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Manager Timesheet Instructions

Below are basic navigation instructions on how to fill out a timesheet for hourly staff employees.

Contents

Time and Absence Dashboard pg. 2 Approving Time pg. 3 Entering Time Steps 1 - 3 pg. 5 - 8 Entering Sick Hours pg. 9 Correcting Hours pg. 10 Not Submitted vs. Submitted vs. Approved pg. 11 Alerts and Errors pg. 12 Weekly Time Entry Open & Close Dates pg. 13 Period Lockout pg. 13 Weekly Workday System Maintenance pg. 13 Frequently Asked Questions pg. 14

. Manager

Time and Time-off entered into Workday by Staff, FT Faculty and Student Workers will be sent to the employee’s

direct supervisor in Workday for approval (not the Timekeeper). If the Manager is out of the office, his/her Workday

inbox for time/time-off approval can be delegated to another employee. See ‘Delegate Your Inbox Tasks’ for

delegation instructions.

Tasks Include:

• Approve or Send-Back the time submitted by the employee

• Enter time for an employee who is absent

• Correct time entered.

Notes:

1) Employees are responsible for submitting their hours worked by the end of each work-week (Sundays).

2) Managers should approve timesheets for the previous week by Mondays at 12 noon.

3) Hourly employees must seek pre-approval (outside of the Workday system) from Management to work overtime hours.

4) Employees are expected to enter unplanned sick leave use via Workday immediately upon return to work.

5) Employees are expected to request approval for planned Time Off in advance via Workday for Manager/Timekeeper approval.

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Time and Absence Dashboard

Information and tasks pertaining to hours worked, overtime, and time offs for your direct reports. 1. My Team's Reported Hours - Displays your direct reports' current recorded hours and status for the

current week.

2. My Team's Upcoming Time Offs - Displays your direct reports' upcoming absences in the next 2 weeks.

3. Menu List - Lists links of actions you can perform, reports, and external links to helpful documentation.

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Approving Time

Click the Inbox icon on your homepage to view all timesheets for review.

1. Inbox Tasks – Sorts time entry items by newest to oldest.

2. Total Hours by Category

3. Daily Total – The daily total by category.

4. Entries to Approve – All time entries for the week entered by the worker. Review and identify any errors.

5. Approve – Click Approve to finalize the timesheet for pay.

6. Send Back – If there are incorrect time entries, send back the timesheet with instructions for the employee to make revisions.

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Send Back:

Click “Send Back” to return the timesheet back to the employee to correct time entry errors.

The employee will receive an email notification to check the request in his/her Workday inbox. Once the

employee corrects the time he/she will need to “Submit” the hours again for another review and approval

by the department administrator or manager.

It is best to contact the employee to explain the error so it does not occur again, and have the employee

make the correction on their timesheet. However, if the employee is unavailable or correction is needed

quickly for payroll processing, the manager may make the correction on behalf of the employee. See

“Correcting Time” section.

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Entering Time

STEP 1: Access the Worker’s Timesheet

1. Access the Time and Absence icon from your homepage.

2. Click "Enter Time for Worker" on the right side of the page.

3. Type the employee's name in the Worker field.

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STEP 2: Create a Time Block

1) Click anywhere under the day you want to add hours worked. A pop-up will appear and prompt you to fill out details of your hours worked.

2) Enter the following:

o Time Type - type of work performed

o In and Out time - hours you clock in and out of the shift

o Out Reason (Meal break or End of Day)

Meal: used when you stop work to take a required meal break of at least 30 minutes

Out: used when you end a work-period or end work for the day

o Location - location of where work is performed. This is for reporting to the City of San

Francisco for Healthcare funding. Work performed remotely from South San Francisco, is

“Not San Francisco”

3) Click "OK" when all items are filled out.

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NOTES: For hourly employees only, entering SICK hours is the same process outlined above.

