How to Fix Unmatched Time in Workday

Understanding unmatched time in workday

workday time clocks

Unmatched time in Workday refers to the difference between an employee’s clocked time and their scheduled time for a particular day. It usually occurs when an employee forgets to clock in or out properly or when their manager fails to approve their timesheet.

Having unmatched time in Workday can be problematic for both employees and managers. For employees, it means they might not receive payment for the hours they worked or they might be paid less than what they should have earned. For managers, it means they might have inaccurate records of employee attendance and might struggle to prepare payroll and schedule for the following week.

To avoid any issues or discrepancies when it comes to employee time tracking, it’s important to understand how Workday measures employee time and how to fix unmatched time in Workday when it occurs.

Workday measures employee time by using time clocks that are placed in strategic locations in the workplace. These clocks allow employees to clock in and out of their shifts, breaks, or meetings. When an employee clocks in or out, their data is collected in Workday and is used to determine their scheduled time for that day.

However, sometimes employees forget to clock in or out or do so improperly, which can lead to unmatched time in Workday. One way to fix this issue is by reviewing the employee’s timesheet and requesting that they enter the correct time manually. This is done by selecting the “Correct Time” option on the employee’s timesheet and entering the correct time for the shift or break.

Another way to fix unmatched time in Workday is for the employee to notify their manager or HR representative of the issue. The manager can then review the employee’s timesheet and make the necessary corrections. If the unmatched time is due to the manager failing to approve the employee’s time before the pay period, they can approve the timesheet retroactively to ensure the employee receives the proper payment.

It’s important for both employees and managers to monitor employee time regularly to avoid any discrepancies or issues. Employees should ensure that they clock in and out properly, and managers should review and approve employee timesheets regularly to avoid any unmatched time in Workday. Additionally, it’s important to communicate with both employees and managers regarding the company’s attendance policy and how to properly use Workday’s time tracking features.

In conclusion, unmatched time in Workday can cause payment discrepancies and inaccurate attendance records. It’s important to understand how Workday measures employee time and how to fix any unmatched time issues when they arise. By being vigilant when it comes to employee time tracking, managers can ensure accurate records and employees can ensure proper payment for their work.

Identifying the cause of unmatched time

Identifying the cause of unmatched time

If you are experiencing unmatched time in your workday, it is essential to identify the root cause of the issue. This will help you develop a plan to fix the problem and prevent it from happening again in the future. Here are a few common causes of unmatched time:

1. Time tracking errors: One of the most common causes of unmatched time in Workday is time tracking errors. This can happen when employees forget to clock in or out, incorrectly enter their hours worked, or fail to submit their timesheets on time. Additionally, incorrect setup of pay period start and end dates, or changing employees’ timecards, could lead to unmatched time records. This could mean hours that fall outside the company’s regular pay period, leading to incorrect payouts and unmatched records.

2. System glitches: Another cause of unmatched time is system glitches in Workday. This could happen due to poor internet connectivity, bugs in the software, and server issues. These issues may lead to data being lost or corrupted, which may also cause unmatched time records. It is important to report any technical issues to IT immediately and not wait until payday when the issue cannot be fixed.

3. Incomplete information: Unmatched time could also result from company leave policies not reflecting employee absences, creating unmatched time records. It is important to ensure that the company’s leave policy is up-to-date and the information is complete to avoid unnecessary errors. Additionally, payroll administrators should verify routine deductions like taxes and insurances, as any variance could lead to unmatched time records.

4. Manual errors: Manual errors such as mistyped decimal points or shift hours could also cause unmatched time records. It is important for managers to validate employee work hours, quickly identify errors, and provide prompt corrections to prevent any lasting discrepancies.

5. Reporting errors: Lastly, reporting errors can cause unmatched time records. The reports may contain errors regarding absences, overtime, or pay rates, resulting in unmatched time records. Payroll administrators should compare reports to obtained data for any discrepancies

Identifying the cause of unmatched time records can take time and effort, but it is worth it in the long run. Addressing the problem can lead to identifying opportunities to improve your Workday experience when you use it to submit time and handle payroll.

Resolving unmatched time due to incorrect clock-ins or clock-outs

Company Clocking Machine

If an employee forgets to clock in or out while arriving or leaving the workplace, there is a possibility of unmatched time. It is a common issue for employees who are unaware that they forgot to clock in or out. As an HR manager, it is crucial to address the issue and ensure that the employee’s time records are up-to-date. Inaccurate time records can result in irregularities and possibly impact the employee’s pay. Here’s what companies can do to resolve unmatched time due to incorrect clock-ins or clock-outs.

Encourage Employees to Double Check their Time Records

Double Checking

The most effective way to avoid unmatched time is by habitually double-checking the time records. HR managers can encourage employees to double-check their time record at the beginning and end of every shift. This way, they can avoid inaccuracies in recorded work hours, and it makes corrections much easier since it is still fresh on the employee’s mind. In addition, employees are encouraged to take personal responsibility for timekeeping, which prevents mistakes from happening in the first place.

Establish a Clear Policy on Time Logging

Company Policy on Time Keeping

Companies should establish a policy on time logging and communicate it clearly to all employees. The policy should outline how to clock in and out, what actions to take when an error occurs, and the consequences of altering time records. Additionally, HR teams must train employees on proper timekeeping procedures and how to use the company’s time clock system correctly. By doing this, employees are aware of the company’s expectations and are more likely to follow the procedures, avoiding unmatched time.

