Workday Time and Absence HCM 107 VILT Ground

Workday Time and Absence HCM 107; VILT

Ground Rules (1 of 3) To ensure a positive, productive training environment, please adhere to the following rules throughout the duration of the training session: • Mute your microphones to eliminate distractions. • To ask questions, use the “raise hand” feature or submit your questions via the Zoom chat window. Questions will be moderated and addressed during the training session. 2

Ground Rules (2 of 3) • If you have a question you would prefer not be discussed during the training, you may submit a ticket to support. workday. wsu. edu. • Please be considerate of the language and tone of Zoom chat interactions and questions. During sessions, aim for an inclusive, positive, and constructive dialogue as we all learn to use Workday together. 3

Ground Rules (3 of 3) • Please remember that the most important goal of your training session is to learn the material as presented by your trainer. • Keep in mind that Workday business processes were designed and built with standardization in mind. Your trainer does not have control over process design or workflow. If you have questions or concerns about process design please submit a ticket to support. workday. wsu. edu. 4

Course Overview Course Description This course will provide information on how to manage time and absence in Workday. Audience This course is for: • Employee As Self • Manager • Time Approver • HR Partner • HRS • Time Keeper • Absence Partner

Course Agenda (1 of 2) Lesson # Lesson Name Duration Lesson 1 Time and Absence Overview 15 mins Lesson 2 Time Tracking 45 mins Lesson 3 Absence Management 30 mins

Course Agenda (2 of 2) Lesson # Lesson 4 Course Wrap-up Lesson Name Workday Reports Duration 15 mins 10 mins

Course Objectives After completing this course, you will be able to: • Request and view a Work Schedule • Enter, View, and approve Time Worked • Request Overtime • Request and Correct Time Off • Request Leave of Absence • Identify Time and Absence reports

Lesson One Time and Absence Overview Lesson 1

Lesson 1 Objectives After completing this lesson, you will be able to: • Describe the benefits of Workday Time and Absence • Identify the key terms used in the Time and Absence process • Describe the key changes as a result of implementing Workday • Identify the Workday roles in Time and Absence

Time and Absence (1 of 2) Workday is WSU’s system for reporting: Time for all hourly, and biweekly-paid Employees Time for Salaried Overtime Eligible Employees Absences and advance time-off requests

Time and Absence (2 of 2) Workday will enable: Time Approvers to approve time reports Employees to view time-off balances or accruals at any time Mobile time entry and approval

Benefits of Time and Absence Elimination of separate functionality between payroll and tracking of time and absence Online review and approval of time and absence Integration with Payroll Real-time reporting Self-service features Assistance in FMLA compliance

Key Terms (1 of 2) Term Time Off Definition Workday's term for sick leave, annual leave, leave without pay (LWOP), etc. Leave of Absence Workday's term for a leave provision. An extended time away from work that may include a variety of leaves, including the Family and Medical Leave Act (FMLA) and Parental Leave.

Key Terms (2 of 2) Term Accruals Work Schedule Time Worked Definition Accruals is accumulation of annual and sick leave time off in the Workday system. It is the schedule according to which the managers assign work to their employees. Time Worked is the record of the number of actual hours worked.

Key Process Changes • Standardized time tracking and absence processes across WSU • Shift from paper to electronic record and approval of time worked and absence • Increased visibility and reporting features • Automatic calculation of accruals • Separate modules for Time Tracking and Absence

Workday Roles (1 of 2) Role Name Employee Description An employee is Faculty, AP, Classified, or Hourly. Time Approver A Time Approver reviews and approves time entry of a worker. Typically, the Manager Timekeeper A Manager assigns schedules, approves time offs and some leave of absences. A Timekeeper assists Time Approver to enter time, review time, and manage time clock events.

Workday Roles (2 of 2) Role Name HR Partner Absence Partner Description An HR Partner performs Personnel Related tasks for the assigned organizations. Absence Partner is a central HRS role.

