This document explains how Time Approvers and Human Resource Partners (HRPs) can submit time for multiple workers at once using the Mass Submit Time business process in Workday.
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· Time Approvers and HRPs can only Mass Submit Time for workers within the supervisory organizations they manage. This process is not available for workers outside of their assigned supervisory organizations.
· When a Time Approver completes the Mass Submit Time process, time is submitted AND approved on behalf of workers at the same time. The Mass Submit Time process does not provide an option to Review Time.
· To Review Time, please see the Reviewing and Approving Mass Time in Workday Knowledge Base article for more information.
· When selecting Run Frequency, it is a best practice to utilize Run Now on an ad hoc basis to have better control over time submissions.
· The following information is needed to complete this business process:
· CNetID & Password
· Worker name
· Pay Period
1. Log into Workday using your CNetID and password.
2. Using the search bar located at the top of the Workday homepage, search for Mass Submit Time and select the Mass Submit Time report under the Tasks and Reports category.
3. A Mass Submit Time page will open. Within this page are multiple ways to select workers requiring mass time submission.
a. An internal search bar located under the report header is available to find and select specific workers.
i. This may be helpful when searching for a group of workers who are not already in the same Supervisory Organization, Pay Group, Time Entry Template, or Custom Organization.
ii. To find multiple workers at once using the search bar, use the word OR (ensure it is capitalized) between each search criterion (e.g., if you want to find employees with the last names Davis, Smith, and Thompson, type 'Davis OR Smith OR Thompson'). The search will return a list of all employees matching the criteria. It is also possible to search by unique identifiers, such as Employee ID.
b. Search filters are available on the left-hand side of the page and include the below. Note, access to information under each filter is restricted by the security access of the end user.
i. Supervisory Organization – search for and select specific supervisory organizations.
ii. Pay Group – select specific pay groups such as Bi-Weekly or Monthly.
iii. Cost Center – search for and select specific Cost Centers. Cost Center is the Organization segment in the COA distribution that is used to fund a worker’s position.
iv. Time Entry Template – select specific time entry template such as In/out Day Workers.
v. Custom Organization – search for and select a specific Site and/or Activity. Site and Activity are segments in the COA distribution that are used to fund a worker’s position.
c. A list of all workers in Workday displays in the middle of the page. Scroll through the list and individually select workers.
4. Once all workers are chosen, select the Next button at the bottom of the page.
5. A new screen will appear. Within the Run Frequency drop-down menu, select one of the following and then choose Next at the bottom of the screen.
a. Run Now – runs immediately following entry of prompts.
i. Enter a Request Name. This is the unique identifier for the report.
ii. Within the Period Selection for Submit Time field, select the date range requiring time submission using the different categories such as Bi-Weekly, Fiscal Year, and Monthly.
1. Note: Select the exact time period for mass time submission by choosing Bi-weekly and then picking the correct Pay Period.
iii. The Use Period Schedule Eligibility box should remain unchecked to capture all workers during the selected period.
1. Checking this box will only include workers who are eligible for the period selected. Workers who have a period of unsubmitted time which intersects with the period start and end dates cannot have time submitted, if checked.
iv. Select OK to complete the mass time submission.
v. A new Background Process window will appear indicating the mass time submission has been initiated. Select Done.
vi. To see the results of the time submission, go to Notifications (as indicated by a bell icon in the top-right corner of the Workday screen) and locate the corresponding View Mass Submit Results. Mass Submit Time has completed notification.
vii. Within the notification select View Details to display a Summary of Time Submitted.
viii. Select Done to exit the screen.
b. Run Once in the Future – runs one time in the future based on Time and Date entry prompts.
i. Enter a Request Name. This is the unique identifier for the report.
ii. Under the Period Selection tab:
1. Within the Period Selection for Submit Time field, select the date range requiring time submission using the different categories such as Bi-Weekly, Fiscal Year, and Monthly.
a. Note: Select the exact time period for mass time submission by choosing Bi-weekly and then picking the correct Pay Period.