Time types Training & Travel may not be applicable for your position. The Academy compensates hourly

employees at minimum wage for work-related travel and training.

Most employees will have at least 2 time-blocks each day.

For example: You work 8 hours with a 1 hour lunch break. Your entire work day is from 8:30am - 5:30pm and your lunch break 12:30 PM - 1:30 PM.

The first time block will begin from your shift start time until your meal break start time: You will enter...

• Time type: Regular Hours • In: 8:30 AM • Out: 12:30 PM • Out Reason: MEAL • Location: San Francisco

The second time block will be your return from meal break until the end of your shift.

• Time type: Regular Hours • In: 1:30 PM • Out: 5:30 PM • Out Reason: OUT • Location: San Francisco

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After you click "OK", you will be brought back to your weekly view.

The square on your weekly view is a "Time Block".

The time block is light grey with stripes and is labeled "Not Submitted".

STEP 3: Review Hours and Submit

After adding all hours, review the totals and submit hours. You will be redirected to a certification page where you must click “Submit” again.

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Entering Sick Hours

For hourly employees only, sick hours must be entered through an employee’s timesheet.

Use the same process to enter regular hours for an employee. Instead of selecting regular hours, select

“Sick (Hours)”.

Salary employees can enter sick and other paid time offs through a time off request. Refer to the Request

Time Off Instructions found under the Workday Training Guides icon on your homepage.

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Correcting Hours Correct Time for Worker

• Managers and Timekeepers have access to correct time submitted by an hourly employee that has

already been approved.

• If an entry needs to be corrected but is awaiting approval, they should “send back” the request to the

employee for correction.

• When correcting a timesheet, a general rule is to delete the incorrect time block and recreate it with

the correct details.

To correct a time block:

1) Click onto the incorrect time block. A pop-up should display with your incorrect details.

2) Click the Delete button near the button of the pop-up; the time block is deleted.

3) Recreate the correct time block. Click back into the same area. An empty pop-up should appear.

4) Enter the correct time details.

5) Click “OK”.

6) Click “Submit” #1.

7) Click “Submit” #2.

Click the time

block to correct

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“Not Submitted” vs. “Submitted” vs. “Approved”

Prior to submitting, time blocks are grey, striped and labeled "Not Submitted".

When a worker submits their timesheet, time blocks appear solid grey and are labeled "Submitted".

When their timesheet is approved, their time blocks contain a green line and are labeled "Approved".

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Alerts and Errors

Alerts and Errors both appear at the top of a timesheet. Click the alert/error to view details.

Alerts appears as a yellow bar near the top of your screen. Alerts are simply warning messages users should review and make adjustments, if necessary. Users can still submit a timesheet with an alert.

Example:

Errors appear as a red bar near the top of your screen. Errors prevent users from submitting timesheet and require a revision to the timesheet. Users cannot submit a timesheet with an error.

Example:

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Weekly Time Entry Open & Close Dates

Employees, Managers and Timekeepers have access to enter time for hourly employees as of the Monday

of the pay period start date. When the time calendar for a specific week is not open for entry, an Alert

will notify you that entry for that week is not yet open (see picture below).

Example: For the pay date of January 27, 2017, time can be entered for that pay period beginning

Monday, January 9, 2017 (the start of the pay period). On Monday, January 9th, time can be

entered for any day up to the pay period end date of Sunday, January 22nd.

Period Lockout

Timesheets are locked Tuesday to Thursday for any entries or submissions during a payroll processing

week. Payroll processing weeks occur bi-weekly with Friday pay dates. Timesheets become unlocked for

late submissions or revisions on Friday pay dates.

Managers/Department Administrators are exempt from lockouts. They will be able to enter and submit

hours worked during a lockout.

Weekly Workday System Maintenance Workday is unavailable for system maintenance every Friday 11:00 PM – Saturday 3:00 AM Pacific Time.