Lesson 1 Summary You should be able to: • Describe the benefits of Workday Time and Absence • Identify the key terms used in the Time and Absence process in Workday • Describe the key changes as a result of implementing Workday • Identify the Workday roles in Time and Absence

Lesson Two Time Tracking Lesson 2

Lesson 2 Objectives After completing this lesson, you will be able to: • Request a change in Work Schedule • Enter time by using the Time Entry Calendar • View entered time • Submit time

Work Schedule Roles • All Employees (except Hourly) must have a work schedule in Workday and are utilized in various time calculations. • Overtime ineligible will default to “Regular Schedule” (40 hours M-F) • Overtime eligible employees need to keep their work schedule up to date. • HR Partners, Timekeepers, and Managers can make temporary changes to the schedule. • Managers and HR Partners can assign a new work schedule in the event of a permanent scheduled change.

Request Work Schedule Screenshot of the request work schedule screen. Start date and work schedule calendar are required fields.

Request Work Schedule Approval Screenshot of the inbox with an action highlighted. The approve, send back, add approvers, and additional buttons are highlighted.

Assign Work Schedule Screenshot of the assign work schedule screen. The following fields are highlighted worker, start date, end date, and work schedule calendar.

View Work Schedule Screenshot of the view schedule for worker. The calendar is highlighted.

Demonstration 2. 1

Time Block Time blocks (time calendar) reflect actual hours worked. • • What time did the Employee come in/out for work? How many hours did the Employee work per day/week?

Enter Time Process Time is submitted by the employee (salaried non exempt, overtime eligible or temp hourly employees). The manager approves the time.

Enter Time (1 of 3) Screenshot of the time screen. The enter time section is highlighted.

Enter Time (2 of 3) Screenshot of the enter time screen with the enter time button highlighted.

Enter Time (3 of 3) Screenshot of the quick add screen. The following fields are highlighted in, out, and out reason.

Enter Time ‘To-Do’ Screenshot of the inbox with an action under the action tab highlighted.

Time Clock (1 of 2) Screenshot of the check in screen with the time type and position fields highlighted.

Time Clock (2 of 2) Screenshot of the check out screen. The reason section with the out option checked is highlighted. The ok button is highlighted.

View Entered Time • A screenshot of Viewing entered time. After entering time, you can view your entered time for accuracy. • There are several options to display Time entered – a calendar view or a report • You can view your entered time for an entire week or a single day by using the View Calendar feature • Clock Events - Every clock event must be paired with a corresponding clock event. For example; anytime an employee selects Check In, there should be a matching Check Out clock event. • Any clock event that is unpaired will be displayed under the Unmatched Clock Events section. • Within the Time application, Unmatched and Matched Clock Events can be viewed in the Time Clock History

Time Blocks (1 of 4) Status Submitted Not Submitted Needs Attention Description Time block has been submitted to the Time Approver Time block has been created but not submitted to Time Approver Time block needs attention; usually displayed in cases of unmatched time blocks

Time Blocks (2 of 4) Status Description Approved Time block has been approved by Time Approver

Time Blocks (3 of 4) The submit time screenshot with the total for the January example highlighted.

Time Blocks (4 of 4) • Screenshot of the Time block. Each time block will list the following three tabs: • Reported: This tab will list the reported quantity, time entry code, as well as the time stamp of the clock data. • Calculated: This tab will show the shift date, calculated date, along with the calculated In and Out and the calculated quantity. Time Calculation Tags will show the pay rates for the time block. • History: This tab will display a chart of the modified moment, the user who modified the record, status, quantity, time entry code, and comments.

Time Entry Calendar (1 of 2) The Time Entry Calendar displays several key dates and information for all Employees and Time Approvers. • Regular Hours: Displays the total hours entered at the regular base pay rate • Premium Hours: Displays the entered time that qualifies for the overtime pay rate • Paid Time Off: Displays the total amount of time off

Time Entry Calendar (2 of 2) Screenshot of various time blocks on the Time Entry Calendar. In this example employee worked 40 regular hours, 1 hour of premium, and 4 hours of paid time off, equaling 45 hours total.

