Bi-weekly Time Entry

Helpful Tips & Information

• Lunch Breaks –
  • Lunches are not auto deducted; you are expected to manually record them in your timesheet
  • Make sure to record your lunch breaks each day during the time taken
  • A lunch break is considered a consecutive 30 minutes and no less than 20 minutes (as those are considered rest breaks)
  • For example, select “Meal” for your lunch break
    • Refer to Enter Time worked for step-by-step instruction on recording lunch breaks
• Multiple codes in one day –
  • To record two or more codes in one day use the Time Enry Module for worked time and Manage Absence Calendar Module for time off
• Record Absences in the Absence Module Within Workday (Vacation, Floating Holiday, Sick Leave, etc.)
  • Remember to record all absences in the Absence module for the appropriate date, whether the time off is planned or unexpected. Promptly recording absences helps ensure accurate payroll processing and timely payment
• Vacation/Sick –
  • Must be recorded in quarter hour increments (i.e. .25, .50, and .75)
    • Refer to Enter Absence Time for step-by-step instructions on recording time off
• Floating Holiday –
  • Hours associated with the floating holiday must be taken in whole-day increments and may not be divided across multiple days.
    • Note: The intent of the floating holiday is to provide employees with a full day of rest.
  • A whole day increment is equal to the number of hours the employee is normally scheduled to work on a day they select to use their floating holiday
• Holidays –
  • Holiday hours do not auto-load into Workday.
  • Holiday hours must be entered manually on the timesheet and should reflect the number of hours you are normally scheduled to work on the holiday based on your FTE.
  • Eligible holiday hours are prorated based on an employee’s FTE
    • Refer to Enter Holiday Pay for step-by-step instructions on recording holiday pay
• Timesheet –
  • If you are unable to record time in the timesheet it could be due to the position ended on a specific date.  Contact HR to extend position
  • Timesheet entry has a fully functional mobile interface

Access the Timesheet there are 2 options

Option 1 – From Your Workday home screen – Naviagtion Panel

• Click Employees icon from the side navigation panel
• Click Time Entry

Option 2 – From Your Workday home screen – Search bar

• From the Search Bar
• Enter My Time into the search bar at the top of the screen and select the corresponding task

Method 1 – Standard Time Entry

1. Select the Week, Under the Enter Time section, choose the period you are logging hours for (e.g., This Week or Select Week)
2. Click on the specific day/date on the calendar you want to log hours for to open a time entry window (Enter Time box will appear)
3. Time Type will default to Worked Time, Select the appropriate category if applicable (e.g., Severe weather closing, On-call)
   • You will only see the Time Types within the drop-down menu available to you based on your role
4. Enter exact clock times in real-time under the appropriate In and Out Fields:
   • Start of shift, Start of break, End of break & End of shift
5. Click in the In-field to add the start time (e.g. 7a, 07:00 AM)
6. Click in the out-field to add break time (e.g. 12p, 12:00 PM)
7. Select the Out Reason:
   • For example, select “Meal” for your lunch break or “Out” at the end of your shift
8. Save your entry, Click OK the time will appear on your calendar as “Not Submitted”
9. Repeat steps 2–8 to add your end time, whether you are recording a break or ending your shift without a break and additional shifts for the rest of the week
10. Review, when finished logging all shifts for the pay period
11. Click the Review button (Submit Time screen will pop up)
12. Finalize your timesheet
    • Review the summary page to verify that all your hours for the week are logged correctly and recorded under the right time types
    • Enter any optional comments for your supervisor
    • Click Submit to route the timesheet to your supervisor for approval
13. Once submitted the time will appear on your calendar as “Submitted”
14. Your timesheet has been successfully submitted to your supervisor for approval when you receive the following message:
    • You have Submitted

Method 2 – Quick Add Entry

1. Click Period Calendar
2. Click Actions
3. Click Quick Add (The Quick Add screen will pop up)
4. Select the week for which you would like to add time
5. Click Next
6. Review Start/End date and Time Type will auto-populate (Make sure the date range and time type are correct)
7. Click Next
8. Enter exact clock times in real-time under the appropriate In and Out Fields:
   • Start of shift, Start of break, End of break & End of shift
9. Click in the In-field to add the start time (e.g. 7a, 07:00 AM)
10. Click in the out-field to add break time (e.g. 12p, 12:00 PM)
11. Select the Out Reason:
    • For example, select “Meal” for your lunch break or “Out” at the end of your shift
12. Click Add, which will populate the second in/Out fields, to add the remainder of your shift
13. Click in the In-field to add the start time (e.g. 12p, 12:30 PM)
14. Click in the out-field to add the end time (e.g. 3p, 03:00 PM)
15. Select the Out Reason:
    • For example, select “Meal” for your lunch break or “Out” at the end of your shift
16. Select the day(s) you would like to apply the shift(s) to
17. Save your entry, Click OK, the day(s) will auto-populate on your calendar as “Not Submitted”
18. Review, when finished logging all shifts for the pay period
19. Click the Review button (Submit Time screen will pop up)
20. Finalize your timesheet
    • Review the summary page to verify that all your hours for the week are logged correctly and recorded under the right time types
    • Enter any optional comments for your supervisor
    • Click Submit to route the timesheet to your supervisor for approval
21. Once submitted the time will appear on your calendar as “Submitted”
22. Your timesheet has been successfully submitted to your supervisor for approval when you receive the following confirmation message:
    •  You have submitted

