Please help to ensure hourly employees get paid in Workday

This message was sent to members of the HR Network, the IRP Transition Network, and administrators at UBC on November 4, 2020.

As we begin using Workday, ensuring people are paid accurately and on-time is a top priority. We would like to ask for your help to make sure hourly employees, timekeepers, and managers/leaders of hourly employees are prepared to enter, submit and approve time according to upcoming deadlines.

Please cascade information to managers/leaders of hourly employees, timekeepers, and hourly employees (including student employees) within your unit / department as appropriate

Example cascade activities:

• Schedule an Outlook calendar event for people to enter / submit and approve time
• Plug on-time time entry and approval during your existing team meetings
• Send an email with a follow up flag to remind recipients to follow up

Thank you in advance for your help with this important activity.

If you have any questions, please contact the Integrated Service Centre through the UBC Self-Service Portal.

Hourly Employees

Deadline to Submit Time: Sunday November 8 at 11:59pm

If you are an hourly employee, including student employees, you need to enter and submit your first Workday timesheet by Sunday, November 8 at 11:59pm. As this is a Sunday, unless you work weekends, we recommend that you submit your time by this Friday, November 6^th – if this deadline is not met you will not be paid on November 13^th, 2020! Any hours submitted after this deadline will be paid on the November 30^th pay date.  

If you haven’t submitted your time by Sunday at noon, you will receive an automated email reminder from Workday asking you to submit your time.

ATTN Student Employees: if you have multiple positions at the university, review the How do I enter time for multiple jobs? article in the Workday Knowledge Base for information on how to enter and submit your time.

Action Required:

• Login to Workday via the IRP website to enter and submit your time
• Need help? Review the How do I enter time (Hourly Staff)? article in the Workday Knowledge Base

Managers / Leaders of Hourly Employees

Deadline to Approve Time: Monday, November 9 at 11:59pm

If hourly employees report to you, you need to review and approve their time by Monday, November 9^th at 11:59pm – if this deadline is not met employees will not be paid on November 13^th, 2020! Any hours approved after this deadline will be paid on the November 30^th pay date.

Review and approve time sheets when the task appears in your Workday inbox. If you haven’t approved all the time blocks in your Workday inbox by Sunday at noon, you will receive an automated email reminder from Workday asking you to approve the time.

Action Required:

• Login to Workday via the IRP website to review and approve your hourly employees’ time
• Need help? Review the Time Entry Approval article in the Workday Knowledge Base

Missed Deadlines

If an hourly employee does not enter their time by Sunday, November 8^th, their manager / timekeeper can enter time on their behalf on Monday, November 9^th. It is similar in most respects to employees entering their own time. However, manager-entered time is auto-approved.

Need help? Review the Managers Entering Time article in the Workday Knowledge Base

Time Tracking Office Hours

If you have any questions related to time entry / approvals, drop in to Time Tracking Office Hours hosted by Learning Rovers to get in-person support:

• Thursday, November 5^th from 10:00am – 12:00pm. Click here to register.
• Friday, November 6^th from 10:00am – 12:00pm. Click here to register.
• Monday, November 9^th from 10:00am – 12:00pm. Click here to register.

Active CWL Account Required for Workday

An active CWL account is required to login to Workday. We recommend you try logging into Workday as soon as possible. If you encounter an issue with your CWL the Integrated Service Centre is here to support you Monday-Friday 7:30 a.m. - 5:00 p.m. 

Don’t have a CWL? Review instructions on how you can create a CWL Account.