Timesheet Tips for Managers

Overview

Managers have several options available in Workday to review and approve employee timesheets. Payroll recommends using the Review Time Report (Bulk Time Approval) because it provides visibility into all active biweekly employees and their current timesheet status.

Using the recommended approval process helps ensure employees are paid accurately and on time while reducing the need for off-cycle payroll corrections.

Steps

Option 1: Review Time Report (Bulk Time Approval)

Bulk Time Approval (Review Time Report) - Workday Job Aid

Payroll recommends this report as the primary tool for manager timesheet approval.

  • The report includes all active biweekly employees within the manager's supervisory organization.
  • The report displays employees by current timesheet status:
    • Unsubmitted Time – Hours have been entered but have not been submitted for approval.
    • Submitted Time – Timesheets have been submitted and are awaiting manager approval.
    • Approved Time – Timesheets have already been approved by the manager.
  • If no hours appear in any column for an active employee, the manager should discuss the situation with the employee immediately.
  • Managers can review and approve time worked as well as paid time off entered directly on the timesheet.
  • Managers should rerun the report as needed leading up to payroll deadlines to monitor employee submissions.
  • The goal is for all active employees to appear in the Approved Time column before payroll processing.
  • When a manager approves a timesheet from this report, the corresponding Workday Inbox item is automatically removed.
  • Workday Services recommends approving Paid and/or Unpaid Time Off Requests from the Workday Inbox before running the Review Time Report.
  • Using this report helps reduce missed approvals and improves the likelihood that employees receive timely pay.

Option 2: Approve Time from Workday Inbox or Email

Approve Time - Workday Job Aid

  • Managers can approve submitted timesheets directly from their Workday Inbox or from Workday email notifications.
  • This method only displays submitted items and does not provide visibility into employees with unsubmitted or missing timesheets.
  • Managers must also approve employee time off requests before the related leave can be paid.
  • For additional information regarding leave approvals, review the Managing Time Off Requests job aid.
  • Because managers do not see a complete list of active employees using this method, missed timesheet approvals are more likely.
  • Missed approvals can delay employee pay and may require an off-cycle emergency payroll check.

General Notes

  • Departmental or internal timesheet deadlines are often earlier than the deadlines published on the Payroll Biweekly Pay Schedule . Managers should verify internal deadlines with the Timekeeper supporting their supervisory organization.
  • Managers are responsible for promptly contacting employees who have missing, incomplete, or unsubmitted timesheets.
  • If an employee submits a timesheet by 5:00 p.m. on the day before timesheets lock, managers may still approve the timesheet.
  • After a timesheet reaches locked status, any required corrections must be coordinated with the designated Timekeeper.
  • Managers should reach out to the Timekeeper supporting their unit with all timesheet-related questions or assistance requests.
  • Managers should establish a delegate in advance of planned time off to approve timesheets, time off requests, and time off request corrections.

Resources

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