Submit Time The submit time screenshot with the total for the January example highlighted.

My Time Clock History Screenshot of my time clock history screen. The following buttons are highlighted previous week, next week, add clock event, and view my calendar.

Demonstration 2. 2 Task name: enter time in Workday. Select to view the step by step instructions. The task will take 5 minutes.

Demonstration 2. 3 Task name: certify time in Workday. Select to view the step by step instructions. This task will take 5 minutes.

Demonstration 2. 4 (1 of 2) Task name: enter time for a temp hourly employee in Workday. Select to view the step by step instructions. This task will take 5 minutes.

Request Overtime process is used when overtime eligible employees work additional hours. • A manager can request an employee work overtime for which no approval is needed • Additional time is entered in the Time Entry Calendar once approved • Cost Center Managers will run a report to look at the costing allocations prior to Payroll cutoff when the overtime is charged

Overtime • Once the Overtime Request has been approved, the employee can then track the overtime requested on their time entry calendar. • At the end of the work week, the employee can choose to covert the overtime into comp time. Note: There has been no change to overtime calculation rules.

Request Overtime Eligible Roles A screenshot of the time screen with the overtime requests highlighted.

Request Overtime Process Screenshot of the request overtime screen with the following fields highlighted start date, end date, and total hours.

Converting Overtime to Comp Time • Screenshot to convert overtime to comp time. Additional Time Types for the Employee Selection, Convert Overtime to and Compensatory Time Off fields highlighted

Demonstration 2. 5 (1 of 2) Task name: request overtime in Workday. Select to view the step by step instructions. This task will take 5 minutes.

Approve Time • Time Approvers can approve time for their direct reports in the Workday system • Time Approvers can also enter and submit time on behalf of an employee • Time Approvers can send back the reported time, if it is incorrect

Time Entry Approval Screenshot of time entry approval screen.

Lesson 2 Summary Now that you have completed this lesson, you should be able to: • Request a change in Work Schedule • Enter time by using the Time Entry Calendar • View entered time • Submit time

Take a break! We will resume in 15 minutes

Lesson Three Absence Management Lesson 3

Lesson 3 Objectives After completing this lesson, you will be able to: • Identify the Absence application • Request Time Off • View your accrued available balance • View pending absence requests • Request Absence

Absence Management Overview Absence Management is used to track and administer time away from work. It encompasses time off and leave of absence.

Time Off and LOA (1 of 2) Time Off Annual, Sick Time, Bereavement, Personal Holiday Typically requested up front Based on each day Employee is expected to not work LOA Professional Leave, Disability Leave, FMLA, FCL or Parental Sometimes exact date is not known and can be an estimate Based on a range of dates. Includes a first and a last day

Time Off and LOA (2 of 2) Time Off No Employee status change Employee does not need to be returned by a business process LOA “On Leave” status Employee must be returned by a business process

Request a Leave of Absence The employee request time off or LOA and submits to the manager, absence partner, or HR partner for approval.

Request a Time Off An employee request time off and submits to the manager for approval.

Absence (1 of 2) Screenshot of the Absence application found on the Workday Home page.

Absence (2 of 2) Screenshot of the absence screen with the request, view, and available balance as of today sections highlighted.

View Absence Balance The my absence screenshot with the military leave row highlighted.

Request Time Off (1 of 4) Screenshot of the absence calendar screen.

Request Time Off (2 of 4) Screenshot of the request screen with Edit Quantity per Day, Position, Reason and submit button highlighted.

Request Time Off (3 of 4) Screenshot of the edit quantity per day section with the field highlighted.

Request Time Off (4 of 4) Screenshot of a calendar with the annual leave and leave without pay highlighted.

Cancel Requested Absence A screenshot of the details screen with the cancel this request button.

