Time Tracking for Hourly Staff
Time Tracking
Job Aid for Hourly Employees
Last Updated: Jun 21, 2024
For more information about this job aid, please contact payroll@uni.edu.
Overview
This job aid will assist hourly employees with entering time via the web and mobile applications. Timecards should be submitted on the last day of your work week. Absences are entered through the Request Absence application and will automatically appear on the timecard for hourly employees (see the Absence Requests job aid). Salaried employees will not use timecards to report their absences and will record their absences through Request Absence.
University Holidays will display on the timecard but will still need to be recorded based on your FTE in order to receive Holiday Pay. Note that Holiday is considered a Time Type even though it is Time Off.
If using a timeclock to record your time, refer to the Hourly Employees Using Timeclocks Job Aid.
Key Terminology
Workday Term | Legacy Term | Definition |
|---|---|---|
Pay Period Closed |
| The day after the following pay period end date when the pay period is closed and no longer able to edit without the intervention by the manager and/or payroll staff. |
Pay Period Lockout |
| Three business days prior to pay date when time for the pay period cannot be submitted or approved while payroll is processed. |
Web Application
Enter and Submit Time
Step 1: From the Menu, select Time.
Step 2: Select This Week, Last Week or Select Week.
Option 1: Quick Add
Note: Only Banked Holiday Earned, Excused Duty, Holiday, Holiday Scheduled Day Off and Standby can be entered in advance.
Step 3: Click Actions.
Step 4: Select Quick Add.
Step 5: Review the Start and End Dates. If the dates are incorrect, select Cancel.
Step 6: To select a different Time Type, click Time Type and select the appropriate one.
Step 7: Employees with multiple work assignments are required to select their Position.
Step 8: If you work in CSBR, select the Grant.
Step 9: Click Next.
Step 10: Enter the number of Hours in .1 increments for each day for the Time Type selected
Note: Any hours previously recorded will not appear on this screen, so be careful not to duplicate hours.
Step 11: Click OK.
Step 12: Repeat steps 5-12 or see Manual Add to enter additional hours.
Step 13: If you have completed recording your hours for the week, click Review. Check that absences appear correctly and holidays are properly coded.
Step 14: Click Submit.
Option 2: Manual Add
Step 3: Click in the area below the date to select the Date.
Step 4: Employees with multiple work assignments are required to select their Position.
Step 5: To select a different Time Type, Click Time Type and select the appropriate Time Type.
Step 6: Enter Hours in .1 increments.
Step 7: If you work in CSBR, select the Grant.
Step 8: Click OK.
Step 9: Repeat steps 4 - 9 to add hours for other days of the week or to enter a different Time Type for the same date.
Step 10: Once all hours are entered for the week, click Review. Check that absences appear correctly and holidays are properly coded.
Step 11: Click Submit.
Note: By default, for most employees, hours worked over 40 will automatically be paid at the Overtime Rate without having to code anything special. FAMIS and University Police will need to manually code overtime. To request Comp Time Earned instead, return to the applicable time entry and adjust the hours as necessary and add an additional time entry with the Time Type of Comp Time Earned before submitting. Only Public Safety and FAMIS workers will need to manually enter overtime hours.
Mobile Application
Enter and Submit Time
From the Workday Mobile application:
Step 1: Tap Enter Time.
Step 2: Tap the relevant day.
Step 3: Tap Add New.
Step 4: To select a different time type, tap Time Type and select the appropriate Time Type.
Step 5: Employees with multiple work assignments are required to select their Position.
Step 6: Enter Hours in .1 increments.
Step 7: Tap Close.
Step 8: If you work in CSBR, select the Grant.
Step 9: Click OK.
Step 10: Once you have populated all your time for the week, tap Submit.
Step 11: Review the date ranges and total hours of your time.
Step 12: Tap Submit.
What Happens Next:
Your timecard will be submitted to your manager for approval. If you have multiple positions, your time entries will route to the appropriate manager for each position. You can check the Archive tab in your My Tasks to see the next steps in the process. Employees will receive a notification when the time entries are approved.
Email reminders will be sent to Managers every Monday and Tuesday at noon if they have any absence requests or time entries to approve.
Time Types
Which Time Types you will see will depend on your position.
Time Type | Definition |
Banked Holiday Earned | Future time off earned when a holiday falls on scheduled day off. Hours can be banked for up to one year from date earned. |
Call Back | Actual number of hours worked when called in on an emergency basis. Note: the employee will be paid for the actual number of hours or three hours, whichever is greater. Only actual hours should be coded. |
Comp Time Earned | Future time off earned after total hours worked in a week exceeds 40 hours, the 40 hours not including hours worked on a holiday. Also used when an employee works on a holiday and chooses Comp Time Earned instead of Holiday Premium pay. The accrual for Compensatory Time will be 1.5 times the hours of compensatory time entered on the timecard. |
Excused Duty | Time missed, but paid, for attendance at university related meetings, seminars, etc. |
Holiday | Paid time off for designated University holidays. Also used for employees working on a holiday to record the 8-hour (pro-rated for part time) holiday benefit they receive. |
Holiday Premium | Hours worked on a designated University Holiday. Hours are paid at 1.5 times the regular rate. Employees have the option of coding Comp Time Earned instead. Employee should also code Holiday Hours. |
Holiday-Scheduled Day Off | Used to record hours to be paid for a holiday that falls on the employees scheduled day off. Hours are paid at regular rate. |
Regular | Time worked. |
Standby | Hours spent in standby status. |