Absence and Time Tracking

 

Glossary

 

Viewing Absence Balances

View Absence Balance

 

Requesting an Absence or Leave of Absence

Request Absence

Request Leave of Absence

Enter Absence for Direct Report (for Managers)

 

Reviewing and Approving Leave of Absence

Approve Absence Request (for Managers)

 

Entering Time

Enter Time Worked

Enter Time for Direct Report (for Managers)

 

Reviewing and Approving Time

Reviewing Time for Direct Reports

Approve Time for Direct Report (for Managers)

Modify or Delete Time for Direct Report (for Managers)

 

Forms

 

Submit a Help Request

For additional help, please use the WorkdayHelp Ticket System.

 


 

 

Glossary

Glossary Terms coming soon

 

Viewing Absence Balances

View Absence Balance

Explanatory Video

This video walks through the employee self service actions of viewing your absence balance and submitting an absence request. These options and other absence related tasks and reports are available from the Absence app.

  1. After logging into Workday, click the Menu in the top navigation bar to access the global navigation.

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  2. Click on the Absence menu item.


     

  3. On the left side of the Absence dashboard, you can Request various actions including, Request Absence, Correct My Absence and Request Return from Leave of Absence. To view your Absence Balance, click on Absence Balance on the right-hand side.

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  4. Enter in the As Of date you would like to use.  Click OK.



     

  5. Values displayed are based on the Balance As Of Date entered.  Balances may be tracked in days or hours.

  6. To view details, click on the number listed the Accrued Year to Date and Absence Paid Year to Date.  

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  7. A new window will pop up on your screen with more details on that absence. 

  8. Click the X in the right-hand corner to close the window.


 

Requesting an Absence or Leave of Absence

Request Absence

Explanatory Video

This video walks through the employee self service actions of viewing your absence balance and submitting an absence request. These options and other absence related tasks and reports are available from the Absence app.

  1. After logging into Workday, click the Menu in the top navigation bar to access the global navigation.

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  2. Click on the Absence menu item.

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  3. The Absence dashboard provides quick links to view your absence balance, request or correct an absence, and more.
     

  4. To request an absence, click the Request Absence button under the Request heading to access the Absence Calendar.

    Absence Dashboard

     

  5. Click the day(s) you wish to request and click the Request Absence button in the lower left-hand corner.

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  6. The Select Absence Type screen will appear. Here you can enter your absence Type (e.g., Floating Holiday, Excused, Jury Duty, Vacation, Sick/Family Leave). Click Next.


     

  7. Click on Edit Quantity per Day if you wish to adjust the default quantity.

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  8. In the Edit Quantity per Day, you can Update All Quantities with the same hours or enter in a Quantity per Day. Click Done.

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  9. Enter in any comments or attach any files. Click Submit for approval.

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Request Leave of Absence

  1. After logging into Workday, click the Menu in the top navigation bar to access the global navigation.

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  2. Click on the Absence menu item.

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  3. The Absence dashboard provides quick links to view your absence balance, request or correct an absence, and more.
     

  4. To request a Leave of Absence, click the Request Absence button under the Request heading to access the Absence Calendar.

    Absence Dashboard

     

  5. Click the day(s) you wish to request and click the Request Absence button in the lower left-hand corner. Note: You must enter a contiguous date range for a Leave of Absence.

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  6. The Select Absence Type screen will appear. Here you can choose the eligible leave type from the Leave submenu enter your absence Type (e.g., FMLA, Military Leave, Paid Parental Leave, University Disability Leave, Unpaid Leave, Workers Compensation). Click Next.


     

  7. On the Request Absence screen, you may review the details of your request, including the Last Day of Work. Enter in any comments. Click Submit.
     

Enter Absence for Direct Report (for Managers)

  1. After logging into Workday, click the Menu in the top navigation bar to access the global navigation.

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  2. Click on the Team Absence menu item.

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  3. On the Team Absence screen, click More to see the full list of Tasks.


     

  4. Select the Enter Absence task.


     

  5. Select My Team from Worker field drop down options.

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  6. Select the team member for the list provided. Click OK.

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  7. Choose one or more days for the worker’s absence or select and drag to choose multiple days. To clear a selected day, choose the day on the calendar.

    • (Optional) Select the Select Date Range button to enter an extended date range. This is useful when entering an absence request that might extend into a different month or over an extended period.
       

  8. Select the Request Absence button. The number of days you requested dynamically displays on the button to help confirm your request.

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  9. From the Type prompt, enter the type of absence requested. Your options will include both Time Off, Leave, and Payout Time Offs.


     

  10. Select Next.
     

  11. The Quantity per Day may default to a set amount or to your daily scheduled hours, depending on whether balances track in days or hours.

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    • (Optional) To change the amount, select Edit Quantity per Day. Enter the desired quantity per day amount and any comments needed. Select Done.
       

  12. You may enter your comment in the space provided. 

  13. Select Submit to complete this task.

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Reviewing and Approving Leave of Absence

    Approve Absence Request (for Managers)

  1. From any screen, click the Inbox icon at the top right corner.


     

  2. Click on the inbox item for Absence Request on the left and view the request details in the main area of the screen.


     

    • (Optional) Click the View Balances button to view an employee’s time off balances.


