Job Aid Template

?Recording Time for Holidays - HR105 Reduced FTE SchedulesThis article provides directions on how to record time, both working and not working, a holiday in Workday for multiple scenarios as an HR 105 Reduced FTE employee.Purpose of Reporting Hours on a HolidayProperly recording time for a holiday is important to ensure you receive correct pay. Note: Seeing the name of the Holiday on your time sheet or time off calendar, DOES NOT mean the holiday is automatically recorded for you. It only indicates you are eligible for the holiday. If you have any questions on your eligibility for Holidays or FTE percentage (FTE%), please check with your Manager, Timekeeper, HR Consultant. More information can be found in policy HR34 found at: Non-Exempt EmployeesScenario: Holiday falls on a normally scheduled day and NOT workingLog into Workday using your credentials. Once logged in, you will land on your Homepage.From your Homepage, click on the Time Worklet.Under Enter Time, click on the Select Week button.Select the week the holiday falls within from the dropdown and click OK. Scroll to find the holiday from the list and click the Add (+) icon to add time and enter the required details.In the Time Type column, click the List icon on the right side of the field.Select Holiday.In the Quantity column, enter the Number of applicable hours based on your FTE%. **If you are scheduled more hours than the number of hours for your FTE%, you will need to use TIME OFF (ie: vacation or comp time) to make up the remaining plete any other entries for the week, then click the Next button. The Enter Time – Confirmation page will show the Daily Totals and the Week Totals. Click Save. You have now entered and saved time in Workday. Clicking the Save button DOES NOT mean that time has been submitted. Additional steps are necessary for time submission and approval. You will need to submit your time. Move to the Submit Time section of this article.Scenario: Holiday falls on a normally scheduled day AND workingThis scenario requires TWO entries to ensure correct pay. One to receive pay for the Holiday and one to record actual hours worked to receive double compensatory time or half compensatory time/half pay.Log into Workday using your credentials. Once logged in, you will land on your Homepage.From your Homepage, click on the Time Worklet.Under Enter Time, click on the Select Week button.Select the week the holiday falls within from the dropdown and click OK. Scroll to find the holiday from the list and click the Add (+) icon to add time and enter the required details.In the Time Type column, click the List icon on the right side of the field.Select Holiday.Under Quantity, enter the number of scheduled hours for the date. **This maybe different than your FTE% that you enter when NOT working.Click the Add (+) icon to add a second line and enter the required details.In the Time Type column, click the List icon on the right side of the field.Select Reduced Work Effort Regular Hours.In the Quantity column, enter the actual number of hours worked.In the Worktags column, select Compensatory Time. Select either Compensatory Time: Holiday Compensatory Time Earned or Compensatory Time: Holiday Compensatory Time Paid. See the table below for what each worktag means.WorktagMeaningCompensatory Time: Holiday Compensatory Time EarnedElecting to receive double compensatory time for time workedCompensatory Time: Holiday Compensatory Time PaidElecting to receive half compensatory time and half pay for time plete any other entries for the week, then click the Next button. The Enter Time – Confirmation page will show the Daily Totals and the Week Totals. Click Save. A confirmation message will show that your changes has been saved. You have now entered and saved time in Workday. Clicking the Save button DOES NOT mean that time has been submitted. Additional steps are necessary for time submission and approval. You will need to submit your time. Move to the Submit Time section of this article.Scenario: Holiday falls on a not normally scheduled day and NOT workingLog into Workday using your credentials. Once logged in, you will land on your Homepage.From your Homepage, click on the Time Worklet.Under Enter Time, click on the Select Week button.Select the week the holiday falls within from the dropdown and click OK. Scroll to find the holiday from the list and click the Add (+) icon to add time and enter the required details.In the Time Type column, click the List icon on the right side of the field.Select Holiday Comp Earned for Scheduled Day Off from the dropdown menu.In the Quantity column, enter the Number of applicable hours based on your FTE%.Complete any other entries for the week, then click the Next button. The Enter Time – Confirmation page will show the Daily Totals and the Week Totals. Click Save. A confirmation message will show that your changes have been saved. You have now entered and saved time in Workday. Clicking the Save button DOES NOT mean that time has been submitted. Additional steps are necessary for time submission and approval. You will need to submit your time. Move to the Submit Time section of this article.Scenario: