A guide for critical employees to record and submit hours worked for snow removal during a campus closure day.
There are 2 separate time entry methods: Check In/Check Out or Manual Time Entry. You can choose either, depending if you would like to record your hours on-the-fly (Check In/Check Out) or post-shift (Manual Time Entry).
Check In/Check Out
1. Sign into Workday.
2. 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.
3. Click Check In and a pop up box will appear. Review the information to ensure the correct date and time are showing.
4. Click the X on the Worked Time type then type “Inclement Weather” in the Time Type box. Classified hourly employees have the option to bank or pay out any overtime. You can add a comment, but is not required. Click OK.
5. A new screen will appear showing that you have successfully checked in. You may click Done or exit out of Workday.
6. To Check Out, either for a meal break or to leave for the day, repeat steps 1 & 2.
7. On the Timely Suggestions box, click Check Out. The check out pop up box will appear. Select the clock out reason (Meal or Out).
8. A new screen will appear showing that you have successfully checked out. You may click Done or exit out of Workday.
Manual Time Entry
1. Sign into Workday.
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.
3. Type “Time” in the search bar and hit enter. Click the (+) next to the Time app. Go back to the Menu and select Time.
4. On the next screen, select a week to record your hours.
5. The timesheet screen will appear. Click anywhere under a specific date to enter time for that day.
6. The time entry pop up box will appear. Change the Time Type to Inclement Weather by clicking the X on "Worked Time" then typing Inclement Weather into the Time Type box.
7. Enter the time you began working and your clock out time. Select a check out reason (Meal or Out). Classified hourly employees have the option to bank or pay out any overtime. You can add a comment, but is not required. Click OK.
Submit Your Timesheet
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.
1. To review and submit your time for the week, click the Review button on the bottom right corner from the Time App.
2. The time submission screen will appear. Ensure the number of hours for the pay period are correct. Click Submit.
3. 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. Submit your timesheet on the last shift of the pay period to ensure the deadline is not missed.
*Note – Once your inclement weather worked hours are approved by your supervisor, an equal number of hours will be added to your Inclement Weather Bank to be used for as time off in the same or future pay period. Inclement Weather Banked time must be used by the end of the current fiscal year or they will be forfeited. You will see Inclement Weather Time Off as a bank balance and a time off type on your Absence Calendar under the “Other Absence Type” category.
