Workday: Managing Time and Absence

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Employee Time and Absence in Workday

Telework Outstate

Time Entry

  • All employees will have access to Workday on 7/01/2024.
  • All time and time off entries are based on an employee's work schedule. We recommend all employees review their scheduled for accuracy and request any necessary changes for manager approval.
  • Time in Workday begins with the payroll period beginning 7/03/2024.

Time Off Requests

  • All time off requests and approvals must be (re)entered in Workday beginning 7/03/2024.
  • All requests for time off previously scheduled and approved on or after 7/03/2024 must be re-entered into Workday and re-approved by the employee's manager - even if the requests have already been entered or approved in eTime.
  • NOTE: Time off requests re-entered in Workday will not provide historical data indicating when the employee originally made the request. That history will remain viewable in e-Time, however.

Holiday Pay

  • Full-time employees’ holiday pay for 7/4/2024 will auto-populate based on their current work schedule in Workday when they enter time or time off for the day before and the day after the holiday
  • Employees who are less than 1.0 FTE will be required to enter their holiday pay hours using the Holiday earn code, which is available in the drop-down menu in the time block.
  • We have directed employees to contact their manager or Campus HR with questions on holiday pay hours. For reference, Labor Relations created a Holiday Pay Matrix as a helpful tool to assist in determining holiday pay eligibility. For employees who will need to have a three pay period look back to determine the number of hours of holiday pay they should receive, it will be important to gather that information prior to 7/3/24 before eTime moves to view only.
  • Central payroll reviews holiday pay hours and coding. However, there is a short turnaround time for payroll processing, so any assistance from Campus HR is appreciated. NOTE: Paid leave cannot be taken on a holiday to make up or augment hours.

Leaves of Absence (LOA)

  • All LOA beginning on or after 7/3/2024 will be recorded by your Campus HR Office and provided to the system office Absence Administrator to load into Workday. Instructions and the excel document will be sent in a separate email directly to Campus HR.
  • If an LOA requires a corresponding time off (Paid FMLA, etc.), those time off requests must be entered into Workday by the employee and approved by the manager.

How to: Manage Time and Absence

  • Direct link to Workday: http://www.myworkday.com/minnstate/login-saml2.htmld
  • For Employees:
  •  For Managers and Supervisors:
    • For outstate telework, see Telework section above
    • Manager Self-Service: Managing Time and Absence (WD06,17pg, for managers). This job aid includes:
      • Approve Time Entry from Workday inbox or from Time and Scheduling Hub
      • Enter Time worked on Behalf of an employee
      • Approve Absence Request
      • Enter or Correct Absence for a Direct Report
    • Approving LOA and Work Schedule in Workday (WD09, 8pg, for managers). This job aid includes:
      • Approve Leave of Absence (LOA)
      • Return Worker from LOA
      • Approve Work Schedule Request, Assign Work Schedule
      • Assign Custom Work Schedule (involves both Mangers/Campus HR)
    • Note: Time Tracking Change and Impact (Change Impact Guidebook, pg 17):
      • Change: Employee work schedule will now be required as part of the onboarding process; this step will be completed by manager when they onboard their new hire
      • Impact: Mangers will need to know the importance of having the correct schedule in the system. Employees will now be responsible for making their own schedule change requests. Supervisors will now only approve the requests
      • Resource: Work Schedule (Demo Video)
  • For Administrators and Exempt Employees:
  • For IFO/MSCF Faculty
    • Only time-off/absence requests are required to be submitted in Workday. Work assignment (duty days) and payroll are calculated based on the assignment and the 9 or 12-month option.
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