A guide for recording and submitting hours worked on a Workday timesheet. This guide also provides the time entry process for an employee with multiple hourly on-campus jobs. There are 2 separate time entry methods shown here: Check In/Check Out or Manual Time Entry

If you are experiencing a Timecard Error related to entering time on a Stipend-paid position, please scroll the to bottom of this job aid for guidance.

Check In/Check Out

1. Sign in to Workday via your my.mines.edu account. Select the Workday tile, or type Workday in the search bar and hit enter.
2. 
    
3. In Workday, scroll to the Timely Suggestions box. Use the Check In and Check Out functions to create a down-to-the-minute timestamp, rather than entering an estimated number of hours worked.
    
4. Click Check In and a pop up box will appear. Review the information to ensure the
   correct date and time are showing. The Time Type will default to the correct option
   based on your job type. Classified and other non-student hourly employees will have the
   option to bank or pay out any overtime. Hourly student employees will not see this field.
   A comment can be added, but is not necessarily required. Click OK.
   
   Classified Check In:
   
   Student Check In: 
    
5. For employees with multiple hourly on-campus jobs, toggle between positions to select the correct one for the time being entered.
    
6. A new screen will appear showing that you have successfully checked in. You may click Done or exit of Workday.
7. To check out, either for a meal break or to leave for the day, repeat steps 1 & 2. On the Timely Suggestions box, click Check Out. The check out pop up box will appear. Select the Reason for clocking out: Meal or Out. Click OK.
    
8. A new screen will appear showing that you have successfully checked out. You may click Done or exit of Workday

Manual Time Entry

1. Sign in to Workday via your my.mines.edu account. Select the Workday tile, or type Workday in the search bar and hit enter.
    
2. Open the Menu in the upper left corner. Find the Time app. If the Time app is not already
   shown on the menu, click Add Apps at the bottom. Type “Time” in the search bar and hit
   enter. Click the (+) next to the Time app. Go back to the menu and select Time.
    
3. On the next screen, select a week to record your hours.
    
4. The timesheet screen will appear. Click anywhere under a specific date to enter time for that day.
    
5. The time entry pop up box will appear. Enter the time you began working and your clock out time. Select a check out reason (Meal or Out). Classified and other non-student hourly employees will have the option to bank or pay out any overtime. Hourly student employees will not see this field. A comment can be added, but is not necessarily required. Click OK
   
   Classified Time Entry:
   Student Time Entry: 
    
6. For employees with multiple hourly on-campus jobs, use the dropdown list to toggle between positions to select the correct one for the time being entered.

Submitting Your Timesheet

1. Your time entries will be shaded gray prior to being submitted and are labeled as Not Submitted. Time entries that have been submitted, but not approved will be solid gray and labeled Submitted. Submitted and approved time entries will be outlined in green and labeled Approved.
    
2. To review and submit your time for the week, click the Review button on the bottom right corner.
    
3. The time submission screen will appear. Ensure the number of hours for the pay period are correct. Click Submit.
    
4. Time should be submitted at the end of each pay period for timely and accurate processing. Hours cannot be paid if they have not been submitted AND approved by the deadline. A best practice is to record your hours worked as you are working, rather than waiting to enter it all at the end of the pay period. Then, submit your timesheet on the last shift of the pay period to ensure the deadline is not missed.
   NOTE: Students who are paid using work study funding MUST have their timesheet submitted and approved on time each pay period. Late submissions that miss payroll will be paid from department funds.

Timecard Entry Error

We recently identified that the timecard setup allowed time entry for stipend-paid positions. This triggered unnecessary approval tasks for managers, even though hourly pay is not processed for these roles.

To improve data integrity and ensure audit compliance, we have implemented a new system rule. Effective immediately, any attempt to enter time against a stipend-paid position will generate a validation error.

Determining if Your Position Requires Time Entry:

You can look at the Job tab of your employee record then look at the Job Profile