Workday

Frequently Asked Questions

• Toggle Item

  TIME TRACKING: Why does time have to be submitted and approved weekly if hourly employees are paid every two weeks?

  BYU asked campus units to decide on either a weekly or bi-weekly policy. Dining Services has decided that our policy will be to submit and approve time weekly. Reasons for this decision include:
  

  1. Employees submit their time by week. Best practice is for employees to submit their time each week so that they don't forget to submit a previous week.
  2. Approving time weekly will make it easier for managers doing time approvals to remember when their employees were present at work. Time approvals should be a three-way compare between reported time, scheduled time, and manager confirmation of actual time worked.
• Toggle Item

  TIME TRACKING: Why is Dining Services management allowing all employees to use the Workday app to check in and out?

  BYU trusts employees to report their time honestly, as evidenced by the President's Council decision to give all employees their own "time manager" access. Dining Services is fully aligned with this new vision, recognizing that internal controls are still needed to ensure that time is reported accurately and honestly. Using the Workday app and Workday online is the more intuitive way to report time in Workday because employees can't submit their time through the time clock. We feel that allowing all channels for time reporting is critical for a successful Dining Services transition to Workday.

  The time approval process should be a sufficient control for area management to ensure that time is reported accurately and honestly. Managers are provided a report comparing reported time in Workday against scheduled time in WhenToWork. Managers should also use their recollection of actual time worked, which should be easier now that time approvals are every week immediately following the reported week.

• Toggle Item

  TIME TRACKING: Will my sick and vacation time automatically trim down so my submitted time totals 40 hours? (Applies to Hourly Full-Time Staff only)

  Workday doesn’t have a time trimming function for sick and vacation time when you submit your time each week. This means that you will manually need to adjust your reported PTO based on your actual time reported during the week.

  Submitting Time Procedure for Hourly Full-Time Staff (End of Each Week)
  

  1. In Workday go to the Time Tracking/Enter Time application and select “this week”.
  2. If you are using PTO during the week:
     
     1. Check to ensure that total hours equal 40. If you are on the mobile app you will have to click “submit this week” to view the “Total Hours” on the submit review screen.
     2. If your current reported PTO puts your total hours over 40, make note of the amount you are over, then go to the absence calendar and make an adjustment to your requested PTO. Example: If I previously reported 8 hours of vacation for 12/26 and my “Total Hours” are 43.86, I would change my absence request on 12/26 to be for 4.14 hours.
     3. Return to Time Tracking/Enter Time application and select “this week”.
  3. Click the “Submit” button to submit your time for the week.

  Please note that while your manager approves absence requests and modifications, your balances will update immediately after you submit/modify your request.

• Toggle Item

  DELEGATION: What can I delegate inside of Workday?

  Dining Services Delegable Business Processes and Tasks

  Workday empowers employees to initiate or approve transactions directly. However, there are times such as illness or vacation when another employee can be delegated business processes. Delegation should generally be limited to these business processes:
  

  Task(s) (Start on Your Behalf)	Business Process(es)	Description	Restrictions
  Create Spend Authorization		Employees use this delegation to add a delegate to assist with creating spend authorizations, the Workday successor to a travel pre-authorizations.	Can be long-term (up to one year). Can be delegated to student employees.
  Create Expense Report		Employees use this delegation to add a delegate to assist with creating expense reports.	Can be long-term (up to one year). Can be delegated to student employees.
  	Enter Time	Managers use this delegation for time approvals, which come into the managers "my tasks" list as "Enter Time" business processes.	Short-term (two weeks or less) for when manager will be out of the office. Only should be delegated to another manager. Delegates are unable to approve their own time entries.
  	Request Time Off, Correct Time Off	Managers of full-time staff use this delegation to approve sick, vacation, and other leave requests.	Short-term (two weeks or less) for when manager will be out of the office. Only should be delegated to another manager of full-time staff. Delegates are unable to approve their own time off requests.
  	Onboarding Setup	Managers use this delegation for onboarding setup tasks. These are assigned to the manager when a hire is requested for a position on their team, and the new hire can't begin their onboarding (including I-9 documentation) until the manager or their delegate complete this task.	Short-term (two weeks or less) for when manager will be out of the office.
  	Request Shift Swap, Cover Shift	Scheduling managers create this delegation for approving shift swaps and covers. Recommended when another employee manages the areas schedule.	Can be long-term (up to one year). Can be delegated to student employees.

  Here are the main principles of Workday delegation:
  

  • Delegations are intended to be done on a short-term basis.
  • Delegation must be done intentionally and with caution to keep information secure and safe.
  • Employees should only delegate specific business processes and should NOT delegate their entire inbox to another employee.

  Upline management will use Workday reporting to monitor delegations and ensure compliance with delegation rules.

  To learn more, read the "Delegation" section in the Dining Services Workday Memo.
  

• Toggle Item

  DELEGATION: How do I set up delegation?

  Delegation can't be set up in the mobile app - you must use the online version. Once in Workday, go to "My Tasks" and on the left side menu you will see a link to "Manage Delegations". Under "Current Delegations" click the "Manage Delegations" button. This will bring up a screen like this where you can add a new delegation row:

  

  Make sure to remember:
  

  • For task delegation, only create delegations for specific business processes. See the other FAQ above for information on which business processes are allowed to be delegated.
  • BYU policy is that all delegations should have an end date.
  • Make sure to hit submit after adding the delegation information.
• Toggle Item

  What other Dining Services policies have changed because of Workday?

  The following polices were updated due to changes necessitated by the implementation of Workday:
  

  • Cell Phones Policy
  • Employee Meal Plan Policy
  • Overtime Policy
  • Time Reporting Policy

  Read the Memo