Time Entry
What is time entry?
Time entry is the catch-all term for the process of adding, editing, removing, or otherwise managing time blocks on the timesheet in Workday.
These time blocks account for hours worked and are typically in alignment with an employee’s Work Schedule.
Do I need to enter time?
Understanding Your Job Code(s)
Before we define who enters time into Workday, you will want to be familiar with the following vocabulary terms, and know which categories you fall into.
Employees Who Enter Time
Employees who enter time in Workday include:
- Non-Exempt Salaried (NE S) employees
- All Hourly (H or NE H) employees
- Specific populations of Exempt (E) employees on campus:
- WFSE Police Management (PM) Lieutenants
- 1199NW Research/Hall Health
- Applied Physics Lab (for costing purposes only)
- Oceanography Exempt Staff (HR-approved only)
- Excepted Staff (HR-approved only)
Employees Who Do Not Enter Time
Employees who do not enter time in Workday include:
- Exempt Salaried Employees (E S), see the section above for exceptions.
- Medical Centers employees enter their time in Kronos.
When and how do I enter time?
If you have determined you do enter time into Workday via the section above, it’s important to understand that time entry can be pay- and benefits-impacting! This means that knowing by when and how to enter time is core knowledge for ensuring your pay and benefits are delivered to you properly.
When do I need to enter time?
All time entered onto your timesheet in Workday should accurately account for the hours you work. In addition, the time blocks you submit are subject to approval by your Time and Absence Approver (TAA). Typically, the person with the TAA role is synonymous with your direct supervisor, but this is dependent on the unit you work for.
All timesheets must be submitted and approved by the Timesheet Approval Deadline, per the Payroll and Workday Approval Deadline Calendar. You will see this deadline on your timesheet, labeled as “Time Period Lockout” followed by dates framing the pay period you will be locked out of making changes to.
Important Note about Deadlines to Submit
The deadlines described on the calendar page linked above are UW-wide deadlines. It is very common that units set internal deadlines earlier than those outlined in the calendar above, to give unit administrators time to audit and follow-up as needed each pay period. Be sure to check with your Time and Absence Approver to find out what your internal deadline(s) are each month.
How do I enter my time?
We provide several resources, linked below, to assist you in learning how to enter your time. Read through the description prior to choosing where you’d like to start.
Resource | Description |
---|---|
Enter Time User Guide | This is the primary User Guide for entering, adjusting, and removing time blocks on your timesheet. It outlines all of the roles and procedures involved in this Business Process. |
Enter Time Quick Guide (PDF) | This Quick Guide can be used as a brief reference tool for entering time.*
Translated versions of this Quick Guide are also available. |
Overtime Concepts for Time Entry in Workday (Self-Paced e-Learning Course) | This course overviews some of the key concepts and nuances for overtime in Workday. Concepts include understanding Work Schedules, and deep-dives into overtime concepts like view details, flex time, and compensatory time tags. |
Enter Time – Accu-Time User Guide | This User Guide is for employees who enter time via Accu-Time, a Punch In/Punch Out system that integrates with Workday. The major units that use this system are HFS, ICA, and FS. |
Accu-Time Punch In/Transfer Time Quick Guide (PDF) | These Quick Guides can be used as brief reference tools for entering and editing time via Accu-Time.* The major units that use this system are HFS, ICA, and FS.
Translated versions of these Quick Guides are also available. |
*We do not recommend using Quick Guides as a sole resource for information, as they are intended to be job aids for those already experienced in entering time.
What if I make a mistake?
Most of the time, you are welcome to fix errors yourself and re-submit the timesheet for re-approval. There are a few additional considerations, though, detailed below.
What is the timing of the error?
The timing of these fixes does matter, though, and are heavily dependent on the Payroll and Workday Approval Deadline Calendar we mentioned earlier. Deadline distinctions for fixing mistakes are outlined below:
Getting Help
If you need further assistance with your time entry process, we recommend following the guidance on the How to Get Workday Help page.