Administrator Time Entry and Time Off Guidelines
- Time Entry in Days: All Administrator time entries and time-off requests are recorded and displayed in days. The Summary view in Workday also reflects this day-based format.
- Time Entry Code: Administrators should use the Administrator Day (REG) time entry code, which defaults to 1 day, with the option to request 0.5 days as needed.
- Time Off Requests: Time-off requests are displayed in days and reflected in the summary on the timesheet for easier tracking.
Work Schedule and Time Entry Process
-
Work Schedule: Work Schedules remain set in hours, per Workday's configuration capabilities. There is no change to how schedules are defined, though time entries are in days.
-
Manual Time Entry: Administrators must manually enter their time in day increments in alignment with the personnel plan. The Auto-fill from Schedule option is not available, as time entry in days cannot auto-fill from schedules in hours.
- Administrators must complete one work week using the Administrator Day (REG) code. After this, the system allows you to populate entries from the previous week.
Time Entry Summary
- Day Format Consistency: The time entry summary ensures all time entries, including time off, are displayed in day format, eliminating any mixed-value displays and making it easier to track and manage time records.
FAQ
Are administrators required to submit timesheets?
Yes, all administrators, including presidents, are required to submit a timesheet in Workday.
Why do Administrators have to enter their time?
Administrators are required to submit a timesheet in Workday as a record for work in that pay period. In ISRS, we have always had the ability to see an assignment each fiscal year as a record of work. Workday does not use assignments in the same manner. Thus, employees will record hours to reflect fulfillment of their employment obligations for the payroll period. In the event of a pay audit, timesheets will be necessary to demonstrate a reason for payment.
As an Administrator, do I need to enter my exact time, or do I enter the hours I am scheduled to work per day?
It is recommended that you enter the hours worked that reflect your position’s FTE. Administrator’s Plan covered employees are exempt salaried positions which are not required to report the exact hours worked in each day but rather are compensated based on their annual base pay on a biweekly basis. We recognize that some salaried positions put in more time than their position’s FTE. Employees who are required to enter time will also need to enter the actual time they take their meal break. This data is needed for workers ‘compensation compliance.
Are administrators still able to submit days and half days off? Some were getting an error message, and the summary box on the right-hand side of the timesheet showed that time was not adding up appropriately. Is there a certain way time should be submitted for them?
Administrators enter time off in increments of days. If they take a half-day, they should enter .5 for the amount. This differs from classified and hourly employees, who enter their time off in hours.
Training Resources
All Resources on Minnesota State Connect