Overview
Workday offers a very easy process for clocking in and out of a shift. You can clock in or out either on the web, by logging in through The Nest, or on the Workday app on your mobile device.
- All hourly employees in OPSS and Facilities and all student employees will be clocking in and out in Workday (including both student workers and federal work-study students)
- Workday clocks you in at the closest 15-minute mark. This means that if you're a few minutes early or late to a shift, it will round to the start of the shift, but if you arrive more than 5 minutes or so early or late, you may be clocking in at a different time.
- For example, clocking in at 8:57 or 9:04 for a 9:00am shift will still round to 9:00am, however clocking in at 8:50am would round to 8:45am, and a 9:08 clock-in would round to 9:15am.
- It is critical that if you have multiple positions that you clock in for the correct position. You will see this option on the clock-in screen ( you can see a screenshot below of the clock-in screen with a drop-down option for "position")
Submitting & Correcting Time
All employees who clock in and out must submit time at the end of each pay period, which supervisors will review and approve. Any corrections that must be made, including an unmatched check-in or check-out, can be adjusted by either the supervisor or timekeeper.
Clocking In & Out on the Web
- From your app menu on the home page, navigate to "Time" or "Time Tracking"
- On the bottom window, click "Check In"
- The Check-in screen will pop up. Make sure to check your time type (full time or part-time) and position for accuracy (for those with multiple positions). These can be adjusted if needed by clicking on the box and choosing the appropriate option. Once you're certain the information is correct, click "OK"
- To clock out, follow the same instructions and choose "Check Out". You will be able to review your information and the timestamp. You must click "OK" to be fully clocked out
Using the Mobile App to Clock In & Out
Once you download and log into the Workday Mobile App, you will be able to easily clock in and out using this app (see "Related Articles" for more information about Workday Mobile). The Workday clock in/out feature has geo-fencing built into it, so you will only be able to clock in for a shift on your mobile device if you are inside your building. If you are in a different location or working remotely, you must use the web application to clock in and out.
- After logging into Workday, you may have a window that tells you if you're clocked in or out with a one-click option to "Check In" or "Check Out". Click on "Check In" to be taken to the check-in pop-up window (skip to step 4)
- If you do not have this option, you can click on the "Time" or "Time Tracking" app (shown above), which will take you to you time entry page, where you can choose "Check In/Out"
- This will take you to your status page where you can click "Check In"
- Once you see the Check-in pop-up window, make sure your time type and position are correct (for those with multiple positions or types) and click "Next"
- To clock out, return to the Workday mobile home screen and follow the same instructions to "Check Out".
Reviewing & Submitting Time for Payroll
All non-exempt employees (excluding union and student employees) will use the Time Tracking app in Workday to log their time. Similar to the timesheets in Self-Service Banner, you are able to enter your time at the end of each week or pay period and submit it for approval.
Employees can enter time:
- By copying their time from the previous week
- By loading in their schedule (not available to all employees)
- On a shift-by-shift basis
Workday tip: You can save "Enter My Time" as a shortcut or Favorite to quickly access this window!
To review and submit your timesheet, go to "Enter Time" and view your time calendar. Click "Review", and then "Submit"
- From the Workday home page, click on the "Time" or "Time Tracking" application:
- If time has already been entered for this week, you will see it on your calendar. It will note if the time has been submitted or not.
- You will also see a "Summary" table that details all of your hours on the timesheet for this pay period.
- Click "Review" in the bottom-right corner to review all time for this pay period.
- On the "Submit Time" window, review your summary of hours and click "Submit"
You must submit your hours by Friday at 5pm the week before payroll. Please see the Related Article "When Is Pay Day?" to see all time submission deadlines and pay dates.
If you have any questions or issues with this process, please submit a ticket here.