Integrated Service Center

Time Reporting

Last updated Tuesday, May 1, 2018

Employees who track time will submit Time Worked in Workday.

If you are faculty, a librarian, or academic staff, refer to your unit for questions regarding entering time.

If you are a Medical Centers employee, continue to track and report your time in Kronos.

Time Reporting

If you are an overtime-eligible employee, you must track your Time Worked.

Manage your timesheet in Workday, where you can view, edit, and submit your timesheets for approval. You are responsible for maintaining accurate timesheets in Workday.

Refer to the following resources for more information:

Hourly overtime-eligible employees must submit their Time Worked in order to be paid.

If a salaried overtime-eligible employee submits overtime, the overtime amount will not be paid unless the time is approved before the lock date for that pay period.

Although payment for regular hours salaried overtime-eligible employees work is not contingent on an approved timesheet, it is critical that all time be submitted for auditing purposes.

Calendar of Paydays

Submitted time will automatically route to your designated Time Approver to review and approve.

Even after your time has been approved, you can make adjustments to your Time Worked and resubmit your timesheet for up to 90 days.

You must submit your timesheet at the end of each pay period in order to be paid.

Note for Med Centers Employees:
Enter and submit your time in Kronos; your pay information will appear in Workday. Contact your department administrator, Medical Centers Payroll Services at 206-744-9280, or email AskKronos if you have questions regarding your time in Kronos.


Correcting Mistakes

After you have submitted your time in Workday, and even after your time has been approved, you can make adjustments to your Time Worked and resubmit your timesheet. Any changes you make after your time has approved and processed for the time period will affect your following paycheck.

Your Time Approver may send your timesheet back to you with comments for items to edit. Be sure to make the edits and submit the timesheet again for approval prior to the Time Period Lockout deadline.

Quick Guide on how to edit Accu-Time entry in Workday, and how to submit Accu-Time entry in Workday (PDF)

Note for Med Centers Employees:
Submit corrections through your department, or email AskKronos.


Approving Time

Time Approvers review and approve timesheets in Workday.

In Workday, Time Approvers can:

  • Review submitted timesheets for approval on a weekly basis from the Workday Inbox
  • Approve or Send Back submitted timesheets
  • Request that the Time/Absence Initiate make adjustments to the Time Worked and resubmit for approval

Timesheet Deadlines

Time Worked and Time Off must be submitted and approved prior to the Time Period Lockout in order for a timesheet to be processed on the regularly scheduled payday.

Prior to the payroll deadline, Time/Absence Initiate should run a report in Workday to view the status of Time Worked in their organizations to ensure that all time has been submitted and approved.

Information on Delegations in Workday for Approving Time

Compliance

Departments are responsible for completing all time approvals and adjustments by the Time Period Lockout. The Payroll team in the ISC will serve as support to an emergency plan. However, the ISC should not be considered as backup in the case of emergencies.

If the Time Approvers do not approve their unit’s hours by 8:30 am on the day of final payroll cutoff, it may result in processing on-demand checks, underpayments, or overpayments for their department. This may be noted and reported to Internal Audit for further review.

Workday Security Roles can be delegated to ensure that a business process is not delayed due to an Approver being away and unable to advance a business process received in their Workday inbox.


Updating Cost Centers & PCA Codes

Hourly employees funded by multiple budgets may need to update the work tags, including Cost Centers and PCA Codes, on their time blocks.

Departments’ Time & Absence Initiate will assist with this function and provide the proper codes.

Multiple budgets for salaried employees should generally be managed by Costing Allocations, but there are exceptions where a certain time block work tag needs to be overridden.

For more details, refer to the Assign Costing Allocations User Guide.


Overtime

The Fair Labor Standards Act (FLSA) requires that certain workers receive a minimum overtime pay of 1.5 times the employee’s regular pay rate for all hours worked over 40 hours in a seven-day workweek. The UW calls positions that are covered by FLSA overtime regulations “overtime eligible.”

Information on UW overtime policies, including supervisory approval

For overtime eligible employees, hours worked over 40 hours will automatically be calculated on the Workday timesheet, even if an employee has multiple positions. The overtime will be defaulted to the time blocks on which 40 hours were exceeded.

In some cases when an employee has multiple positions, the additional overtime cost should not be applied to the time worked at the end of the week. (e.g., Department A asked their employee to work two additional hours on Monday, which resulted in the employee exceeding 40 hours on Friday while working for Department B. Workday would default the overtime cost to Department B, but Department A would be responsible.) In these cases, overtime costing can be applied to a different time blocks in the same week; the Time and Absence Initiate should be notified to update time blocks.

Note for Med Centers Employees:
Med Centers employees should contact Med Centers Payroll Services at 206-744-9280 or email AskKronos if they have questions regarding their overtime.