Time Tracking and Absence

Overview of Changes

 

*Effective January 3, 2021, explanation of the differences in time tracking and absence processes can be found in the Workday Time Tracking and Absence Fact Sheet.

 

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 Kronos for time entry and approval, not Workday.

Overtime Rules

Overtime will be automatically calculated in Workday Time Tracking for campus biweekly employees and Kronos for Health System biweekly employees. What is included in overtime for campus biweekly employees using Workday is detailed below.

Hours that contribute towards overtime include holiday worked hours first and then the difference between holiday benefit and holiday worked hours. For example, if an employee worked 36 hours in a week, had 2 hours of holiday worked and 9 hours of holiday benefit, they would receive 5 hours of overtime. Two hours of holiday worked and 3 hours of holiday benefit would be tagged as overtime.  

For employees with multiple positions, the position(s) worked for hours over 40 will be paid at the overtime rate.

Please see the chart below to see what hours contribute towards overtime

 

Employees Eligible 

Overtime includes 

Standard (non-union) 

 

1) All worked time (i.e. regular, call-back regular) 
2) The greater of holiday worked or holiday benefit for the week 
3) Disaster time off
4) Short term closure benefit

Student Employees

1) All worked time

CWA 

1) All worked time (i.e. regular, call-back regular) 
2) The greater of holiday worked or holiday benefit for the week 
3) All paid time off (excluding sick) 

CWA Regional 

 

1) All worked time (i.e. regular, call-back regular) 
2) the greater of holiday worked or holiday benefit for the week 
3) All paid time off 

FOP Alarm & Video Monitors 

FOP Campus Security Officers 

FOP Public Safety Dispatchers 

FOP Law Enforcement Officers 

1) All worked time (i.e. regular, call-back regular) 
2) the greater of holiday worked or holiday benefit for the week 
3) All paid time off 

Ohio Nurses Association 

1) All worked time (i.e. regular, call-back regular) 
2) the greater of holiday worked or holiday benefit for the week 
3) Disaster time off
4) Short-term closure benefit
5) Vacation time off

UniPrint 

1) All worked time (i.e. regular, call-back regular) 
2) The greater of holiday worked or holiday benefit for the week 
3) Disaster time off
4) Short term closure benefit

Rounding Rules

Below is a table that explains the rounding rules in Workday Time Tracking for time entered as well as the calculation of partial hours worked.

Rounding

Minute

00-02

03-08

09-14

15-20

21-26

27-32

33-38

39-44

45-50

51-56

57-59

Rounds to

:00

:06

:12

:18

:24

:30

:36

:42

:48

:54

:00

Calculation

Minutes

0-2

3-8

9-14

15-20

21-26

27-32

33-38

39-44

45-50

51-56

57-59

Partial Hours

0.0

0.1

0.2

0.3

0.4

0.5

0.6

0.7

0.8

0.9

1.0

 

 

 

Rounding Rule

Rounding EXAMPLE

Calculation example

6 Minute Marker (2-minute breakpoint)

8:02 AM rounds to 8:00 AM

8:03 AM rounds to 8:06 AM

8:02 AM to 9:04 AM is calculated as 1.1 hours

 


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 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

  • Will my whole comp time off balance pay out in February?
    It depends on when you earned the hours in your balance. If you earned them before January 16, 2021, yes. If only a portion of your balance was earned before January 16, 2021, only that portion will pay out at that time.

  • 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. Please refer to the Payout Schedule for assistance.
  • When does the aged payout process start for CWA union employees?
    For CWA employees, the comp aging payouts will begin with the 7/3/2022 – 7/16/2022 pay period.
  • 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.
  • 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.
  • I earned the comp time in my balance before the conversion to Workday. When will those hours age and pay out?
    Any balance that came into Workday during the conversion from PeopleSoft started the 365-day clock within Workday. Unused balances will pay out with the first period of aged payouts on 2/11/2022.
  • 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.

Resources

TIME & ABSENCE FOR MANAGERS   TIME & ABSENCE FOR EMPLOYEES