Time Tracking and Absence within the office of Payroll Services is responsible for the accurate and timely collection and calculation of worked time and absences for the University community. The Time Tracking and Absence team is dedicated to providing exceptional, efficient, and accurate service.
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Time Tracking
- Biweekly campus employees will use Workday for their time entry, submission, and approvals. Employees may view or edit their time as needed entered in the Workday time calendar; this includes employees that clock in/out.
- Employees are responsible for submitting their time each week by 12:00 pm Monday for their managers to approve by 12:00 pm the Tuesday after the pay period ends. If an employee does not submit their time prior to the deadline, their pay may be delayed until the following paycheck after their hours are submitted and approved.
- Important Note: Health System employees will continue to use UKG/Kronos for time entry and approval, not Workday.
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Absence
- Workday absence consists of both time off and leaves of absence.
- A time off request is typically approved by a manager for a short-term absence. Examples of time off include vacation, sick time off, jury duty, and parental time off.
- A leave of absence request is typically for a longer period of time and most are approved by central human resources staff. Examples of leaves of absences include Family Medical Leave, Military Leave, or Faculty Professional Leave. If an employee is absent from work for over 30 days, they must be on a leave of absence in Workday.
- All employees, including Health System employees, can request a leave of absence in Workday. Health System employees and managers will continue to use UKG/Kronos for time off requests and approval. Campus employees and managers will request and approve time off in Workday. Managers are expected to review and approve time off requests in a timely manner prior to payroll deadlines or their employees will not be paid for that time off.
Compensatory Time Off Aged Payouts
The Scheduling Work and Overtime Compensation Policy 6.10 states that compensatory time must be used within 365 days. The policy requires that any earned compensatory time that is not used within 365 days be paid out with the next pay period. Follow the links below for more information:
Frequently Asked Questions
Who can run the Comp Time Aging for Cost Centers report?
Managers, Cost Center Managers, and HR professionals can all run the Comp Time Aging for Cost Centers report to assist their area. Anyone who can currently run the Time off Liability – OSU report will have access to this new report.
Can I ask for my balance to be paid out sooner than it will age out?
No, requests for compensatory time payouts cannot be accommodated.
Why do I see negative accruals on my compensatory time off when I run the View Time Off Results by Period report?
When comp time becomes over 365 days old, it shows as a negative accrual on your compensatory time off balance, and a positive accrual on your compensatory aged payout balance.
How long do I have to use comp time before it pays out?
You have until the last day of the pay period containing the 365th day after it was earned to use it before it is paid out.