worktag values.

Note: If you manually enter an override rate on a time block, that rate also overrides any override rate calculations that apply to the time
block.

Steps

1. Access the Create Time Calculation task.

2. Select the Override Rate Calculation Calculation Type.
3. Select 1 or more Worktags.
The worktags you select determine the worktag detail combinations to which you can assign override rates.
4. (Optional) Select a Start Date and End Date to define a time period for the calculation to be in effect.
The calculation is in effect for the time blocks reported for the time period, which can be different from the date the time block is
actually reported. Example: If the calculation is in effect starting on 2014-01-01, a time block reported on 2013-12-31 for 2014-01-
01 is included in the calculation, but a time block reported on 2014-01-01 for 2013-12-31 is not.
5. (Optional) Select Time Calculation Tags that further identify the time blocks to which the override rates are applied.
6. Add a row in the Rate Assignments table for each rate assignment you want to define.
a. Select a worktag value for each worktag.
b. Enter an Override Rate for the worktag value or combination of worktag values.
c. (Optional) Select a Currency for the override rate.
If you do not specify a currency, Workday Payroll assumes the worker's default currency when referencing the override
rate.
7. On the Groups tab, add Time Calculation Groups to specify which workers are eligible for the calculation.

Result

When workers enter time blocks that match the worktag type and time calculation tag conditions that you specified, Workday applies the
appropriate override rate to the time blocks.

Next Steps

Assign time calculation priorities.

Related Information

Tasks
Assign Time Calculation Priorities

1.4.9 | Create Schedule Deviation Calculations

Prerequisites

Create time calculation tags.

Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Context

Create schedule deviation calculations to tag time blocks a worker enters outside their schedule.

Steps

1. Access the Create Time Calculation task.

2. For Calculation Type, select Schedule Deviation Calculation.
3. Select 1 or more calculation tags that identify the time blocks that are subject to this calculation. Example: If you include the
Regular calculation tag, the calculation will tag Regular time worked outside the worker's schedule.
If you select more than 1 tag in a row, the time blocks must have the all tags in that row.
If you select tags in separate rows, the time blocks must have all the specified tags in at least 1 of the rows.
4. In the Results section, select the time calculation tags to add to or remove from the time blocks that are worked outside the work
schedule. By default, all calculation tags from the existing time blocks copy to calculated time blocks generated by this calculation
unless you remove them.
5. On the Groups tab, add the time calculation to Time Calculation Groups to specify which workers are eligible for this calculation.

Next Steps

Assign time calculation priorities.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 43/119
3/26/2021 Workday® Administrator Guide

Related Information

Reference
Workday 32 What's New Post: Scheduled vs. Worked Hours Calculation

1.4.10 | Create Shift Differential Calculations

Prerequisites

Create time calculation tags.

Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Context

A shift differential calculation tags time blocks between certain hours so that you can pay in/out workers a shift differential. Example: You
can tag hours during the midnight shift so that employees receive a premium for the hours worked.

Note: Time Tracking applies shift differentials based on actual times worked. Compensation plans can also apply shift differential
premiums for all of a worker's hours regardless of the actual work times entered in Time Tracking. Before using this calculation, make
sure that compensation plans do not already handle shift differentials.

Steps

1. Access the Create Time Calculation task.

2. For Calculation Type, select Shift Differential Calculation.
3. In the Criteria section, enter the Start Time and End Time.
Time worked between the start and end time is tagged with the calculation tags.
4. Select 1 or more calculation tags that identify the time blocks that are subject to the calculation.
If you select more than 1 tag in a row, time blocks must have all tags in that row to be included in this calculation.
If you select tags in separate rows, time blocks must have all tags specified in at least 1 row to be included in this
calculation.
5. In the Results section, select the time calculation tags to add to or remove from the calculated time blocks.
6. On the Groups tab, select Time Calculation Groups to specify which workers are eligible for the calculation.

Result

Workday splits reported time blocks that span the start or stop time.

Example

Employees receive a shift differential for all hours worked between 4:00 PM and 2:00 AM. To define a shift differential calculation that
applies this rule:

1. Specify the Criteria:

Field Value

Shift Differential Start Time 4:00 PM

Shift Differential End Time 2:00 AM

2. Define the Results:

Field Value

Add Tags Shift 1

Remove Tags leave empty

If a worker then enters time from 2:00 PM to 7:00 PM, Workday creates 2 time blocks:

2:00 PM to 4:00 PM (not tagged with the Shift 1).

4:00 PM to 7:00 PM (tagged with Shift 1).

Next Steps

Assign time calculation priorities.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 44/119
3/26/2021 Workday® Administrator Guide

Related Information

Tasks
Create Time Calculation Tags
Assign Time Calculation Priorities

1.4.11 | Create Time Block Conditional Calculations

Prerequisites

Create time calculation tags.

Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Context

Create time block conditional calculations to tag time blocks that meet specific conditions when other types of time calculations don't
support your requirements. Example: You can tag time entered on a holiday, a specific day of the week, or a particular job to pay a
premium for that time.

Conditional calculations can be very powerful when combined with other types of time calculations. Example: You can combine:

A standard overtime calculation that generates overtime for over 8 hours worked in a day.
A time block conditional calculation to pay double time for over 8 hours worked in a day, if that day is Sunday.

Conditional time calculations don't split or create new time blocks; they act on existing time blocks.

Steps

1. Access the Create Time Calculation task.

2. For Calculation Type, select Time Block Conditional Calculation.
3. In the Criteria section, identify all the conditions that must be met to add or remove tags.
You can select Workday-provided report fields or create your own true/false conditions based on the Time Block, Time Shift, Time
Day, or Time Week business object using the Create Calculated Field task.

Option Description

Time Block Conditions Select from conditions based on the Time Block business
object.

A time block is a continuous amount of time, such as the

number of hours worked or in/out times.

Example: Create a true/false condition to tag time blocks

that have France entered as the location.

Time Shift Conditions Select from conditions based on the Time Shift business
object.

A time shift is a grouping of consecutive time blocks.

Example: Create a true/false condition to tag all hours that

exceed 8 hours in a particular shift.

Time Day Conditions Select from conditions based on the Time Day business
object.

Most Workday-delivered conditions define the start and end

times for a day based on the worker's day breaker option.
However, you can create your own conditions based on
calendar day. Example: 12:00 am to 12:00 am.

Example: Select the Workday-delivered report field, Is

Sunday, to tag time blocks that fall on a Sunday.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 45/119
3/26/2021 Workday® Administrator Guide

Option Description

Time Week Conditions Select from conditions based on the Time Week business
object.

A time week is the seven-day period that begins on the start

date and day breaker time defined by the work schedule.

Example: Create a true/false condition to tag all hours in a

week where workers worked over 40 hours.

Worktags (Optional) Specify the worktags time blocks must have to be

subject to the calculation, such as a particular job profile:
Time blocks must have all the worktags that you
select in the same row.
If you define more than 1 row, the time block must
have all worktags specified in at least 1 row.

Time Calculation Tags Specify the time calculation tags the time blocks must have
to be subject to the calculation results:
Time blocks must have all the time calculation tags
that you select in the same row.
If you define more than 1 row of tags, the time block
must have all tags specified in at least 1 row.

4. In the Results section, select the time calculation tags to add to or remove from the eligible time blocks.
5. If the day breaker isn't midnight, and Time Day Conditions (such as Is Holiday) are Criteria for applying the calculation, specify
whether to apply results based on the calendar date or the calculated date.
In the Time Day Based On field select:
Calendar Date to tag calculated time blocks with the calendar date on which the work was performed.
Calculated Date to tag calculated time blocks according to the day breaker option.
Shift Date to tag calculated time blocks with the shift date according to the Group Time Blocks for Shift Based on option on
the time entry template.
6. On the Groups tab, select Time Calculation Groups to specify which workers are eligible for the calculation.

Example

Employees receive a premium for Callout time worked on Tuesdays that is charged to Marketing. To define a time block conditional
calculation that applies this rule:

1. Specify the Criteria.

Field Value

Time Day Conditions is Tuesday

Worktags 7200 Marketing Operations

Time Calculation Tags Callout

2. Define the Results.

Field Value

Add Tags Premium

Next Steps

Assign time calculation priorities.

Related Information

Tasks
Create Time Calculation Tags
Assign Time Calculation Priorities
Create Work Schedule Calendars
Steps: Set Up Calculations for Time Tracking

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 46/119
3/26/2021 Workday® Administrator Guide

Examples
Example: Calculate the Majority of a Shift

1.4.12 | Create Time Block Create Calculations

Prerequisites

Create time calculation tags.

Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Context

Use time block create calculations to generate additional calculated time blocks based on specific time conditions. The additional time
blocks are independent of other time blocks. Therefore, the calculation isn't tied to a time block and doesn't need an existing time block to
execute. Example: You can use this calculation to:

Reward workers who work a certain number of hours in a week with a bonus set of hours.
Create a time block of 8 hours on a holiday, whether or not a worker reports time for that holiday.

Steps

1. Access the Create Time Calculation task.

2. For Calculation Type, select Time Block Create Calculation.
3. In the Criteria section, identify the conditions that must be met to generate the new time block. You can select from Workday-
delivered conditions or create your own using the Create Calculated Field task.

Option Description

Time Shift Conditions Select from conditions based on the Time Shift business
object.

Time Day Conditions Select from conditions based on the Time Day business
object.

Most Workday-delivered conditions define the start and end

times for a day based on the worker's day breaker option.
However, you can create your own conditions based on the
calendar day.

Time Week Conditions Select from conditions based on the Time Week business
object.

4. In the Results section:

a. Specify the quantity of time for the new time block by entering a fixed value or selecting a calculated field.
Valid calculated fields include any numeric calculated fields on these business objects:
Worker.
Time Day if the calculation uses Time Day Conditions or Time Week if the calculation uses Time Week Conditions.
b. Select the time calculation tags to add to the new time block.
5. In the Time Day Based On field select:
Calendar Date to tag calculated time blocks with the calendar date on which the work was performed.
Calculated Date to tag calculated time blocks according to the day breaker option.
Shift Date to tag calculated time blocks with the shift date according to the Group Time Blocks for Shift Based on option.
This option is on the time entry template.
6. On the Groups tab, select Time Calculation Groups to specify which workers are eligible for the calculation.
7. (Optional) On the Advanced tab, define additional options.
These options are available when you select a Time Day Condition on the General Options tab:

Option Description

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 47/119
3/26/2021 Workday® Administrator Guide

Option Description

Must Work Scheduled Day Before

Workday generates time blocks for workers based on
Must Work Scheduled Day After whether they worked the day before or after the day you
specified in time day conditions.

If you select both options, they function as an And

statement. Example: A worker must work the scheduled day
before and after a holiday to qualify for holiday pay.

Include Calculation Tags Workday generates time blocks for workers when:
They have time blocks tagged with these calculation
tags.
The time blocks are on a day that meets the time
day conditions you configured.

Result

For day- and shift-based calculations, Workday displays the additional time blocks on that day. For week-based calculations, the
additional time blocks display on the last day of the week.

Workday includes the additional calculated time blocks in weekly totals, but not the daily totals.

Example

Generate a bonus time block of 5 hours if a worker enters 45 or more hours in a week.

1. Create a calculated field called Reported time in a week that sums the time a worker has reported in a week:
a. Access the Create Calculated Field task.
b. Define the calculated field:

Field Value

Field Name Reported time in a week

Business Object Time Week

Function Sum Related Instances

Related Field Time Blocks for a Week

Instances where condition is true Is Reported Time Block

Field to Sum Total Hours (Time Tracking)

2. Create a calculated field called Reported time greater than or equal to 45 hours. The report field returns true if the sum of reported
time in a week is greater than or equal to 45 hours:
a. Access the Create Calculated Field task.
b. Define the calculated field:

Field Value

Field Name Reported time greater than or equal to 45 hours

Business Object Time Week

Function True/False Condition

Field Reported time in a week

Operator greater than or equal to

Comparison Type Value specified in this filter

Comparison Value 45

3. Create the calculation:

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 48/119
3/26/2021 Workday® Administrator Guide

Field Value

Time Week Conditions Reported time greater than or equal to 45 hours

Quantity (value) 5

Add Tags Regular

Next Steps

Assign time calculation priorities.

Related Information

Concepts
Concept: Calculated Fields
Tasks
Create Time Calculation Tags
Assign Time Calculation Priorities
Reference
Workday 32 What's New Post: Time Block Create Calculations

1.4.13 | Create Time Calculations for Statutory Holidays (CAN)

Prerequisites

Create holiday calendars.

Create statutory holiday configurations.
Create a calculation tag to use in Canadian statutory holiday calculations.
Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Context

You can use holiday time block create calculations to create time blocks for workers on Canadian statutory holidays. Workday uses the
statutory holiday configurations you make to determine which workers are eligible for the time calculation.

Steps

1. Access the Create Time Calculation task.

2. From the Calculation Type prompt, select Holiday Time Block Create Calculation.
3. From the Jurisdiction prompt, select the calculation method for holiday-based pay.
To calculate holiday pay based on the provincial and territorial statutory holiday pay you have configured on the Statutory
Holiday Configuration task, select Provincial.
To use federal guidelines to calculate statuory holiday pay for federal workers, select Federal.
4. In the Eligibility Criteria section, select the Use Statutory Holiday Configuration Eligibility check box.
5. In the Results section, select Quantity - Use Statutory Holiday Configuration Look Back.
Workday calculates the quantity by dividing the total hours worked over the look back period by the number of days in the look
back period.
The province you select isn't configurable. It determines the length of the look back period and the lookback reference point. On
the statutory holiday configuration, you can view the:
Length of the look back period in days.
Whether the look back reference point is the end of the week preceding the holiday, or the day before the holiday.
Workday determines the total hours worked by including hours that are:
In approved status.
Tagged with the calculation tags you define in the Worked Hours Calculation Tags field on the statutory holiday
configuration.
Workday determines the number of days in the look back period by totaling the days in the look back period on which there are
approved time blocks.
6. In the Add Tags prompt, select the calculation tag you defined for the Canadian statutory holiday you configured.
7. On the Groups tab, select Time Calculation Groups to specify which workers are eligible for the calculation.

Next Steps

Assign time calculation priorities with the Maintain Time Calculation Priorities task.
Using Workday Payroll, set up earnings for holiday pay.

Related Information

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 49/119
3/26/2021 Workday® Administrator Guide

Tasks
Set Up Statutory Holiday Eligibility (CAN)
Steps: Set Up Calculations for Time Tracking
Reference
Reference: Time Calculation Types
Examples
Example: Configure Statutory Holiday Pay for Provinces (CAN)

1.4.14 | Create Time Calculation Groups

Prerequisites

Create:
Time calculations
Time Tracking eligibility rules.
Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Context

Create time calculation groups to specify worker eligibility criteria for time calculations. Typically, eligibility for time calculation groups is
based on location or union organization. Workers can qualify for multiple time calculation groups. Workday checks to see that the worker
meets the eligibility rules on the last day of the week on the time entry calendar (or the worker's termination date if earlier).

Steps

1. Access the Create Time Calculation Group task.

2. On the Time Calculations tab, select the time calculations to include in the group.
3. On the Eligibility tab, specify who is eligible for the time calculations.
Select one or more time tracking eligibility rules. Workers must meet the criteria for all eligibility rules you select when they report
time.
Eligibility is based on the worker's primary job unless you define rules that reference all jobs instead.
Eligibility rules based on the Position business object are not available for time calculation groups.
4. Review the View Worker's Time Eligibility report to validate your changes for a particular worker.

Example

Create a time calculation group for union workers. Select all time calculations that are valid for union members and specify that union
membership is a requirement for eligibility.

Related Information

Tasks
Create Worker Eligibility Rules for Time Tracking

1.4.15 | Assign Time Calculation Priorities

Prerequisites

Define time calculations.

Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Context

Assign a priority to each time calculation to specify the order of execution when a worker is subject to multiple time calculations. Without
priorities, time calculations execute in a random order.

Priorities make it possible for Workday to perform a series of calculations on a worker's time. A calculation can use the results from
another calculation to support complex time tracking policies.

In general, perform:

Calculations that produce results for other calculations before the calculations that need them.
Double time calculations before overtime calculations.
Daily overtime calculations before weekly overtime calculations.

You must perform monthly overtime calculations last. Other calculations can't reference monthly overtime calculation tags.

Steps

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 50/119
3/26/2021 Workday® Administrator Guide

1. Access the Maintain Time Calculation Priorities task.

2. In the Priority column, enter an alphanumeric value, such as ABC10, to represent the order in which to execute the time
calculation:
Time calculations are executed in alphanumeric order, with numerics having a higher priority.

Example: A priority of 50 has a higher priority than A50.

Time calculations assigned the same priority are executed in a random order.
Tips for assigning priorities:
Leave gaps between priorities so that you can more easily change priorities, if necessary.
If using numeric characters, use the same number of digits for each priority. Example: 110, 120, 130.
Consider using separate ranges for time calculations that apply to different groups of employees, such as workers in
different countries.
Example:
USA1000 - USA2000 for the U.S.
FRA2001 - FRA3000 for France
3. Click OK and confirm that the priorities are in the order you expected.
4. Review the View Worker's Time Eligibility report to validate your changes for a particular worker.

Result

When Workday performs calculations, it executes the calculations according to the priorities you set. Workday also displays the priority
when you view or edit a time calculation.

Example

Employees receive overtime when they work over 8 hours in a day or over 40 hours in a week. To apply these rules, define 2 overtime
calculations that apply to time blocks with the Regular time calculation tag:

Calculation Rule Priority

Daily Hours > 8 10

Weekly Hours > 40 (excludes hours greater than 8 in a day) 20

Sam enters 10 hours of worked time on Monday through Saturday. Workday first applies the daily overtime calculation, and creates 2
calculated time blocks for each day worked:

8 hours tagged Regular.

2 hours tagged Overtime.

It then applies the weekly overtime calculation to see if Sam's regular hours exceed the 40-hour threshold, starting from the end of the
week. Workday tags the 8 hours of Regular time for Saturday as Overtime.

1.4.16 | Manually Run Time Calculations

Prerequisites

Security: Process: Run Time Calculations for a Date Range domain in the Time Tracking functional area.

Context

You can manually run time calculations when Workday doesn't automatically run calculations for these reasons:

Worker eligibility changes for these Time Tracking components:

Time code groups.
Time entry templates.
Time period schedules.
Time calculation groups.
You change time calculation configurations.
A time calculation generates a calculated time block without an associated reported time block.
You request time off but you didn't configure your tenant to run time calculations automatically upon time off approval.
You configured your tenant to defer time clock event matching and processing.

Steps

1. Access the Run Time Calculations for a Date Range report.

2. Select the workers for whom you'd like to run calculations.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 51/119
3/26/2021 Workday® Administrator Guide

You must have security access on the Enter Time business process security policy to select workers.
If you select all workers in the report, once the process runs, Workday refreshes the worker list according to the criteria you select.
The workers processed might change from the list of workers you initially selected.
3. Enter a Run Frequency.
4. Enter a Request Name.
Workday uses the request name in reports.
5. Select a Start Date and End Date to define the date range for calculations.
Workday recommends that you don't run calculations for a period that contains Work Schedule Calendar changes. If a period
contains Work Schedule Calendar changes, run time calculations for a subperiod instead.
Workday evaluates the worker's day breaker eligibility on a daily basis when running calculations. Workday evaluates the start day
of week eligibility for each week included in the date range, rather than using only the start day of week that was effective at the
start of the date range.
6. If the run frequency is Run Once in the Future, define the Schedule.

Result

If the calculations change a worker's submitted time, you must resubmit that time.

Next Steps

You can run these reports to view the status or schedules of the calculations:

Process Monitor
Scheduled Future Processes

1.4.17 | Concept: Time Calculations

What Are Time Calculations?

Time calculations are rules that Workday executes to generate calculated time blocks from time blocks that workers report. Workday
Payroll and third-party applications can pull in calculated time blocks to pay workers using complex pay rules rather than paying the same
rate for all time worked.

Example: When a worker enters 10 hours of worked time for a day, Workday creates a reported time block of 10 hours. Without time
calculations, the 10 hours would pass to payroll without specific rules for payment. Adding a time calculation for overtime can split the
original 10 hours into 2 calculated time blocks: a block for 8 hours of regular time, and another for 2 hours of overtime so that payroll can
pay time at the appropriate rates.

Calculation Types
You can configure these types of calculations:

Consecutive Day
Holiday Time Block Create
Minimum Daily Hours
Minimum Rest
Minimum Weekly Hours
Override Rate
Schedule Deviation
Shift Differential
Standard Overtime
Time Block Conditional
Time Block Create

Each calculation type specifies a different set of conditions that must exist to:

Create new time blocks.

