Embedded Files
Employee-specific Questions
Q: How Will I Manage My Time?
A: Timekeeping will take place in the following ways:
Time Application within Workday: Primarily desktop/laptop users in the US and Canada.
Physical Time Clock or iPads: Primarily VLC workers in Canada.
Workday Mobile App: Employees with an OPENLANE-managed device must receive manager approval to use this application for timekeeping.
Q: Do I need my badge or employee ID to check in and out?
A: To log into a time clock or web clock (iPad), employees need to know their employee ID. You will no longer badge in at a time clock.
Q: Where can I find my employee ID?
A: To locate an employee ID, sign into Workday, click the profile image in the upper right, and select View Profile. The ID will be at the top of the Job Details section.
Q: Where can I view my Paid Time Off balances?
A: Employees can view PTO balances in Workday. Go to My Information and select the My Time Off tab to view PTO balances, upcoming and recent time off, or to submit/edit a request. Workday is considered the source of truth.
Q: Will paid time off requests in Kronos show in Workday?
A: Paid time off requests approved in Kronos by November 20th will appear in Workday by November 24th.
Q: Can employees edit or correct their time sheets?
A: Employees must use the check-in and check-out features to keep track of working hours. However, if a missed punch or correction is needed, employees can edit or correct timesheets in Workday. Time corrections will require a comment and will be routed to the employee's manager for approval.
Q: If an employee requests time off for two weeks in a row, will the time clock or iPad count the weekend?
A: Time clocks and iPads will not ignore weekend days. If you have a time-off request stretching over your scheduled days off, submit separate requests that do not include those days.
Q: Can employees use their mobile devices to check in and out?
A: Employees with an OPENLANE-managed device and their manager's approval can use Workday mobile to check in and out.
Q: Is the Workday mobile app going to be pushed to smartphones?
A: Company-issued devices should already include the Workday application. However, employees can install the Workday application on their mobile devices (Organization ID: KAR). Contact the IT Service Desk at (877) 660-2041 if you need help installing it.
Manager-specific Questions
Q: Do we still need to use missed punch forms?
A: Workday allows employees to make corrections and fix missed punches, which removes the need for a missed punch form. However, if a manager edits time, keeping a record of the employee's approval of this change is best practice. We are considering adding Workday functionality to capture this information but continue your current practice for now.
Q: Will managers receive an inbox task or reminder when it is time to approve timesheets?
A: Managers must review and submit timesheets every Monday by 1:00 pm (current time zone). At 1:05 pm, the manager will receive a Workday notification if timesheets or PTO requests still need to be submitted. At 3:00 pm, the manager's manager will receive a Workday notification if timesheets or PTO requests still need to be submitted.
Q: What happens if the timesheet is not approved on Monday?
A: Payroll will process all timesheets in Workday regardless of approval status.
Q: Can timesheets be approved before Monday?
A: Managers will have the ability to approve timesheets before Monday. However, if any edits are made, the manager must approve the timesheet again.
Q: Can Managers complete payroll approvals on Workday mobile?
A: Managers must use Workday on the desktop/web to view and complete payroll approvals.
Q: Will employee punches show geographic location or GPS data?
A: Workday will not capture GPS data. Managers will have access to a report showing whether employees used a mobile device to check in or out.
Q: Can I check to see if my employees are using Mobile to check in and out?
A: The Mobile Punch Audit Report is available under Suggested Links in the Time and Scheduling hub. If employees use a mobile device, their punches will appear on this report.
Q: Can managers see when an employee edited their timesheet and the comments made?
A: Managers can select View Details or the History tab on the time entry to view the comments along with the date and time of the edit.
Q: Will my employees' Kronos schedules be loaded into Workday?
A: Workday will not automatically show schedules from Kronos. Managers must add schedules for their employees if they want to use the Workday scheduling feature. Workday will provide managers with commonly used schedules and an option to create a custom schedule. A help article on schedules can be found here.
Q: How and where do you go to cancel approved PTO?
A: Select the My Team's Information app in Workday, and from the employee's related actions, select Time and Leave > Correct Absence.
Click the time block to view the entries for that day and place a checkmark on the day(s) you want to modify. Change either the Type or the Quantity per Day and enter the reason for the correction in the Comments field. Once complete, click Submit.
Q: How do I request a report that I don't have access to in Workday?
A: To request a new or custom report, submit a Workday Help Ticket (Ticket Type: Reporting) and complete the required details. You can easily create a Workday Help Ticket by entering "create ticket" in the Workday search bar.
Q: Can managers delegate their payroll and Workday inbox?
A: Yes, managers can set up delegation for a peer or superior.
Q: In Canada, we currently approve OT by day in KRONOS. Do we still need to do that in Workday?
A: Workday is a one-click timecard approval. Overtime will not require a separate approval.
California Manager-specific Questions
Q: After the employee submits their time, if a manager makes an edit will the employee need to submit their time again?
A: If a manager makes an edit to the time card, the employee will be required to approve it for the manager to submit the changes. If the employee fails to approve the edit, the payroll team will process the timesheets, including all edits, as of midnight Monday.
Q: Will the meal penalty show if an employee fails to take lunch in the required time frame?
A: Meal penalties will be applied automatically based on hours worked, break requirements, and attestation responses captured at the end of an employee's shift.
Q: How will reporting time pay be added?
A: Reporting time pay will be automatically applied if the employee qualifies.
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