Timekeeping Tools
Your guide to managing time and absence in Workday.
This page provides a clear overview of where to go, what to do, and how to handle special scenarios like holidays and emergency events.
Actions in Workday
- Managers: Managers are required to review and approve all time entries before payroll processing. We have extended the approval deadline for Managers to 3 pm of the Monday following the end of the pay period; this gives you 3 hours after the submission deadline for your employees. Use the Time and Scheduling Hub in Workday to view, approve, and manage team time.
- Non-Exempt Employees (Hourly): Use the Enter Time business process in Workday to enter hours worked (Job Aid), using the appropriate Time Entry Codes outlined below.
Exempt (Salaried) and Non-Exempt (Hourly) Employees: Use the Request Time Off business process in Workday (Job Aid).
Notifications for Non-Exempt Employees
- Weekly Reminders: Sent every Friday at noon to all non-exempt employees (regular, student, wage, temp) reminding them to enter time.
- Pay Period Notifications: Sent on payroll Mondays at 9:00 a.m. to regular non-exempt employees missing time entries based on their scheduled hours.
Time Entry Codes and When to Use Them
For Regular Work Hours:
- Hourly/Non-Exempt Employees:
- Using Clock In/Out Time: Enter hours worked as Regular In/Out.
- Using Hours Worked: Enter hours worked as Regular.
- Using Clock In/Out Time: Enter hours worked as Regular In/Out.
- Salaried/Exempt Employees: Salaried/Exempt employees do not need to take any action in the Time application (refer to the Absence application section instead).
For Emergency Events (Agency Closings):
- Designated Employees (Salaried/Exempt):
- Working: No special action; work as normal.
- Not Working: Use PTO for hours not worked.
- Working: No special action; work as normal.
- Designated Employees (Hourly/Non-Exempt):
- Working: Enter worked hours as Worked and enter the same amount as Agency Closing to receive additional compensation.
- Not Working: Use PTO for hours not worked.
- Working: Enter worked hours as Worked and enter the same amount as Agency Closing to receive additional compensation.
- Non-Designated Employees (Salaried/Exempt):
- Working: No special action; work as normal.
- Not Working: No special action needed.
- Working: No special action; work as normal.
- Non-Designated Employees (Hourly/Non-Exempt):
- Working: Enter hours as Regular in Time Entry.
- Not Working: Enter time as Agency Closing for hours not worked.
- Working: Enter hours as Regular in Time Entry.
Absence Codes and When to Use Them
For Paid Time Off (PTO):
- Use the Request Time Off business process (Job Aid) to request PTO for planned time off or to record missed hours during agency closings if required by your designation.
- Refer to the UVA HR Paid Time Off Plans page for PTO options.
For Holidays:
- Exempt Employees:
- Working: Enter Holiday Worked Comp Special Earned in Absence.
- Not Working: No action needed.
- Working: Enter Holiday Worked Comp Special Earned in Absence.
- Non-Exempt Employees:
- Working: Enter hours in Time Entry as Worked Holiday Comp Special Earned.
- Not Working: No action needed; holiday hours auto-populate.
- Working: Enter hours in Time Entry as Worked Holiday Comp Special Earned.
Special Roles and Delegation in Workday
Time Reporting Support Role:
- Allows certain non-managers to run time-tracking reports to assist managers without approving or editing time.
- Reports include:
- No Time Entered
- Time Entered But Not Submitted
- Time Submitted But Not Approved
- My Team’s Upcoming Time Off
- UVA Hours Short, etc.
- No Time Entered
- To request a Time Reporting Support Role, you or your manager can submit a System Access Request in Workday (Job Aid).
Manager Delegation:
- Managers can delegate time-related tasks to an appropriate individual.
- Delegates can enter, submit, and approve time if included in the delegation. Reports cannot be delegated.