2. The Use Period Schedule Eligibility box should remain unchecked to capture all workers during the selected period.
a. Checking this box will only include workers who are eligible for the period selected. Workers who have a period of unsubmitted time which intersects with the period start and end dates cannot have time submitted, if checked.
iii. Under the Schedule tab:
1. The Priority field defaults to Normal. Use the Hamburger Menu to change this to Low, High, or Critical.
2. Enter a Start Date using the calendar icon.
3. Choose a Start Time using the Hamburger Menu.
4. The Timezone field auto-populates to GMT-06:00 Central Time (Chicago).
a. If the timezone needs updating use the Hamburger Menu to select a new option.
iv. Select OK to schedule the mass time submission.
v. A new Scheduled Process window will appear indicating the mass time submission has been scheduled. Select Done.
vi. To see the results of the time submission after the chosen Start Date and Start Time have passed, go to Notifications and locate the corresponding View Mass Submit Results. Mass Submit Time has completed notification.
vii. Within the notification select View Details to display Runtime Information.
viii. Select Done to exit the screen.
c. Daily Recurrence – runs at the same time every day.
i. Enter a Request Name. This is the unique identifier for the report.
ii. Under the Period Selection tab:
1. Within the Period Selection for Submit Time field, select the date range requiring time submission using the different categories such as Bi-Weekly, Fiscal Year, and Monthly.
a. Note: Select the exact time period for mass time submission by choosing Bi-weekly and then picking the correct Pay Period.
2. The Use Period Schedule Eligibility box should remain unchecked to capture all workers during the selected period.
a. Checking this box will only include workers who are eligible for the period selected. Workers who have a period of unsubmitted time which intersects with the period start and end dates cannot have time submitted if checked.
iii. Under the Schedule tab:
1. The Priority field defaults to Normal. Use the Hamburger Menu to change this to Low, High, or Critical.
2. For Recurrence Type, select either:
a. Recurs Every Weekday
b. Recurs Every x Day(s) – enter the daily recurrence frequency.
3. Choose a Start Time using the Hamburger Menu.
4. The Timezone field auto-populates to GMT-06:00 Central Time (Chicago).
a. If the timezone needs updating use the Hamburger Menu to select a new option.
5. The Catch Up Behavior field prepopulates with Run Once. Leave as is.
6. Enter a Start Date and End Date for the Range of Recurrence.
iv. Select OK to schedule the daily recurring mass time submission.
v. A new Scheduled Process window will appear indicating the mass time submission has been scheduled. Select Done.
vi. To see the results of the time submission after the chosen Start Date and Start Time have passed, go to Notifications and locate the corresponding View Mass Submit Results. Mass Submit Time has completed notification.
vii. Within the notification select View Details to display Runtime Information.
viii. Select Done to exit the screen.
d. Weekly Recurrence – runs at the same time every week.
i. Enter a Request Name. This is the unique identifier for the report.
ii. Under the Period Selection tab:
1. Within the Period Selection for Submit Time field, select the date range requiring time submission using the different categories such as Bi-Weekly, Fiscal Year, and Monthly.
a. Note: Select the exact time period for mass time submission by choosing Bi-weekly and then picking the correct Pay Period.
2. The Use Period Schedule Eligibility box should remain unchecked to capture all workers during the selected period.
a. Checking this box will only include workers who are eligible for the period selected. Workers who have a period of unsubmitted time which intersects with the period start and end dates cannot have time submitted if checked.
iii. Under the Schedule tab:
1. The Priority field defaults to Normal. Use the Hamburger Menu to change this to Low, High, or Critical.
2. For the Recurs Every x Week(s) field, enter the weekly recurrence frequency.
3. Select the Day(s) of the Week using the Hamburger Menu. Multiple days can be selected at once.
4. Choose a Start Time using the Hamburger Menu.
5. The Timezone field auto-populates to GMT-06:00 Central Time (Chicago).
a. If the timezone needs updating use the Hamburger Menu to select a new option.
6. The Catch Up Behavior field prepopulates with Run Once. Leave as is.
7. Enter a Start Date and End Date for the Range of Recurrence.
iv. Select OK to schedule the weekly recurring mass time submission.
v. A new Scheduled Process window will appear indicating the mass time submission has been scheduled. Select Done.
vi. To see the results of the time submission after the chosen Start Date and Start Time have passed, go to Notifications and locate the corresponding View Mass Submit Results. Mass Submit Time has completed notification.
vii. Within the notification select View Details to display Runtime Information.
viii. Select Done to exit the screen.
e. Monthly Recurrence – runs at the same time every month.
i. Enter a Request Name. This is the unique identifier for the report.
ii. Under the Period Selection tab:
1. Within the Period Selection for Submit Time field, select the date range requiring time submission using the different categories such as Bi-Weekly, Fiscal Year, and Monthly.
a. Note: Select the exact time period for mass time submission by choosing Bi-weekly and then picking the correct Pay Period.
