June 4, 2026 – Workday Update: Time off and Time Tracking
by Patricia Langer and Deb Ekeren
Hello Macalester Community!
As we approach June 15 and our transition to Workday, we wanted to highlight two specific shifts in how we’ll manage our time off (absence) and timesheet approvals. While Macalester’s underlying policies are not changing, Workday will change some of our day-to-day practices.
Time Off (Absence, formerly Leave Reports)
Macalester’s standing policy has always been to enter planned time off before the event, but Banner/1600grand did not support planning more than a month out. Starting in July, Workday will enable us to enter time off up to a year in advance or as it occurs. Workday will handle the time off balance tracking for you, which eliminates the guess work and need for separate trackers. Also starting in July, there will no longer be monthly deadlines for time off submissions since we will be entering time off prior to the event or upon return from an unplanned time away..
For exempt (salaried) staff: To support consistency across all employees, starting in July, you will be required to enter Macalester paid holidays. Instructions will be provided as we approach July 3, observance of Independence Day.
For managers and supervisors: To help keep things moving while you are away, Workday has task delegation, much like proxy assignments in Banner today. If your role involves approvals or time-sensitive tasks, you can designate a colleague to step in for a specific period. This is a built-in way to prevent backlogs and ensure departmental work doesn’t stall during your absence.
Timesheet Submission, Corrections, and Approval
If you enter time worked/clock in and out, you will begin using Workday as of June 14. When we move to Workday, you will have:
- To enter the “Meal” out reason when taking meal breaks and the “Out” reason when your shift is over. These reason codes drive time calculations such as hours worked and overtime rates.
- More reminders and notifications for missed time submissions.
- For managers and supervisors: Delegation functionality, auditing, and payroll processes to support timely approvals.
- The same submission and approval timelines as today.
Next Steps
We understand that reading a list of changes before Workday is live may feel overwhelming. Please know that as we approach the first time we do something new in Workday we will provide more instructions, checklists of things to know and do, and support options.
In the meantime, you can find overall project information and FAQs at macalester.edu/workday and send questions to [email protected].
Sincerely,
Patricia Langer, VP of Administration and Finance, CFO
Deb Ekeren, Director of Human Resources
FAQs
Time Off & Planning
Is Macalester changing its time off policies? No. Our underlying policies, leave categories (vacation, sick, etc.), and collective bargaining agreements remain the same. Workday is simply the new tool we will use to account for that time.
How does this change the monthly routine for exempt staff? Instead of the end-of-month task of reconstructing your calendar to report leave, you will now enter time off as it happens. For those who like to plan ahead, you can enter time away up to a year in advance. The system then tracks the balances for you, eliminating the need for separate spreadsheets or monthly “look-back” logs.
What if I’m out unexpectedly? The human element hasn’t changed: you should still notify your manager as you normally do. Once you are back to work, you can enter the time in Workday to keep your balances accurate.
Who can see my time off? Visibility remains consistent with our current practices. Only you, your manager, and necessary administrative roles (like HR and Payroll) will see your entries.
Delegation & Coverage
What is “delegation”, and do I need to use it? Delegation is a tool for people who regularly approve items (such as approving a time entry or travel reimbursement) to ensure work doesn’t stall while they are away. It allows you to temporarily designate your manager or a peer colleague to handle specific approvals for a set period.
Does a “delegate” have full access to my account? No. They do not log in “as you.” You simply route specific, time-sensitive tasks to their inbox for a window of time that you define. You retain oversight and can see exactly what was approved on your behalf once you return.