How To Enter Time In Workday: A Comprehensive Guide For Employees And Contractors
Entering time in Workday requires navigating the Time Tracking dashboard to ensure accurate labor allocation against specific cost centers, projects, or work tags. Adhering to organizational pay period deadlines and utilizing the correct time entry codes are essential for preventing payroll processing delays and ensuring regulatory compliance with labor standards.
Prerequisites and Access Requirements for Time Entry
Before initiating time entry, ensure that your employee profile has been correctly provisioned for the Time Tracking module. Access is typically contingent upon your organization’s configuration of time-off plans, work schedules, and project-based costing. Verify that you have stable network connectivity, as Workday sessions are encrypted and time-sensitive.
- Essential Prerequisites:
- Active Workday credentials with appropriate security permissions for the Time Tracking or Time Entry worklet.
- Knowledge of your specific time entry type, such as Time Block (Check In/Check Out) or Elapsed Time (Total Hours per Day).
- Familiarity with project codes, task codes, or cost center overrides if your role requires billable or project-specific allocation.
- Understanding of your company’s specific cut-off date for timecard submission to ensure timely payroll processing.
- Duration Benchmark: The standard manual entry process typically takes 3 to 7 minutes per pay period depending on the complexity of project allocations.
Execution Workflow for Standard Time Entry
The process of entering time varies slightly depending on whether your company utilizes a daily time block entry or a weekly timesheet summary. The following steps outline the standard industry workflow for the most common Workday configurations.
Step 1: Navigating to the Time Tracking Worklet
Log into your Workday home page. Locate the Time Tracking icon or worklet on your dashboard. If the icon is not immediately visible, use the global search bar at the top of the interface and type "Enter Time." Select the "Enter Time" or "View Timesheet" task. This will open the calendar view, which acts as the primary interface for your current pay period.
Step 2: Selecting the Target Pay Period
Once the Timesheet screen loads, verify the date range displayed. Use the forward or backward arrows located above the calendar grid to navigate to the specific week for which you need to enter hours. Ensure you are not editing a locked period, as historical edits often require management approval or administrative intervention.
Step 3: Inputting Daily Hours
Click on the specific day you wish to edit. A modal window will appear, requesting the entry of hours. Select the appropriate Time Type from the dropdown menu, such as Regular Hours, Overtime, or Paid Time Off. Enter the number of hours in the corresponding field. If your organization requires project tracking, select the appropriate Project Code or Work Tag from the search menu.
Pro-Tip: If you perform the same tasks every day, look for the "Copy Previous Week" or "Repeat" functionality within the actions menu to save significant administrative time.
Step 4: Adding Comments and Required Attachments
Some organizations mandate comments for specific time entries, particularly when reporting overtime or off-site work. Use the comment field to provide brief, necessary context. If your employer requires documentation—such as client-approved overtime forms—use the attachment function within the time entry modal to upload the files before saving.
Step 5: Review and Submission
After all hours for the period are entered, perform a comprehensive review of the total hours. Verify that the sum aligns with your expected contract or shift requirements. Click the "Submit" button located at the bottom of the timesheet. You will receive a system confirmation message indicating that your timesheet has been routed to your supervisor or timekeeper for approval.
Workday Time Tracking - What is It? And How Can it Help You? - Surety ...
Technical Parameters and Entry Classifications
Understanding the differences between time entry methods is vital for accurate payroll reporting. Organizations use specific configurations to align with regional labor laws, such as the Fair Labor Standards Act (FLSA) or local mandates.
| Entry Method | Description | Primary Use Case | Accuracy Level |
|---|---|---|---|
| Clock In/Out | Real-time timestamp capture | Hourly/Non-exempt employees | High (Audit-Ready) |
| Elapsed Time | Total hours worked per day | Salaried/Project-based work | Medium (Self-Reported) |
| Project Time | Specific task-based allocation | Consultants/Agencies | High (Billable Focus) |
| Absence Entry | Linking time off to pay | PTO/Sick Leave tracking | High (Policy-Based) |
Common Failure Scenarios and Resolution Strategies
Users frequently encounter errors that stem from configuration mismatches or interface oversights. Addressing these quickly ensures your pay is never impacted by technical friction.
Issue: Missing Time Types or Project Codes.
Root Cause: Your security profile may lack the necessary access to specific cost centers or project billing codes.
Actionable Fix: Contact your HRIS or Payroll administrator to ensure your profile is mapped to the correct supervisory organization or project management structure.
Issue: Timesheet Status Remains "In Progress" After Submission.
Root Cause: The submission was saved as a draft but not officially triggered through the workflow engine.
Actionable Fix: Re-open the timesheet, ensure all mandatory fields are populated, and click "Submit" again. Look for the "Submitted" status indicator at the top right of the screen.
Issue: Cannot Edit Previous Week's Time.
Root Cause: The pay period is locked by payroll administrators, or the time submission deadline has passed.
Actionable Fix: Submit an "Adjustment" or "Correction" request through the Workday portal if allowed, or contact your supervisor to have the period reopened for manual adjustment.
Frequently Asked Questions
What happens if I forget to submit my time before the deadline?
Failure to submit by the deadline usually forces a payroll delay. You will likely need to coordinate with your manager to submit a manual adjustment or wait for the subsequent pay cycle, depending on your company's payroll policy.
Can I enter time using the Workday mobile application?
Yes, Workday supports mobile time entry for most configurations. Download the official Workday app, log in using your company’s tenant URL, and use the Time Tracking worklet to clock in or report hours from any location.
How do I correct a mistake on a submitted timesheet?
If your timesheet is still in the approval workflow, you may be able to click the "Correct" button on the timesheet view. If it has already been approved and processed, you must reach out to your HR department to initiate a formal payroll correction.
Are my comments on time entries visible to everyone?
Comments attached to time entries are typically visible only to you, your immediate supervisor, and the payroll processing team. They are stored as internal records for audit and compliance purposes.
Streamline Your Payroll Operations
Maintaining accurate and consistent time entry habits is the foundation of a seamless payroll experience. Take control of your professional record today by verifying your permissions and submitting your hours ahead of the scheduled cut-off.
