WORKFORCE PLANNING

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FAQs

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What is the Payroll Cutoff Time?

All timecard approval/corrections will need to be completed by Sunday at 1PM ET in order to make the weekly payroll run. This can be done via mobile device, iPad, or computer. Deviations should be preformed every day to ensure accurate forecasts and manage payroll.

When will schedules be published?

Schedules will be published to associates one week at a time (with the exception of some provincial / union scheduling rules). Managers will have the ability to view and can edit at least 11 days prior to it being published to associates. Typically the schedules are due EOD Thursday for publishing on Fridays, no later than the Wednesday prior to the start of the schedule.

How is paid time approved?

Managers will be required to approve associate schedule deviations and missed swipes prior to payroll running each week. If the manager has not gone in and approved the timecard it will be sent to payroll as-is with current swipes in order for the associate gets paid. A tracking report can be run each week (Unauthorized Records Report) so there can be follow up with the manager.

What is the Associate time off approval process?

Associates will be able to request time off electronically through their mobile devices and will send an alert to their manager for approval. Once the manager approves, it will automatically populate in WFM. Note - Paid Time Off pays on scheduled hours.

How does Swapping Shifts work for associates?

Associates will be able to request a shift swap with another associate electronically. If the other associate accepts, the system will automatically be updated. No manager approval is necessary in the system; however this can/should be monitored. Managers must set the tone in their store on how this process works, and that associates should still speak to their manager to get shift swaps approved before executing in the system. The administrative task is what switches to the associate ownership, not the approval. Note: associates only have visibility to the schedules of the associates in their home scheduling zone.

How to proceed for vacation entering with insufficient balance?

When trying to approve and or enter vacation in WFM under “Time off Approval”, if you are receiving an error message, ensure you are following the steps below:

Verify the associate’s vacation balance in “My Reports” - “Balance Report” (click on “New Report” and enter the date range, for example January 1st 20XX - December 31st 20XX), then validate against employee’s balance in Workday.
If you are noticing there are future vacations already booked and approved 3 months into the future, this could be affecting the available hours for any current vacation days.
Recall the future vacation days in “Time Off Approval” in order to approve the current requested vacation.
For the future vacation days, these will need to be entered as “UNPAID” time off until the associate has accrued more vacation hours.
At the time of entering, please mention it to your WFM planner so that we can add the replacement hours to your store’s budget. Be sure to include the scheduling zone, the number of hours and the week the vacation falls in. Only submit the hours that have been coded as unpaid days off to your planner.
Once the associate has accumulated enough hours, those unpaid days can be recalled and re-coded as “VAC” (vacation).

NOTE: Please note that the vacation can only be entered in “Time Off Approval” if it is completed in advance of the week in question. If it is currently the week of the vacation in question, the unpaid days can be changed directly in the “Timesheet”.

How to book vacation during a week with a statutory holiday?

For a week that includes a statutory holiday, the process is to input 4 days as “VAC” and 3 days as “UNPAID”, including the statutory day. The holiday will be paid out directly by the benefits team and not through WFM.

NOTE: During the week of the full-time associate’s vacation, ensure that the number of hours per day is adjusted when completing deviations to reflect the average hours the associate works in a week. Otherwise, they risk using up their vacation balance more quickly than expected, and could end up with a negative balance at the end of the year.

How to set up a loan and borrow between stores?

When filling out the request on WFM, please ensure that the Store number and Scheduling Zone are both included, and that the associate is loaned for the entire week (from Sunday to Saturday). Click here to view the Loan and Borrow Quick guide.

Did You Know...

When loaning associates, the borrowing store is required to schedule the associate shifts in advance and to complete the deviations in Timesheet. The associate should also be coded to the correct store in Timesheet or the home store will be charged for the hours worked.

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