Time Reporting

Gallaudet University uses Workday to track and monitor the employees’ time and absence. Workday allows the payroll team to efficiently process employee work hours and leave for payroll purposes.

All non-exempt employees must clock in and out through Workday to ensure accurate payment for actual hours worked. Instructions on how to submit time can be found through ServiceNow.  

In order to ensure all employees receive pay in a timely manner, it is important for employees and managers to understand their responsibilities.

Non-Exempt Employees (Hourly)
Non-exempt employees are required to submit their time through Workday. They must clock in at the beginning and clock out at the end of their work shifts. Since meal breaks are unpaid, employees are also expected to clock in and out during this time. 

Non-exempt employees are eligible for overtime if they work more than 40 hours in a week (Monday to Sunday). Therefore, employees must obtain approval from their manager before working overtime.

If there is an error in the timecard, employees should promptly communicate with the timekeeper and manager.

After the end of the pay period, non-exempt employees must review and submit their timecards for approval. This is due by noon on the Monday after the pay period ends. Failure to do so may lead to missed payment. 

Tip: Set a recurring calendar reminder on Monday morning so you don’t forget to do your time reporting for the previous week.

Managers
Managers of non-exempt employees must review and approve the timecards in order to ensure their employees are paid in a timely manner. The approval is due on the Tuesday after the end of the pay period by 5:00 p.m. Failure to approval will lead to missed payment for the employee. 

Tip: Set a calendar reminder for Tuesday at noon. This will allow you to nudge any employees who have not yet submitted their time so that you can meet the Tuesday 5:00 p.m. deadline.

Missed Occurrences
When employees fail to submit their time or when managers do not approve timecards on time, it creates an administrative and financial burden. Repeated delays in submitting or approving timecards may result in disciplinary action.

More information can be found on the A&O Policy 4.05: Hours of Work.