Use a Time Tracking Software

Employee Time Tracking Software

Employers can implement a time tracking software to record the employees’ working hours automatically. The software records when employees clocked in and out, and it automatically updates the employee’s time record. In addition, these software can also detect if an employee missed a clock-in, and the HR team can make corrections promptly. By taking the manual process out of recording employee time, business owners can ensure more accurate time-tracking and saving time spent on tracking down unmatched times.

Check for Time Discrepancies Regularly

Regular Time Checking

HR teams should check for time discrepancies regularly to identify any issues early on. It is essential to review time records weekly or at least bi-weekly, depending on the frequency of the payroll process. Checking the records regularly will help catch any errors and make necessary corrections timely. Moreover, regular checks of the time records can help identify if employees are continuously missing their clock-ins or clock-outs.

Resolving unmatched time due to incorrect clock-ins or clock-outs is a necessary step to ensure accurate time records. Employers must establish clear time policies and training employees on how to use the company’s timekeeping software correctly. By promoting personal responsibility for timekeeping and regular time record checks, HR teams can ensure that employees’ pay is accurate and avoid any disputes.

Correcting unmatched time caused by missed or extra breaks

missed and extra breaks

If you have noticed that your time in workday is unmatched due to missed or extra breaks, don’t worry there is an easy fix. First, identify if it is a missed or an extra break causing the problem.

Missed Breaks: If you miss a break in your workday, log it in workday as missed break correcting the hours so that you can match the actual hours you worked. The steps on how to correct missed break are similar to the regular workday adjustment you make. To do that:

1. Go to the “Time” application on the workday.

2. Choose and open the payment period in which you missed the break.

3. In the day you missed the break, identify the time period when you should have taken the break. Mark it as missed break by clicking “add” and then selecting the “missed break” option, you can add notes about why you missed the break and submit it.

If the period of time you missed break and worked instead is longer than 6 hours, the fair labor standards act requires you and your employer to discuss how to resolve any missed break time that exceeds the standard workday break time.

Extra Breaks: If you have taken extra breaks and would like to adjust your time accordingly, the process is similar to missed breaks.

1. Go to the “Time” application on workday.

2. Choose the payment period in which you took extra breaks.

3. In the day you took extra breaks, identify the time period when you should have taken the break only once. Mark it as an extra break by clicking “add” and then selecting the “extra break” option, you can add notes about the extra time and submit it.

After you submit your missed or extra break, it goes through the standard approval process before being reconciled. Your payroll team will verify the details of your missing or extra break and then update the record accordingly.

It is essential to keep track of your breaks, so you don’t miss them, as this could interfere with your productivity and accuracy at work. If you notice that you take extra breaks more often, you may want to address the cause in order to avoid it, so you can stay productive and efficient at work consistently.

Remember, correcting unmatched times caused by missed or extra breaks is simple, but it requires timely action. Don’t let missed or extra breaks influence your paycheck or your work performance. Take every break you need, and report it accurately in your workday.

Preventing unmatched time in the future by establishing clear time-tracking procedures

Clear time-tracking procedures

Unmatched time in workday is a common occurrence that can be frustrating for both employees and managers. However, there are ways to avoid this issue in the future by establishing clear time-tracking procedures. Here are some tips on how to do that:

1. Set clear expectations

If you want your employees to track their time accurately, you need to set clear expectations from the beginning. Make sure everyone understands what is expected of them in terms of timekeeping and what the consequences are for not adhering to these expectations. You should also provide training on how to properly record time worked. This will help to minimize any confusion or misunderstandings down the line.

2. Use a reliable time-tracking tool

Using a reliable time-tracking tool can make a huge difference in preventing unmatched time. It can reduce errors and provide a consistent, easy-to-use system for employees. There are many time-tracking tools available online, such as Toggl, Harvest, and DeskTime, that you can try out to find the best fit for your organization. Choose a tool that is user-friendly and offers the features you need, such as tracking billable hours, generating reports, or integrating with other applications.

3. Regularly review time records

Regularly reviewing time records can help to catch any discrepancies early on and prevent them from becoming a bigger issue later. Make sure that managers are reviewing their employees’ time records on a regular basis, such as at the end of each day or week. This will allow them to catch any errors or missed entries and address them with the employee right away. The more frequently you review the records, the easier it will be to identify where mistakes are being made and how they can be avoided in the future.

4. Communicate with your team

Communication is key in preventing unmatched time. Regularly communicate with your team about any changes to the time-tracking procedures or policies. Keep them informed of any updates or improvements to the system and encourage them to provide feedback. This will help to establish a culture of transparency and accountability within your organization. Make sure that everyone is on the same page when it comes to timekeeping and that they understand the importance of accuracy and completeness in their records.

5. Track time in real-time

Real-time time-tracking

One way to prevent unmatched time is to track time in real-time. This means using a time-tracking tool that allows employees to clock in and out as they work, rather than having to manually record their time at the end of the day. Real-time tracking reduces the risk of errors and provides a more accurate record of time worked. Employees can also see their time records in real-time, which can help them to stay on track and identify any discrepancies early on. Real-time tracking is also useful for tracking billable hours, as it provides a more accurate record of the time spent on each project.

By establishing clear time-tracking procedures and following the tips above, you can prevent unmatched time in the future. This will lead to a more efficient and productive workforce, as well as greater accountability and transparency within your organization.

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