2. The Use Period Schedule Eligibility box should remain unchecked to capture all workers during the selected period.
a. Checking this box will only include workers who are eligible for the period selected. Workers who have a period of unsubmitted time which intersects with the period start and end dates cannot have time submitted if checked.
iii. Under the Schedule tab:
1. The Priority field defaults to Normal. Use the Hamburger Menu to change this to Low, High, or Critical.
2. Under Monthly Recurrence Criteria, select either:
a. Every Month
b. Month(s) - enter the monthly recurrence frequency by selecting individual months.
3. For Recurrence Type, select either:
a. Day(s) of the Month using the Hamburger Menu. (i.e., 1st, 5th, 15th, 30th, etc.)
i. Multiple options can be selected at once.
b. Day of the Week. using the Hamburger Menu (i.e., First Monday, Second Tuesday, Third Wednesday, etc.)
i. Multiple options can be selected at once.
4. Choose a Start Time using the Hamburger Menu.
5. The Timezone field auto-populates to GMT-06:00 Central Time (Chicago).
a. If the timezone needs updating use the Hamburger Menu to select a new option.
6. The Catch Up Behavior field prepopulates with Run Once. Leave as is.
7. Enter a Start Date and End Date for the Range of Recurrence.
iv. Select OK to schedule the monthly recurring mass time submission.
v. A new Scheduled Process window will appear indicating the mass time submission has been scheduled. Select Done.
vi. To see the results of the time submission after the chosen Start Date and Start Time have passed, go to Notifications and locate the corresponding View Mass Submit Results. Mass Submit Time has completed notification.
vii. Within the notification select View Details to display Runtime Information.
viii. Select Done to exit the screen.
f. Dependent – do not use.
g. Custom Recurrence – create a custom recurrence based on specific dates that may not follow a regular cadence.
i. Enter a Request Name. This is the unique identifier for the report.
ii. Under the Period Selection tab:
1. Within the Period Selection for Submit Time field, select the date range requiring time submission using the different categories such as Bi-Weekly, Fiscal Year, and Monthly.
a. Note: Select the exact time period for mass time submission by choosing Bi-weekly and then picking the correct Pay Period.
2. The Use Period Schedule Eligibility box should remain unchecked to capture all workers during the selected period.
a. Checking this box will only include workers who are eligible for the period selected. Workers who have a period of unsubmitted time which intersects with the period start and end dates cannot have time submitted if checked.
iii. Under the Schedule tab:
1. The Priority field defaults to Normal. Use the Hamburger Menu to change this to Low, High, or Critical.
2. Under Custom Recurrence Criteria, enter the Default Start Time using the Hamburger Menu.
3. The Timezone field auto-populates to GMT-06:00 Central Time (Chicago).
a. If the timezone needs updating use the Hamburger Menu to select a new option.
4. The Catch Up Behavior field prepopulates with Run Once. Leave as is.
5. Under Active Custom Recurrences, select the Plus Sign (+) in the top-left corner of the table and complete the following:
a. Add in a Start Date.
b. The Custom Start Time auto populates from what was entered for the Default Start Time in step 2.
c. To add additional dates, select the plus-sign in the top-left corner of the table.
6. The Elapsed Custom Recurrences section displays previous custom recurrences that have already passed. This section defaults as collapsed. To expand this section, select the More Options icon as represented by a pointed arrow.
iv. Select OK to schedule the custom recurring mass time submission.
v. A new Scheduled Process window will appear indicating the mass time submission has been scheduled. Select Done.
vi. To see the results of the time submission after the chosen Start Date and Start Time have passed, go to Notifications and locate the corresponding View Mass Submit Results. Mass Submit Time has completed notification.
vii. Within the notification select View Details to display Runtime Information.
viii. Select Done to exit the screen.