Managers: Review and approve Time entries for direct reports

Steps

Review and approve a worker's time entries

1. After logging into Workday, click the My Tasks icon in the top right corner of the homepage

1. Review the entries to approve
   1. Scroll down as needed
   2. Scroll right to view all details of each entry
   3. To approve the entered time, click Approve
   4. If there is something the employee needs to revise, select Send Back, and enter a Reason that explains the issue to the worker. The event will be sent back to the team member to modify
      1. Note 1: Be sure your "Send Back" comment clearly explains which entry needs ot be corrected, because all time entries are automatically flagged for correction.
         1. Helpful send back comment: "Add hours on Tuesday 4/3 since you stayed late"
         2. Unhelpful send back comment: "Too many hours"
      2. Note 2: Use Deny sparingly, as it completely terminates the process and workers will not be notified that the entry has been denied. 

1. If you want to close the incomplete "Time Entry Approval" task and return to it later, click the three dots icon (⋯) and then select the Close option
2. Once you Approve a worker’s time and see the "Success!" confirmation message, it has been sent for payroll processing.
   1. Note: Workers can still edit approved time entries. They will be prompted to re-submit their entry to the manager for review and approval.

Add a new time entry for a direct report

• From your homepage, click on Global Navigation Menu in the upper left and then select the Time and Absence app

• Under the "Tasks" section, click on More to expand the full set of options. Then click on Enter Time for Worker

• A dialogue box will appear. Select the worker whose entry you’re correcting. Enter the date of the entry you want to correct and click OK.
• The "Enter Time" screen appears. Verify that you have selected the right worker by checking that their name is at the top of the page, in the blue heading bar.
• Add a new time entry by clicking on the day you wish to enter time for.
• A dialogue box will appear.
• In the dialogue box, Enter or update all required fields.
  • Select the correct Time Type from the drop-down menu; your options may vary from the example below. Most employees will choose "Regular Hours."
    • Note: If the worker has more than one Position, there will be an additional field listing their positions. Be sure to select the correct position for the working time you are entering.
  • Enter the number of hours worked, in whole numbers or decimals (7.5).
  • Add a comment recording that the change was made on the worker's behalf (ex. "Entered on your behalf -ARJ"). Click OK. 
  • When you have made all necessary changes, click the orange Review button in the bottom right corner of the screen, then click Submit on the next screen. 
    • Note: You entries will save to worker's time card in "Not Submitted" status, and unsubmitted hours are not sent to payroll for processing. You must Review and Submit the worker's hours for the changes to be processed. 

Correct a time entry for a direct report

• From your homepage, click on Global Navigation Menu in the upper left and then select the Time and Absence app
• Under the "Tasks" section, click on More to expand the full set of options. Then click on Enter Time for Worker
• Click the entry you want to correct.
• In the dialogue box that appears, correct the appropriate field (e.g., changing an entry to the correct job/position, increasing or decreasing the number of hours worked)
• Add a comment recording that the change was made on the worker's behalf (ex. "Corrected from 7.5 hours to 3, because you went home early on Tuesday -Jane")
• Click OK to save your changes
• If you need to delete a time entry, click the Delete button. Click OK on the confirmation page that appears
• When you have made all necessary changes, click the orange Review button in the bottom right corner of the screen, then click Submit on the next screen. 
  • Note: Correcting or deleting an entry will change the time entry from "Submitted" or "Approved" status to "Not Submitted," and unsubmitted hours are not sent to payroll for processing. You must Review and Submit the worker's hours for the changes to be processed.