       

  3. At the bottom of the screen, choose to Approve, Send Back, Deny or Cancel.

 

Entering Time

    Enter Time Worked

Explanatory Video

This video walks through where and how to access time entry. This video is relevant for employees and students paid based upon hours worked.

  1. After logging into Workday, click the Menu in the top navigation bar to access the global navigation.

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  2. Click on the Time menu item.


     

  3. On the Time screen click on the This Week button under Enter Time.


     

  4. You are now in the Enter Time view.

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    • You can move to other weeks with the left/right arrows or by clicking the down arrow next to the year. To return to the current week click the Today button.

    • The Week button allows you to toggle between view by Week or view by Day.

    • The Actions button will display additional options, as shown below - Request Absence and Review Time by Week.


       

    • The Summary column shows a summary of your time for that week.
       

  5. Double-click on the column for the day you are entering time to open the Enter Time task.
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  6. On this screen, you will have to enter In and Out times for each time you begin and leave work. For example, if you come in at 8:00am and leave at 12:00pm, that will be one block of time for this day. You can then create an additional block for when you return from lunch. The total number of hours will automatically calculate below. Time Type will default to Worked Time.  Use the Out Reason button to identify whether you clocked out for a Meal break or for the end of your day (Out). Note: This field defaults to Out; be sure to alter it if needed for meal breaks.

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  7. If you work more than one position, you will have to choose which role applies to the work you did for the day.
     

  8. Repeat the process for any additional time blocks. If you make any mistakes, you can simply click on a block of time to edit the data you entered. When you are finished, click the Review button to review your time for the week.

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  9. To make additional changes, click Cancel to return to the Enter Time view.
     

  10. Once ready, click the Submit button to submit your time to your manager for approval.

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Enter Time for Direct Report (for Managers)

  1. After logging into Workday, click the Menu in the top navigation bar to access the global navigation.

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  2. Click on the Team Time menu item.

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  3. On the Team Time Dashboard, select the Enter Time for Worker.

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  4. Select My Team from Worker field drop down options.

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  5. Select the team member’s name and enter the Date for which you will be entering time.

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  6. On the Enter Time calendar screen, click on the day for which on the day for which you want to enter time.
     

  7. The Enter Time window displays. Complete all required fields.

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  8. Select OK.
     

  9. You can repeat this process on multiple days, if applicable.
     

  10. When you have finished entering time for the worker, click Review.

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  11. On the Submit Time screen, review the Total for the date range. If correct, click Submit.

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  12. The time entered and submitted by the Manager will be automatically approved for the worker upon submission.
     

 

Reviewing and Approving Time

Reviewing Time for Direct Reports

  1. After logging into Workday, click the Menu in the top navigation bar to access the global navigation.

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  2. Click on the Team Time menu item.


     

  3. On the Team Time Dashboard, select the Review Time.


     

  4. On the Review Time screen, use the filter options to narrow the results of employees. Required fields are indicated by a red asterisk.
     

    • Date: This field will pre populate with today’s date. You may modify that date, if needed. 

    • Worker Type: Select Contingent Worker and/or Employee.

    • Employee Type: Select one or more options from the drop-down list provided. 

    • Show: Select All Workers, Workers with Hours to Approve or Workers with Unsubmitted Hours

    • Pay Rate Type: Select Hourly

    • Job Exempt Status: Select Non-Exempt


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  5. Click OK.
     

  6. You can review your team’s time on the Time Period Summary table. You can see how Workday categorizes hours for each worker, such as hours to approve or overtime hours. Note: A Position column displays if one of your direct reports has multiple positions, but this column will not appear if all workers have only one position.


     

  7. You can click a worker’s name to drill down to employee-specific time data. From this screen, you can View Absence Balance and Enter Time for the Worker.   

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Click the back arrow to return to the Review Time screen with previous search results.

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 Approve Time for Direct Report (for Managers)

  1. From any screen, click the Inbox icon at the top right corner.


     

  2. Click on the inbox item for Time Entry Approval on the left and view the details in the main area of the screen.

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  3. The task displays Daily Totals for the worker. Below those totals are options to view the Entries to Approve and All Current Time. Entries to Approve shows individual time entries needing approval, including any comments entered by the Team Member. All Current Time shows the same data for the pay period.
     

  4. Below these reports you can enter any comments and view the comments the worker entered for the period.
     

  5. At the bottom of the screen, choose to Approve the time entries, Send Back to the worker for corrections, or Close the Inbox item.

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  6. You should see a confirmation message verifying that the approval was successful.

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Modify or Delete Time for Direct Report

  1. After logging into Workday, click the Menu in the top navigation bar to access the global navigation.

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  2. Click on the Team Time menu item.


     

  3. On the Team Time Dashboard, select the Enter Time for Worker.

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  4. Select My Team from Worker field drop down options.

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  5. Select the team member’s name and enter the Date for which you will be entering time.

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  6. On the Enter Time calendar screen, click on the day for which you want to modify or delete time.
     

  7. Click either OK or Delete.
     

  8. If you modified any details, click Review.
     

  9. Click Submit to authorize the new information.

 

Forms

There are currently no forms for these topics.

 

Submit a Help Request

For additional help, please use the Workday Support Request Form or send an email to transform@trinity.edu.

Details

Article ID: 152194
Created
Tue 11/15/22 6:10 PM
Modified
Wed 10/11/23 9:29 AM