Access the Manage Absence Calendar there are 2 options 

Option 1 – From Your Workday home screen – Naviagtion Panel 

• Click Employees icon from the side navigation panel
• Click Manage Absence Calendar

Option 2 – From Your Workday home screen – Search bar

• From the Search Bar
• Enter Request Absence into the search bar at the top of the screen and select the corresponding task

1. Review your leave balances on the right side of the calendar to ensure you have sufficient accrued time available before submitting your request
2. When planning future time off using the calendar:
   • Review your leave balances based on the selected date to determine how much time will be available. (Note: Your projected balances will adjust based on the date selected.)
   • Use the navigation arrows to move between previous and future months
3. Select the dates on the absence calendar:
   • Select days individually, click on a single date, OR
   • Select multiple consecutive days by clicking and dragging across the desired dates OR
   • Request an absence for an extended period:
     • Click Actions
     • Click Select Date Range
     • Update Start Date field
     • Updated End Date field
     • Click Continue
     • Follow Steps 4–8 to complete and submit the absence request for the selected date range.
   • To clear selected dates, click the selected dates again. (This will remove them from the calendar)
4. Click the Request Absence button located in the bottom-left corner of the screen The Request Absence window will open.
5. Choose Absence Type
   • In the pop-up window, select Type of Absence Time off from the drop-down
6. Select your Absence Type
   • Select your Type of Absence (e.g., Vacation, Sick, etc.) from the drop-down menu
7. Adjust Details of the Request
   • Review and edit the Daily Quantity. The default is 24 hours; however, the system will display an error message if the hours exceed allowable limits. (Error: As of 06/08/2026, the Daily Quantity cannot exceed 12 hours.)
   • If all selected dates are the same daily quantity
     • Update Hours (Daily) field
     • Optionally, add a comment for your manager
   • If selected dates are different daily quantities
     • Click Edit Individual days
     • Select the date(s) you would like to edit
     • Update Hours (Daily) field for each date
8. Optionally, add a comment for your manager
   • Click Submit Request to route the absence to your supervisor for approval. You will see a confirmation message once the request has been successfully submitted.

1. On the calendar, select the date of the holiday
2. Click the Request Absence button located in the bottom-left corner of the screen. The Request Absence window will open
3. Select Absence Type
   • In the pop-up window, select Type of Absence Time Off from the drop-down menu
   • Select Holiday Paid from the Type of Absence drop-down menu
4. Adjust Details of the Request
   • Review and Edit the Hours (Daily) field
     • (Duration should reflect scheduled hours worked)
   • Click Submit Request
5. You will see a confirmation message once the request has been successfully submitted
6. Verify the status of your request on the absence calendar using the color indicators:
   • Gray = Pending Approval
   • Green = Approved

Note: Holidays are displayed in gray as a reminder that holiday time must be entered and submitted; it is not automatically paid. Once the holiday request has been approved, it will appear in green on your calendar.

1. To Edit
   • Click on the specific day/date on the calendar on hours that are already logged to open the time entry window (Enter Time box will appear)
   • Select the field(s) you want to edit (In, Out, Out Reason and/or comments), make necessary edits to the time section as needed
   • Save your entry, Click OK the time will appear on your calendar as “Not Submitted”
2. To Delete time segment
   • Click on the specific day/date on the calendar on hours that are already logged to open the time entry window (Enter Time box will appear)
   • Delete Time Block window will appear, click OK
     • Time Block will successfully remove from the calendar when no longer visible (System message: Delete was completed successfully)

1. Under the Enter Time section, click Select Week
2. Use the calendar or enter the date to select the specific day from the prior pay period that you would like to review.
3. Click OK
4. Review Hours
   • Your timesheet will display your logged time blocks
   • Approved time will appear with a green indicator or status
   • You can verify your total hours in the summary section on the right-hand side or at the bottom of the screen

1. At the end of the pay period or the last day you work in the pay period make sure to submit your timesheet for approval (Refer to Bi-weekly Payroll calendar on the Payroll website for deadlines)
2. Review your hours
   • Review timesheet for accuracy when finished logging all shifts for the pay period
   • Click the Review button (Submit Time screen will pop up)
3. Finalize your timesheet
   • Review the summary page to verify that all your hours for the week are logged correctly and recorded under the right time types
   • Enter any optional comments for your supervisor
4. Click Submit to route the timesheet to your supervisor for approval
   • Once submitted the time will appear on your calendar as “Submitted”
   • Your timesheet has been successfully submitted to your supervisor for approve when you receive the following message