Add time calculation tags.
Replace time calculation tags.

You can create variations for each type of calculation. Example: You can create multiple standard overtime calculations, each with
different thresholds, or other parameters.
To meet complex time tracking requirements, you can:

Create your own calculated fields to use in time calculations.

Use multiple calculation tags as criteria for executing a time calculation.
Use time block conditional calculations to tag time blocks for use in other time calculations.
Use time calculation priorities to apply a series of time calculations to time blocks.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 52/119
3/26/2021 Workday® Administrator Guide

Eligibility
Workers are eligible for time calculations through the time calculation group they belong to. A time calculation group defines a set of time
calculations. You can assign eligibility rules to specify who is eligible for the group (and consequently, that set of calculations).

Triggering Time Calculations

Workday automatically triggers time calculations whenever you add or edit a worker's reported or calculated time. If you configure your
tenant for it, Workday also automatically runs calculations when you approve a worker's time off request. You can also manually run time
calculations.

When time calculations trigger, Workday:

1. Applies the default calculation tags (assigned to the time entry code the worker used to enter time) to the original reported time
block.
2. Generates calculated time blocks (respecting the day breaker option to assign the correct date).
3. Executes time calculations, adding and removing calculation tags from calculated time blocks, as applicable, considering:
The employee's eligibility for time calculations.
Time calculation priorities.
4. Removes temporary calculation tags.
5. Stores the resulting calculated time blocks.

Days Evaluated by a Time Calculation

Workday evaluates time blocks for the week, or for a single day in the week, to determine whether to run calculations. Workday evaluates
time blocks within a 2-week period for biweekly time calculations. The biweekly calculation start date on the worker's work schedule
calendar determines the 2-week period.

Overtime calculations respect the day breaker options defined for a worker's schedule.

Validations
Time calculations perform calculations, not validations. You might have time tracking policies you can't automate with delivered calculation
types. You can create validations to alert users that the entered time requires an adjustment.

Deleting Time Calculations

You can delete a time calculation as long as it doesn't belong to a time calculation group.

Example: Performing Overtime Calculations

Scenario: The Daily Overtime calculation is configured to:

Create a new time block for daily hours over 8 that are entered using the time entry code, Worked Time.
Replace the default Regular calculation tag for the new time block with the Overtime tag.

The day breaker is midnight.

When Raj enters 10 hours of Worked Time, from 8:00 AM to 6:00 PM, Workday:

1. Applies the Regular calculation tag to the reported time block of 10 hours.
2. Creates a calculated time block for 10 hours tagged as regular.
3. Splits the 10-hour time block into 2 calculated time blocks:
8 hours tagged as Regular.
2 hours tagged as Overtime.
4. Stores the 2 final calculated time blocks.

Pia enters 10 hours of Worked Time, from 3:00 PM to 1:00 AM on July 5. In this case, Workday:

1. Applies the Regular calculation tag to the reported time block of 10 hours.
2. Creates 2 calculated time blocks tagged as Regular: 9 hours for July 5 and 1 hour for July 6.
3. Splits the 9-hour time block into 2 calculated time blocks:
8 hours tagged as Regular.
1 hour tagged as Overtime.
4. Stores the 3 final calculated time blocks.
8 hours tagged as Regular for July 5.
1 hour tagged as Overtime for July 5.
1 hour tagged as Regular for July 6.

Related Information

Tasks

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 53/119
3/26/2021 Workday® Administrator Guide

Steps: Set Up Calculations for Time Tracking

Assign Time Calculation Priorities
Manually Run Time Calculations
Create Work Schedule Calendars
Create Time Entry Validations
Reference
Reference: Time Calculation Types
The Next Level: Time Tracking - Calculated Fields for Time Calculations and Time Entry Validations

1.4.18 | Concept: Time Calculation Tags

What Are Time Calculation Tags?

Time calculation tags identify time blocks so that you can:

Perform calculations on time blocks.

Pay time.
Display time and time off totals on the time entry calendar.
Include calculated time blocks in time off accrual calculations to accommodate compensatory time off in lieu of overtime.

Workers can see the time calculation tags associated with their calculated time through the time entry calendar.

How Are Time Calculation Tags Assigned to Time Blocks?

When you create a time entry code, such as Worked Time, you assign it one or more time calculation tags, such as Regular. When an
employee enters Worked Time, Workday assigns the Regular tag to the calculated time blocks. You can also assign calculation tags to
time offs in Workday Absence Management so that Workday can tag time off for use in calculations. However, calculation tags only apply
to time off while calculations are actually running. Workday doesn't store calculation tags on the time off once calculation processing is
complete.

When defining time calculations, identify:

Which calculation tags time blocks must have to be subject to the calculation.

Example: The overtime calculation only considers time blocks that have the Regular tag.

Calculation tags to add or remove from calculated time blocks.

Example: Add the Overtime tag to time blocks when a worker exceeds 8 hours in a day.

Considerations for Creating Time Calculation Tags

The number of tags you need depends on how you use them and the complexity of your time tracking policies. Consider how you identify
time blocks for time calculations, payroll, totals, and time off accruals. What calculation tags do you want workers to see for calculated
time blocks on the time entry calendar? How do calculation tags correspond to earnings?

Example: If workers are eligible for daily overtime and weekly overtime, do you want workers to see daily overtime differentiated from
weekly overtime when viewing their calculated time? Are these hours paid with separate earnings? If the answer to either question is yes,
create separate tags for daily overtime and weekly overtime.

Also consider whether you want to total calculated time blocks by category, such as productive time and unproductive time. In this case,
you might create a calculation tag for each.

Work closely with your payroll administrator to determine which tags you need for payroll.

It's also a good idea to map out the sequence for executing time calculations when deciding how granular to make your tags. The
sequence could affect the number of tags a time calculation has to add or remove from time blocks.

A basic set of time reporting tags might include:

Regular
Overtime
Double Time
Shift 1, 2, and 3
Holiday

You might need tags for other types of pay or other characteristics of time that affect how you track and pay it, such as:

Call Out
Company Meeting
Step 1 Premium

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 54/119
3/26/2021 Workday® Administrator Guide

1.4.19 | Concept: Rolling 24-Hour Periods

Overtime regulations in Nevada require that you pay certain workers overtime when they work more than 8 hours in a 24-hour period.
When you create a standard overtime calculation that accommodates this requirement, Workday starts the period when a worker begins
work and ends the period 24 hours later. When a worker works more than 8 hours within the 24-hour period, Workday counts the
additional hours as overtime, even if they occur the next day.

Example: Ben starts work at 9:00 AM on Monday. The 24-hour period begins with his check-in at 9:00 AM. Ben works for 8 hours, then
leaves for the day. On Tuesday, Ben starts work at 7:00 AM. The 24-hour period doesn't end until 9:00 AM on Tuesday, so any hours Ben
works between 7:00 AM and 9:00 AM count as overtime.

The 24-hour period continues to start at the same time for each subsequent day until the worker has a break in consecutive 24-hour
periods. A break occurs if the worker starts work more than 24 hours after the start time of the previous day.

Workday evaluates the previous 14 days to determine when the 24-hour period starts. If a worker works more than 14 days without a
break of more than 24 hours, Workday applies the start time of the day exactly 14 days before the current day.

Example

At your company, hourly workers in Nevada are eligible for daily overtime if they work for over 8 hours in a 24-hour period.

You define an overtime calculation that accommodates this requirement. Ben Adams enters his time for the week. Workday calculates
overtime hours according to the 24-hour period start and end time:

Day Time Blocks 24-Hour Period Start Time 24-Hour Period End Time Calculated Overtime Hours Regular Hours

Monday 8:00 AM Monday 8 AM Tuesday 8 AM 0.5 8

-12:00 PM
(Meal)

1:00 PM-
5:30 PM
(Out)

Tuesday 7:00 AM- Tuesday 8 AM Wednesday 8 AM 1 8

12:00 PM
(Meal)

1:00 PM-
5:00 PM
(Out)

Wednesday 8:30 AM- Wednesday 8:30 AM Thursday 8:30 AM 0 8

12:30 PM
(Period Resets)
(Meal)

1:30 PM-
5:30 PM
(Out)

Thursday 8:00 AM- Thursday 8:30 AM Friday 8:30 AM 0.5 7.5

12:00 PM
(Meal)

1:00 PM-
5:00 PM
(Out)

Friday 1:00 PM- Friday 1:00 PM Saturday 1:00 PM 0 5

6:00 PM
(Out)

Saturday 10:00 PM-2 Saturday 10:00 PM Sunday 10:00 PM 0 4

AM (Out)
(Period Resets)

Related Information

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 55/119
3/26/2021 Workday® Administrator Guide

Examples
Example: Calculate Nevada Rolling Overtime

1.4.20 | Reference: Time Calculation Types

You can create these types of time calculations using the Create Time Calculation task:

Calculation Type What it Does Copy worktags? Example

Consecutive Day Tags time blocks that occur Yes Tag regular hours entered for
every Nth consecutive day of the seventh consecutive
the work week. workday of the week as
overtime.

Holiday Time Block Create Generates additional time No Create a holiday time block
blocks when a Holiday exists for statutory holidays that
on the day and optionally meets the requirements for a
applies additional eligibility particular province.
from the Statutory Holiday
Configuration.

Minimum Daily Hours Creates additional calculated Yes Generate additional hours for
time blocks when reported workers on call when they
time is below the minimum enter less than the
daily hours specified. guaranteed number of hours
for a day.

Minimum Rest Tags time blocks worked No Pay workers a premium if

during a specified rest time. they've worked without taking
sufficient rest between shifts.

Minimum Weekly Hours Creates additional calculated No Generate unpaid hours for
time blocks when reported salaried employees when
time is below the minimum they enter less than the
weekly hours specified. minimum number of hours for
a week.

Override Rate Assigns override rates to Yes Pay workers a different rate
eligible calculated time when they work for a
blocks. particular cost center.

Schedule Deviation Tags time blocks that a Yes Pay workers when they work
worker worked outside of originally unscheduled hours.
their work schedule calendar.

Shift Differential Tags time blocks between a Yes Tag hours worked during the
particular start and stop time night shift for premium pay.
during the day.

Standard Overtime Creates additional calculated Yes Tag overtime hours so Payroll
time blocks for hours that pays them at the correct rate.
exceed an overtime
threshold.

Time Block Conditional Tags time blocks that meet Yes Tag hours for premium pay
true/false conditions based based on the worker's job
on the day, week, or profile or other worktag
individual time blocks. values the worker enters.

Time Block Create Generates additional time No Create a bonus time block of
blocks based on certain time 5 hours if a worker works
conditions. more than 45 hours in a
week.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 56/119
3/26/2021 Workday® Administrator Guide

1.4.21 | Example: Calculate Double Time on Seventh Consecutive Day

Scenario

Workers are paid overtime for hours worked on the seventh consecutive day of work in a workweek. They're paid double time if they work
more than 8 hours on the seventh consecutive day. This example shows you how to set up a consecutive day calculation and a standard
overtime calculation to meet these requirements.

Steps

1. Create a consecutive day calculation that tags all hours worked on the seventh consecutive day as Overtime.
a. Access the Create Time Calculation task.
b. For the Calculation Type, select Consecutive Day Calculation.
c. Specify the Criteria:

Field Value

Consecutive Day Number (up to 7) 7

Time Calculation Tags Regular

d. Define the Results:

Field Value

Add Tags Overtime

7th Consecutive Day

Remove Tags Regular

e. On the Groups tab, add the calculation to Time Calculation Groups to specify which workers are eligible for the calculation.
f. Assign this calculation a priority using the Maintain Time Calculation Priorities task.
2. Create a standard overtime calculation that tags double time after 8 hours of work on the seventh consecutive day.
a. Access the Create Time Calculation task.
b. For the Calculation Type, select Standard Overtime Calculation.
c. Specify the Criteria:

Field Value

Period Daily

Replace Hours Greater than 8

Time Calculation Tags 7th Consecutive Day

d. Define the Results:

Field Value

Add Tags Double Time

Remove Tags Overtime

e. On the Groups tab, add the calculation to Time Calculation Groups to specify which workers are eligible for the calculation.
f. Assign this calculation a priority using the Maintain Time Calculation Priorities task so that it executes after the consecutive
day calculation.

Result

When a worker reports 6 hours of worked time on the seventh consecutive day of work, Workday creates a 6-hour calculated time block
tagged with Overtime and 7th Consecutive Day. If the worker reports 11 hours of worked time on the seventh consecutive day of work,
Workday creates 2 calculated time blocks:

An 8-hour block tagged with Overtime and 7th Consecutive Day.

A 3-hour block tagged with Double Time and 7th Consecutive Day.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 57/119
3/26/2021 Workday® Administrator Guide

Related Information

Tasks
Create Consecutive Day Calculations
Create Standard Overtime Calculations

1.4.22 | Example: Calculate Minimum Rest Time

This example illustrates how to configure Workday Time Tracking to accommodate minimum rest laws. This example uses a predictive
scheduling configuration and a minimum rest time calculation.

Scenario

At your company in Oregon, workers must receive at least 10 hours off of work between shifts. However, if a worker must work before the
10-hour rest period is over, they receive premium pay for the hours they work within the rest period. You also want to ensure that workers
who check out, but come back to work within 3 hours, don't qualify for the minimum rest premium. To define a minimum rest calculation
that applies these rules:

Steps

1. Access the Create Predictive Scheduling Configuration task. Enter these values:

Option Description

Name Oregon

Allowed Out Types Out

Minimum Rest Hours after Last Out (up to 48) 10

2. Create a minimum rest calculation using the predictive scheduling configuration you created. The time calculation tags hours
worked during the minimum rest threshold with the Minimum Rest time calculation tag.
a. Access the Create Time Calculation task.
b. In the Name field, enter Oregon Minimum Rest.
c. In the Calculation Type prompt, select Minimum Rest Calculation.
d. On the General Options tab, specify the Criteria:

Field Value

Predictive Scheduling Configuration Oregon

Minimum Rest Grace Period after Last Out 3

e. Specify the Results:

Field Value

Add Tags Create a Minimum Rest Premium time calculation tag.

Remove Tags Regular

f. On the Groups tab, select the Oregon Calculations time calculation group.
3. Access the Maintain Time Calculation Priorities task to assign this calculation a priority.

Result

Michael works at your company in Oregon. He works these hours:

In/Out Time

In 8:00AM

Out 1:00PM

In 5:00PM

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 58/119
3/26/2021 Workday® Administrator Guide

In/Out Time

Out 1:00AM

Michael's break from 1:00PM-5:00PM is more than 3 hours, so the minimum rest grace period doesn't apply. Workday adds the Minimum
Rest Premium calculation tag to Michael's hours that fall within the 10-hour rest period:

Time Block Tags

8:00AM-1:00PM Regular

5:00PM-11:00PM Minimum Rest Premium

11:00PM-1:00AM Regular

Alyssa also works at your company in Oregon. She works these hours:

In/Out Time

In 11:00AM

Out 1:00PM

In 3:00PM

Out 8:00PM

Alyssa's break from 1:00PM-3:00PM is within the 3-hour minimum rest grace period. Therefore, Workday doesn't tag her time blocks with
the Minimum Rest Premium calculation tag:

Time Block Tags

11:00AM-1:00PM Regular

3:00PM-8:00PM Regular

Related Information

Tasks
Create Predictive Scheduling Configurations
Create Minimum Rest Calculations
Reference
2020R2 What's New Post: Minimum Rest Calculation

1.4.23 | Example: Calculate Monthly Overtime

This example illustrates how to configure work schedule calendars and create standard overtime calculations to calculate overtime on a
monthly basis.

Scenario

You need to pay workers in Japan overtime when they work more than 150 hours in a month.

Prerequisites

Create time calculation tags.

Create time calculation groups.
Create work schedule calendars.
Security:
Set Up: Time Calculations domain in the Time Tracking Calculations functional area.
Set Up: Calendar domain in the System functional area.

Steps

1. Access the Edit Work Schedule Calendar task for the Japan - Work Schedule - Hourly calendar.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 59/119
3/26/2021 Workday® Administrator Guide

2. In the Time Tracking section, in the Configurable Calculation Period field, select Month - Starting on Day 1. Workday calculates
overtime over this period.
3. Access the Create Time Calculation task.
4. For Calculation Type select Standard Overtime Calculation.
5. Specify Criteria:

Option Description

Period Select Configurable Period. This value is based on the

period you selected on the work schedule calendar.

Replace Hours Greater Than (value) Enter 150. Workday calculates any hours over 150 as
Overtime.

Include Calculation Tags Add a row to the grid and select the Regular calculation tag
to identify the time blocks that are subject to the calculation.
To include time off in the overtime calculation, add time off
calculation tags.

6. Specify Results:

Option Description

Add Tags Select the Monthly Overtime calculation tag to add it to the
time blocks that exceed the 150-hour threshold.

Remove Tags Select the Regular tag.

7. On the Groups tab, select the Japan Monthly Overtime group so that relevant workers are eligible for this calculation.

Result

When a worker who belongs to the Japan Monthly Overtime calculation group works more than 150 hours in a month, Workday tags their
hours over 150 with the Monthly Overtime calculation tag and calculates the hours as overtime.

Next Steps

Access the Maintain Time Calculation Priorities task to assign this calculation a priority.

Related Information

Tasks
Create Standard Overtime Calculations
Create Work Schedule Calendars

1.4.24 | Example: Calculate Location-Based Overtime

Scenario

In this example, nonresidents working in XYZ State, USA are eligible for XYZ State double time. Workers in XYZ State are paid double
time after 12 hours of work in a day, whether they're residents of the state or not. This example shows you how to combine calculated
fields and time calculations to accommodate this requirement.

Steps

1. Access the Create Calculated Field task to create calculated fields that build on each other. You'll use the final calculated field in
this step in the time block conditional calculation.
a. Create a calculated field that returns a worker's default state.

Field Value

Field Name Worker's Default State for a Time Block

Business Object Time Block

Function Lookup Related Value

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 60/119
3/26/2021 Workday® Administrator Guide

Field Value

Lookup Field Worker

Return Value Primary Address - State/Province

b. Create a calculated field that returns a worker's default state as of the time block date.

Field Value

Field Name Worker's Default State for a Time Block as of Time

Block Date

Business Object Time Block

Function Lookup Value as of Date

Source Field Worker's Default State for a Time Block

Effective Date Calculated Date

c. Create a calculated field that returns the state for the time block if a worker overrides the default state for the time block.

Field Value

Field Name Override State for a Time Block

Business Object Time Block

Function Lookup Related Value

Lookup Field Location

Return Value Primary Address - State/Province

d. Create a calculated field that returns true if a worker's default location is in XYZ State or if a worker specifies the location
for the time block as XYZ State.

Field Value

Field Name Time Block Worked in XYZ State

Business Object Time Block

Function True/False Condition

Create the true/false condition:

And/Or ( Field Operator Comparison Type Comparison Value )

And ( Override is blank

State for a
Time Block

And Worker's equal to Value specified in XYZ State )

Default this filter
State for a
Time Block
as of Time
Block Date

Or Override equal to Value specified in XYZ State

State for a this filter
Time Block

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 61/119
3/26/2021 Workday® Administrator Guide

2. Create a time block conditional calculation using the calculated field Time Block Worked in XYZ State that you defined in the
previous step. This calculation tags all time blocks worked in XYZ State with an XYZ State calculation tag.
a. Access the Create Time Calculation task.
b. For the Calculation Type, select Time Block Conditional Calculation.
c. Specify the Criteria:

Field Value

Time Block Conditions Time Block Worked in XYZ State

d. Define the Results:

Field Value

Add Tags XYZ State

e. On the Groups tab, specify time calculation groups so that all workers are eligible for this calculation, not just XYZ State
residents.
f. Access the Maintain Time Calculation Priorities task to assign this calculation a priority.
3. Create an overtime calculation that calculates double time if a worker works more than 12 hours in a day, for both XYZ State
residents and nonresidents who worked in XYZ State.
a. Access the Create Time Calculation task.
b. For the Calculation Type, select Standard Overtime Calculation.
c. Specify the Criteria:

Field Value

Period Daily

Replace Hours Greater than (value) 12

Time Calculation Tags XYZ State

d. Define the Results:

Field Value

Add Tags Double Time

Remove Tags Regular

e. On the Groups tab, specify time calculation groups so that all workers are eligible for this calculation, not just XYZ State
residents.
f. Access the Maintain Time Calculation Priorities task to assign this calculation a priority so that it executes after the time
block conditional calculation defined in Step 2.

Result

When nonresidents work in XYZ State, they must specify which time blocks they worked in XYZ State so that Workday includes the time
blocks in the double time calculations.

