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Workday Time and AbsenceTime Approver User GuideTIME AND ABSENCESHARED SERVICES

Table of ContentsWorkday Time Approver User GuideBefore You Begin . 5Legend . 5Chapter 1: Introduction to Workday Time and Absence . 6Objectives . 6Workday Time and Absence Overview . 6What is Workday Time and Absence? . 6Why is Workday Time and Absence Important? . 6Benefits to Users. 7Roles and Responsibilities . 7Summary .10Chapter 2: Exploring the System .11Objectives .11Exploring Workday .11Logging In .12Worklets .14Workday Profile .15Workday Inbox .15Notifications .16To customize your notification preferences: .16Navigation Basics .17Signing Out .18Summary .19Chapter 3: How Workers Record Time .20Objectives .20Introduction .20Time Worklet .21Using the Web Clock .22To check in and check out with the web clock: .22Workers with Multiple Jobs .25Entering Time as a Timesheet User .26Entering Time via the Timesheet .26Return Home1

Workday Time Approver User GuideSubmit Time .31To Submit Entered Time: .31Using the Time Clock Swiping Device .34To clock in using the time clock swiping device: .35To clock out using the time clock swiping device:.36Timesheet Overview .38Time Blocks .40Summary .41Chapter 4: Time Tracking Management.42Objectives .42Time Interpretation .42Responsibilities for Tracking Time .42Team Time .43Viewing Time .44Viewing a Worker’s Time .44Viewing Time Clock History.46Viewing Your Own Timesheet .50Entering Time .52New Workers .52Enter Time for Worker .52Auto-fill from Schedule .55To auto-fill from schedule: .55Applying Premiums and Bonuses .59Premium Types .59Providing a Lump Sum Premium and Higher Grade Differentials .60To Apply a Premium .60Correcting Time .63Current Workers.63Correct Time for Worker.63Correcting a Lunch Break .66Waive Lunch Process .66Schedules .70Return Home2

Workday Time Approver User GuideTo Assign a Work Schedule .70Edit a Scheduled Event .73To Edit a Scheduled Event .73To View Team Schedule: .75Schedule Errors .77Approving Time .77How to Approve Time.79Summary .82Chapter 5: Absence Management .83Objectives .83Introduction .83Time Off Types .86Paid Time Off Balance.86Viewing Paid Time Off Balance .87To View Time Off Balance: .88Reporting Time Off .89To Report Time Off: .89Time Off Balance Errors.92Enter Time Off for a Worker .93To Enter Time Off for a Worker: .93Banking a Holiday .95Viewing Time Off .96To View Time Off Requests: .96Viewing the Team Absence Calendar .99To View the Team Absence Calendar .99Correcting Time Off for Workers .100To Correct Time Off .100Approving Time Off.103To Approve Pending Time Off Requests .104Summary .106Chapter 6: Using Monthly Time Off Confirmation Reports .107Objectives .107Return Home3

Workday Time Approver User GuideOverview .107Submitting Your Own Monthly Time Off Confirmation Report .107Approving a Monthly Time Off Confirmation Report .109To Approve a Monthly Time Off Confirmation Report: .109Summary .111Chapter 7: Reports .112Objectives .112Introduction .112Report List .113Summary .117Chapter 8: Additional Information .118Human Resource Partners .118Requesting and Approving Vacation Advances .118Intermittent Leave .118Appendix A: Resources .119Return Home4

Workday Time Approver User GuideBefore You BeginThis user guide is a comprehensive training resource for staff that function as Time Approversfor the University of Chicago’s time and absence system. This resource may be used as areference guide to understand the functionality and responsibility you will utilize to approveworked time and absence requests.Additional Training ResourcesWhile this guide provides the basic information you need as a Time Approver, we stronglyencourage you to refer to the video demos, and quick reference guides which are available at:https://workday.uchicago.edu/time absenceLegendThe chart below illustrates icons that are used throughout this user guide. The icons serve tocall out specific processes, important notes, and training items for you to be aware of.Notes: important policy or process steps to be aware ofProcess: step by step instructions of system process inWorkdayObjectives: key concepts that are covered in eachchapterCaution: note of caution for frequently missed processstepsReturn Home5

