Background

As SMPH transitions to Workday, the process for approving time will shift from HRS to Workday. Supervisors will continue to verify time entries and leave approvals for their direct reports in Workday. This document provides guidance on the use of the Unit Timekeeper security role at SMPH and when it may be appropriate to assign someone to this role.

We recognize that under the current system, some supervisors rely on a designated “back up time and labor approver” to approve time on their behalf. In Workday, however, only the supervisor or their supervisor will have the authority to approve time. At SMPH, the default is that supervisors will be responsible for approving time. However, we do understand that there are unique needs in our clinical spaces where addition support may be needed. This guidelines document shares when it would be appropriate to assign a Unit Timekeeper to assist supervisors in approving time.

Time approval in Workday

• An employee’s direct supervisor is automatically the primary time approver in Workday.
• The supervisor’s supervisor serves as a built-in backup approver in Workday.
• If a supervisor is on leave (vacation, sick, FMLA etc.), they may delegate time approval tasks using Workday’s delegation feature, which can be set for up to 90 days. This can be extended for another 90 days if needed.
• Approving time will be easier for supervisors with Workday since they will have the option to do so on a mobile app.

Unit Timekeeper Role

• Unit Timekeeper security role gives the assigned individual the ability to approve and enter time off on a worker’s behalf, approve time, and/or enter schedule changes.
• Unit Timekeeper is assigned per supervisory organization (ex: a specific team – each supervisor has their own sup org). Unit Timekeepers will not be assigned to approve for entire unit/department.
• In general, there should be one, but no more than two, unit timekeepers per supervisory organization.

Who may have a Unit Timekeeper role at SMPH?

Unit Timekeepers may be assigned to support:

• The SMPH Dean, Senior Associate Deans, Chairs and faculty leaders (division chair/chief/head, vice chairs, program and center directors, and medical directors) provided there is a process in place to validate the leave time entered.
• Faculty may be considered to have a unit timekeeper for support if:
  • The faculty member has a consistently high volume of clinical duties that significantly limit their availability to complete administrative tasks such as time approval.
  • The nature of the faculty member’s clinical schedule involves irregular or extended hours, multiple clinical sites or on-call responsibilities that make prompt time approval impractical.
• Units that face computer access challenges or communication barriers.

Requirements of Unit Timekeepers

• Complete “Workday For HR: Time and Time Off” Computer-Based Training (CBT).
• Participate in an initial orientation with the SMPH Payroll and Benefits team. This will include expectations for timelines, conduct, and escalation protocols.
• Co-sign a user agreement with their CAO or unit leader acknowledging responsibilities and terms of the role.

Frequently Asked Questions