Related Information

Tasks
Create Standard Overtime Calculations
Create Time Block Conditional Calculations

1.4.25 | Example: Calculate Nevada Rolling Overtime

This example illustrates how to create standard overtime calculations to comply with Nevada overtime regulations.

Scenario

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 62/119
3/26/2021 Workday® Administrator Guide

Nevada law requires companies to pay certain groups of workers overtime when they work more than 8 hours in a 24-hour period. You
need to create a calculation that tags the appropriate hours as overtime.

Prerequisites

Create time calculation tags.

Security: Set Up: Time Calculations domain in the Time Tracking Calculations functional area.

Steps

1. Access the Create Time Calculation task.

2. For Calculation Type, select Standard Overtime Calculation.
3. Specify Criteria.

Option Description

Period Select Rolling 24 Hours.

This setting disables the Include Scheduled Hours check

box on the Advanced tab.

Rolling 24 Hour Period Begins Select Start of Day.

Replace Hours Greater than (value) Enter 8.

Workday calculates any hours greater than 8 as overtime.

4. Select the Regular calculation tag to identify the time blocks that are subject to the calculation.
To include time off in the overtime calculation, add time off calculation tags.

To include Hours Only time entries or time off in the overtime calculation, a 24-hour period must begin on that day.

5. Specify Results.

Option Description

Add Tags Select the Overtime calculation tag to add it to the time
blocks that exceed the 8-hour threshold.

Remove Tags Select the Regular tag.

6. On the Groups tab, select the Nevada Daily OT group so that relevant workers are eligible for this calculation.

Next Steps

Access the Maintain Time Calculation Priorities task to assign this calculation a priority.

Related Information

Concepts
Concept: Rolling 24-Hour Periods

1.4.26 | Example: Calculate the Majority of a Shift

Scenario

At your company, the majority of a worker's worked hours in a shift falls between 6:00 PM and 6:00 AM. Workers are paid a premium rate
for their entire shift (called Shift 2 in this example). You need to create calculations to pay workers appropriately depending on when they
work the majority of their shift.

Prerequisites

Enable a time shift option on the time entry templates of the workers to whom you want these calculations to apply.

Steps

1. Create a shift differential calculation to tag all hours worked between 6:00 PM and 6:00 AM as Shift 2.
a. Access the Create Time Calculation task.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 63/119
3/26/2021 Workday® Administrator Guide

b. For the Calculation Type, select Shift Differential Calculation.

c. Specify the Criteria:

Field Value

Shift Differential Start Time 6:00 PM

Shift Differential End Time 6:00 AM

d. Define the Results:

Field Value

Add Tags Shift 2

e. On the Groups tab, add the calculation to Time Calculation Groups to specify which workers are eligible for the calculation.
f. Access the Maintain Time Calculation Priorities task to assign the calculation a priority.
2. Access the Create Calculated Field task to create calculated fields that build on each other. You use the final calculated field
created in this step in the time block conditional calculation.
a. Create a calculated field that returns true if a time block is tagged as Shift 2.

Field Value

Field Name Time Block Has Shift 2 Calc Tag

Business Object Time Block

Function True/False Condition

Field Calculation Tags

Operator any in the selection list

Comparison Type Value specified in this filter

Comparison Value Shift 2

b. Create a calculated field that sums all of the time blocks in a shift tagged as Shift 2.

Field Value

Field Name Total Shift 2 Hours for a Shift

Business Object Time Shift

Function Sum Related Instances

Related Field Time Blocks for a Time Shift

Instances where condition is true Time Block Has Shift 2 Calc Tag

Field to Sum Calculated Quantity

c. Create a calculated field that calculates the percent of time in a shift that is tagged as Shift 2.

Field Value

Field Name % of Shift in Shift 2

Business Object Time Shift

Function Arithmetic Calculation

Field type Numeric

Field (first row) Total Shift 2 Hours for a Shift

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 64/119
3/26/2021 Workday® Administrator Guide

Field Value

Operator / (Divide)

Field (second row) Total Reported Hours for a Shift

d. Create a calculated field that returns true if the majority of a shift is worked in Shift 2.

Field Value

Field Name Majority of Shift Worked in Shift 2

Business Object Time Shift

Function True/False Condition

Field % of Shift in Shift 2

Operator greater than

Comparison Type Value specified in this filter

Comparison Value 0.5

3. Use the calculated field Majority of Shift Worked in Shift 2 that you made in the previous step to create the time block conditional
calculation. This calculation tags the entire shift with Shift 2 Premium if the majority of the shift was worked in Shift 2.
a. Access the Create Time Calculation task.
b. For the Calculation Type, select Time Block Conditional Calculation.
c. Specify the Criteria:

Field Value

Time Shift Conditions Majority of Shift Worked in Shift 2

d. Define the Results:

Field Value

Add Tags Shift 2 Premium

e. On the Groups tab, add the calculation to Time Calculation Groups to specify which workers are eligible for the calculation.
f. Access the Maintain Time Calculation Priorities task to assign this calculation a priority so that it executes after the shift
differential calculation defined in Step 1.

Result

Workday tags any reported time between 6:00 PM and 6:00 AM as Shift 2. If workers work the majority of their shift in Shift 2, they receive
a Shift 2 Premium for their entire shift.

Related Information

Tasks
Create Shift Differential Calculations
Create Time Block Conditional Calculations
Reference
The Next Level: Time Tracking Advanced Concepts

1.5 | Time Attestations

1.5.1 | Steps: Set Up End of Shift Time Attestations

Prerequisites

Create time entry templates.

Security: These domains in the Time Tracking functional area:

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 65/119
3/26/2021 Workday® Administrator Guide

Reports: Time Tracking

Set Up: Time Tracking
Worker Data: Time Calendar

Context

You can determine workers' compliance with meal and break policies by requiring them to answer a questionnaire at the end of their shift.
This feature is only available for workers who use the check in and check out time entry method on desktop or mobile devices.

Steps

1. Access the Maintain Time Attestation Prompts and Responses task to configure a bank of questions and answers that you can
use in time attestation questionnaires.
As you complete the Time Attestation Prompts tab, consider:

Option Description

Prompt Text The question that Workday prompts the worker with when
they check out. Example: Did you take your meal today?

Require Comments Requires workers to enter a comment along with their

response to this prompt.

Description Describe the prompt. This description is only visible to

administrators.

As you complete the Time Attestation Responses tab, consider:

Option Description

Is Waiver Marks the response as a waiver.

Require Comments Requires workers to enter a comment when they select this
response.

2. Create Rules for Meals and Breaks In a Shift.

Define regulations related to the number, length, and placement of meals and breaks within a shift.
3. (Optional) Access the Create Time Attestation Condition Rule task to create condition rules that describe the conditions that
workers must meet to generate an attestation request.
You can use a condition rule in time attestation rules instead of using a meal break rule set. The time attestation condition rules
use Workday-delivered, worker-level conditions in the Source External Field or Condition Rule field.
4. Access the Create Time Attestation Rule task and select End of Shift.
As you complete the Rule Definition tab, consider:

Option Description

Time Attestation Condition Rule (Optional) Select a time attestation condition rule if you don't
want to base attestations on meal and break rule sets.

Prompt Order The order that Workday presents the attestation prompts to
the worker.

Violations Select the violations that generate the attestation request.

Workday determines violations based on your configuration
of time shifts and meal break rule sets.

You can select Always Show to configure an attestation that

always displays, even if there are no violations.

If you're using a time attestation condition rule rather than

meal break rule sets, you don't need to select violations.

Prompt The prompt that Workday displays to the worker when:

Their shift meets the conditions for the rule you
configured.
Their shift includes one or more of the violations you
configured.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 66/119
3/26/2021 Workday® Administrator Guide

Option Description

Response Order The order that Workday presents the attestation responses
to the worker.

Response The response that workers can select.

You can configure an additional level of prompts and responses based on workers' responses.
5. Access the Create Time Entry Template or Edit Time Entry Template task to apply the time attestation rules to a time entry
template.
a. (Optional) On the Attestations tab, select a Meal Break Rule Set to apply to the time entry template.
If you selected a condition rule on the time attestation rule, you don't need to select a meal break rule set.
b. In the End of Shift Attestations grid, add a row for each attestation rule you want to apply to the workers assigned this time
entry template.

Next Steps

(Optional) Create custom reports using the Worker Time Attestation business object to report on worker attestations.

(Optional) Create calculations that generate time blocks for workers who missed a meal or break, but didn't waive it. You can
create custom fields using these report fields on the Time Shift business object and use the custom fields in time block create
calculations:
Has Break Violations (Attestations)
Has Conditional Violations (Attestations)
Has Meal Violations (Attestations)
Has Meal or Break Violations (Attestations)

Related Information

Tasks
Create Rules for Meals and Breaks In a Shift
Reference
2021R1 What's New Post: End of Shift Time Attestations

1.5.2 | Steps: Set Up Meal and Break Validations

Prerequisites

Create time entry templates.

Security: These domains in the Time Tracking functional area:

Reports: Time Tracking

Set Up: Time Tracking
Worker Data: Time Calendar

Context

When a worker checks in early from a meal or break, you can inform them or prevent them from checking in until the meal or break is
complete, helping you to comply with labor regulations. This feature is only available for workers who use the check in and check out time
entry method on desktop or mobile devices.

Steps

1. Access the Maintain Time Attestation Prompts and Responses task to configure a bank of questions and answers that you can
use in meal and break validations.
As you complete the Time Attestation Prompts tab, consider:

Option Description

Prompt Text The question that Workday prompts the worker with when
they try to check in from their meal or break. Example: Are
you sure you want to check in early?

Require Comments Select to require workers to enter a comment along with

their response to the prompt.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 67/119
3/26/2021 Workday® Administrator Guide

Option Description

Description Enter text that describes the prompt. The description is only
visible to administrators.

As you complete the Time Attestation Responses tab, consider:

Option Description

Is Waiver Marks the response as a waiver.

Require Comments Requires workers to enter a comment when they select this
response.

2. Access the Create Time Attestation Rule task and select Meal Length. Selecting Meal Length will also give you the option to
configure validations for breaks.
As you complete the Rule Definition section, consider:

Option Description

Out Type Select the out type that triggers the validation.

Duration in Minutes Define the length of the meal or break. Workday displays the
validation if the worker tries to check in before the full
duration of the meal or break is met.

Severity Level Select one of these severity levels:

Critical: Prevents the worker from checking in until
their meal or break has met the duration of time
you've configured.
Warning - Reason not Required: Workday displays a
warning but allows the worker to check in.
Warning - Reason Required: Workday displays a
warning and requires the worker to enter a reason
before allowing them to check in.

Show time in prompt Display the number of minutes remaining in the worker's
meal or break. Selecting this check box makes it easier for
workers to know when they should check back in again.

In the Prompt and Responses grid, configure the text for the warning messages that Workday displays when a worker checks in
from a meal or break early, and the responses that are available for workers to select.
3. Access the Create Time Entry Template or Edit Time Entry Template task to apply the meal break validation to a time entry
template.
On the Attestations tab, select a rule from the Meal Length Rule field or the Break Length Rule field.

Next Steps

(Optional) Create custom reports to view workers' check-in events, prompts, and responses using these report fields on the Time Clock
Event business object:

Early Check In
Check In Prompt
Check In Response

Related Information

Reference
2021R1 What's New Post: Meal and Break Check-In Validations

1.5.3 | Create Rules for Meals and Breaks In a Shift

Prerequisites

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 68/119
3/26/2021 Workday® Administrator Guide

Context

You can define rules for the number, length, and placement of meals and breaks within a shift to comply with legal or company
regulations. You can then use the rules when configuring time attestations.

Steps

1. Access the Create Meal Break Rule Set task.

2. Add a row and enter details related to the length of the shift.
3. Select Meal and Break Details. As you complete the Meal and Break Details, consider:

Option Description

Meal Order If you have multiple meals or breaks within the shift, you can
order them based on the order they occur within the shift.
Break Order

Length (Minutes) The required length of the meal or break.

Waiver Allowed Select if your company policies allow the worker to waive
their meal or break.

Rule Select a placement rule that determines when the meal or

break must occur within the shift.

Hours The number of hours that correspond to the placement rule

you select.

Note: Workday recommends that you ensure your placement rules allow time for the actual meal or break. Example: You create a
rule for an 8-hour shift. The rule requires 1 meal that must be at least 4 hours after the beginning of the shift, and at least 4 hours
before the end of the shift. Workday will allow you to create that rule, but that rule doesn't allow for the placement of the meal and
will have negative downstream impacts.
4. Define Maximum Consecutive Work Hours Without Meal and Maximum Consecutive Work Hours Without Break.

Example

Workers must receive 2 15-minute breaks and 1 30-minute meal if they work between 8 and 10 hours in a shift. Their first break must
occur after the first 2 hours of their shift, and their second break must occur before the last 2 hours of their shift. Their meal must be at
least 4 hours after the beginning of their shift. Workers can waive their meal, but not their breaks.

1. Enter these shift details:

Field Value

If Shift Is greater than

Length (Hours) 8

And If Shift Is less than

Length (Hours) 10

2. Select Meal and Break Details. Enter these meal details:

Field Value

Length (Minutes) 30

Waiver Allowed Yes

Rule Begins At Least X Hours After Beginning of Shift

Hours 4

3. Add a row to the breaks grid. Enter these details for the first break:

Field Value

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 69/119
3/26/2021 Workday® Administrator Guide

Field Value

Length (Minutes) 15

Rule Begins At Least X Hours After Beginning of Shift

Hours 2

4. Add a second row to the breaks grid. Enter these details for the second break:

Field Value

Length (Minutes) 15

Rule Begins At Least X Hours Before End of Shift

Hours 2

Next Steps

Create end of shift time attestations that leverage the meal break rule set you created.

1.6 | Time Entry Validations

1.6.1 | Create Time Entry Validations

Prerequisites

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

Create validations to:

Warn workers when entering, or prevent workers from submitting, invalid time entries.
Alert reviewers to conditions that need more careful review.

Steps

1. Access the Maintain Time Entry Validations report.

2. Click the New Validation button for the severity of the validation you need:
Critical errors prevent workers from submitting time entries.
Warning validations display to workers and approvers, but don't prevent time from being submitted or approved.
3. Enter a Description of the error or warning.
Workday uses the description as the error or warning message if you don't enter custom validation text.

As a best practice, use the Description field to explain the conditions that trigger the message. Create custom validation text for
the message that workers see.

4. (Optional) Assign the validation a Category.

Assigning a category makes it easier for you to find the rule later. You can use the Maintain Condition Rule Categories task to add
or delete categories.
5. (Optional) To copy an existing validation and modify it, select the validation in the Copy Condition from Rule field.
6. For Rule Conditions, describe the conditions that must be met to generate the error or warning.

You can reference Workday-delivered conditions, as well as your own custom calculated fields, in the Source External Field or
Condition Rule field.

All validation conditions must be built in reference to one of these business objects:
Worker
Time Day
Time Week
Time Block
Time Shift

All of the error conditions that make up a validation rule should reference the same Time Tracking business object. Example: You
shouldn't reference both the Time Day and Time Week business objects in separate conditions in a single validation rule. If a

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 70/119
3/26/2021 Workday® Administrator Guide

validation includes conditions based on different business objects, it will fail to generate a warning or error. Alternatively, you can
separate error conditions into different validation rules.

7. Click OK.
8. (Optional) Select Maintain Validation Groups to assign the validation to a time entry validation group.
You can organize validations into groups by country so that Workday applies them to a more narrow group of workers. Grouping
subsets of time entry validations improves how tasks that check for time entry validations perform.
9. (Optional) To add custom validation text, select Validation > Configure Validation Message from the related actions menu of a
validation.
Your message can include static text as well as dynamic values from report fields and calculated fields.

Result

When workers create a time entry that meets the conditions for the validation, they receive a warning or error message. If the workers
receive an error message, they can't submit the invalid time entry until it's resolved. Managers and other approvers see any warnings in
the time entries they receive for review.

Example

Issue a warning when workers enter more than 8 hours for a day.

1. Access the Maintain Time Entry Validations report.

2. Click New Validation next to Warning.
3. In the Description field, enter: More than 8 hours are reported for the day.
4. (Optional) Select Time Tracking as the Category.
5. Enter these values:

Field Value

Source External Field or Condition Rule Total Reported Hours for a Day

Relational Operator greater than

Comparison Type Value specified in this filter

Comparison Value 8

Prevent workers from entering compensatory time when they haven't worked at least 40 hours in week.

1. Access the Maintain Time Entry Validations report.

2. Click New Validation next to Critical.
3. In the Description field, enter: Comp time is not allowed when reported hours are less than 40.
4. Enter these values:

Field Value

Source External Field or Condition Rule Total Reported Hours for a Week

Relational Operator less than

Comparison Type Value specified in this field

Comparison Value 40

Related Information

Tasks
Create Calculated Fields

1.6.2 | Concept: Time Entry Validations

What Are Time Entry Validations?

Time entry validations are warnings or errors that prevent workers from entering or submitting invalid time entries. During time entry,
Workday executes validations after time calculations when a worker clicks OK to enter time. Validations help workers catch time entry
errors before you run payroll. They can also be useful for prompting unique time entry policies not supported by time calculation
templates.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 71/119
3/26/2021 Workday® Administrator Guide

Example: If managers only pay overtime when certain conditions are met, you can configure a validation message to notify employees
and reviewers that a manual adjustment is required.

Validation Rules
You can create validations by building rules that describe the conditions necessary to generate an error or warning. You can use eligibility
rules in validations, such as to create a validation for a certain population of workers. You can also build rules based on calculated fields
you create or using Workday-delivered report fields based on these business objects:

Time Block: Validate individual time blocks.

Time Shift: Validate a group of consecutive time blocks.
Time Day: Validate multiple time blocks entered for the same day.
Time Week: Validate multiple time blocks in the same week.
Time Month: Validate multiple time blocks in the same month.

The correct business object to reference in a validation condition depends on the type of information you want to evaluate. Example: To
generate an error when employees work over 12 hours in a day, you reference the Time Day business object in the condition rule. To
generate a warning when employees work over 50 hours in a week, you reference the Time Week business object in the condition rule.

All of the error conditions that make up a validation rule should reference the same Time Tracking business object. Example: You
shouldn't reference both the Time Day and Time Week business objects in separate conditions in a single validation rule. If a validation
includes conditions based on different business objects, it will fail to generate a warning or error. Alternatively, you can separate error
conditions into different validation rules.

Restricting Validations to Certain Workers

To create a validation for a certain population of workers, include eligibility rules within a validation condition. You can even reference
eligibility rules created for other purposes.

You can also group validations by country using time entry validation groups so that you can apply them to a more narrow group of
workers. Grouping subsets of validations improves how tasks that check for time entry validations perform. If a worker isn't eligible for a
validation group, Workday runs all time entry validations for the worker. If a worker is eligible for a validation group, but the group doesn't
contain any time entry validations, Workday runs all time entry validations for the worker.

1.6.3 | Concept: Managing Incomplete Time Blocks

When workers save a time entry without an out time, Workday creates an incomplete time block. You can configure the Out field as
optional so that workers can enter time at the beginning of their shift without needing to estimate an out time. This gives workers more
flexibility when entering time and reduces the need to manually correct time entries. When you enable optional out times on time entry
templates, Workday doesn't require workers to enter an out time on these time entry methods:

Enter Time by Week

High-Volume Time Entry
Micro-Edit
Quick Add

You can prevent workers from submitting incomplete time blocks by selecting Prevent Submission of Incomplete Time Blocks on time
entry templates.

Workday doesn't include incomplete time blocks in time calculations. You can create time entry validations to remind workers to complete
their time blocks.

You can also create reports to identify incomplete time blocks before payroll processing. You can use these reporting items when creating
validations or custom reports:

Incomplete Time Blocks report data source (RDS).

Incomplete Time Blocks for a Day report field on the Time Day business object.
Incomplete Time Blocks for a Week report field on the Time Week business object.

Related Information

Tasks
Steps: Create Time Entry Templates

1.6.4 | Example: Validate Holiday Time Entry

This example shows you how to create a time entry validation that references different business objects.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 72/119
3/26/2021 Workday® Administrator Guide

Scenario

The Holiday time entry code should only be used when workers enter time for holidays. You need to create a validation that prevents
workers from entering Holiday time for non-holiday days.

This validation needs to reference report fields based on different business objects. Because the rule conditions on the validations must
all reference fields on the same primary business object, you need to create a lookup related value calculated field to reference the field
on the other business object.

Prerequisites

Create a holiday calendar.

Create a time entry code called Holiday.
Security:
Set Up: Time Tracking domain in the Time Tracking functional area.
Custom Field Management domain in the System functional area.