Workday Time Approver User GuideChapter 1: Introduction to Workday Time andAbsenceObjectivesAfter completing this module, you will be able to— Understand the overview of Time and Absence State the purpose of Workday. Identify your role and responsibilities in using the system.Workday Time and Absence OverviewWhat is Workday Time and Absence?Workday is the University of Chicago’s Human Resource Information System (HRIS) forreporting time for all biweekly-paid workers including permanent, temporary staff, and students.Monthly-paid, exempt workers use it to report absences. Faculty and other academic workersdo not report their time or absences, but may use Workday to approve time and absences forother workers.In this course, you will learn how to use Workday to view, correct, and approve time as a TimeApprover. A Time Approver is anyone who supervises or tracks other workers’ schedules. Inaddition, you will learn how to schedule absences, approve Monthly Confirmation Reports, andrun management reports. If you are a non-exempt worker, you will also learn how to record yourown time and report your own absences.The University requires all biweekly-paid workers to record daily work time and absences, andthen submit their time for approval.Why is Workday Time and Absence Important?Workday eliminates the separate functionality between payroll and the tracking of time andabsence management. This system removes the inefficiencies, complex data integrations, andmultiple systems of record for payroll information.The purpose of the system implementation is to integrate time tracking and absencemanagement tasks into Workday. This key service will more fully integrate payroll functionalityinto one system of record and will bring the entire UChicago community a more efficient anduser-friendly experience.Return Home6

Workday Time Approver User GuideBenefits to Users Provides ability to view and approve time onlineOffers ability to approve vacation and personal holiday time onlineOffers enhanced reporting by:o Presenting real time datao Displaying accrual balanceso Tracking patterns of absenteeismo Tracking types of pay (such as overtime)o Maintaining equalization of overtime opportunitiesOffers self-service features that allow you to:o Check daily entrieso Check available paid time-off balanceso Request vacation and personal holiday time off onlineAssists with visibility into team schedulingDirectly integrates with payroll moduleImmediately reflects changes to worker’s recordAssists in FMLA complianceProvides automatic coding for University holidaysWorkday is easy to use. The tasks you perform will depend on your particular role. This guidewill take you through the basic steps needed for Time Approvers to use Workday.Caution: It is extremely important that workers report their time according to therequirements of their job assignments. Their pay will depend on it! It is also importantthat supervisors approve the worked time on a timely basis.Roles and ResponsibilitiesBefore using Workday for time and absence functionality, it is important to understand thedifferent roles and responsibilities users have in the system. Your job classification and yoursupervisory responsibilities determine your role.In general, users of the time and absence system can be classified into several groups:1. Workers – users who enter time and/or days absent.2. Time Approvers – supervisors who correct and approve time for payroll purposes. Thisgroup can include faculty and other academic workers.3. HR Partners- users who can approve and correct time for all workers in a unit.Return Home7

Workday Time Approver User GuideWorkersWorkers can be categorized by the frequency of when they are paid. Biweekly paid workers: includes staff, students and temporary workers who areresponsible for reporting their time.oooWeb clock users will access the Time worklet where they will check in and out.Time clock users will swipe their UChicago cards at a time clock device.Timesheet users will record worked hours via a Timesheet.All biweekly workers can use Workday to record their time, report absences, viewaccruals, and request time off.Note: Temporary workers and students can only request Chicago Paid SickLeave. Union employees may have additional absence types. Monthly workers: include staff who will use the system to report absences at the end ofeach month. They will not record worked hours.All workers, biweekly and monthly, can view their accruals at any time.Time ApproversA Time Approver: Has first-hand knowle