Holiday falls on a not normally scheduled day AND workingThis scenario requires TWO entries. One to receive compensatory hours for the Holiday falling on a day not normally scheduled and one to record actual hours worked to receive additional pay.Log into Workday using your credentials. Once logged in, you will land on your Homepage.From your Homepage, click on the Time Worklet.Under Enter Time, click on the Select Week button.Select the week the holiday falls within from the dropdown and click OK. Scroll to find the holiday from the list and click the Add (+) icon to add time and enter the required details.In the Time Type column, click the List icon on the right side of the field.Select Holiday Comp Earned for Scheduled Day Off from the dropdown menu.In the Quantity column, enter the Number of applicable hours based on your FTE%.Click the Add (+) icon to add a second line and enter the required details.In the Time Type column, select Reduce Work Effort Regular Hours from the dropdown menu.In the Quantity column, enter the actual number of hours worked. Complete any other entries for the week, then click the Next button. The Enter Time – Confirmation page will show the Daily Totals and the Week Totals. Click Save. A confirmation message will show that your changes has been saved. You have now entered and saved time in Workday. Clicking the Save button DOES NOT mean that time has been submitted. Additional steps are necessary for time submission and approval. You will need to submit your time. Move to the Submit Time section of this article.Staff Exempt EmployeesScenario: Holiday falls on a normally scheduled day and NOT workingLog into Workday using your credentials. Once logged in, you will land on your Homepage.From your Homepage, click on the Time Worklet.Under Enter Time, click on the Select Week button.Select the week the holiday falls within from the dropdown and click OK. Scroll to find the holiday from the list and click the Add (+) icon to add time and enter the required details.In the Time Type column, click the List icon on the right side of the field.Select Reduced Work Effort – Staff Exempt Holiday Hours from the dropdown menu.**If you are scheduled more hours than the number of hours for your FTE%, you will need to use TIME OFF (ie: vacation or comp time) to make up the remaining hoursIn the Quantity column, enter the Number of applicable hours based on your FTE%. Complete any other entries for the week, then click the Next button.The Enter Time – Confirmation page will show the Daily Totals and the Week Totals. Click Save. A confirmation message will show that your changes have been saved. You have now entered and saved time in Workday. Clicking the Save button DOES NOT mean that time has been submitted.Additional steps are necessary for time submission and approval. You will need to submit your time. Move to the Submit Time section of this article.Scenario: Holiday falls on a normally scheduled day AND workingThis scenario requires TWO entries to ensure correct pay. One to receive pay for the Holiday and one to record actual hours worked to receive double compensatory time or half compensatory time/half pay.Log into Workday using your credentials. Once logged in, you will land on your Homepage.From your Homepage, click on the Time Worklet.Under Enter Time, click on the Select Week button.Select the week the holiday falls within from the dropdown and click OK. Scroll to find the holiday from the list and click the Add (+) icon to add time and enter the required details.In the Time Type column, click the List icon on the right side of the field.Select Reduced Work Effort – Staff Exempt Holiday Hours from the dropdown menu.In the Quantity column, enter the number of scheduled hours for the date. **This may be different than your FTE% that you enter when NOT working.Click the Add (+) icon to add a second line and enter the required details. In the Time Type column, select Hours Worked.In the Quantity column, enter the actual number of hours worked.In the Worktags column, select either Compensatory Time: Holiday Compensatory Time Earned or Compensatory Time: Holiday Compensatory Time Paid. See the table below for what each worktag means.WorktagMeaningCompensatory Time: Holiday Compensatory Time EarnedElecting to receive double compensatory time for time workedCompensatory Time: Holiday Compensatory Time PaidElecting to receive half compensatory time and half pay for time plete any other entries for the week, then click the Next button. The Enter Time – Confirmation page will show the Daily Totals and the Week Totals. Click Save. A confirmation message will show that your changes have been saved. You have now entered and saved time in Workday. Clicking the Save button DOES NOT mean that time has been submitted. Additional steps are necessary for time submission and approval. You will need to submit your time. Move to the Submit Time section of this article.Scenario: Holiday falls on a not normally scheduled day and NOT workingLog into Workday using your credentials. Once logged in, you will land on your Homepage.From your Homepage, click on the Time Worklet.Under Enter Time, click on the