Approving Entered Time in Workday


Purpose

This document explains how Time Approvers can approve an individual worker’s time submitted in Workday. This process comes through as a Workday inbox task.

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Keep in Mind

· Biweekly employees are responsible for reporting their time (this category includes staff, students, and temporary workers). All biweekly workers can use Workday to record their time, report absences, view accruals, and request time off. These workers can be classified into three groups:

· Web clock users – These employees check in and out directly from the Timely Suggestions section on the Workday Home page, or by accessing the Time App.

· Time clock users – These workers record their time by swiping their UChicago cards at a time clock device.

· Timesheet users – These employees record their worked hours via a timesheet.

· If time corrections are needed from the worker Send Back the submitted time entry.

· The Send Back option should only be used for timesheet users. All other workers will not have the ability to correct their time once submitted.

· This option will not restrict the time from being paid, whether the corrections are made or not.

· Time Approvers can correct time entries on behalf of a worker. For instructions on how to do this, please refer to the Viewing and Correcting Time for a Worker in Workday Knowledge Base Article.

Approving Time Off Requests

1. Log into Workday using your CNET ID and password.

2. Access your Workday Inbox through the mail icon at the top-right side of the page.

3. Locate and select the task that states Time Entry: Worker Name - ## hours from mm/dd/yyyy to mm/dd/yyyy.

a. If the task is delegated, choose Switch Account in the email to view and approve the task of behalf of a colleague.

i. To determine if one is in delegation mode look for a blue banner at the top of the page displaying On Behalf Of.

b. If the task is not delegated, open the Time Entry.

4. Within the Time Entry task, review the Daily Totals table, the Entries to Approve table, and the All Current Time table for accuracy.

a. The All Current Time table defaults as collapsed. To expand this table, select the More Options icon as represented by an arrow pointing right.

5. If all time entries are accurate, select Approve to complete the process.

6. If time entries require correction, select Send Back, fill in the To and Reason fields, and select Submit.

a. Worker will need to make time corrections and then resubmit time to start the process over.