Workday

Pay & Sick Leave/HF

MiraCosta employees use the cloud-based software of Workday to submit time worked and sick leave for payroll processing, receive messages and alerts related to Payroll and Human Resources, view payslips, find tax information, and update their official employee record of personal information. From the Employee Hub in Canvas, you will access Workday each day that you work.

Workday App: The Workday app is available for you to download on your personal device(s), if desired. The Organization ID is miracosta.

Volunteers: TLC has several volunteers on staff who work alongside our paid employees. We are thankful for our volunteers and appreciate their invaluable service. Volunteer hours are tracked through SARS and volunteers will not need to access Workday. At the end of each month, volunteers send an email to the Administrative Assistant verifying their hours in SARS are accurate; they also report any discrepancies so those can be fixed and volunteers can receive the correct volunteer hour credit.

Daily

Enter time and complete any inbox items in Workday each day that you work.

Reminders:

Your schedule in SARS should match the hours that you worked and the hours that you enter into Workday
- Talk to a member of the Leadership team or email TLC@miracosta.edu if they don't match
Use the "Time" (desktop) or "Enter Time" (mobile app) worklet to enter time worked and any HF/Sick Leave
If you have multiple positions, select the correct P-position number and title for the time you are entering
Time type is either 'Hours Worked' or 'Absence > Sick (Healthy Families Leave)'
In and Out time is entered to the nearest quarter hour (fifteen minutes) as shown in SARS
Shift Details: For most time entries this will be left blank unless you are guided otherwise by the Leadership Team.
Comments in Workday: TLC requires you to include a comment with your time entry in Workday when you edit a submitted shift or when the time is different from your regularly scheduled shifts (some examples: you are asked to work longer than you were scheduled, you pick up and work an additional shift, all training shifts, etc.)

Weekly

Review and submit all entered time on your last working day of each week (no later than Sunday 11:59pm).

When you enter time into Workday, the time blocks will show as ‘Not Submitted’ on your Workday calendar view. On your last working day of the week click the "Review" button, then click "Submit" to finalize your time for the week.

Corrections: The Administrative Assistant or your Operations Supervisor will send time blocks back to you through Workday if the time you entered does not match SARS or the hours that you worked. Refresh your view in Workday and check your Workday alerts and inbox regularly to receive these notices. You will need to edit the time blocks and communicate any discrepancies; include a comment in Workday when you edit submitted shifts, then you will need to submit that week’s time again. Intentionally entering more hours than worked is grounds for immediate dismissal.

Max weekly hours: Overtime (more than 40 hours per week - all MCC jobs combined) is generally not allowed. Any overtime granted must be pre-approved by the Operations Supervisor. Additionally, Student Workers cannot work more than 8 hours per day or more than 19.5 hours per week.

Monthly

MiraCosta pays monthly on the last business day of the month following your submitted time. Paychecks for late time submissions will be made during the next pay period.

Payslips & Tax Documents: You can access your payslips and tax documents using Workday's "Pay" worklet.

Additional Payroll Info: Visit MiraCosta's Payroll website for additional information and contact information for your Payroll Specialist (based on your last name).

Issues: If you notice incorrect information in Workday, check with someone from the Leadership Team; you may need to enter a Workday Help Desk Ticket.

Sick Leave (Healthy Families)

AB 1522: Healthy Workplaces, Healthy Family Act of 2014

This bill established paid sick leave for all hourly employees. MiraCosta is calling this leave “Healthy Families (HF)."

Usage Eligibility

Employees can claim or use the leave beginning 90 calendar days from their first day of work.

Accrual Rate

Employees accrue one hour of HF time for every 30 hours worked, calculated on a monthly basis once payroll is processed.

Max Accrual

Up to 40 hours of HF time from the current year (July 1 - June 30) will roll over for use during the next year and will expire at the end of that year. Employees can accrue a maximum of 80 hours of HF time.

For example, if an employee works 30 hours in October, 1 hour will be added to their HF balance after their October time worked is processed by the Payroll Office. As long as it has been more than 90 calendar days from their first day of work and the balance shows in Workday, this hour can be used beginning in November.

Conditions: HF is to be used for the diagnosis, care, or treatment of an existing health condition of (or preventive care for) an employee or a family member or for specified purposes if a victim of domestic violence, sexual assault, or stalking. Family member definition: parent, child, spouse, domestic partner, parent-in-law, sibling, grandchild or grandparent.

How To Claim HF

If possible, provide reasonable notice if you know that something is coming up that will require HF leave. You don’t need to specify the reason and your supervisor cannot ask you about the reason or hold your use of HF against you.
- From the Employee Hub in Canvas, follow the Request A Day Off link in advance or the Last Minute Absence link if something urgent comes up in the immediate future.
Then, use the "Time" worklet in Workday to enter Time Type = Absence - Sick (Healthy Families Leave). The hours will be submitted when you ‘Submit’ your time on your last working day of the week.
- As a reference, your absence from scheduled hours will show in SARS as OUT (last minute) or TIMEOFF (requested in advance).

HF Balance

In Workday's 'Time' worklet, select 'Time Off Balance" to view your HF balance.
If you work in multiple positions at MiraCosta, each position will have its own HF balance. Contact the Payroll Office to inquire about combining your HF balances for use in a specific position if there are not enough hours to cover an absence in one position.
If you do not have enough time in your HF balance to cover your missed hours, you can claim your remaining accrued HF balance in Workday and include any decimal amounts; any additional hours off would be unpaid.

Kin Care Leave (CA Labor Code 233)

Kin Care Leave established a way for California employees to use up to half of their annual allotment of sick leave to care for a sick family member. The definition of “family member” is not as inclusive as HF leave (does not recognize sibling, grandchild or grandparent).

A request for HF leave would provide the same leave benefit as Kin Care leave.

Page updated

Report abuse