Applying Premiums for a Worker in Workday

Purpose

This document provides Time Approvers directions on how to apply premiums or bonuses for a worker in Workday.

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Keep in Mind

· In many cases, Workday will automatically assign overtime and premiums based on specific hours and days worked. For example, some workers may receive a Sunday premium if any portion of their shift falls on a Sunday. However, certain premiums cannot be determined by the time segment alone, so they must be manually entered by the Time Approver.

· Full-day premium codes apply to workers who spend all or a portion of their day working in a different job role. Workers eligible for these premiums will receive a higher pay grade for the full day worked. Examples of these premium types include Lump Sum Premium or Higher Grade Differential.

· Worked day overrides can be assigned to time segments where an eligible worker is called into work during their normal off-time. Such workers will receive a higher pay grade for the additional hours worked. Examples of these premium types include Interrupted Vacation, Call Back (Emergency), Call In Early, Worked on Personal Holiday, etc.

· Workday will only display premium options for workers who are eligible for them.

· Time approvers should refer to the appropriate Collective Bargaining Agreement for their specific union for a list and instructions of when to apply any premiums.

· The following information is required to complete the process in Workday:

· Worker’s name

· Date of the premium

· Type of premium

· Dollar amount of the premium (if applicable)

· Start and end time for the work period (if applicable)

Steps

1. Log into Workday using your CNetID and password.

2. From the Home page, select Menu in the top-left corner, then choose the Team Time App under the Team category.

3. Under the Actions menu, select Enter Time for Worker.

4. To select the worker receiving a premium, either use the Hamburger Menu (the icon with 3 dots and 3 dashes) to the right of the Worker prompt box or type the worker's name directly into this field and press the Enter key.

5. Type in or use the calendar icon to choose the Date and select OK.

6. The timesheet for the selected worker will show up. Select anywhere on the timesheet to open a time block.

7. The Enter Time dialog box will appear.

a. Use the Hamburger Menu to the right of the Time Type field to choose the appropriate premium being applied.

b. The remaining fields to be completed are determined by the type of premium selected. Fields marked with a red asterisk are required for submission.

i. If the Dollars field becomes available, enter the premium amount to be paid to the worker.

ii. If the In and Out fields become available, indicate the time the worker began and ended their shift, respectively, using the hh:mm AM/PM format. The Out Reason field will default to “Out,” leave it as is.

1. If a lunch break should be included as part of the worked time, two time blocks must be entered. In the first block, the In field should indicate when the worker began their shift, and the Out field should reflect when the worker temporarily stopped working. Set the Out Reason to Meal. In the second block, the In field should reflect when the worker resumed job duties, and the Out field should indicate when the shift ended. The Out Reason should be “Out.”

iii. When available, the Hours field is auto-calculated based on the entered In and Out times. For certain premium types, the In and Out fields may not appear, and the total number of hours must be entered manually.

iv. The Job Profile field is optional and may be used to specify the job profile associated with the time worked and the premium being paid, such as when a worker performs duties for a different position.

v. Use the Comment box to provide any relevant details about the premium being entered. Do not include personal or sensitive information.

8. Select OK to add the premium to the timesheet. The status will display as Not Submitted.

9. Select the Review button on the bottom right-side of the page to submit the entry for approval.

10. The Submit Time confirmation screen will appear on the right side of the screen, displaying the date range and total hours. Review these details, and then select Submit. A message indicating the process has been successfully completed will pop up.