Select Week button.Select the week the holiday falls within from the dropdown and click OK. Scroll to find the holiday from the list and click the Add (+) icon to add time and enter the required details.In the Time Type column, click the List icon on the right side of the field.Select Holiday Comp Earned for Scheduled Day Off from the dropdown menu.In the Quantity column, enter the Number of applicable hours based on your FTE%.Complete any other entries for the week, then click the Next button. The Enter Time – Confirmation page will show the Daily Totals and the Week Totals. Click Save. A confirmation message will show that your changes have been saved. You have now entered and saved time in Workday. Clicking the Save button DOES NOT mean that time has been submitted.Additional steps are necessary for time submission and approval. You will need to submit your time. Move to the Submit Time section of this article.Scenario: Holiday falls on a normally scheduled day AND workingThis scenario requires TWO entries. One to add compensatory hours for the Holiday falling on a day not normally scheduled and one to record actual hours worked to receive additional pay.Log into Workday using your credentials. Once logged in, you will land on your Homepage.From your Homepage, click on the Time Worklet.Under Enter Time, click on the Select Week button.Select the week the holiday falls within from the dropdown and click OK. Scroll to find the holiday from the list and click the Add (+) icon to add time and enter the required details.In the Time Type column, click the List icon on the right side of the field.Select Holiday Comp Earned for Scheduled Day Off from the dropdown menu.In the Quantity column, enter the Number of applicable hours based on your FTE%.Click the Add (+) icon to add a second line and enter the required details. In the Time Type column, select Hours Worked from the dropdown menu.In the Quantity column, enter the actual number of hours worked.In the Worktags column, select either Compensatory Time: Holiday Compensatory Time Earned or Compensatory Time: Holiday Compensatory Time Paid. See the table below for what each worktag means.WorktagMeaningCompensatory Time: Holiday Compensatory Time EarnedElecting to receive double compensatory time for time workedCompensatory Time: Holiday Compensatory Time PaidElecting to receive half compensatory time and half pay for time plete any other entries for the week, then click the Next button. The Enter Time – Confirmation page will show the Daily Totals and the Week Totals. Click Save. A confirmation message will show that your changes have been saved. You have now entered and saved time in Workday. Clicking the Save button DOES NOT mean that time has been submitted.Additional steps are necessary for time submission and approval. You will need to submit your time. Move to the Submit Time section of this article.Purpose of Submit Time in WorkdayAfter time is entered into Workday it will need to be submitted for review and approval by your Manager or Timekeeper. As best practice, it is recommended you follow your specific unit’s procedure on how frequently you should submit time. However, be sure to submit time before the pay period deadlines to ensure you receive the correct pay. Note: If you make any corrections or additions to your timesheet after it has been submitted, it will need to be resubmitted for approval. Submitting TimeLog into Workday using your credentials. Once logged in, you will land on your Homepage.From your Homepage, click on the Time Worklet.Under the Submit Time section, click the Submit Time button. Select the period you wish to submit your time for. Other periods that have time entered and saved for will appear.Click OK. Review the summary of totals and click Submit.Once submitted, a confirmation will display indicating that the time was submitted and routed to your Manager for approval. Click Done.You have now submitted time in Workday. Time TypesHours Worked: Use this time type to record the actual number of hours worked on the Holiday. Also requires selecting a Worktag.Holiday or Reduced Work Effort Staff Exempt Holiday Hours: Use this time type to report the number of hours you are to receive pay for the Holiday. If you are not working, this is prorated based on your FTE%. If you are working, this would be the number of scheduled hours.Holiday Comp Earned for Scheduled Day Off: Use this time type to report compensatory hours earned when a University holiday falls on a regularly scheduled day off. Hours entered using this time type code will add to your Holiday Compensatory Time Absence balance.Time Entry WorktagsTime Entry Worktags give additional data to Workday to help calculate payroll hours accurately. Use this field when using the Hours Worked Time Entry code. Holiday Compensatory Time Earned: Select this Worktag if you are electing to receive double compensatory time for time worked on a University holiday.Holiday Compensatory Time Paid: Select this Worktag if you are electing to receive half compensatory time and half pay for time worked on a University holiday. ................
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