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                    Timekeeping Help Center

Change Readiness
Change
HR Help
HR ​
Timekeeping Help
​Time
Benefits Help
Benefits ​
Reports Help
Reports ​

Welcome to the SPS Timekeeping Help Center. SPS Timekeeping launched March 16, 2016 as part of Phase II of the SPS project. Timekeeping functions in the SPS system replaced an assortment of automated and paper based time recording methods across the State, and help the State streamline and modernize the way that we track time and attendance, manage requests for leave and manage time off. The Timekeeping Help Center offers information to help Agencies post launch of the new system.​ ​ 

 

Employees portal

SPS Timekeeping Go-Live Webinars​​​

 

Department of Public Safety and Correctional Services Employee and Timekeeper Reference Materials 

 Employee

           Payroll Partners and Timekeepers

 

 

 Job Aids

Below is a list of job aids to assist employees, managers/supervisors and Timekeeping, Payroll and HR Staff with entering, viewing and approving time and leave in Workday.

Job Aids for Employees

 

Job Aids for Managers

Job Aids for Timekeepers

 

Time Entry

Time Off

Job Aids for Payroll Staff

Job Aids for HR Staff

Additional Materials

 
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Roles in Workday Timekeeping

Roles in Workday Timekeeping are central to how the system functions. Roles determine what you can see and what you can do. They provide individuals access to appropriate data within the assigned organizational structure, and they determine functional responsibilities and how information is routed in pre-determined business process. There are Inherited roles, or default roles such as Employee and Manager, as well as Assigned roles such as “HR Partner”, “Timekeeper”, etc. Below is a matrix of roles involved in the timekeeping process:

​​Find your Role

Type in your first and last name and click "Search": All job roles that you have been assigned to will be displayed below.

Note that you may have more than one security role designation. If your name does not appear after searching, it means that you do not have a security role designation in Workday. If you feel this is incorrect, please contact your HR Office.​

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Search:

Timekeeping Roles

Timekeeping Role Crosswalk ​​​

Timekeeper

 
  • Enter time for another employee
  • Approve time in lieu of the supervisor
  • View reported, calculated, and adjusted time
  • Enter intermittent time off
  • Request continuous time off
  • Approve time off in lieu of the supervisor
  • Request and view leave of absence; cannot approve leave of absence requests
  • Override and adjust leave balances
  • View time off balances, leave balances, carryover balances
  • View the Gross Payroll amount with calculations
  • View the Organization assignments
  • View personal information: job profile, time off service date, FTE%, scheduled hours, worker history, compensation, compensation changes and allowances
  • Receive notifications through business processes regarding employee changes that affect timekeeping.

* Note - Role cannot have Timekeeper Approver role with this role.

Timekeeper Approver

 
  • View and approve time for an employee when time is entered by the Timekeeper
  • Approve one time payments for an employee
  • Override and adjust leave balances
  • View time off balances, time off balances by period, carryover balances, and view balances by an employee

* Note - Role cannot have Payroll Partner and/or Timekeeper role with this role. 

Payroll Partner

 
  • View time for an employee
  • Request one-time payment for an employee
  • Enter a payroll input for an employee
  • View leaves and time-offs for an employee
  • View calculated and adjusted time for an employee
  • View Gross Payroll results for an employee
  • View compensation changes including, Reclass and acting capacity allowance for an employee
  • Run reports for Absence, Time Tracking, and Gross Payroll for their Agency

* Note - Role cannot have Timekeeper Approver role with this role.

Budget and Finance Partner

 
  • View time for an employee
  • Approve one-time payment for an employee
  • View leaves and time-offs for an employee
  • View calculated and adjusted time for an employee
  • View Gross Payroll results for an employee
  • View compensation changes including, Reclass and acting capacity allowance for an employee
  • Run reports for Absence, timekeeping, and Gross Payroll for their Agency

HR Partner

 
  • Request leave of absence for an employee in lieu of the HR Coordinator
  • Approve the leave of absence for an employee in lieu of the HR Coordinator
  • View requested leaves of absence and time-offs for an employee
  • Process HR transactions such as:
    • Reclass
    • Acting Capacity
    • Adjust scheduled weekly hours
    • Allow Employee to work compressed schedules
    • Allowances
    • Organization Assignments
  • View time off balances, time off balances by period, carryover balances, and view balance for an employee
  • View Gross Payroll calculation for employee

HR Coordinator

 
  • Request leave of absence for an employee
  • Approve the leave of absence for an employee
  • View requested leaves and time-offs for an employee
  • Process HR transactions such as:
    • Reclass
    • Acting Capacity
    • Adjust scheduled weekly hours
    • Allow Employee to work compressed schedules
    • Allowances
    • Organization Assignments
  • View time off balances, time off balances by period, carryover balances, and view balance for an employee
  • View Gross Payroll calculation for employee

Appointing Authority Partner

 
  • View time for an employee
  • View leave of absence and time-offs
  • View calculated and adjusted time
  • View time-off balances, time-off balances by period carryover balances, and view balance for an employee
  • Approve leave of absence requests; time off in lieu of the HR Coordinator and HR partner based on their sup org assignment

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