Payroll, Timesheets & Absence Management

Timesheets

Who Needs to Submit Timesheets?

• Non-exempt hourly employees (overtime eligible) must submit timesheets for hours worked and absences.
• Non-exempt salary employees (overtime eligible) must submit timesheets for hours worked and absences.
• Exempt salary employees (not overtime eligible) will not submit timesheets for hours worked, but will need to submit absence requests for approval.
• Faculty will not submit timesheets, but will need to submit absences.
• Facilities and custodial union employees (overtime eligible) will submit timesheets for hours worked and absences.
• Non-exempt employees in Vancouver (overtime eligible) must submit timesheets for hours worked and absences.

Time Keeping for Non-Exempt Employees

Only non-exempt (overtime eligible) employees are required to complete and submit time records in Workday. Depending on your pay cycle—weekly, bi-weekly, or semi-monthly—you will have a corresponding number of timesheets each month.

• If you are paid twice a month—on the 15th and the last day of the month—you must submit your timesheets on the last day of each pay period. You will have a grace period of up to three days afterward to submit your timesheet before it locks. This procedure replaces weekly submissions and applies to semi-monthly full-time, part-time, and temporary staff, and students.
• All full-time non-exempt employees who are required to submit time worked are required to enter an hour for lunch.
• Please ensure your time is submitted and approved by the end of each pay period to avoid delays in payroll processing.

If you are having trouble completing your timesheets, please reach out to your manager. Managers are responsible for assisting employees struggling with their time entry.

Absence Management

• All employees—regardless of exemption status—will use Workday to request and record time off. Use the Request Absence task which brings up the Absence Calendar to submit vacation, sick leave, and other time-off requests.
• All time off requests for dates after July 1 must be entered directly in Workday.
• Employees must request time off, even if the event is in the past, so it can be applied to their time-off balance.
• Summer Fridays:
• Exempt (not eligible for overtime) employees do not need to enter Summer Fridays as absence.
• Non-exempt employees must enter Summer Fridays on their timesheets/absence calendar. (Unlike regular school holidays, they will not automatically appear.)
• Managers will have access to team calendars to review and approve requests efficiently. It is the Manager's responsibility to ensure the employees comply with completing their absence requests.
• Faculty are also encouraged to use the absence calendar to record any planned absences.

For additional information on time-off plans, please visit the Time-off Benefits and Vacation policy in the Employee Handbook or your applicable collective bargaining agreement.

If you experience any issues accessing your timesheet or absence calendar, please contact your manager first. If necessary, you may then contact the ITS Help Desk to submit a Workday support request.

Payroll Trainings

See all Workday trainings.