Correct My Time Off/Absence (1 of 4) Correct My Absence option can be used to update an absence request to adjust the past or future dates or update the absence reason. Time Off • Only approved time off requests can be corrected – If not approved, they can be cancelled • If the employee corrects the time off, manager approval is required Leave of Absence • Employees cannot correct medical LOA’s

Correct My Time Off/Absence (2 of 4) Screenshot of the absence page • To initiate the Correct My Absence request: 1. Select the Absence application on the Workday Home page 2. Select the Correct My Absence option under the Request section

Correct My Time Off/Absence (3 of 4) Screenshot of calendar.

Correct My Time Off/Absence (4 of 4) Screenshot of correct absence screen.

Request for LOA (1 of 3) • An Employee can request a LOA in Workday • Non-medical leaves are routed to a Manager • Medical or parental leaves and Shared Leave requests are routed to an Absence Partner

Request for LOA (2 of 3) Screenshot of the absence calendar. The calendar is highlighted.

Request for LOA (3 of 3) Screenshot with the Leave of Absence, Leave of Absence Type, Reason for the LOA and the submit button fields are highlighted.

Demonstration 3. 1 (1 of 2) Task name: request a time off in Workday. Select view the step by step instructions. The task will take 5 minutes.

Demonstration 3. 2 (1 of 2) Task name: request a LOA in Workday. Select to view the step by step instructions. This task will take 5 minutes.

Request Return from LOA The Request Return from LOA process is used to return Employees to work. • An Absence Partner initiates the return request for medical LOA • A Manager initiates the return request for nonmedical LOA (military leave)

Lesson 3 Summary Now that you have completed this lesson, you should be able to: • Identify the Absence application • Request Time Off • View your accrued available balance • View pending absence requests • Request Absence

Lesson Four Workday Reports Lesson 4

Lesson 4 Objectives After completing this lesson, you will be able to: • Identify the Time and Absence related reports

Useful Reports • Employees: My Schedule, Time Clock History, Overtime Requests, and Time Off Balance • Time Approver/Timekeeper/Manager: Review Time, Time Block Audit, Time Clock Reconciliation, and My Team’s schedule

Demonstration 4. 1 (1 of 2) Task name: run the time off balance report. Select to view the step by step instructions. This task will last 5 minutes.

Lesson 4 Summary Now that you have completed this lesson, you should be able to: • Identify the time and absence-related reports

Knowledge Check 1 An Employee is out sick for a day. Which type of leave should the employee use to indicate that they were off work that day? Fill in the blank. a. Time Off b. Leave of Absence

Knowledge Check 1 Answer a. Time Off b. Leave of Absence

Knowledge Check 2 Every check-in clock event must be paired with a corresponding check-out clock event. State True or False. a. True b. False

Knowledge Check 2 Answer a. True b. False

Knowledge Check 3 Which of the following role(s) can assign the Work Schedule? Select all that apply. a. Manager b. HR Partner c. Absence Partner d. Timekeeper

Knowledge Check 3 Answer a. Manager b. HR Partner c. Absence Partner d. Timekeeper Note: Timekeeper can make edits to a schedule but cannot assign

Course Summary You should now be able to: • Request and view a Work Schedule • Enter and view Time Worked • Request Overtime • Request and Correct Time Off • Request Leave of Absence • Identify Time and Absence reports

Additional Resources (1 of 2) WSU Knowledge Base • Time Tracking/Enter Time: Video • Workday Time and Absence Guide: Time (Employee) • Workday Time and Absence Guide: and Correct Time Off • Workday Time and Absence Guide: a Leave of Absence Enter and Correct Request Overtime Employee Request

Additional Resources (2 of 2) WSU Knowledge Base • Workday Time and Absence Guide: Employee Request a Leave of Absence • Getting Started With Workday Guide: Workday for Mobile Devices

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Workday Support • Knowledge Base • Mod. Help/Workday Support • Training Catalog • Modernization Website • Change Network Directory

You have successfully completed the Workday Time and Absence course! Questions? Please contact support. workday. wsu. edu