Payroll: Supervisor Timekeeping Responsibilities

Time Approval

1. Instructions for reviewing and approving time in Workday can be found here: Time & Scheduling Hub Overview
2. Supervisors receive a task in Workday when an employee submits their time or time off for approval. Supervisors can review employee time through the Workday task or review time through the Time & Scheduling Hub.
   • Employees must click Review and Submit after entering their time in Workday for each week of the pay period before their time will be available for supervisors to review and approve.
3. If changes or corrections are needed when reviewing time, supervisors should use the Send Back or Decline options in Workday so the employee can make the necessary corrections.
   • Do not leave it in “submitted” status while waiting to hear back from the employee.
4. All time must be approved by noon Tuesday of processing week for your employee to receive timely payment.
   • HR sends reminder emails on Monday and Tuesday if there are hours still pending your approval.

Supervisor Responsibilities

1. Monitor time entry: As a supervisor, you are responsible for ensuring your employees enter their hours and time off in Workday each pay period.
   • It is best practice for employees to enter their hours each time they work.
   • At the latest, timesheets must be submitted by the Sunday following the end of the pay period.
   • It is highly encouraged that you send employees a reminder at the end of each pay period to submit their time and time off.
2. Support new employees: As a supervisor, you are responsible for ensuring your employees understand the process for entering and submitting their time and time off in Workday.
   • Share the following KBs
     • Payroll: Entering Time in Workday
   • Please note that HR does not reach out to every student employee and provide this information.
3. Share the payroll calendar: Share the payroll calendar with your employees. Detailed pay schedules can be found here: Pay Schedules
4. Planning for time away: If you will be out of the office and unable to approve time, you are responsible for delegating your time approvals in Workday. Follow the instructions in Delegating Time and Absence Approval – Manager.
   • The delegate must be another supervisor who already has similar access. In most cases, you should be delegating to your own supervisor.
   • Please speak with your backup before delegating your tasks to them so they are aware of their responsibility.

If you have any questions, please reach out to payroll@music.wisc.edu