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This page will help you learn about time entry for hourly student employees.
1) Ensure student employees review and complete trainings on "time entry".
1) Ensure student employees review and complete trainings on "time entry".
View expectations at Hourly Student Employee Time Entry
2) Supervisors should complete all of their Workday training.
2) Supervisors should complete all of their Workday training.
View Employee Training Resources & Expectations if you are unsure of your required trainings. Reach out to Erica Williams if you need assistance.
3) For time entry, these are the related Workday trainings for supervisors.
3) For time entry, these are the related Workday trainings for supervisors.
Go to the Workday On Demand training courses.
The most relevant trainings for time keeping are
a. Introduction to Workday
b. Time Tracking and Absence Management for Departments
4) View additional time entry training videos for employees and supervisors
4) View additional time entry training videos for employees and supervisors
Hourly student employees videos
Student Video 1: Enter, Edit, and Submit My Time
Click the job aid for written instructions on how to enter, edit, and submit time.
Student Video 2: View My Time
Supervisor videos
Supervisor Video 1: Review and Approve Time
Click the job aid for written instructions on how to review time.
Supervisor Video 2: Enter and Edit Time for an Employee
Click the job aid for written instructions on how to enter and edit time for an employee.
5) Review details about Resident Life hourly student time entry
5) Review details about Resident Life hourly student time entry
To clarify some items talked about in the training videos...
Resident Life hourly positions use MANUAL time entry. The Workday webclock is not available for our use at this time.
Automatic meal breaks will NOT be added to student's timesheet even if they work a 6 hour or longer shift. Student may be required to take a meal break depending upon the length of the shift. You will be notified by your supervisor if this is the case.
Entering sick and safe leave - instructions section 7) below.
Shift differentials or premium pay are not automatic for hourly student employees. Any additional incentive pay (like for CAs over certain holidays) will be added manually.
6) If a student has more than one job on campus
6) If a student has more than one job on campus
They will see all of their time on one calendar.
When entering time, the employee must select the specific job as they enter time.
Overlapping time entry is not permitted (an employee cannot work two jobs at the same time).
For students who use a time clock at their other job: Although Resident Life and C&VS employees use manual time entry, if the other job on campus uses the a timeclock, you will need to create a task to enter your time
In the search bar enter "create request"
In the popup box enter "time" in the request type and select "time entry"
This will allow you to create a report to share your worked time with your supervisor. Once it is submitted, your supervisor will get a task and they will manually enter the time for you.
7) Sick and safe leave
7) Sick and safe leave
Some student and C1 employees are eligible for "sick and safe" leave if they regularly work 12 hours per week or more. This is equivalent to a total FTE of 30% or greater.
Students who have earned sick and safe leave should follow instructions provided by their supervisor when calling out of work due to eligible sick and safe conditions.
Sick and safe leave may only be requested for hours a student employee is scheduled to work. For instance, Sara is scheduled to work Noon - 3 pm on Monday. She is very sick and misses class in the morning and then calls out from her job in the afternoon (and finds someone to fill her shift if that is an expectation from the supervisor). In this case, Sara can request 3 hours of sick and safe leave since she was scheduled to work 3 hours.
In Workday, sick and safe leave is managed as an "absence" or "time off". Absences are short-term. The term "leave" refers to when a full-time employee requests off work for a long-term reason such as a medical condition.
Entering sick and safe leave
There are two ways to enter sick and safe leave.
You may enter it as a type of time when you enter your hours in the timesheet. Use sick and safe leave instead of time worked.
OR use this job aid to complete the Request Absence action in Workday. A few hints on the process
In step 5) when selecting a type of absence, employees may just start typing "sick and safe" in the section and it will populate.
After enter the day of the absence, be sure to follow to step 7) and also adjust the quantity of sick and safe hours requested
At the end of the action in the "enter your comment" section, enter a note for your supervisor indicating the hours you were scheduled and are using time away. In the example above. Sara would enter "Monday Noon - 3 pm, sick"
Submit your request at the end. Requests must be approved by a supervisor for sick and safe time to be applied.
Correcting sick and safe leave
Use this job aid to Correct Absence the Correct Correct Absence action in Workday. A few hints on the process
At the end of the action in the "enter your comment" section, enter a note for your supervisor indicating why the change was made.
Submit your request at the end. Requests must be approved by a supervisor for changes to absence requests to be applied.
Updated December 23, 2024
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