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Human Resources

Workday Time Tracking Launches May 16th!

April 24, 2014

This is one of the most significant changes that Workday is bringing to Lewis & Clark, as it means the end of paper time sheets and manual tracking of vacation and sick leave. It also means the end of Exempt Absence Reports, since exempt administrative staff will enter vacation and sick leave into Workday along with non-exempt employees.

We have spent several months building the system configurations to mirror college policies and collective bargaining agreements in regards to accrual rates and carryover, overtime, callback time, and holiday. We have tested time entry and payroll results using real time sheets from all employee classifications. We know that the new process may feel a little bulky at first, but should quickly become easy to use.

What does this mean for you?

Non-exempt employees:
  • Time will be entered into Workday (beginning May 16, 2014) instead of using a paper time sheet or Kronos.

  • Time should be entered daily or weekly.

  • If you have a consistent schedule, you will be able to “auto-fill” from a previous week.

  • Overtime is automatically calculated and displayed.

  • Holiday hours are automatically calculated and displayed.

  • Vacation and sick leave balances will be pre-loaded into Workday (to the maximum allowed).

  • Workday will automatically calculate vacation and sick accrual based on collective bargaining agreements.

  • Vacation may be requested in advance, and will show future use of accrued leave.

Exempt employees:
  • Used vacation and sick leave will be entered into Workday rather than submitting Exempt Absence Reports. Please note this will apply to all hours used as of May 1, 2014.

  • Vacation and sick leave balances will be pre-loaded into Workday (to the maximum allowed).

  • Workday will automatically calculate vacation and sick accrual based on policy.

  • Vacation may be requested in advance, and will show future use of accrued leave.

Supervisors:
  • Time should be approved on a weekly basis through Workday.

  • You will be able to see time that has been submitted by your team in one place.

  • You will be able to “bulk” approve time.

  • You will be able to “send back” time, sick or vacation requests that need adjustment or clarification.

  • You will be able to enter and approve time of behalf of your employee.

  • You will be able to view a calendar of all vacation requests in order to manage office coverage.

  • You will be able to “delegate” time and leave approval if you are going to be out of the office.

Online training materials will be available prior to May 16. We plan to hold training sessions the week of May 27 - 30.  Specific dates and times will be provided in the next couple of weeks. For specific questions, please complete a Workday ticket.

 

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