Steps

1. Create a lookup related value calculated field that references the Is Holiday report field from the Time Day business object.
a. Access the Create Calculated Field task.
b. As you complete the task, consider:

Field Notes

Field Name Time Day is Holiday

Business Object Time Block

Function Lookup Related Value

Lookup Field Time Day for a Time Block

Return Value Is Holiday

2. Create the time entry validation.

a. Access the Maintain Time Entry Validations report.
b. Click New Validation, next to Critical.
c. In the Description field, enter: Holiday Time Entry.
d. Define the Rule Conditions.
As you complete the task, consider:

And/Or Source External Field or Condition Rule Relational Operator Comparison Type Comparison Value

And Time Entry Code in the selection list Value specified in Holiday
this filter

And Time Day is Holiday equal to Value specified in Leave the check
this filter box blank.

3. Add a validation message.

a. Access the Maintain Time Entry Validations report.
b. Select Validation > Configure Validation Message from the related actions menu of the Holiday Time Entry validation.
c. As you complete the task, consider:

Text/External Field Value

Text "

External Field Time Entry Code

Text " can only be used for holidays. Select a different time
entry code for the time block on

External Field Formatted Calendar Date for a Time Block

Result

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 73/119
3/26/2021 Workday® Administrator Guide

When a worker attempts to enter time using the Holiday time entry code on a day that is not a holiday (example: 2014-10-27), Workday
displays this error message: "Holiday" can only be used for holidays. Select a different time entry code for the time block on 2014-10-27.

1.7 | Period Schedules

1.7.1 | Setup Considerations: Period Schedules

You can use this topic to help make decisions when planning your configuration and use of period schedules. It explains:

Why to set them up.

How they fit into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is
A period schedule is a set of sequential periods of a standard length that Workday uses in multiple products.

In Workday Absence, time off plans that track balances use a period schedule to determine the frequency of accruals, and define
worker eligibility for a time off plan.
In Workday Payroll, period schedules determine how often you pay workers, and the span of days that the payment is for. They
also control forward accruals for accounting entries.
In Workday Time Tracking, period schedules control when users can enter and adjust work hours.

You can set up multiple period schedules with different frequencies according to your business needs.

Business Benefits
Period schedules enable you to control payment, accrual, and time entry schedules. Create period schedules to use Workday Absence,
Workday Payroll, and Workday Time Tracking.

You can save time and improve efficiency by:

Using the same period schedules for multiple Workday products.

Using an EIB integration to add periods to an existing schedule.

Workday increases flexibility by enabling you to automatically adjust payment dates that would normally fall on a weekend.

Use Cases
Your period schedule enables you to:

Set payment dates for each period.

Set up forward accruals for pay periods that span more than 1 accounting period.
Define when workers can enter time worked, and when administrators can make adjustments to workers' hours.
Define the start and end dates of periods for time off processing and reporting.

Questions to Consider

Question Considerations

How many period schedules do you want to create? You need to create at least 1 schedule for every pay and time
tracking cycle.

Absence, Time Tracking, and Payroll can share schedules if the

time period and the pay period dates match. If they don't, you
can create separate period schedules for each product, and
map each period to pay periods.

Pay groups with the same pay cycle can share a schedule.
Example: Pay groups for hourly and contingent workers can
share a biweekly period schedule.

How many periods should you add for each new schedule? Workday recommends that when building a new schedule, add
periods for the current and next year.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 74/119
3/26/2021 Workday® Administrator Guide

Question Considerations

Do you need to add periods to an existing schedule? You can add periods:

One at a time. Use the Edit Period Schedule task and

add a row to the grid for each period.
By generating periods. Use the Generate Period
Schedule Periods task to add up to 2 years of periods.
With a web service. Use the Put Period Schedule web
service to add periods.

Do you use Workday Payroll in more than 1 country? A period schedule can apply to multiple countries. You can set a
different payment date on a period for each country. Specify the
date override before you make any payments for the period.

When will you start processing Workday Payroll? When configuring your period schedules, you can specify which
is the first payroll processing period for a pay group.

How do you want to configure your time off plans? You can configure your time off plans to track, or not track,
absence balances. If your time off plan tracks balances, you can
create a period schedule that matches the frequency that your
workers accrue time off. Example: Workers accrue 2 time off
days per month.

You can also define an eligibility rule requiring workers to be full-

time as of a certain date in the period.

When do you want workers to enter their time for a period? When setting up your period schedule, you can set the dates
between which workers can enter time for each period.

When do you want your workers to accrue time off? You can configure your period schedule so that your workers
accrue their time off at:

The start or end of a period.

At a customized frequency.

You can also front-load accruals at the start of a period, such as

the start of a year.

Recommendations
Review the period schedules in your tenant before you create a new schedule. There might be one with the same frequency that you can
reuse.

For optimal performance, build period schedules no more than 2 years in the future from the current period.

For one-time payments to workers, create on-demand payments instead of creating multiple short period schedules.

Altering the start and end dates for a payroll schedule can impact retro, proration, and FLSA pay calculations. Instead of changing the
dates for a period, create a new pay group and move workers to the new pay group on the date the change occurs.

For Time Tracking period schedules:

Lock time entry when you need to calculate payroll.

Close time entry no more than 3 months after the period end date.
Define Absence and Time Tracking eligibility criteria that match the guidelines you use to assign employees to pay groups.

When building a schedule, consider adding periods for the current and next year. Workers can't request time off for dates outside a time
off plan period schedule.

Requirements
You need at least 1 period in each schedule with dates before the effective date of your first Workday Payroll or HCM transactions.

When you create a semi-monthly period schedule, the first period of each month must end on the 15th to ensure accurate time tracking
processing.

Limitations
Workday doesn't adjust payment dates that fall on a statutory holiday.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 75/119
3/26/2021 Workday® Administrator Guide

You can't change the payment date or your accrual configuration for a period after you've calculated payroll for that period. Cancel the pay
calculation, make the changes to the period schedule, then rerun the pay calculation.

When you use the Generate Period Schedule Periods task to add periods to a schedule:

You can only add periods for weekly, bi-weekly, semi-monthly, monthly, and annual schedules.
You can only add periods to period schedules that have less than 2 years of future periods already added.
You'll need to edit the schedule to update the Time Tracking, Payroll GL Accruals, and Payroll Settlement Date Overrides columns
for generated periods.

Tenant Setup
No impact.

Security

Domain Considerations

Users secured to any of these domains can create and maintain

Set Up: Payroll (Pay Group Specific) in the Core Payroll
period schedules.
functional area.
Set Up: Time Off (Calculations - Absence Specific in the
Time Off and Leave functional area.
Set Up: Payroll Interface in the Payroll Interface
functional area.
Set Up: Period Schedule in the Project Tracking
functional area.
Set Up: Time Tracking in the Time Tracking and Time
Tracking Hub functional areas.

Business Processes
No impact.

Reporting

Report Considerations

Tenant Analyzer Use to verify your period schedule setup against Workday
recommendations.

View Period Schedule After adding periods to a schedule, use to verify that dates are
correct for all new periods.

Audit - Workers with Multiple Time Period Schedules Use to identify workers who meet eligibility requirements for
more than 1 Time Tracking period schedule.

Integrations
You can use the Put Period Schedule web service to upload a new period schedule, or to add periods to an existing schedule.

Connections and Touchpoints

Feature Considerations

Payslips A payslip reflects pay for the time period defined by the period
start and end dates.

Pay Groups When you create a pay group, you indicate which period
schedule it uses for each run category.

Time Off Plans Period schedules control the periods of time over which you run
Absence Management reports. Time off plans that track
balances use a period schedule to determine the frequency of
accruals, and define worker eligibility for a time off plan.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 76/119
3/26/2021 Workday® Administrator Guide

Feature Considerations

Payroll Accounting Workday creates forward accruals when a pay period spans
multiple accounting reporting periods.

Payroll Calculation Workday calculates payroll results for a specified pay period.
For each pay group, you need to complete payroll for a period
before you can calculate payroll for the next period.

Continuous Payroll Calculation You can set up the period schedule to automatically:

Run a full calculation to open each period.

Stop continuous calculations so you can complete final
audits.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the
Workday Touchpoints Kit on Workday Community.

Related Information

Tasks
Create Period Schedules for Time Off
Set Up Period Schedules for Time Tracking
Set Up Payroll and Time Tracking Period Schedules
Create or Edit Period Schedule for Payroll Interface

1.7.2 | Set Up Period Schedules for Time Tracking

Prerequisites

If using Workday Payroll and Time Tracking, determine whether to create shared period schedules.

Security:

Set Up: Payroll Interface domain in the Payroll Interface functional area.
Set Up: Payroll - Pay Group Specific domain in the Core Payroll area.
Set Up: Period Schedule domain in the Projects functional area.
Set Up: Time Off (Calculations - Absence Specific) domain in the Time Off and Leave functional area.
Set Up: Time Tracking domain in the Time Tracking functional area.

Context

Create period schedules to define consecutive periods, such as weekly or monthly, for Time Tracking.

This topic describes how to manually set up period schedules for Time Tracking. You can also import period schedules from a
spreadsheet using Workday's Enterprise Interface Builder (EIB).

Steps

1. Access the Create Period Schedule task.

2. Define the schedule:

Option Description

Frequency Examples: Weekly, Bi-weekly, or Monthly

Usage Select Time Tracking.

3. Add a row for the first period in the schedule and enter the Period Start Date and Period End Date.
4. Specify the dates available for time entry.

As you complete the task, consider:

Option Description

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 77/119
3/26/2021 Workday® Administrator Guide

Option Description

Open Time Entry The date and time that workers can begin entering time for
the period. Leave empty if there are no restrictions.

Lock Time Entry The date and time that workers can no longer enter time or
change time entries for the period. As a best practice, lock
the period for payroll processing.

You can make payroll administrators and other users

exempt from the lockout so that they can make last minute
changes to time blocks during the initial lockout period.
Exempt users must belong to a user-based or role-based
security group associated with the Time Tracking: Exempt
from Lockout domain.

Unlock for Adjustments The end of the lock period. Unlocking the period after payroll
is complete makes it possible for users to enter and correct
time for the period.

You can use Workday Payroll's retro pay functionality to

process corrections automatically, or enter adjustments to
Payroll manually.

Close Time Entry The final close date and time for the period. Prevents all
users from making additional time entries and corrections
for the time period.

As a best practice, select a date that is no more than 3

months after the period end date.

Note: Period schedules always open, lock, unlock, and close in Pacific Time.
5. Click OK.
6. Link time periods to pay periods and define eligibility for the time period schedule:
a. From the related actions menu of the period schedule, select Period Schedule > Edit .
b. Click the expand icon for the Time Tracking section.
c. Select the corresponding pay period schedule in the Link to Payroll Period Schedule field.
d. For Worker Eligibility, select all conditions workers must meet to have the schedule assigned.
You can select from rules created with the Create Time Tracking Eligibility Rules task. Workers should be eligible for one
time period schedule only. Review the Audit - Workers with Multiple Time Period Schedules report to identify workers who
are eligible for more than one time period schedule. As a best practice, define eligibility criteria that matches the guidelines
you use to assign employees to pay groups.
e. In the Periods grid, select the pay period that corresponds to each time period in the Link to Payroll Period field.
The pay period determines the dates for which to pull time into payroll.
7. Define which workers are eligible for the period schedule for Time Tracking:
a. From the related actions menu of the period schedule name, select Period Schedule > Edit.
b. Click the expand icon for the Time Tracking section.
c. For Worker Eligibility, select all conditions workers must meet to have the schedule assigned. Workers must meet all of the
conditions you define here in order to be eligible for the schedule.
You can select from rules created with the Create Time Tracking Eligibility Rules task.

Result

When you save the period schedule, the Period Number column displays the sequential number assigned to each period that has a
payment date in the same calendar year.

Next Steps

Review the Audit - Workers with Multiple Time Period Schedules report for workers who meet eligibility requirements for more than
1 time period schedule.

As a best practice, run this report periodically to ensure that workers have no more than 1 time period schedule.

Use the Edit Period Schedule task, as needed, to update the period schedule.

Related Information

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 78/119
3/26/2021 Workday® Administrator Guide

Tasks
Create Period Schedules for Time Off
Create Worker Eligibility Rules for Time Tracking
Set Up Payroll and Time Tracking Period Schedules
Reference
The Next Level: Time Tracking Configuration

1.7.3 | Concept: Period Schedules for Time Tracking

What Is a Time Period Schedule?

The time period schedule, in combination with the pay period schedule, determines when employees receive pay for time worked. It
defines:

The dates that are open for time entry.

You can set lock dates to prevent employees from entering time while payroll is being processed.

Which time entries (dates) to load for a pay period.

To enter time, an employee must have a time period schedule assigned.

Time period schedules don't determine the start and end dates of an employee's work week. By default, the work week begins on Sunday,
unless the employee's work schedule specifies a different start date.

Time period start and end dates don't have to be the same as the pay period start and end dates. In addition, you can map multiple time
periods to a single pay period. Example: You could map multiple weekly time periods to a semi-monthly pay period.

Considerations for Defining Period Schedules

How you configure period schedules depends on your payroll practices:

Time period and pay period dates match.

If you pay employees for time worked on the same dates covered by the pay period, Workday Payroll and Time Tracking can share the
same period schedule. This scenario can be used to pay all time in arrears, where employees are paid all time worked several days after
they've worked.

Scenario:

The pay period is 2019-01-01 to 2019-01-14.

The payment date is 2019-01-21.
When you run payroll for 2019-01-01 to 2019-01-14, you want to pay time worked for the same dates.

Solution: Create a period schedule that has a Usage of both Payroll and Time Tracking.

Best practice: If weekly time periods align with weekly pay periods, create a shared period schedule that also coincides with the work
schedule.

Time period and pay period dates don't match.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 79/119
3/26/2021 Workday® Administrator Guide

Use this method when regular time is paid through Payroll and non-regular time is pulled from Time Tracking on a lag. You can use this
method to pay regular time current and non-regular time in arrears.

Note: When you pay time on a lag, the payroll administrator must use the Run Retro Pay Calculation task before running payroll each
period. This enables Workday Payroll to pay time for days outside the current pay period being processed.

Scenario:

The payroll period is 2019-11-16 to 2019-11-30.

The pay date is 2019-11-30.
When you run payroll for this period, you want to pay time worked from 2019-11-11 to 2019-11-24 (a 2-week period).
You want to define weekly time periods so that you can lock out time periods at the end of each week to better enforce time entry.

Solution:

Create a pay period schedule with a Usage of Payroll.

Create a separate time period schedule with a Usage of Time Tracking.
Link the period schedules by mapping:
The time period schedule to a pay period schedule.
Each time period to the corresponding pay period.

Example: Map both the 2019-11-11 to 2019-11-17 and the 2019-11-18 to 2019-11-24 time periods to the 2019-11-16 to
2019-11-30 pay period.

How Are Period Schedules Assigned to Workers?

Assign time period schedules to workers by selecting worker eligibility rules when defining time period schedules.
Assign payroll period schedules to workers by linking period schedules to pay groups.

Related Information

Concepts
Concept: How Payroll Processes Calculated Time
Tasks
Set Up Payroll and Time Tracking Period Schedules
Steps: Set Up Time Tracking

1.8 | Worker Eligibility for Time Tracking

1.8.1 | Create Worker Eligibility Rules for Time Tracking

Prerequisites

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

To define worker eligibility, create rules you can assign to these time tracking components:

Time code groups.

Time entry templates.
Time calculation groups.
Time period schedules.

Workday provides many fields based on the Worker and Position business objects that you can reference in eligibility rules. For position-
specific data, delivered fields on the Worker object usually reference a worker's primary position. To handle workers with multiple jobs,
you can either:

Define conditions on the Worker object that reference all of a worker's positions.
Define position-specific eligibility on the Worker object using a calculated field to extract a field from the Position object.

When you create eligibility rules for time code groups, you can also define position-specific eligibility on the Position object.

You can also create your own calculated fields to use in eligibility rules.

Steps

1. Access the Create Time Tracking Eligibility Rules task.

2. For the Description, enter the rule name.
3. In the Source External Field or Condition Rule, select a report field or calculated field.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 80/119
3/26/2021 Workday® Administrator Guide

The type of report field or calculated field determines available options. Rules that reference fields based on the Position business
object can only be used for determining eligibility for time code groups.
4. Select a Relational Operator.
5. For Comparison Type, specify whether to compare the source to another field or to a value you enter.
6. For Comparison Value, select a comparison field or enter the value to compare to the source.
7. Click + to add a row for another statement.
8. Use the arrows in the Order column to control the processing order for the statements.
9. When 2 or more logical statements exist, set the And or Or option at the beginning of each statement. This option controls how
Workday uses the statement with the preceding line.
All conditions in an expression connected by And must be true for the expression to be true.
At least one of any of the conditions in an expression connected by Or must be true for the expression to be true.
10. Use the parentheses columns when there are 3 or more logical statements and a combination of Ands and Ors.
Example: To say (a and b) or c:
Use the opening parenthesis at the beginning of statement a.
And before statement b and a closing parenthesis at the end of statement b.
Or at the beginning of statement c.

Result

You can review the rule using the View Time Tracking Eligibility Rule report and assign it to the various Time Tracking components.

Example

To identify the set of time entry codes available to hourly workers in the U.S., create an eligibility rule called Hourly Workers - U.S.. Assign
it to the time code group for hourly U.S. workers.

1. Complete these fields:

Field Description

Condition Rule Hourly Worker - U.S.

Description Hourly Worker - U.S.

2. For Rule Conditions, enter:

Row And/Or Source External Field or Condition Rule Relational Operator Comparison Type Comparison Value

1 And Compensation Plans Effective any in the selection Value specified in Hourly Plan
list this filter

2 And Location Address - Country in the selection list Value specified in United States of
this filter America

3. Access the Edit Time Code Group task for hourly U.S. workers and select Hourly Worker - U.S. in the Worker Eligibility field.

Next Steps

Assign eligibility rules to:

Time code groups.
Time entry templates.
Time calculation groups.
Time periods.
Review eligibility for a particular worker using the View Worker's Time Eligibility report.
Delete an eligibility rule, if necessary, using the Delete Time Tracking Eligibility Rule task.

You can't delete an eligibility rule that you assigned to any time tracking objects.

Related Information

Tasks
Create Time Code Groups
Steps: Create Time Entry Templates
Create Time Calculation Groups
Create Calculated Fields

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 81/119
3/26/2021 Workday® Administrator Guide

1.8.2 | Concept: Worker Eligibility for Time Tracking

What Are Worker Eligibility Rules?

Time tracking eligibility rules control a worker's ability to enter time by listing the conditions they must meet to be eligible for various time
tracking components.

Example: An eligibility rule called In/Out Workers might specify that workers:

Are hourly.
Work in the company called Global Modern Services.

Eligibility for work schedules and holiday calendars, which other Workday applications share, aren't based on time tracking eligibility rules.

Assign worker eligibility rules to:

Time code groups to identify which time entry codes a worker can use to enter time.
Time entry templates to control the appearance of a worker's time entry calendar and its features.
Time period schedules to identify the dates for which workers can enter time.
Time calculation groups to identify the time calculations that apply to workers.

Each worker should be eligible for 1 time entry template and 1 time period schedule. A worker can be eligible for multiple time code
groups and calculation groups.

When Are Eligibility Rules Applied?

This table describes when Workday evaluates whether a worker meets the eligibility criteria for a time tracking component:

Component When Must Worker Meet Eligibility?

Time entry template On the last day of the week displayed on the time entry
calendar (or the termination date of the worker if earlier).

This applies to all time entry methods you configure on the time
entry template. Example: Enter Time by Type.

Time entry code On the date that the worker enters time.

(based on eligibility for time code group)

Time calculation On the last day of the week displayed on the time entry
calendar (or the termination date of the worker if earlier).
(based on eligibility for time calculation group)
On the first day of the week, if a worker loses eligibility for all
time calculation groups due to a mid-week change. Example: A
worker moves from being non-exempt to exempt.

For biweekly time calculations, the worker must meet eligibility

on the last day of the biweekly period (or the termination date of
the worker if earlier).

Time period schedule On the last day of the week displayed on the time entry
calendar (or the termination date of the worker if earlier).

Related Information

Reference
Workday 31 What's New Post: View Worker's Time Eligibility

1.8.3 | Reference: Time Tracking Eligibility Reports

You can use the View Worker’s Time Eligibility report (secured to the Set Up: Time Tracking security domain) to view a worker's:

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 82/119
3/26/2021 Workday® Administrator Guide

Time entry templates.

Time period schedules.
Time calculation groups and time calculations.
Time code groups and time codes.
Work schedule calendars.
History of work schedule calendar changes.

Workday displays the worker's eligibility information as of the:

Date you select.

Beginning and end of the period that date is in.

