Rwanda Time Entry in Workday
All local employees
In order to identify employees working in Rwanda as being ‘managerial’ or ‘non-managerial,’ a job classification needs to be added to the position for each employee. The job classification ID will determine eligibility for Overtime.
Time entry eligibility is further determined by Part-time vs. Full-time status. Local employees working less than 45 hours per week are considered part-time. Local employees working at least 45 hours per week are considered full-time.
When making these edits to the employee’s associated Position the change will stay in effect for all future pay cycles until such time that a new modification to the Position is processed within Workday. In other words, the processes noted above will generally need to occur only one time shortly after the Workday application is operational in late December 2014.
Part-time local workers
Part-time local workers in Rwanda will be required to enter all hours worked and will be paid only for hours entered and approved. Generally, time is entered in Workday by week; however, the time also corresponds to a period schedule. This means that any time that has been approved will be included for
the corresponding pay period. For example, if a specific pay period starts on April 16th and ends on May
15th, any hours approved in the weeks between April 16th and May 15th will be included in the May pay
cycle. Time may be entered and approved for May 16th or later, but those hours will not be included
until the next pay period since they fall outside the period end date of May 15th.
Employees will log into Workday to enter their hours and will choose the “Time” bubble (as highlighted below). Several time entry options are available from the “Time” bubble; however, to enter time for the current week, choose “This Week” hyperlink.
The Time Entry calendar will appear as shown below. Workday eligibility rules determine what an individual employee can see when entering time. Part-time Employees, for example, will not see Holidays as a time entry choice since they are ineligible for this type of time.
The number of hours worked for each day can be entered using various methods.
For instance, choosing ‘Quick Add’ from the green Enter Time Button will allow an employee to enter hours for each day within a single Workday form.
Or, hours can be entered by clicking on a day listed on the “Enter Time” calendar. The time type will always default to ‘Time Worked,’ and calculations to determine total hours will run once the ‘OK’ button is clicked. These calculations will apply the rules the employee is eligible for and change the hours accordingly. For example, any Overtime will be assigned once a Part-time Employee exceeds 45 worked hours in the week.
Time can be copied from week to week.
Below is an example of time enter screen with data populated. As noted, the total hours entered equals 50, which is split between “Regular” – 45 hours and “Overtime” – 5 hours.
By clicking on the ‘i’ designation in the time block, calculation details are available.
After all hours have been entered and the employee has reviewed, confirmed and is satisfied with the entries, the time is ready to be submitted for approval. Once the ‘Submit this Week’ button is clicked, time for the entire week is sent to a Time Approver. See below for more details related to approving time.
Full-time local workers
Full-time local workers will also enter hours worked, which will be entered and approved the same as for Part-Time employees and as outlined above. One difference for Full-Time employees is that they will be paid a salary for 45 hours a week even if their time is not entered and approved on time. Full-Time local workers must, however, enter all hours worked in order for overtime to be calculated. Once the overtime is reviewed and approved, it will be included for payment. It should be noted that this payment could be in a lag depending upon the approval date in relationship to the payroll processing calendar.
Another difference for Full-Time local workers is that Holidays will populate on their time entry calendar, and any time worked on the Holiday will be calculated at two times the regular rate.
Time Approval
Time in Workday is approved for a week at a time. Once the employee has submitted the time, a workflow notification is sent to the Time Approver for that employee.
Employee sees who the time is being
routed to for approval
The Time Approver is assigned on the Supervisory Organization and is ideally someone who has first-hand knowledge of the time worked by employees for whom they are approving time. The Time Approver is only able to reject or approve time and is unable to alter the time submitted by an
employee. If there is a discrepancy with the submitted hours, the entire week must be Sent Back to the employee to correct and resubmit for approval.
Timekeeper
There is also a Workday role that has the ability to alter time for an employee—this is the Timekeeper, which is also assigned on the Supervisory Organization. This person can access the time entry calendar for employees within the same Supervisory Organization in order to add or change values. Time altered will still need to be approved by the Time Approver, even if it has been previously approved.
