Enter/Edit Time (Check In/Out) on Desktop (Non-Exempt Hourly Shift Employee)

This guide provides step-by-step instructions for non-exempt hourly shift employees to accurately enter and edit time (cleck in/out) using Workday on a desktop.

Overview

Non-exempt employees must record their time in Workday. Time entry methods are determined by the employee’s department and their position. This guide is for employees who check in and out and provides step-by-step instructions for non-exempt hourly shift employees to accurately enter, edit, view, and submit time (check in/out) using Workday on a desktop.

Details / Instructions

Want to follow along with an instructor? See video below:

 

All timesheets need to be submitted by employees no later than 10:00 AM on the Monday of the pay week. See the illustration below of the process and deadlines. These deadlines may be adjusted and will be communicated if necessary due to holidays.

Checking In

1. On the homepage, select the navigation Menu at the top left corner of the toolbar.
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2. Select Time under the Apps tab.
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3. In the Time Clock section, click on the Check In button.
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4. A screen with the Check In details is displayed with your name, the date, and time. Select the appropriate Time Type for the hours you are reporting (e.g., Regular) by clicking the menu icon  and choosing from the listing of available time entry codes.
5. Select OK.
6. Click Done on the confirmation page. NOTE: This screen will show the date and exact time that you checked in.
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Checking Out

1. At the end of your workday, check out using the Time App by selecting Check Out within the Time Clock section.
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2. Select OK on the Check Out screen.
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3. Click Done on the confirmation page. NOTE: This screen will show the date and exact time that you checked out.
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Enter Time Worked in Hours via Calendar

1. On the homepage, select the navigation Menu at the top left corner of the toolbar.
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2. Select Time under the Apps tab.
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3. Under Enter Time, use the buttons to select the week that you want to enter work hours for. (For this example, select This Week).
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4. The Enter Time calendar view appears. Select the appropriate time entry code for each day of the workweek when recording your time. NOTE: You can navigate through a calendar using the left arrow or right arrow next to the date range. You can also click the down arrow to select a specific date.
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5. Click on a specific day on the calendar (e.g., Aug 13).
   • The Enter Time popup displays.
6. Choose the appropriate Time Type for the hours that you need to report (e.g., Regular) by clicking the menu icon and choosing within the Time Entry Codes. NOTE: A listing of time entry codes and descriptions is provided at the end of this job aid for reference.

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  1. Enter the appropriate number of hours in the Hours field. NOTE: Time should be reported in quarter-hour (15-minute increments).
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  2. Click OK. NOTE: The hours will be displayed on the calendar.
     • Repeat for each day that you need to report time for.
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Edit Time

All employees are required to report their time accurately and submit their timesheet by the established deadline. Time off should be visible on your timesheet; however, if time off needs to be added to the timesheet, it should be entered through the Request Absence application/process. Hours that have been entered but not yet submitted can be edited before the deadline if adjustments are needed. If a correction is required after the submission deadline, the employee should contact their manager or timekeeper. To find who your Timekeeper is, click on your profile and select the Job tab. Click on the Support Roles sub-tab and scroll to the end of the list to reference the name for Timekeeper (Supervisory). NOTE: Employees who check in and out will not be able to edit their timesheet and must contact their manager or timekeeper for any corrections.

Employees who chose to enter their time by hours worked instead of checking in and have yet to submit their timesheet can edit their time as follows:

1. On the homepage, select the navigation Menu at the top left corner of the toolbar.
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2. Select Time under the Apps tab.
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3. Under Enter Time, use the buttons to select the week you want to edit your work hours.
4. Click on the time block that requires editing.
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5. An Enter Time popup displays. Make your edits changing the Time Type or Hours worked as needed.  The comment field is optional.
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6. Click OK. The hours will update and be displayed on the calendar.

View/Submit Time

1. On the homepage, select the navigation Menu at the top left corner of the toolbar.
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2. Select Time under the Apps tab.
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3. Under Enter Time, use the buttons to select the week you want to edit your work hours.
4. The calendar for the period is displayed. To view your time, navigate through a calendar using the left arrow and right arrow. 
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   • Not Submitted: Time not yet submitted displays with a striped vertical left border.
   • Submitted: Time that is submitted displays with a solid grey vertical left border.
   • Approved: Time that is approved displays with a green vertical left border. This indicates the manager has approved the submitted time.
   • Needs Attention: Time that needs attention displays with a yellow vertical left border. This typically indicates that the manager has sent the time back for the employee to revise
5. Once you have recorded your time for the pay period, click on the Review button under the Summary section.
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6. Review the totals for the period, then click Submit. You can see the status of your hours by the color of the boxes on the calendar. NOTE: Your timesheet is sent to your Supervisor/Manager for review and approval. Payroll will then process the payment of all hours worked as well as applicable time off.
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Time Entry Codes for Hours Only

Important Pay Policy

All time stamps will be rounded to the 15-minute mark in Workday for the calculation of hours worked. For rounding purposes, Workday will use half of the fifteen-minute mark (~7 minutes) as the rounding time.

• If you check in from 9:01 to 9:07 am, your time will round to 9:00 am.
•  If you check in from 9:08 to 9:14 am, your time will round to 9:15 am.

See Also

Enter/Edit Time (Clock In/Out) on Mobile App (Non-Exempt Hourly Shift Employee)

Review Time Entry - Manager