You can use these audit reports (secured to the Set Up: Time Tracking security domain) to identify setup issues or to validate eligibility
changes you make:

Audit - Workers with Multiple Time Entry Templates

Audit - Workers with Multiple Time Period Schedules
Audit - Workers with Multiple Work Schedule Calendars

1.9 | Time Tracking, Payroll, and Absence

1.9.1 | Steps: Set Up Payroll to Pay Time

Prerequisites

Create time calculation tags.

Context

Configure Workday Payroll to retrieve and pay approved calculated time from Workday Time Tracking.

Steps

1. Set Up Payroll and Time Tracking Period Schedules.

Map time periods to pay periods to define:

The dates for which workers can enter time.

The dates for which Payroll retrieves calculated time each pay period.
Lockout dates to prevent time entry while processing payroll.
2. Set up retro pay functionality.
To process prior period time adjustments and to pay time on a lag, use the Run Retro Pay Calculation task before running payroll
each period.
See Steps: Set Up Retro Processing.
3. Configure Earnings to Retrieve Calculated Time.
4. To have Workday Payroll retrieve values for custom worktags that are associated with hours, set the worktag usage to Payroll.

Result

During the Run Pay Calculation task, Workday retrieves the time periods. Workday then filters for approved calculated time blocks that
have calculation tags that match the tags assigned to the earnings.

Related Information

Concepts
Concept: Period Schedules for Time Tracking
Tasks
Create Time Calculation Tags
Steps: Set Up Worktags for Time Entry
Steps: Create Earnings
Reference
The Next Level: PATT Touchpoints Webinar

1.9.2 | Configure Earnings to Retrieve Calculated Time

Prerequisites

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 83/119
3/26/2021 Workday® Administrator Guide

Set up payroll and time tracking period schedules.

Set up retro pay functionality.

Security: Set Up: Payroll (Calculations - Payroll Specific) domain in the Core Payroll functional area.

Context

You can configure earnings to retrieve approved calculated time based on time calculation tags.

Steps

1. Access the Create Earning or Edit Earning task.

2. In the Worker Eligibility section, add eligibility criteria.
To prevent payslips from showing a zero value for the earning when no approved hours exist, select Timesheet Approved Hours
for Earning <> 0.
3. In the Calculation Details section, define Related Calculations to:
Aggregate hours that have the selected time calculation tags. Example: For an Hourly Pay earning, add a related
calculation of Hours (unprorated). For the Override Value select Timesheet: Approved Hours for Earning for Sub-period.
Use override rates in Payroll calculations, if you have configured time entry codes to accept override rates. Example: For
an Hourly Pay earning, add a related calculation of Rate. For the Override Value select Time Tracking: Override Rate for
Time Block.
4. On the Time section of the Effective Dated tab, specify which time to pay with the earning.

Payroll only pulls time blocks that have the tags you select in the Time Calculation Tags column. You can map the same
calculation tag to more than 1 earning; however, you can't use the same hours in more than 1 net-to-gross result.

In order for earnings to process time blocks, time blocks must have:
All the time calculation tags that you select in the same row, or
All tags specified in at least 1 row, if you define more than 1 row of tags.

Result

When you use the Run Pay Calculation task, Payroll retrieves approved calculated time that has calculation tags that match the tags
assigned to the earnings.

Related Information

Tasks
Set Up Ongoing Multiple Work Jurisdictions with Time Tracking (USA)

1.9.3 | Concept: How Payroll Processes Calculated Time

Integrating Workday Payroll and Time Tracking

Workday Payroll can pay employees for approved calculated time tracked through Workday Time Tracking. To configure the applications
to work together, you must map earnings to time calculation tags and link time periods to pay periods.

How Workday Payroll Retrieves Time for a Pay Run

During the Run Pay Calculation task, Workday:

1. Retrieves the time periods mapped to the processing pay period.

2. Determines the dates for pulling in time based on the start and end dates of the mapped time periods.
3. Filters for approved calculated time blocks.
If processing a subperiod, Workday looks for time on dates:
On or after the start date of the payroll subperiod.
On or before the end date of the payroll subperiod or the time period end date, whichever is earlier.
4. For the earnings, Workday retrieves approved calculated time that has calculation tags that match the tags assigned to the
earnings.

Best Practices for Payroll Administrators

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 84/119
3/26/2021 Workday® Administrator Guide

Be sure that all corrections to time are approved before completing the retro pay calculation process. This prevents Workday from
creating a negative retro difference for the time originally paid. Use these reports to identify workers with unapproved corrections
to time blocks:
Retro Calculation Processing Report > View Retro Results
Retro Pay Calculation Results for Group of Workers
Retro Pay Calculation Results for Worker
Retro Pay Calc Result Audit Detail Report
Use the Run Retro Pay Calculation task before each payroll:
To process prior period corrections.
When you pay time on a lag.
Run payroll when the time period is locked.

The time period schedule identifies lock dates during which workers can't enter time. Users with the appropriate security can
change the lock date for a period if you need more time to complete the payroll.

Recalculate payroll as necessary.

Use the Run Pay Calculation task and select either Smart Calculation or Smart Calculation Based on Events (limited to time and
time off entries).

Aggregating Time
Workday can pull details such as worktags and override rates from calculated time blocks into Payroll for costing and other purposes.
Workday creates separate payroll result lines for each combination of worktags and override rates. If a worker has multiple jobs, Workday
aggregates time blocks by position. You can set up aggregation on the Time Block Aggregation tab of the Maintain Pay Component
Related Calculations for Aggregation task.

Using Override Rates

If configured for a time entry code, you can enter an override rate for a time block. If a time block has an override rate, the override rate is
available to Workday Payroll and can be used in a payroll calculation. To use the override rate in a payroll calculation, use the Time
Tracking: Override Rate for Time Block instance value calculation.

Related Information

Reference
The Next Level: PATT Touchpoints Webinar

1.9.4 | Concept: Time Tracking and Absence Management

Tracking Time Off

When you use both Workday Absence Management and Time Tracking:

You can configure a time off so workers can request it using the Request Time Off business process or enter it through Time
Tracking. You can also configure the time off so workers can use both options.
Time offs entered through the Request Time Off business process display on the time entry calendar when workers submit them
for approval.
You can access the Request Time Off and Enter Time Off tasks from the worker's time entry calendar.

Enter Time Off task is accessible only if you add security groups to the Enter Time Off initiating action of the Request Time Off
business process.

Note: If you're using the Absence Calendar, the tasks are called Request Absence and Enter Absence. Labels for related actions, reports,
and report fields also use Absence instead of Time Off.

Including Time Off in Calculations and Totals

Use the Create Time Off task to assign time calculation tags to time offs that you want to include in:

Time calculations.
Totals that display at the top of a worker's time entry calendar.

Example: To count Paid Time Off hours as regular hours when calculating overtime, assign the Regular calculation tag to Paid Time Off.

Time off hours inherit calculation tags from the time off object. Time calculations don't add or remove any other tags.

Note: Once Workday includes a time off in a time calculation, no recalculation occurs if you then edit time off for that week. Use the Time
Entry Re calculate report field in a business process or report to identify these situations. Then access the Enter Time for Worker task for
the same week and click OK to execute the time calculations again.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 85/119
3/26/2021 Workday® Administrator Guide

Options for Entering Time Off

Method of Entry Configuration Approval Routing Time Off Plan Balances

Time Tracking: Select the Select Enter through Time Controlled by the Enter Time
Time off reduces the time off
time off from the Time Type Tracking Only on the Create business process.
plan balance after approval. It
prompt when entering time. Time Off page.
The business process event updates the pending balance
Time off and worked time is is created when you click OK. as soon as Workday saves it.
submitted and approved as 1
event.

Absence Management: Select Enter through Time Off Controlled by the Request
Time off reduces the time off
Access the Request Time Off Only on the Create Time Off Time Off business process.
plan balance after approval. If
task (or the Enter Time Off page.
A separate time off event is saved for later, Workday
task if entering time of behalf
created when you click excludes it from the pending
worker).
Submit. balance.

Both Time Tracking and Select Enter through Time Controlled by either the Enter Time off reduces the time off
Absence Management: Tracking or Time Off on the Time or the Request Time Off plan balance after approval.
Select the time off either from Create Time Off page. business process, depending Visibility in the pending
the Time Type prompt when on where the worker entered balance depends on which
entering time or through the the time off. method the worker used to
Request Time Off task. You enter the time off.
can also select the time off on
Enter Time Off task if you're
entering time on behalf of a
worker.

Workday only permits 1 method of entry for each time off.

When deciding how you want workers to enter a particular time off, consider who must approve it and whether workers should request it
ahead of time. Example: You might want workers to enter unplanned sick time through the Time Type prompt, and planned sick and
vacation time through the Request Time Off task. If you want managers to approve time off and worked time in the same event, use the
Enter through Time Tracking Only option. You can also use the Enter through Time Tracking or Time Off option.

All time off, regardless of how workers enter it, is subject to the data entry validations configured in Workday Absence Management.

Time Off Configuration

Use the Create Time Off task to configure these fields:

Time Calculation Tags

Entry Option

Time offs and time entry codes that have the same calculation tags must use the same units.

Time Offs with Start and End Times

You can require workers to enter start and end times when they enter time off through Time Tracking and Absence Management. Use the
Edit Time Off task to configure Start and End Time Required.

Workday calculates the duration of the time off based on the start and end times the worker supplies. Workers can also correct start and
end times using the Correct Time Off task. This task causes Workday to update the length of the time off.

Paying Time Off

Workday doesn't send any calculation tags to payroll for time off. To pay time off, map earnings to Absence Component Related
Calculations (ACRC), not time calculation tags.

Accruals
You can base accruals defined in Workday Absence Management on a worker's calculated time. Example: You can create an accrual that
entitles workers to compensatory time off instead of overtime.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 86/119
3/26/2021 Workday® Administrator Guide

Assign calculation tags to the accrual to specify which time blocks to consider as a basis for compensatory time.
For the accrual calculation, select Calculated Time for Period for Accrual (an instance value calculation).

This calculation sums the hours for time blocks with the mapped calculation tags for the date range that corresponds to the
accrual period. Another option is to create your own calculation that references Calculated Time for Period for Accrual. Example:
Your calculation might return 2 hours of accrual for every 4 hours of overtime.

When Workday maps a calculation tag to an accrual, the accrual adds to the time off plan balance immediately upon saving or submitting
the calculated time blocks.

Accrual Configuration
Use the Create Accrual task to configure these fields:

Calculation
Time Calculation Tags

Accruals and time entry codes that have the same calculation tags must use the same units.

Adjustments, Overrides, and Corrections

Regardless of how workers enter time off, you can use these Absence Management tasks for adjustments and overrides:

Correct Time Off

Once time off has been approved, it can only be corrected using the Correct Time Off task.

Maintain Accrual and Time Off Adjustments/Overrides

Maintain Time Off Plan Override Balances
Maintain Accrual and Time Off Limit Overrides

Leaves
Employees can enter and submit time through Time Tracking while they are on leave unless you create a time validation to prevent
submission.

Related Information

Concepts
Concept: Time Off Earnings
Tasks
Create Time Entry Validations
Create Accruals
Steps: Create a Time Off
Enter Time for Worker Using Calendar-Based Time Entry
Steps: Set Up Calculations for Time Tracking
Steps: Set Up Time Entry
Reference
The Next Level: PATT Touchpoints Webinar

1.9.5 | FAQ: Paying Time

How can we prevent employees from entering time when we're running payroll?

Enter lock dates on the time period schedule. See Set Up Payroll and Time Tracking Period Schedules.

Payroll is taking longer than we expected this pay period. Can we extend the lockout period for time entry?

Yes. An administrator with the appropriate security can change the lock dates for the time period schedule.

What happens if a worker has both time entries and payroll input for the same earning during a week?

Workday Payroll will process both and report the results on separate payroll result lines (payroll input doesn't override reported time).
Example: If 40 hours of payroll input are entered for Lupe, and she enters another 3 hours through Time Tracking, 43 hours are
processed.

How do I change the cost center or other worktag value entered for a worker's time after Workday Payroll retrieves the time?

As a best practice, use the Enter Time for Worker task to change the worktag value. Recalculate payroll to retrieve the corrected value.

What happens when time is entered after the payroll is complete?

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 87/119
3/26/2021 Workday® Administrator Guide

To pay the time during the next on-cycle payroll, the payroll administrator should use the Run the Retro Pay Calculation task before
running the next payroll.

What happens if time is corrected after it has been paid?

Correcting a paid time block changes its status to Modified after Paid. Workday Payroll will pick up the modified time block, after its
approval, when you run the retro pay calculation process.

Be sure all corrections are approved before completing the Retro Pay Calculation process to prevent a negative retro difference for the
time already paid.

A worker who was eligible for overtime transferred midweek to a group that's not eligible for overtime. If he worked overtime
hours before the transfer, will these be passed to payroll?

Not automatically. A worker must meet the eligibility requirements for the overtime calculation on the last day of the week for which time
was reported. Since the worker did not meet eligibility criteria for the time calculation group at the end of the week, the overtime
calculation is not executed. To enter overtime hours for the worker, use the Adjust Calculated Time task or make an adjustment in payroll.

Can more than one earning process the same hours?

Yes. However, you can't include the same hours in more than 1 gross-to-net result.

Example: You can map time tagged as Regular and Shift Differential to both:

An Hourly Pay earning.

A Shift Differential earning.

You can't include the same hours in a regular pay run and a separate bonus run.

We want workers to enter all hours through Time Tracking, but only want to pass exception hours to payroll for processing. Is
this possible?

Yes. To accomplish this, don't map the calculation tag for regular hours to a payroll earning; only map the calculation tags for exception
time to earnings.

How can I tell if a worker's time has been paid?

On the time entry calendar, Workday adds the word Paid to a reported time block after all related calculated time blocks are paid (after
Payroll has a status of Complete).

In addition, Workday delivers several report fields you can use in reports to determine how Payroll used time blocks. These report fields
are based on the Worker Time Block business object:

Payroll Status for Calculated Time Block

Possible statuses are:
Not Yet Pulled Into Payroll
Pulled into Payroll / Not Yet Completed
Payroll Completed
Modified After Paid
Payroll Result for Calculated Time Block
Payroll Result Lines for Calculated Time Block

Use this report field, based on the Payroll Result Line business object, to see which time blocks were paid by a particular result:

Time Block(s) for Result Line

How do I figure out why an employee wasn't paid for some or all of his time?
Possible reasons include:

The earning isn't configured correctly.

See Steps: Set Up Payroll to Pay Time.

The worker didn't meet the eligibility requirements for the earning that is mapped to the time block.
The worker wasn't active during the pay period.
The worker has changed the time, but the change hasn't been approved yet.

Check the time block history through the time entry.

Can time entries be paid by off-cycle payments?

Yes, time entries can be paid by replacement payments, but not by additional payments or manual replacement payments.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 88/119
3/26/2021 Workday® Administrator Guide

Is it possible to override the hourly pay rate when I enter time?

Yes. You can configure the time entry code to enable users to override the pay rate. You can also specify the currency of the override rate
and restrict self-service users from entering override rates for their own time blocks. See Concept: How Payroll Processes Calculated
Time.

1.10 | Entering and Correcting Time

1.10.1 | Enter Time for Worker Using Calendar-Based Time Entry

Prerequisites

Assign the worker a:

Time entry template.
Time period.
Ensure the dates for which you're entering time aren't locked in the time period schedule.
Security: Worker Data: Time Calendar domain in the Time Tracking functional area.

Context

You can enter time or edit existing time entries for a worker. The time entry calendar can vary depending on the template assigned to the
worker. Workers can enter their own time using the Enter My Time report. Workers always enter and view time in their time zone.

You can also use the Import Reported Time Blocks web service to add time blocks from a third-party source.

To enter or edit time clock events for a worker, use the Time Clock History report.

Steps

1. Access the Enter Time for Worker report.

2. Click Actions.
Depending on the security configuration on the Enter Time business process and the worker's time entry template, you might have
several alternate time entry options, such as Auto-fill from Prior Week or Quick Add. You can also click directly on the time entry
calendar to add a single time block or on an existing time block to edit it.
3. Select a Time Type.
Time types can include time entry codes, projects, and time offs. The worker's eligibility for time code groups determines which
time entry codes are available.
4. Enter the number of hours for the time block or the in or out times.
5. If the worker has more than 1 position, select a Position for the time block.
6. (Optional) Click Details to add values to worktags on the time block or to override the pay rate for the time block.

Result

Workday updates the worker's time entry calendar with your changes.

Next Steps

Submit the worker's time if you deleted approved time blocks or time blocks that impact time calculations, such as overtime.
Otherwise, you don't need to submit.
(Optional) If necessary, force the Enter Time business process to advance to the next step or to completion. You can't manually
advance your own time entries.
Use the Mass Advance Business Process task to manually advance all events for a time period, worker, or date range.
Use the Mass Operation Management task to advance all events for a specific list of workers captured by a custom report.

Related Information

Tasks
Steps: Create Time Entry Templates
Adjust Calculated Time
Manually Advance a Business Process
Reference
Reference: Time Entry Options
The Next Level: Overview of Time Tracking
Workday 2021R1 What's New Post: Time Tracking Calendar Redesign

1.10.2 | Enter Time for Worker Using High-Volume Time Entry

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 89/119
3/26/2021 Workday® Administrator Guide

Prerequisites

The worker you are entering time for must be assigned a:

Time entry template.
Time period.
Enter dates that aren't locked in the time period schedule.
Security: Worker Data: Time Tracking High Volume Enter Time domain in the Time Tracking functional area.

Context

Enter and edit time on a worker's behalf using high-volume time entry. You can Auto-fill from Prior Week if the worker's time entry
template and the Enter Time business process security policy are configured for this.

Steps

1. Access the Enter Time for Worker task.

Workday generates time block rows based on the default in/out patterns on the worker's time entry template.
2. As you complete the task, consider:

Option Description

Time Type Workday bases the available time entry codes on the
worker's eligibility for time code groups.

Out Reason Workday bases the available out reasons on the

configuration of the worker's time entry template.

Worktags Workday bases the available worktags on the configuration

of the time block's time entry code and the worker's time
entry template.

Result

Workday updates the worker's time entry calendar with your changes.

Next Steps

If necessary, force the Enter Time business process to advance to the next step or to completion. You can't manually advance
your own time entries.
Use the Mass Advance Business Process task to manually advance all events for a time period, worker, or date range.
Use the Mass Operation Management task to advance all events for a specific list of workers captured by a custom report.

Related Information

Tasks
Steps: Create Time Entry Templates
Adjust Calculated Time
Manually Advance a Business Process
Reference
Reference: Time Entry Options

1.10.3 | Steps: Set Up Workday Assistant for Time Tracking

Prerequisites

Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success Manager to request the Innovation
Services order form, or see Workday Innovation Services in the Workday Community for more information.

Assign workers to the correct time tracking security groups so they can access time tracking tasks using the bot:

Manager: Time Tracking Manager Approval

Process: Time Block REST APIs
Self Service: Calendar
Self Service: Time Clock
Set up: Calendar
Set Up: Time Tracking
Security: Security Configuration

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 90/119
3/26/2021 Workday® Administrator Guide

Context

Enable workers to complete their most common transactions using the Workday Assistant chatbot. Example:

Creating time entries.

Approving time.
Viewing upcoming holidays.

Steps

1. Access Edit Tenant Setup - Assistant to disable or enable time off options.
See Steps: Set Up Workday Assistant.
2. Access Edit Tenant Setup - HCM > Time Tracking to configure your Workday Assistant time tracking experience.
See Reference: Edit Tenant Setup - HCM.
3. Configure time tracking so that workers, administrators, and others can enter time using the bot.
See Steps: Set Up Time Tracking.
4. Assign workers to the correct time tracking settings so that they can access time tracking tasks through the bot.

Security Group Worker Time Tracking Assignments

Self Service: Time Clock Events Workers using check in and check out.

Self Service: Calendar Workers using the time tracking calendar to enter time
quantity or in/out time entry.

Set up: Calendar Workers who want to view the upcoming holiday schedule.

Manager: Time Tracking Manager Approval Time approvers who use Review Time to approve time
entries.

5. For workers using the time tracking calendar to enter time quantity or in/out time, configure Enter Time Micro Edit business
process and security policies in the Time Off and Leave functional area.

1.10.4 | Mass Enter Time

Prerequisites

Security:

Reports: Time Tracking domain in the Time Tracking functional area.

Configure the Reported Time Batch Event business process security policy in the Time Tracking functional area.

Context

Enter time for multiple workers at once. Example: Add holiday hours for all administrative assistants on New Year's Day. The Mass Enter
Time report enables you to filter for workers by various facets, such as supervisory organization or job profile.

