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.


Resources

TIME & ABSENCE FOR MANAGERS   TIME & ABSENCE FOR EMPLOYEES