Timesheets

Do I need to submit a timesheet?

With few exceptions, all employees must complete and submit timesheets, even if they are only required to enter time taken off (leave).

When timesheets are submitted, they are automatically routed to an Approver who either approves or returns it for correction.

If you hold more than one position, ensure you are selecting the appropriate position in your timesheet when submitting hours. 

What if I can't log into Workday?

Submit a ticket through the Workday support portal

What if my supervisor/timesheet approver is not listed correctly?

For faculty and staff, supervisor/timesheet approver updates can be completed by the department. If a supervisory organization needs to be created, submit a ticket through the Workday Support portal.

For student hourly employees, contact Student Employment at 757-221-1962 or submit a ticket through Workday Support portal. 

Please provide the following. These details expedite the correction process.

• Your name, Employee ID, department, email, and phone number
• Your timesheet approver's name, and Employee ID (if possible)

What if there's an error message when I am completing timesheets?

Contact Payroll at 757-221-2848 or [[payofc]]. A ticket may also be submitted through Workday Support portal.

 What are the timesheet deadlines? 

The Payroll Office publishes an annual  payroll processing schedule, which includes the timesheet dates covered during each pay period, employee timesheet deadline, approver deadline, and pay dates.  

During most payperiods, timesheets must be submitted by employees for approval by 6pm on the 9th and 24th of each month, and must be approved by supervisors before 10am on the 10th and 25th of each month. During November and December payroll processing is on a condensed schedule, and timesheets will be due earlier.  Be on the lookout for notifications of the exact due dates.

What should I do if I missed the deadline to submit my timesheet?

Employees won’t be able to make changes to the timesheet on approval day. After timesheets reopen, complete a change or correction in Workday within 30 days and resubmit for approval. If a change or correction is needed after 30 days, submit a ticket to Payroll through the  Workday support portal. Changed or ccorrected timesheets will be adjusted retroactively.

What are my responsibilities?

• Review and approve timesheets by the 10 AM deadline, usually on the 10th and 25th of each month. Deadlines are earlier in November and December. You do not have to wait until published deadlines to review and approve a timesheet that has already been submitted. Time can be approved at any time upon submission. After 10 AM, unapproved timesheets are administratively approved by Payroll. Payroll sends notifications to timesheet approvers that allow you to approve within the email.
• Monitor timesheets during the pay period to ensure all timesheets are submitted.
• Verify total hours of work and leave recorded for accuracy on each day worked.
  • Example 1: If an employee used annual leave, ensure that the employee did actually take the annual leave hours stated.
  • Example 2: An employee did not submit a timesheet for annual leave, even though he took a week of vacation. Send back the timesheet or contact the employee and inform them to submit the timesheet with annual leave hours recorded