Steps

1. Access the Mass Enter Time report.

2. Search for and select the workers for whom you wish to enter time.
You can customize the facets and filters that are available to you by copying this report to make a custom report. Workday delivers
over a hundred different facets to select from.
3. Select a Date, Time Type, and optionally, Worktags.
Worktags aren't available for time off entries.
4. Depending on the time type, enter:
A Quantity for projects, time offs, or quantity-based time entry codes.
An In time, Out time, and Out Reason for time entry codes that track In and Out times.
5. (Optional) For time entry codes that track In and Out times, click Add to add more time blocks with the same date, time type, and
worktags.
6. Review the time entry details, Workers to be processed and, if applicable, Workers unable to be processed.
To revise the time entry, click Back. To change the worker selection, rerun the report.
Note: If you entered a time off, workers in the Workers to be processed list are subject to additional time off validations. Validations
run after this event is submitted and approved or completed. If the workers fail these additional validations, they move to the
Workers unable to be processed list after the additional validations complete.

Result

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 91/119
3/26/2021 Workday® Administrator Guide

Workday adds the time blocks to the selected workers' time entry calendars using the Reported Time Batch Event business process.
Submitting this task doesn't submit the time entries for manager approval. Manager approvals use the Enter Time business process.

Time off entries go through additional time off validations after the Reported Time Batch Event business process event is approved or
completed. Workday doesn't add time blocks for workers who fail the time off validations.

Next Steps

Access approved or completed events to see if any workers failed the additional time off validations.
Submit time entries for approval.
To undo the mass time entry, rescind the Reported Time Batch Event business process.

Related Information

Concepts
Concept: Finding Workers
Concept: Importing Reported Time Blocks
Reference
The Next Level: A Day in the Life of a Time Tracking Administrator

1.10.5 | Mass Auto-Fill from Schedule

Prerequisites

Enable the workers' time entry templates for mass auto-fill from schedule.
Ensure that the workers have schedule blocks to auto-fill, typically through:
Work schedule calendars for which they're eligible or to which they're assigned.
Changes that workers make to their work schedules.
Ad hoc schedule changes that aren't reflected on work schedule calendars.
The Import Ad Hoc Schedules web service.
Security: Process: Mass Auto-Fill from Schedule domain in the Time Tracking functional area.

Context

Use the Mass Autofill from Schedule process to populate time blocks for multiple workers at once based on their work schedules.

This process doesn't auto-fill time blocks for dates that:

Are locked.
Are unlocked for adjustments.
Are after a worker's termination date.
Have any time off entries.
Are holidays.

Steps

1. Access the Mass Auto-fill from Schedule task.

2. As you complete the task, consider:

Option Description

Request Name The request name identifies this job in reports.

Run Frequency If your run frequency isn't Run Now, configure scheduling
details on the Schedule tab.

Select a Start Date that is no more than 7 days in the future.

Time Entry Templates Select the time entry templates that are assigned to the
workers for whom you wish to auto-fill time.

Only the time entry templates that you enabled for mass
auto-fill from schedule are available for selection.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 92/119
3/26/2021 Workday® Administrator Guide

Option Description

Exclude Workers on Leave When selected:

Prevents Workday from filling time blocks for
workers who have approved leave of absence
events during the period you're auto-filling time for.
Doesn't delete time blocks that workers have on their
calendar when you run the auto-fill process.

Once a worker returns from a leave of absence, mass auto-

fill resumes populating time blocks that occur after the
Actual Last Date of leave entered on the Return From Leave
business process.

OK to Proceed Select the check box to confirm the criteria and scheduling
details.

Result

When the process completes, workers receive the auto-filled time blocks and can view and edit them before submitting them. Workday
generates time blocks for all workers who are eligible for the time entry templates you selected.

Once you mass auto-fill time blocks from a work schedule, you're no longer able to edit the work schedule for those dates.

For workers whose work week begins on the same day that the process runs, the process auto-fills time blocks for the current week. For
workers whose work week begins after the process runs, the process auto-fills time blocks for the upcoming week.

Example: If you run the process on Sunday, September 11 and the worker's work week begins on:

Sunday: The process fills in time blocks from Sunday, September 11 through Saturday, September 17.
Wednesday: The process fills in time blocks from Wednesday, September 14 through Tuesday, September 20.

The Mass Autofill from Schedule process also clears existing time blocks in the week being filled that:

Track in and out times.

Share the same time entry code as the time blocks being auto-filled.

Processes scheduled for the future display in the Scheduled Future Processes report. You can view the status of in-progress and recently
completed processes on the Process Monitor report.

Next Steps

If you've setup a weekly recurrence, add the Auto-fill time by schedule service step to the Hire business process to automatically populate
new hires' time blocks if they begin after the Mass Autofill from Schedule process runs for a week. The service step fills in time blocks
from the worker's hire date through the end of their first week.

Related Information

Reference
Reference: Time Entry Options
2020R2 What's New Post: Mass Auto-Fill from Schedules

1.10.6 | Mass Submit Time

Prerequisites

Security: Process: Mass Submit Time domain in the Time Tracking functional area.
Configure the Submit Time initiating action on the Enter Time business process and security policy in the Time Tracking functional
area.

Context

Submit large volumes of time entries when you don't need or want your workers to submit their time individually. You can mass submit
time entries for workers who clock in and out and rarely, if ever, use their time entry calendar to enter and submit time. You can also mass
submit time to ensure that stray time entries that workers forgot to submit, or were unable to submit, are accounted for.

Steps

1. Access the Mass Submit Time report.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 93/119
3/26/2021 Workday® Administrator Guide

2. (Optional) Select filters to refine the list of workers.

3. Select the workers for whom you'd like to submit time.
The report displays all workers who are active as of today. When you run the Mass Submit Time report, it includes workers who
had time entries as of that period, and submits them. This includes workers that might be inactive as of today, even though their
names aren't displayed in the report.

Example: You hired Megan into the Operations supervisory organization in a future period (January 2020). When you run the
Mass Submit Time report for Operations for January 2020, Megan will have her time correctly submitted, but her name won't
display in the report.

Example: You terminated Steve from the Operations supervisory organization in a previous period (February 2019). When you run
Mass Submit Time for the Operations supervisory organization for February 2019, Steve will have his time correctly submitted.

4. Select a Run Frequency.

The run frequency determines when or how frequently to submit time entries for a particular date range.
5. Enter a Request Name. The request name identifies this job in reports.
6. Select a date range to submit time for in the Period Selection for Submit Time field.
To mass submit time entries for a period schedule on a recurring basis, set up additional mass submit jobs for each date
range that belongs to the period. If you schedule this task to recur on a regular basis, Workday mass submits all
unsubmitted time entries for the same period every time the task runs.
Workday uses the start and end dates of the period to determine which time entries to submit. Unless you select the Use
Period Schedule Eligibility check box, workers don't have to be eligible for the selected period to have their time entries in
that period submitted.
If you're not using period schedule eligibility, select the exact period of time that you want to mass submit.
7. (Optional) Select the Use Period Schedule Eligibility check box to limit the worker selection to workers who are eligible for the
selected period.
If you don't select this check box, Workday submits all time entries for:
The weeks or time periods that intersect with the selected time period.
The workers who meet the filter conditions.
The workers whose time entries you have the security access to submit time for.
8. If your run frequency isn't Run Now, you can refine run frequency details on the Schedule tab.
The details you select define how often Mass Submit will run for the period instance you selected on the Period Selection tab.

Result

Workday sends you a notification that includes the names of the workers whose time you submitted as well as a summary of the time
submitted.

Processes scheduled for the future display in the Scheduled Future Processes report. You can view the status of in-progress and recently
completed processes on the Process Monitor report.

When the process completes, all workers who meet the eligibility conditions as of the run date have their time mass submitted.

Next Steps

You can copy the Mass Submit Time report into a custom report and add unique facets. However, the Pay Group and Time Entry
Template facets aren't available for use. The unique facets you use aren't effective dated.

Related Information

Reference
Workday 33 What's New Post: Mass Submit Time
The Next Level: A Day in the Life of a Time Tracking Administrator

1.10.7 | Manage Time Clock Events

Prerequisites

Security: Configure these domains in the Time Tracking functional area:

Time Tracking: Edit Time Clock Event Date and Time

Worker Data: Add Time Clock Events
Worker Data: Delete Time Clock Events
Worker Data: Match Clock Events
Worker Data: View/Edit Time Clock Events

Context

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 94/119
3/26/2021 Workday® Administrator Guide

Manage time clock events on behalf of a worker by adding, editing, and deleting time clock events. Time is always entered and displayed
in the worker's time zone.

Steps

1. Access the Time Clock History report for the worker.

2. Select a Start Date.
The report displays all time clock events for the week containing the Start Date.
3. To manually add a time clock event, click Add Clock Event and select an Event Type.
a. (Optional) Change the Date and Time of the time clock event.
b. Select an Event Type.
For a check-in, select a Time Type. The available time entry codes are based on the worker's eligibility for time
code groups.
The available check-out types are based on the worker's time entry template.
To perform a transfer, add 2 check-in events in a row. Workday treats the second check-in event as a check-out
and creates a time block with the work details of the first check-in event.
Workday doesn't prevent you from entering time clock events out of sequence. Example: 2 check-out events in a row. This
gives you more flexibility when handling exceptional cases, but verify that you are adding the appropriate event type to
prevent Workday from matching time clock events in unexpected ways.
4. To edit or delete a time clock event, click Edit or Delete.
When you edit a matched time clock event, the associated time block updates with the edited information. Editing the time
block doesn't affect the underlying time clock events.
If you delete a matched time clock event, Workday deletes the associated time block as well, and the remaining time clock
event reverts to an unmatched status.
You can also use the Time Clock History report to edit time clock events loaded through web services from an external
time collection system.

Related Information

Concepts
Concept: Time Clock Events
Reference
Reference: Time Clock Event Security

1.10.8 | Manually Schedule Time Clock Event Matching

Prerequisites

Enable the Defer Time Clock Event Processing option on the Edit Tenant Setup - HCM task.
Security: Process: Time Clock Event Processing domain in the Time Tracking functional area.

Context

Note: Workday plans to retire the Defer Time Clock Event Processing option in September 2021. Enabling this feature could impact
performance in your tenant. Contact Workday Professional Services before using this feature.
Manually schedule a process that matches deferred time clock events and runs calculations for all workers in your tenant.

If your tenant uses automated scheduling for time clock event processing, any processes you manually schedule run in addition to the
automated process.

To match pending time clock events for an individual worker, use the Time Clock History report instead.

Steps

1. Access the Run Time Clock Event Processing task.

2. Select a Run Frequency.
3. Enter a Request Name.
The request name identifies this job in reports.
4. If your run frequency is anything other than Run Now, configure scheduling details.

Result

Processes scheduled for the future display in the Scheduled Future Processes report. You can view the status of in-progress and recently
completed Process Time From Events jobs on the Process Monitor report.

If a pending time clock event fails to match, its status becomes Unmatched.

Next Steps

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 95/119
3/26/2021 Workday® Administrator Guide

Resolve any remaining unmatched time clock events.

Related Information

Concepts
Concept: Time Clock Events

1.10.9 | Adjust Calculated Time

Prerequisites

Confirm that you're not entering time for locked days in the time period calendar.
Configure the Enter Time business process and security policy in the Time Tracking functional area.

Context

Modify or add calculated time on behalf of a worker. Use this task if the existing calculation types don't meet a business requirement. You
can also use this task if there’s an exception for a particular worker. Example: You assigned a worker a new work schedule calendar in the
middle of a biweekly period. The new work schedule calendar has a different biweekly calculation start date. As a result, you need to
adjust the worker's biweekly overtime calculation results.

Considerations for adjusting calculated time:

This task applies to time entries only. Adjust time off entries through Absence Management.
You can't adjust your own calculated time.
You can make adjustments at any time. However, submitting calculated time adjustments automatically routes time entries for the
week or period time entries for approval. Even if a worker hasn't submitted their time or you previously approved it, Workday
routes it for approval.
Note: Only adjust calculated time after you've finished making time entries for that week or time period. After adjusting calculated
time, Workday no longer runs calculations for that week or time period.

Steps

1. Access the Adjust Calculated Time task.

2. Select a Worker and the Date within the week or period you want to adjust.
You can make adjustments to the calculated time in the week in which the selected date falls. Example: You configured the
worker's time entry template to submit time by period. The date you select falls in a week that includes more than 1 time period.
You can make adjustments for time entries in the days of the week that are in the time period of the selected date.

Example: Monday - Wednesday is part of 1 time period and Thursday - Friday are part of another time period for a worker who
submits time by periods. If you select the date of Wednesday, you can make adjustments for Monday, Tuesday, or Wednesday.

3. To modify or add calculated time:

a. Adjust the quantity of hours for a calculated time block resulting from reported time.
To delete a row, adjust the hours of the row to zero.
To change a calculation tag or worktag, adjust the hours of the existing row to zero. Then add a new row with the
new calculation tag or worktag.
If you need to change the time entry code, use the Enter Time for Worker task instead.
b. To add calculated time blocks manually without a related reported time block, add a row under Additional Calculated Time
(not resulting from Reported Time).
You can select any time code, not just time codes for which the worker is eligible. If you select a code the worker isn't
normally eligible for, verify that the worker meets payroll eligibility rules for the applicable earning.
c. Select Confirm Calculated Time Adjustments.
4. (Optional) To revert back to Workday-generated calculated time, select Clear Adjustments (Revert to system calculations).
If the worker is eligible for biweekly time calculations, this option clears all calculated time adjustments for the current week and
the other week of the biweekly period.

Result

The adjusted calculated time blocks route for approval. The status of adjusted time blocks displays as Adjusted on the time entry
calendar.

Example

Gina logged 5 hours of work on a special project last Friday. Normally, your company pays workers who work on the special project a
regular rate. However, Gina is paid at an overtime rate. Logan, who has the appropriate security access, accesses the Adjust Calculated
Time task. Logan changes the calculation tags for the 5 hours on Friday for the special project from Regular to Overtime. She adjusts the
quantity of regular hours from 5 to zero and adds a new row with 5 hours of overtime.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 96/119
3/26/2021 Workday® Administrator Guide

Next Steps

(Optional) Create a time validation that warns workers who try to enter time for a week or time period with adjustments.

Related Information

Reference
The Next Level: Time Tracking Advanced Concepts

1.10.10 | Concept: Time Clock Events

Time clock events describe a worker's actions, such as a check-in or a check-out, on Workday Time Tracking's time clock or a third-party
time collection system. Workday matches time clock events together and translates them into time blocks that display on the worker's time
entry calendar.

Creating Time Clock Events

Workers can check in and out directly in Workday using:

The Time worklet.

Mobile devices.

If you select Enable Standard Mobile Check In, workers can enter time types, worktags, and comments when checking in and
specify out reasons when checking out.

The Time Clock History report to manually add time clock events, if granted the appropriate security.

If you have the appropriate security, you can also use the Time Clock History report to add, edit, or delete time clock events on
behalf of workers.

You can use the time clock as the exclusive time entry method for a worker, or you can use it as a supplement to the Enter My Time task.
You can also restrict workers to checking in or out only at office locations by limiting access to time clock tasks to certain IP addresses.

You can also use the Put Time Clock Events web service or the Import Time Clock Events web service to load time clock events from a
third-party time collection system.

Matching Time Clock Events

Unless you configure your tenant to defer the matching process, Workday matches a time clock event as soon as you create it. If you
defer matching, new time clock events are Pending until they've gone through the matching process. Pending time clock events display
on a worker's time entry calendar, but don't need to be corrected. You can schedule the matching process for all pending time clock
events in your tenant using the Run Time Clock Event Processing task. You can also match pending time clock events for an individual
worker using the Time Clock History report.

When matching, Workday attempts to find a matching clock event, such as a check-in with a check-out. Workday then links the 2 events
together to create a time block, which displays on the worker's time entry calendar. When creating a time block, Workday honors the time
entry code's rounding option and runs time calculations.

Generally, Workday matches a check-in event with a subsequent check-out event. However, in the case of 2 check-in events in a row,
Workday treats the second check-in event like a check-out event and creates a time block with the work details of the first check-in. This
enables workers to check in to another task without having to check out of their current task. You can prevent matching consecutive
check-in events by configuring the time entry template.

If Workday can't find a matching time clock event, the time clock event remains unmatched until you add another event that can match it.
If a pending time clock event fails to match, it becomes an unmatched time clock event, rather than remaining as a pending time clock
event.

Time Clock Events on the Time Entry Calendar

Both pending and unmatched time clock events display on the time entry calendar in chronological order until they're matched into time
blocks. You can correct unmatched time clock events from the time entry calendar, but not pending time clock events. If you correct an
unmatched time clock event by adding a corresponding In or Out time, Workday creates a time block, but not another time clock event.

Related Information

Concepts
Concept: Importing Time Clock Events
Tasks
Manually Schedule Time Clock Event Matching
Manage Time Clock Events

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 97/119
3/26/2021 Workday® Administrator Guide

Create Access Restrictions

Reference
Reference: Time Clock Event Security

1.10.11 | Concept: Importing Time Clock Events

You can import data from a third-party time collection system into Workday Time Tracking using the Put Time Clock Events or Import Time
Clock Events web services. These web services import raw clock data as time clock events, which Workday matches to create time
blocks and run calculations. Workers can edit the time blocks before submitting them.

Importing Large Batches of Time Clock Events

Use the Import Time Clock Events web service when you need to import large batches of 1,000 or more time clock events on an
infrequent basis. Example: Importing time clock events for implementation testing or loading a single large batch after an integration with
a third-party system fails. Import Time Clock Events runs as a background process, so it doesn't hold up other Workday tasks running at
the same time.

The Import web service pattern enables you to use Workday Enterprise Interface Builder (EIB). To retrieve processing errors after using
Import Time Clock Events, you can use the Get Import Process Messages web service.

Importing Small Batches of Time Clock Events

Use the Put Time Clock Events public web service operation when you need to import time clock events from a third-party system in near
real time. The third-party system should queue up clock events into batches and initiate a call to Put Time Clock Events. If Workday is
unable to receive a batch, the third-party system must continue to queue time clock events until Workday is available.

When using the Put Time Clock Events web service, we recommend that you:

Send time clock events in their raw form (not matched to time blocks or processed in any other way).
Send batches every 2-5 minutes.
Send time clock events in the order they occurred to ensure Workday matches them into time blocks as accurately as possible.
Don't send a batch with more than 150 time clock transactions. If you have more than 150 time clock transactions to send, break
them into smaller batches.

If you use Put Time Clock Events to import more than 1,000 time clock transactions, the integration could take a significant time to
complete and might hold up other Workday processes. In this case, use the Import Time Clock Events web service.

Required Fields
Time clock events imported into Workday must include these details:

Field Notes

Time Clock Event Date Time Date and time of the time clock event. If you don't specify a time
zone offset, Workday assumes a UTC offset of zero.

Clock Event Type Reference Workday accepts 4 time clock event types: In, Out, Break, and
Meal.

Employee ID

Position ID Required if the worker has multiple jobs and the time clock
event type is In.

Time Clock Event ID Required for edit and delete transactions so that Workday can
identify the time clock event to edit or delete.

Time Clock Event Delete When flagged, identifies the transaction as a deletion.
If you're importing a deletion, the only required fields are:

Time Clock Event ID

Time Clock Event Delete

All other fields are optional.

Errors and Validations

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 98/119
3/26/2021 Workday® Administrator Guide

Data accepted by the web service operation might still be invalid within Time Tracking. Workday runs a separate set of validations on the
data after it has passed through the web service operation and flags invalid time clock transactions. Workday doesn't match invalid time
clock transactions to time blocks, but causes them to be in error until you correct the transaction. Use the Maintain Invalid Time Clock
Events task to view, fix, or ignore transactions that are in error.

Invalid or missing values in these fields cause the time clock event to be in error until corrected:

Employee ID
Position ID
Time Clock Event Date Time
Clock Event Type Reference

The fields below are optional, but if sent, must be valid values in Workday. Invalid values cause the time clock transaction to be in error
until corrected. These fields apply to In time clock event types only. If the time entry code is blank, Workday applies the default time entry
code from the worker's time entry template.

Time Entry Code

Project ID
Task ID
Override Rate
Business Unit
Cost Center
Custom Organization 01 - Custom Organization 10
Custom Worktag 01 - Custom Worktag 15
Fund
Grant
Job Profile
Location
Program
Region

Editing and Deleting Time Clock Event Data

You can edit or delete time clock events using the Put Time Clock Events web service. When importing an edit transaction using the web
service, include the time clock event ID in the file. When you import edit transactions, Workday replaces the existing details on the time
clock event with the details of the new transaction. Include all of the details you want to preserve in addition to the edited fields. When
importing a delete transaction, set the Time Clock Event Delete field to True.