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Frequently Asked Questions

Q: Employee has not received training... You can refer the instructor to view the Timesheet Instructions located under the Workday Training Guides icon on their Workday homepage. There is also a link found under their Time icon. Q: When should timesheets be submitted and approved by? Timesheets are due on Mondays. It is best to encourage employees to submit their timesheets as early as they can to allow time to review, add corrections, and approve timesheets. Managers/Timekeepers are encouraged to establish their own standard of operations on when they want timesheets turned in (everyday vs. end of week). Q: Employee has not submitted their timesheet… You have the option of contacting the employee and waiting for them to submit their timesheet. Or you can submit the employee’s timesheet for them (Time and Absence icon > Enter Time for Worker). Q: An employee forgot to add hours to an earlier timesheet, can they add the missed hours to the current week? This is solely up to the approver. The employee can add hours to a current week or to the prior week the hours belongs to. If the employee adds hours to the current week, the approver must ensure that total hours for the week does not incur overtime. The most important goal is to ensure the employee is being paid for their hours worked. Q: What are period lockouts and when do they occur? A period lockout is when a pay period is locked for any timesheet submissions in order for Payroll to process paychecks. The lockout occurs bi-weekly, the week of payroll processing, from Tuesday – Thursday (3 days). If an employee missed the deadline or forgot to enter hours for a pay period that is locked, the pay period will become unlocked on the upcoming Friday (the pay date). For example, if the upcoming pay date is Friday, August 25th, the paycheck will include all hours from pay period of August 7th – 20th. The deadline to have all timesheets approved in order to be paid is Monday, August 21st. The lockout for payroll process will occur from August 22nd – 24th. For late submissions, the period will be unlocked on the pay date, Friday, August 25th.

Timekeeper and Managers are exempt from lockouts.

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Q: What happens when I send back a timesheet for revisions? The employee will receive an email notification that their timesheet is pending a revision. Any notes added that provide reason why the employee must revise their timesheet is included in the email notification. The employee can also view the comment by accessing the revision task in their inbox and scrolling to the bottom of the page. If you send back a timesheet for a revision and the employee does not make the correction before the period lockout, the timesheet will become locked for any corrections, but will remain in the employee’s inbox. The timesheet will become unlocked the upcoming Friday and the employee will be able to make changes and submit. Q: I will be out of town, who will approve my timesheets on my behalf? Refer to the Delegate Workday Inbox Tasks instructions found under the Workday Training Guides icon on your Workday homepage. In Workday, you can set up your inbox to forward tasks to a colleague during a specific period of time. For any future planned time offs, it is important to establish who will be responsible for your inbox tasks during your absence. If you plan on taking a Monday off, plan to delegate your inbox starting from the prior Friday. Q: How is overtime/double-time pay calculated? Overtime is calculated based on the Academy work week beginning 12:01 a.m. Monday through midnight Sunday. Overtime pay is based on actual "hours worked." Time off for lunch breaks, sick leave, vacation, holidays, funeral leave, jury leave, leave of absence, or similar time off is not considered "hours worked" for calculating overtime. An employee receives overtime pay, when s/he:

Works more than 8 hours in a calendar day (any hours in excess of 8 hours in a day will be paid overtime);

Works more than 40 hours in a work week (any hours in excess of 40 hours in a week will be paid overtime).

Works 7 consecutive days in a workweek (any hours worked on the 7th consecutive day will be paid overtime).

An employee receives double-time pay, when s/he:

Works more than 12 hours in a calendar day (any hours in excess of 8 hours in a day will be paid overtime) Q: What is considered the “default” time type for an employee who works multiple positions?

Worker Type Default Time Type

Staff or Student Worker

Regular

Instructors

Part Time Instructor

Online PTI

Directed Study Mentor

Workshop

EAP Support

On-Site In-Class Teaching Online In-Class Teaching

Tutor Tutoring

EAP Study Group EAP Study Group

Questions?

Contact WorkdayHelp@academyart.edu for any questions or issues.