In addition to importing edits and deletions, you can edit and delete time clock events directly in Workday using the Time Clock History
report.

Related Information

Concepts
Concept: Time Clock Events
Concept: Workday Web Services
Reference
Reference: Time Tracking Web Services
The Next Level: Time Tracking Reports, Dashboards, and Integrations

1.10.12 | Concept: Importing Reported Time Blocks

The Import Reported Time Blocks web service enables you to import reported time blocks into Workday Time Tracking using Workday
Enterprise Interface Builder. Consider using this web service to:

Import time blocks that workers didn't enter through self-service time entry.
Load a batch of time blocks in bulk, such as holiday time blocks.
Import large batches of time blocks for testing purposes.
Edit and delete time blocks in mass.
Approve or rescind the imported time blocks using the Reported Time Batch Event business process.
Use imported time blocks in calculations, route them to managers for approval, and pass them to Payroll for payment.

Spreadsheet Setup
As you complete the EIB template, consider these fields:

Element Notes

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 99/119
3/26/2021 Workday® Administrator Guide

Element Notes

Header Key An incremental value for every set of 1,000 rows of data.

The header key determines how many entries Workday batches

for each job. We recommend that you batch together 1,000 time
block entries per job. Example: Use 1 for the first 1,000 rows
and use 2 for the next 1,000 rows.

Don't use a different header key for each row, as this will cause
each row to run as separate jobs and leads to performance
issues.

Line Key An incremental value for each row (within a header key batch).
Example: Use 1 for the first row, 2 for the second row, and 3 for
the third row. Start the numbering over again, with 1, for each
batch.

Worker The employee ID for the worker.

Worker Time Block The reference ID for the worker time block. After you import
time blocks into Workday, Workday assigns the worker time
block a reference ID. To edit or delete a time block, you must
enter the reference ID for the time block.

To view the reference IDs for a group of worker time blocks, use
the Reference ID report field on the Time Block business object.
To view the reference ID for a single time block, access the
related actions menu of the time block.

Delete Time Block Enter Y or N to indicate whether to delete the time block.

In Date Time Use these columns to enter the date and time of In/Out time
blocks.
Out Date Time
Times are automatically in PST, so you might need to populate
a UTC offset amount to load time blocks correctly.

Example: October 25, 2018 at 8:00AM CET is: 2018-10-

25T08:00:00+02:00

Time Entry Code The reference ID of the time entry code. Access the time entry
code reference ID using the related actions menu of the time
entry code.

The Restrict Future Time Entry setting on time entry code or

project hierarchy doesn't apply to web services.

Quantity Use these columns to enter the date and quantity of Hours Only
time blocks.
Date

Comment Enter a comment for a time block.

The Require Comments on Time Entry Changes setting on the

time entry template doesn't apply to web services.

Project Role The worker's project role. This value is derived from the
worker's assignments on a project's resource plan line.

Editing and Deleting Time Blocks

To edit a time block, enter the Time Block Reference ID in the Worker Time Block column along with the updated time block information.
When you import the batch, Workday will override the values on the existing block with the new values you entered. To delete a time
block, enter Y in the Delete Time Block column of the EIB spreadsheet.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 100/119
3/26/2021 Workday® Administrator Guide

The same restrictions that apply to the time entry calendar apply to the EIB. If you can't delete a time block on the calendar, then you can't
delete it through the web service. Example: If the time block belongs to a locked period.

Reported Time Batch Event Business Process

Importing a batch of reported time blocks launches the Reported Time Batch Event business process. Update the business process
security policy so that relevant workers can approve or rescind the time blocks before Workday processes and creates time blocks. If
approval steps conflict with the requirements of your organization, add a business process condition for external load so that Workday
automatically processes the time blocks.

Workday treats time blocks identically to reported time blocks created directly in Workday, meaning that:

The time blocks display on the worker's time entry calendar in a Not Submitted status.
The imported time blocks are subject to the same calculations and validations as time blocks entered directly into Workday.
Workers can make corrections and submit the time blocks for manager approval.

Rescinding Batches
You can rescind a Reported Time Batch Event business process event to back out a batch of time blocks you imported. To rescind an
event, navigate to the related actions menu of the event and select Business Process > Rescind or use the Mass Rescind Business
Processes task.

When you rescind, Workday removes all of the time blocks that you imported in the batch event. However, rescinding a batch won't back
out changes you made by editing or deleting time blocks. To restore those blocks, you must run another import with the correct time block
information.

Example

Using the Import Reported Time Blocks web service EIB, Kevin:

Edits an existing time block on 2019-02-04.

Deletes an existing time block on 2019-02-07.
Creates a new time block on 2019-02-08.

Worker Worker Time Block Delete Time Block Date Quantity

21722 WORKER_TIME_BLOCK_-1- 2019-02-04 8

38

21722 WORKER_TIME_BLOCK_-1- Y 2019-02-07 8

41

21722 2019-02-08 8

The time blocks display on the worker's time entry calendar as:

2019-02-04 2019-02-05 2019-02-06 2019-02-07 2019-02-08

8 hours 8 hours

Later, Kevin decides to rescind the Reported Time Batch Event business process event. Workday:

Removes the new time block that Kevin imported for 2019-02-08.
Doesn't change the edited time block on 2019-02-04.
Doesn't restore the deleted time block on 2019-02-07.

After Kevin rescinds, the time blocks display on the worker's time entry calendar as:

2019-02-04 2019-02-05 2019-02-06 2019-02-07 2019-02-08

8 hours

Overlapping Time Blocks

When you import time blocks that overlap with existing time blocks, you must resolve the overlapping time blocks once they are in
Workday. Correct the time blocks on the timesheet before submitting time.

Note: While the Worker Time Block Inbound Connector is still available, we recommend using the Import Reported Time Blocks web
service for improved error handling and performance.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 101/119
3/26/2021 Workday® Administrator Guide

Related Information

Concepts
Concept: Workday Web Services
Concept: Import Web Service Pattern
Concept: Worker Time Block Inbound Connector
Reference
Reference: Time Tracking Web Services
Workday Community: Import Reported Time Blocks EIB - Inbound

1.10.13 | Concept: Exporting Time Blocks

You can use the Get Calculated Time Blocks web service (secured to the Process: Export Time Blocks security domain) to export time
blocks from Workday Time Tracking to third-party scheduling or payroll vendors. Once Workday exports the time blocks, you can use your
third-party system to do things such as:

Compare scheduled hours to worked hours.

Forecast schedules based on historical time data.
Pass time blocks to payroll for processing.

Get Calculated Time Blocks exports calculated time blocks, rather than reported time blocks. Workday generates these time blocks when
you run time calculations on the time blocks that workers report.

Use SOAP UI to prototype and test the Get Calculated Time Blocks web service, and to filter time blocks by these attributes:

Date Range
Status
Supervisory Organization
Workday ID
Worker

Related Information

Concepts
Concept: Workday Web Services
Reference
Reference: Time Tracking Web Services

1.10.14 | Reference: Time Clock Event Security

You can modify security for time clock-related tasks using these domains:

Domains Notes

Self-Service: Time Clock Enables workers to check in and check out in Time Tracking
and on mobile.

Self-Service: Add Time Clock Events Enables users to edit time clock event details when checking in
or checking out. Worker Data: Add Time Clock Events includes
Worker Data: Add Time Clock Events
permission to edit the date and time of time clock events, but
Self-Service: Add Time Clock Events doesn't.

Self-Service: View/Edit Time Clock Events Select Modify on the domain's security policy to enable workers
to edit time clock event details, not including date and time.
Worker Data: View/Edit Time Clock Events

Self-Service: Match Clock Events When using deferred time clock event processing, enables
users to match pending clock events for an individual worker.
Worker Data: Match Clock Events

Time Tracking: Edit Time Clock Event Date and Time Enables timekeepers or administrators to edit the date and time
of matched time clock events. To access this domain, users
must also have access to Worker Data: View/Edit Time Clock
Events. The Employee Self-Service (ESS) security group can't
edit the date and time of time clock events.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 102/119
3/26/2021 Workday® Administrator Guide

Domains Notes

Self-Service: Delete Time Clock Events Enables users to delete time clock events.

Worker Data: Delete Time Clock Events

Process: Time Clock Event Processing Enables users to schedule the process that matches pending
time clock events.

Related Information

Concepts
Concept: Time Clock Events
Tasks
Manage Time Clock Events

1.10.15 | Reference: Time Entry Options

Time Tracking provides a number of options that workers can use to enter time. The available options for workers depend on time entry
configurations, business process security policies, and whether the workers are using calendar-based time entry or high-volume time
entry.

Option Description

Auto-fill from Prior Week Copy time blocks from 1 of the 5 preceding weeks into the
current week. Workday:

Copies project time.

Copies details, such as active worktags, override rates,
calculation tags, and comments.
Doesn't copy time blocks with an inactive time entry
code or a code the worker no longer qualifies for.

Auto-fill from Schedule Copy scheduled hours from a worker's work schedule calendar
using the default time entry code. You can specify which days to
copy.

The default time entry code controls whether Workday auto-fills

schedules as in/out times or hours only. For in/out times,
Workday only fills out types of Out (not Meal or Break).

If a worker has multiple jobs, Workday fills the work schedule for
the worker's primary job.

Conditions for using this option:

Workers must have a work schedule calendar.

You haven't enabled project tracking for the time entry
template.

Clear Clear all time entries for the week, including time off entered
using the Time Type prompt. This action doesn't clear any time
off entries you entered using the Enter Time Off task.

Enter Time Manually enter individual time entries for the week.

Employees who can use Time Tracking to enter time and who
also have access to Workday Assistant chatbot can verbally
enter time for the current day.

Enter Time by Week Enter time for an entire week within a single grid. This option
uses the same interface as high-volume time entry, but is
accessible from the time entry calendar.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 103/119
3/26/2021 Workday® Administrator Guide

Option Description

Enter Time Off Access the Enter Time Off task directly from the time entry
calendar. Time off displays on the calendar after you submit it
(but not when saved for later).
Note: Enter Time Off is accessible only if the Request Time Off
business process has security groups defined for the initiating
action of Enter Time Off, with the description: Enter Time Off on
behalf of a worker from the time entry calendar (Time Tracking
Only).

Quick Add Add time blocks with the same details for multiple days at once.
Example: If you work every day from 09:00 to 12:00 but your
afternoon hours vary, Quick Add is a good option for reporting
your morning hours all at once.

Enter Time by Type Enter time for multiple quantity-based time types at once. This
option is useful for workers who enter project-based time.

Run Calculations Manually order Workday to run calculations for the week.

Conditions that Apply to Both Auto-fill Options

Workers can edit auto-filled entries.
Workday:
Clears existing time blocks for the current week (excluding time off entries).
Runs calculations and validations after copying time blocks.
Workday doesn't:
Delete time off entries entered for the current week.
Auto-fill time off entries.
Auto-fill locked days where the worker isn't active.
Display the auto-fill option for a locked work week.

Security for Time Entry Options

To use any of the time entry options, you must:

Enable the appropriate security on the Enter Time business security policy.
Enable the option on the time entry template for the worker, if applicable.

Related Information

Tasks
Steps: Create Time Entry Templates
Reference
Reference: Enter Time Business Process

1.10.16 | Reference: Time Tracking Web Services

Time Clock Event Web Services

Web Service Description Security

Put Time Clock Events Use to import small batches of time clock Process: Time Clock Integration domain
events from a third-party system in near in the Time Tracking functional area.
real time.

Import Time Clock Events Use to import large batches of 1,000 or Process: Time Clock Integration domain
more time clock events on an infrequent in the Time Tracking functional area.
basis.

Time Block Web Services

Web Service Description Security

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 104/119
3/26/2021 Workday® Administrator Guide

Web Service Description Security

Import Reported Time Blocks Use to import reported time blocks into Process: Import Time Blocks domain in
Workday Time Tracking. the Time Tracking functional area.

Get Calculated Time Blocks Use to export calculated time blocks Process: Export Time Blocks domain in
from Workday Time Tracking to a third- the Time Tracking functional area.
party scheduling or payroll vendor.

Work Schedule Web Services

Web Service Description Security

Import Ad-Hoc Work Schedules Use to import schedule blocks from a Process: Ad Hoc Schedule Processing
third-party scheduling vendor into domain in the Time Tracking functional
Workday Time Tracking. area.

Assign Work Schedule Use to integrate changes to a work Assign Work Schedule business process
schedule from a third-party scheduling security policy in the Time Tracking and
system, spreadsheet, or file. Time Off and Leave functional areas.

Related Information

Concepts
Concept: Workday Web Services
Concept: Importing Time Clock Events
Concept: Importing Reported Time Blocks
Concept: Exporting Time Blocks

1.10.17 | FAQ: Time Entry

Why don't I see the Quick Add, Auto-fill from Schedule, or Auto-fill from Previous Week options when entering time?
Check to see that you have:

1. Enabled the options on the relevant time entry template.

2. Configured the Enter Time business process security policy so that you have security access to the time entry options.
3. Activated the pending security changes.

When I select Auto-fill, why can't I copy time from a prior week?

The worker doesn't have any reported time for the week you're trying to copy from. If there are no weeks to copy from at all, the worker
hasn't reported any time for any week.

Why don't I see any of my previously entered hours on the Quick Add page?

Quick Add only adds time blocks to your calendar; it doesn't display, modify, or overwrite any time blocks you've already entered.
However, you'll get an error if you try to add hours that conflict with existing time blocks on your calendar.

Why do I get the message Date is not available for time entry for xxx when I try to enter time on behalf of a worker?
Workday can't find a period schedule for that worker. There are a couple of reasons this could happen:

The worker doesn't have a time period schedule or the schedule doesn't include the week you want to enter time for.
The worker isn't active.

Why isn't my time off showing up on my time entry calendar?

You've probably saved your time off request for later and haven't submitted it yet. Any time off entered through the Request Time Off task
doesn't display on your calendar until it's submitted. However, time offs entered as a Time Type will display on your calendar as soon as
you enter them.

Why aren't my time entries transferring to the time entry calendar correctly? Example: I'll enter 9:00 AM - 12:00 PM but it
displays on my calendar as 7:00 AM - 10:00 AM.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 105/119
3/26/2021 Workday® Administrator Guide

You probably haven't configured local time zones for the user, the location, or the tenant. Workday first tries to use the user's time zone,
but if it hasn't been configured, Workday looks for the location's time zone, and then the tenant's time zone if the location's time zone
hasn't been configured. If the tenant's time zone hasn't been configured either, Workday uses Pacific Time for all time entries.

See Concept: Support for Local Time Zones.

How can I add worktag values to the My Favorites category folder on the Worktags prompt?

Select Favorite from the related actions menu on the worktag.

1.11 | Reviewing and Approving Time

1.11.1 | Setup Considerations: Time Review and Approval

You can use this topic to help make decisions when planning your configuration and use of the Review Time and Review Project Time
reports. It explains:

Why to set them up.

How they fit into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is
Workday delivers 2 configurable reports that you can set up to enable managers to review and approve time in a consolidated view:

The Review Time report is for managers or timekeepers who belong to the same supervisory organization as the workers on their
project. Reviewers can use this report to review and approve project and nonproject time entries and time offs.
The Review Project Time report is for project managers who approve time for the workers on their project, but who aren't in their
supervisory organization. Project managers can only use this report to review and approve project time.

Business Benefits
When you grant managers access to the Review Time and Review Project Time reports, they can:

Save time by approving multiple time entries at once rather than approving each entry one-by-one through their Inbox.
View additional details about time entries that are eligible or ineligible for approval.
Gain context about a worker's time by viewing their daily and weekly time entry totals, time block details, and comments.
Approve workers' time entries by week or by period.

Use Cases
Review Time

Managers or timekeepers need to approve time entries or time offs for multiple workers at once.
Project managers are in the same supervisory organization as the workers on their projects.

Review Project Time

Project managers in your organization need to review and approve time for multiple workers at once.
Your organization includes project managers who only approve project time entries for the workers on their projects.
Project managers are in a different supervisory organization from the workers in their projects.

Questions to Consider
Which report should I grant workers access to?

Decide which report to enable based on the time approver's relationship to the workers.

Role Reviewing and Approving Report

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 106/119
3/26/2021 Workday® Administrator Guide

Role Reviewing and Approving Report

Review Time
Timekeeper Project time entries.
Manager Nonproject time entries.
Project manager who belongs to Time offs.
the same supervisory
organization as the workers
they're approving time for.

Review Project Time

Project Manager Project time entries.
Project manager who belongs to
a different supervisory
organization from the workers
they're approving time for.

Recommendations
To reduce confusion, we recommend that you enable managers to use either the Review Time report or the Review Project Time report,
but not both.

As you create training materials for managers about using the Review Project Time report, we recommend that you include these
considerations:

You can save filters on the Review Project Time filter page to quickly run the report with the same filters.
Saved filters continue to populate the same date that you entered the first time you ran the task. Update the Date field to the
relevant date when you run the task again.

Requirements
The Review Project Time report displays time entries based on time calculation tags. If you've never enabled time calculation tags
before, you must create them to use the Review Project Time report. Create a Project Time calculation tag that is applied to all project
time entries. You don’t need to create calculations or calculation groups.

Enable Create Independent Events on relevant time entry templates so that Workday creates separate approval events for each project
when workers enter time against multiple projects.

Limitations
No impact.

Tenant Setup
You can configure tenant-wide settings that control what the reports display using these tasks:

Edit Time Approval Template

Edit Project Time Approval Template

Security
Review Time

Security Domain Considerations

Manager: Time Tracking Manager Approval Secures the Review Time report. Grant managers access to this
domain.

Set Up: Time Tracking Secures the Edit Time Approval Template task that you can use
to configure the Review Time report. Administrators should have
access to this domain.

Review Project Time

Security Domain Considerations

Project Manager: Time Tracking Project Manager Approval Secures the Review Project Time report. Grant project
managers access to this domain.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 107/119
3/26/2021 Workday® Administrator Guide

Security Domain Considerations

Set Up: Time Tracking Secures the Edit Project Time Approval Settings task that you
can use to configure the Review Time report. Administrators
should have access to this domain.

Business Processes
Configure the Enter Time business process to route time entries to the project manager for approval.

Reporting
No impact.

Integrations
No impact.

Connections and Touchpoints

Features Considerations

Workday Projects Workers display in the Review Project Time report when they're
assigned as resources on the same resource plan as the project
manager.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across your tenant. Learn more about
the Workday Touchpoints Kit on Workday Community.

Related Information

Concepts
Concept: Project Time Entry
Tasks
Steps: Set Up Project Time Entry
Reference
Reference: Enter Time Business Process
Preconfigured Content: HCM Delivered Configurations

1.11.2 | Set Up the Review Time Report

Prerequisites

Create time calculation tags.

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

The Review Time report is a configurable report that enables managers or timekeepers to review and approve time for multiple workers at
once. You can use the Review Time report as an alternative to the Inbox.

Steps

1. Access the Edit Time Approval Template task.

As you complete the task, consider:

Option Description

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 108/119
3/26/2021 Workday® Administrator Guide

Option Description

Review Time by Period Select to enable approvers to review and approve time for
nonweekly periods.

Workday displays a Period Schedule prompt on the report

that approvers can use to select a period schedule. The
report displays all workers who are eligible for the selected
period schedule.

Reviewers should select a Period Schedule, rather than

running the report without selecting one.

When you select Review Time by Period, Workday doesn't

display the Start Day of Week prompt.

Start Day of Week Select the day that begins the week to approve.

When managers review time by week, they can only

approve time for workers with the same Start Day of Week.
Managers can see hours for direct reports whose work week
begins on a different day, but they can't use the report to
approve the hours.

Worked Hours Calculation Tags Select tags that identify worked time. These tags determine
which hours display in the Hours to Approve, Hours Not
Submitted, and Hours Approved columns in the report.

Default Worker Filters (Optional) Select Show Employee Type, Show Worker Type,
Show Pay Rate Type, or Show Job Exempt Status to display
additional search fields on the report.

Add values that automatically populate in the search fields

you've added.

To add filters to the report that approvers can't modify, add

values without selecting the check box to display the field in
the report. Workday applies an implicit filter to the report
according to the values you've entered.

2. (Optional) On the Time Summary tab, add the total columns you want to include in reports.
You can create more than 8 totals, but managers can only see 8 totals.
To display the total time employees actually reported to time approvers, increase the number of totals shown, and display
only those columns where there’s a value.

Option Description

Column Columns display in Review Time in numerical order from left

to right starting with Total 1.

Title To avoid confusion, include the type of unit in the column

title. Example: Holiday Time (Days).

Calculation Tags Select 1 or more calculation tags. Ensure that the

calculation tags you select for each column use the same
units. The sum of the time blocks with those tags will display
in the column.

Always shown when 0 When checked, enables time approvers to see zero in the
totals row.
Example: If you always want to display an overtime total to
the time approver, regardless of whether a worker has
worked overtime:
Create an overtime row.
Select Always shown when 0 on the overtime total
row.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 109/119
3/26/2021 Workday® Administrator Guide

3. (Optional) Select these options to display additional information in the report:

Option Description

Include Warning Indicators Displays an indicator in the Unsubmitted Hours column

when the worker has unsubmitted time. Displays an
indicator in the Hours to Approve column when the worker
has time irregularities that might need attention.

Include Count of Incomplete Time Entries Displays the total number of incomplete time entries for the
worker.

Include Scheduled Weekly Hours Displays the worker's scheduled hours from their job profile.

4. Add reviewers to the Manager: Time Tracking Manager Approval domain.

5. Authorize reviewers to approve or manually advance the approval step on the Enter Time business process.

Next Steps

If you approve time entries after running a payroll calculation, use the Run Pay Calculation task. Select Smart Calculation or Smart
Calculation Based on Events.

Related Information

Reference
FAQ: Review Time Report
Workday 2021R1 What's New Post: Review Time Filters
Workday 2021R1 What's New Post: Review Time Templates

1.11.3 | Set Up the Review Project Time Report

Prerequisites

Set up project time entry, including calculation tags.

Security: Set Up: Time Tracking domain in the Time Tracking functional area.

Context

The Review Project Time report enables project managers to review and approve time for multiple project workers at once as an
alternative to the Inbox. This report displays workers based on their role on a project hierarchy, rather than based on their membership in
a supervisory organization. Therefore, the report enables project managers to review time for workers in their projects even though the
workers are outside the project manager's own supervisory organization.

Steps

1. Access the Edit Project Time Approval Settings task.

As you complete the task, consider:

Option Description

Review Time by Period Select to enable approvers to review and approve time for
nonweekly periods.

Workday displays a Period Schedule prompt on the report

that approvers can use to select a period schedule. The
report displays all workers who are eligible for the selected
period schedule.

Reviewers should select a Period Schedule, rather than

running the report without selecting one.

When you select Review Time by Period, Workday doesn't

display the Start Day of Week prompt.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 110/119
3/26/2021 Workday® Administrator Guide

Option Description

Start Day of Week Select the day that begins the week to approve.

When you review time by week, you can only approve time
for workers whose work week begins on the same day as
the Start Day of Week. You can still see hours for workers
whose work week begins on a different day, but you can't
use the report to approve the hours.

Worked Hours Calculation Tags Select tags that identify worked time. These tags determine
which hours display in the Hours to Approve, Hours Not
Submitted, and Hours Approved columns in the report.

Default Worker Filters (Optional) Select Show Employee Type, Show Worker Type,
Show Pay Rate Type, or Show Job Exempt Status to display
additional search fields on the report.

Add values that automatically populate in the search fields

you've added.

To add filters to the report that approvers can't modify, add

values without selecting the check box to display the field in
the report. Workday applies an implicit filter to the report
according to the values you've entered.

2. (Optional) Add up to 8 additional breakdown columns to the report.

Option Description

Column Columns display in numerical order from left to right starting

with Total 1.

Title Include the type of unit in the column title to avoid confusion.
Example: Holiday Time (Days).

Calculation Tags Select 1 or more calculation tags. Ensure that the

calculation tags you select for each column use the same
units. The sum of the time blocks with those tags will display
in the column.

3. (Optional) Select Show Billable and Non-Billable to display additional Billable and Non-Billable columns in the report.
4. Add reviewers to the Project Manager: Time Tracking Project Manager Approval domain.
5. Authorize project managers to approve or manually advance the approval step on the Enter Time business process.

Next Steps

If you approve time entries after running a payroll calculation, use the Run Pay Calculation task. Select Smart Calculation or Smart
Calculation Based on Events.

Related Information

Tasks
Steps: Set Up Project Time Entry

1.11.4 | Set Up Scheduled vs. Actuals Reporting

Prerequisites

Security: These domains in the Time Tracking functional area:

Set Up: Time Tracking

Worker Data: Reports
Worker Data: Work Schedule

Context

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 111/119
3/26/2021 Workday® Administrator Guide

You can configure the View Scheduled vs. Actual Hours for Workers report so that managers and timekeepers can analyze the difference
between workers' scheduled hours and actual hours. Managers can use the report to identify gaps in scheduling, allocate resources
properly, and report on schedule accuracy to minimize labor inefficiencies.

The report evaluates time blocks according to the reported date at the beginning of the time block. Workday calculates the variance
between scheduled hours and actual hours by:

1. Subtracting scheduled hours from actual hours.

2. Adding time off hours (or time off days multiplied by scheduled hours for time off plans in days).

Example: Angela was scheduled to work for 8 hours. She worked 4 hours and took 4 hours of time off.

4 hours (worked) - 8 hours (scheduled) + 4 hours (time off) = 0 hour variance.

The View Scheduled vs. Actual Hours for Workers report only includes time from the In/Out time entry method. The report doesn't display
time entered through the Hours Only time entry method.

Steps

1. Access the Edit Scheduled vs. Actuals Settings task. As you complete the task, consider:

Option Description

Actual Hours Calculation Tags to Exclude Exclude time blocks with certain calculation tags from
displaying in the Actual Hours value in the report. Example:
You want to compare scheduled and actual hours, but don't
want to include holiday hours. Select the Holiday Time
calculation tag.

Pay Rate Types to Exclude Exclude workers with certain pay rate types from appearing
in the report.

Job Exempt Status Define the job status that workers must have in order to
appear in the report.

2. In the Analytic Indicator Configuration section, you can configure values that control whether Workday displays critical icons,
warning icons, or both on the report.
In the Critical and Warning fields, you can enter a value greater than or equal to zero. Workday applies the threshold values as
absolute values. Therefore, the analytic indicators will display whether actual hours and time off are greater than or less than
scheduled hours.
Example: You enter 2.5 as the Critical value. Workday will display a critical icon for a worker who works at least 2.5 hours more
than or less than their scheduled hours.

Result

Managers and timekeepers can access the View Scheduled vs. Actual Hours for Workers report. This report is intended for frontline
managers, so the Supervisory Organization prompt returns only the organizations managed by the person running the report.

If workers are assigned to more than 1 work schedule calendar and 1 of their work schedule calendars is inactivated, the newly assigned
work schedule calendar will override all scheduled hours from the time the previous work schedule calendar was inactivated. Ensure that
workers are only assigned 1 work schedule calendar at a time.

Next Steps

Add a tab to the Time and Absence dashboard and add the View Scheduled vs. Actual Hours for Workers report as a task link.
Note: If you haven't enabled tabs for the Time and Absence dashboard, run the Bulk Enable Tabs for Workday Delivered Dashboards
task.

Related Information

Reference
2020R2 What's New Post: Scheduled vs. Actuals Reporting

1.11.5 | Steps: Report on Time Across Supervisory Organizations

Context

You can configure security and create custom reports so time reviewers can report on time for workers outside their supervisory
organization. You can enable reporting for reviewers such as project, location, or cost center managers.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 112/119
3/26/2021 Workday® Administrator Guide

Steps

1. Create Role-Based Security Groups.

Workday recommends that you use constrained, role-based security groups for the assignable roles reporting on project time.

In the Group Criteria section, select the Assignable Role.

2. Maintain Security Group Permissions.

Grant the security group access to these domains:
Manage: Project Plan (Only for project time reporting).
Reports: Time Tracking.
3. Create Custom Reports.
Create custom reports on the All Time Blocks report data source (RDS) using RDS filters. Select one of these filters based on the
needs of the reviewer:
Reported Time Blocks for Projects/Project Hierarchies
Reported Time Blocks for Projects/Project Hierarchies and Company
All Time Blocks for Workers by Cost Center
All Time Blocks for Workers by Location
Cost center and location managers who use these RDS filters will be able to view all time blocks for the workers. They'll also be
able to see time worked for different cost centers or location hierarchies.
Note: If you create reports with other filters, users (such as managers) must belong to an unconstrained security group to view
time for workers outside their organization.

1.11.6 | Steps: Set Up Time Tracking Notifications

Prerequisites

Security:

Manager: Time Tracking Manager Approval domain in the Time Tracking functional area.
Administer Scheduled Distributions domain in the System functional area.

Context

Create and send notifications according to the schedule you specify to groups of employees who have unapproved time review events or
unsubmitted time entries. You can also report on who has taken action.

Steps

1. Copy Reports.
a. To create custom time tracking reports, copy and modify these standard reports:
Workers with Unapproved time Review Events.
Workers with Unsubmitted Time.
b. Access the Share tab of the copied report.
Add the time tracking administrator to the Authorized Group.

Security: Indexed Data Source: Workers domain in the Time Tracking functional area.

2. Create custom time tracking reports.

a. On the custom report you want to edit, enter a Time Period that's the same as the Content you select on the scheduled
distribution Item Details tab.
3. Access the Edit Tenant Setup - Notifications task.

You can send time tracking notifications using these channels:

Email.
Mobile Push Notification.
Workday Notification.

See Reference: Edit Tenant Setup - Notifications

4. Find workers who have unsubmitted time or workers who have unapproved time pending approval.
a. Use these data source filters on the Indexed All Workers Data Source:

Find:

Workers with Unapproved Time Review Events.

Workers with Unsubmitted Time Review Events.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 113/119
3/26/2021 Workday® Administrator Guide

When you create custom reports using time tracking data source filters that aren't indexed, don't check the Optimized for
Performance check box.
5. Access the Create Scheduled Distribution task.
Enter the distribution Item Details.
a. Select the notification Content Type.

Send the Review Time task to workers who have unapproved time review events pending their approval.

Send the Enter My Time task to workers who have unsubmitted time entries.

Select Worker Notification to distribute notifications without linking to a task.

b. Under Content, select the period of time from the notification launch date that you want to include in the search:
Last 14 Days to search minus 14 days from the date you send out the notification.
Last 7 Days to search minus 7 days from the date you send out the notification.
This Month to search from the first day of the month to the date you send out the notification.
6. Complete the scheduled distribution Audience details.
a. Select an Audience from custom reports you created.
You can only use custom reports or organizations as an Audience.
b. Select an audience Type.
7. On the scheduled distribution Setup tab, select the notification Channel and Notification Design.
8. Set up time tracking notification Messages.
Enter:
The message you want to include in your notification.
The frequency for sending the distribution.
A name for your scheduled distribution job.
9. (Optional) Create time tracking notifications with a recurring Distribution Frequency.

Next Steps

(Optional) You can run the Distribution Records report to validate which recipients took action on the notification.

Security: Administer Scheduled Distributions domain in the System functional area.

Related Information

Reference
2020R2 What's New Post: Scheduled Distributions in Time Tracking

1.11.7 | Mass Approve Time

Prerequisites

Security:

Custom Report Creation domain in the System functional area.

Business Process Administration domain in the System functional area.

Context

You can use the Mass Operation Management task to mass advance time review events (Enter Time business process events that need
approval). This task reduces the need for approvers to review each event.

Note: We recommend using Mass Operation Management for improved performance and usability. However, you can also use the Mass
Advance Business Process task to advance an event for an individual worker.

Steps

1. Access the Create Custom Report task.

Create a custom report that generates a list of time review events that need approval. At minimum, the report must:
Be Advanced or Simple.
Use the All Time Review Events data source.
Use the Mass Advance Criteria for Time Period data source filter.
Contain a filter with an AND condition setting the Manually Advanceable report field to a value of Yes.
Return fewer than 50,000 time review events.
2. Access the Mass Operation Management task. As you complete the task, consider:

Option Description

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 114/119
3/26/2021 Workday® Administrator Guide

Option Description

Mass Operation Type Select Advance Business Process.

Input Report Select the custom report you created earlier.

Run Frequency Select a run frequency.

3. Select the Send to Completion check box to ensure that you complete all approvals.
If you don't select this check box, Workday advances the business processes only 1 step forward. Not selecting the check box can
result in incomplete time review events if your Enter Time business processes have more than 1 step after initiation.
4. Select the Enter Time process to get to the correct fields.

Result

When the process completes successfully, Workday approves all time review events.

Next Steps

If you've approved time entries after running a payroll calculation, use the Run Pay Calculation task and select either Smart Calculation or
Smart Calculation Based on Events.

Related Information

Tasks
Set Up Mass Operations
Manually Advance a Business Process
Reference
The Next Level: Time Tracking Advanced Concepts

1.11.8 | Concept: Time Block Approval Moments

Approval moments describe the date and time that a time block was approved. Example: 2015-09-12 08:14:38.

You can run a custom report built on the Calculated Time Blocks Approved Between a Date Range report data source. When you run the
custom report, Workday returns all of the calculated time blocks approved within the approval moments that you specify. Approval
moments include the time, as well as the date of the time block approval. You can refine the approval moment down to the minute.

The report data source returns the latest version of a time block within the date range that you specify. As a result, if you run the custom
report frequently, you can observe time block changes over time. Example: You can keep track of fluctuations in project costs during a
month by running the report weekly.

Example: Time Block Changes with Different Approval Moments

Amanda submits a time block for a project she worked on to her manager for approval. After the first approval, Amanda changes the
number of hours. After the second approval, Amanda changes the project. In total, her manager approves the time block on 3 separate
occasions.

Approval Moment Hours Project

2015-09-07 08:35:18 8 A

2015-09-09 13:05:23 4 A

2015-09-09 15:55:39 4 B

The report returns different results based on the start and end moments that you specify.

Approval Start and End Moments that Include Multiple Versions

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 115/119
3/26/2021 Workday® Administrator Guide

If you enter start and end moments that capture multiple versions of a time block, the report returns the latest version of the time block
within that range.
When you enter these approval moments:

Approval Start Moment: 2015-09-07 6:00:00

Approval End Moment: 2015-09-09 18:00:00

The report returns the third version:

Approval Moment Hours Project

2015-09-09 15:55:39 4 B

When you enter these approval moments:

Approval Start Moment: 2015-09-07 6:00:00

Approval End Moment: 2015-09-09 14:00:00

The report returns the second version:

Approval Moment Hours Project

2015-09-09 13:05:23 4 A

Approval Start and End Moments that Include a Single Version

If the start and end moments isolate a specific version of the time block, the report also returns any changes that offset a previous version
of the time block.

When you enter these approval moments:

Approval Start Moment: 2015-09-07 11:00:00

Approval End Moment: 2015-09-09 14:00:00

The report returns the second version of the time block, with an offset for the first version:

Approval Moment Hours Project

(offset from first change) -8 A

2015-09-09 13:05:23 4 A

When you enter these approval moments:

Approval Start Moment: 2015-09-07 06:00:00

Approval End Moment: 2015-09-09 10:00:00

The report returns the first version without an offset, because it doesn't have any previous changes:

Approval Moment Hours Project

2015-09-07 08:35:18 8 A

1.11.9 | Concept: Dashboards for Time Tracking and Absence

Workday provides 2 dashboards from which you can access Workday Time Tracking and Absence Management reports, manager self-
service (MSS) tasks, and analytics:

Dashboard Description Domain

Absence Configure if you use Absence Management Dashboard: Absence in the

Management without Time Tracking Time Off and Leave functional area

Time and Absence Configure if you use both Time Tracking Management Dashboard: Time Tracking
and Absence Management in the Time Tracking functional area

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 116/119
3/26/2021 Workday® Administrator Guide

Prerequisites
Enable worklets in your tenant.
Configure security policies.

You can use the Maintain Dashboards task to configure the dashboard and select these reports to display on the dashboard as worklets.

Report Description Dashboard Functional Area Security Domain

Compare Reported Displays the variance Both Time Tracking Worker Data: Reports
and Scheduled Hours between a worker's
reported and
scheduled hours over
the last 2 months.

My Team’s Calculated Displays calculated Both Time Tracking Worker Data: Reports
Hours by Cost Center hours by cost center
for a manager's direct
reports.

My Team’s Reported Displays each worker Both Time Tracking Worker Data: Reports
Hours in a supervisory
organization and the
amount of reported
time they have in the
manager's week time
frame.

My Team’s Scheduled Displays the Both Time Tracking Worker Data: Reports
Hours scheduled hours for
each worker in a
manager's supervisory
organization.

Time Block Audit Provides the creation Both Time Tracking Worker Data: Reports
and modification
details for time blocks
and time clock events
over a specified
period.

My Team’s Upcoming Displays leave Absence Time Off and Leave Worker Data: Time Off
Time Off information of workers (Time Off)
in your supervisory
organization for the
current week. You can
change the date
range.

Weekly Average Displays average Time and Absence Time Tracking Reports: Time
Calculated Hours calculated hours. You Tracking
can configure the
report using
calculation tags so that
you see a particular
time type. Example: To
report on average
weekly overtime,
select the Overtime
tag in the Calculation
Tags prompt.

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 117/119
3/26/2021 Workday® Administrator Guide

Report Description Dashboard Functional Area Security Domain

Weekly Average Hours Displays the weekly Time and Absence Time Tracking Reports: Time
Worked average hours so you Tracking
can compare average
hours across weeks
and identify patterns or
changes in labor
trends over time.

Workers Currently on Available only from the Absence Time Off and Leave Worker Data: Leave of
Leave dashboard. Absence

Workers Returning Available only from the Absence Time Off and Leave Worker Data: Leave of
from Leave This Week dashboard. Absence

Related Information

Tasks
Steps: Set Up Time Off Plans
Steps: Set Up Dashboards and Landing Pages
Steps: Set Up Leave of Absence
Reference
The Next Level: Advanced Absence Concepts
The Next Level: A Day in the Life of a Time Tracking Administrator
2020R2 What's New Post: Team Insights
The Next Level: Time Tracking Reports, Dashboards, and Integrations

1.11.10 | Concept: Troubleshooting Project Time Reporting

When a project manager can't view project time blocks on a report:

1. Ensure that the project manager has a role on the project.

2. Remove any indexed report fields from these fields in your custom report if workers report time outside of the project manager's
supervisory organization:
Custom Report Filter
Group By Field
Indexed report fields prevent managers from being able to see project time blocks outside of their supervisory organization.
3. Give the project manager access to these security domains using an unconstrained, role-based security group:
Reports: Time Tracking domain in the Time Tracking functional area.
Manage Project Plan domain in the Project Tracking functional area.
When you use this security setup, project managers can report on all time blocks for the workers on their projects, including time
worked for different projects or supervisory organizations. To avoid this, you can create custom reports on the All Time Blocks
report data source using one of these project data source filters:
Reported Time Blocks for Projects/Project Hierarchies
Reported Time Blocks for Projects/Project Hierarchies and Company
Using a projects-specific data source filter limits reports to display only time blocks for the project manager’s projects.

1.11.11 | Reference: Time Tracking Background Jobs and Processes

You can monitor the background jobs and processes that Workday Time Tracking is running in your tenant.

Background Job or Process Description Where to View

Mass Auto-fill from Schedule Populates time blocks for multiple Background Job Monitor
workers at once based on their work
Process Monitor
schedules. Runs according to the Run
Frequency setting you select.

Process Time Clock Events Runs when you use these web services: Background Job Monitor

Put Time Clock Events Process Monitor

Import Time Clock Events

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 118/119
3/26/2021 Workday® Administrator Guide

Background Job or Process Description Where to View

Process Time Block from Reported Time Run when you use the Mass Enter Time Background Job Monitor
Batch Event report to enter time for multiple workers
Process Monitor
at once.
Process Time Off from Reported Time
Also run when you use these web
Batch Event
services:

Put Reported Time Blocks

Import Reported Time Blocks

Rescind Reported Time Batch Event Runs when you rescind the Reported Background Job Monitor
Time Batch Event business process.
Process Monitor

Run Time Calculations for a Date Range Runs when you manually run time Background Job Monitor
calculations using the Run Time
Calculations for a Date Range report.

TCE Sweeper Runs every 15 minutes to collect and Background Job Monitor
process queued Process Time Clock
Process Monitor
Events jobs.

1.11.12 | FAQ: Review Time Report

I'm not seeing the time entries I expect to see on the Review Time report. What should I do?
Ensure that:

You belong to a security group authorized to approve or manually advance the Enter Time business process.
The time entry is in a submitted status and doesn't require approval by someone else.
The worker has the same Start Day of Week value as the one you configured on the Edit Time Approval Template task.
If reviewing time by period, you selected the:
Review Time by Period option on the Edit Time Approval Template task.
Period schedule from the Period Schedule prompt and the time entry is within the period you selected.

I'm not seeing time off requests on this report. What should I do?
You can view time off requests on the report when the request is within the period you're reviewing.

Related Information

Tasks
Set Up the Review Time Report

https://doc.workday.com/internal/api/webapp/print/355b4beb-8e1f-4f74-b1a3-8ccb0d346773 119/119