THE UNIVERSITY OF MISSISSIPPI
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SHARING TIMELY INFORMATION ABOUT CHANGES IMPACTING CAMPUS
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SHARING TIMELY INFORMATION ABOUT CHANGES IMPACTING CAMPUS
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Absence & Time Tracking in Workday |
The timely update provided below is for faculty and staff as a part of Encompass.
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A Better Way to Manage Time and Time Off |
Workday introduces a more intuitive and transparent way to manage time off and hours worked. Whether you’re requesting a personal day or checking in or out, Workday increases visibility, reduces manual errors, and empowers self-service for both employees and managers.
🌟 Key change: Absence and Time Tracking are separate processes in Workday (unlike in myOleMiss, where employees submit time in one place).
Who Uses What:
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- All employees (salaried or hourly) use Absence to request and manage time off or leave of absence.
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Hourly (non-exempt) and Student employees use Time Tracking to record actual hours worked.
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| Absence Management (All Employees) |
Requesting Time Off or Leave |
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In Workday, all employees will use the Absence feature to request and manage time away. This includes Personal Time Off, Major Medical, and FMLA requests, all in one easy-to-use place.
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Requests are automatically routed to the correct approver.
- The system defaults to 8 hours per day, but you can easily adjust for half-days or custom hours.
- Add a note or comment for clarity when submitting your request.
- Attach required documentation to the request when applicable.
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🌟 A Major Upgrade: Real-Time Visibility & Control |
Unlike today’s system, Workday gives you complete self-service visibility into your time off (past, present, and future).
You will be able to:
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View your current balances at any time.
- Forecast future balances before requesting time off.
- Cancel or modify requests instantly if your plans change.
- Track approval status in real time.
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This level of control helps you plan, avoid surprises, and manage your time off with confidence.
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Time Off vs. Leave of Absence |
- Time Off refers to accrued hours (Personal or Major Medical) used for short-term absences.
- Leave of Absence (LOA) applies to extended periods, such as FMLA or medical leave.
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- Time Off: Approved by your manager.
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Leaves of Absence: Approved by HR (Absence Partner), as documentation (e.g., medical) may be required. Managers are notified when a leave is approved.
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All approvals are automatically routed and managed conveniently in your Workday Inbox.
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| Time Tracking (Hourly & Student Workers) |
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Students and hourly employees will enter their own time directly in Workday. That means no more paper time sheets for student workers or hourly employees! Managers can also input time, if needed; however, the experience is designed for self-service.
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Workday allows multiple ways to track your time. Your department will provide guidance on which options you should use before go-live:
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- Time Kiosks: 50+ convenient stations across campus.
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Desktop and/or Mobile App: Check in and out using the Web Clock on a desktop or the Workday Mobile App.
- Manual Entry: Add time in the “Enter My Time” calendar. You can do this in a variety of ways:
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Auto-Fill: Copy from the prior week or schedule and adjust accordingly for the week.
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Enter by Week: Fill in a full week’s grid.
- Quick Add: Add the same block to multiple days.
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As best practice, we recommend you submit time each week (i.e., on Fridays).
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🌟 A Game-Changer: Convenient Workday Time Kiosks |
Workday introduces 50+ new Time Kiosks across campus, making it easier than ever for hourly employees to check in and out.
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Fast and simple: Enter your 8-digit Employee ID, including all leading zeros (example: 000XXXXX).
- Easy access: Kiosks will be located in high-traffic and departmental areas.
- Always accurate: Entries sync automatically to your Workday timesheet.
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Fully supported: Campus kiosk locations will be added to the interactive map once finalized.
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This new kiosk system means no paper timesheets, no guesswork, and no lag. Just check in, check out, and go. If you are an hourly worker, reach out to your department to see if you will be using Time Kiosks.
Please note that Time Kiosks are provided for your convenience. Departments must be prepared with backup options in case of a technical problem.
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Tracking, Reviewing, and Submitting — Every Pay Period |
Hourly employees and student workers will now record all hours worked directly in Workday and submit them for approval each pay period.
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- You’ll enter your time daily or weekly using the methods determined by your department.
- When your time is complete, you’ll review and submit it for manager approval.
- Your manager will receive an automatic alert to approve, deny, or send it back for correction.
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💡 Tip: Time must be entered, submitted, and approved for it to be paid.
Managers can also delegate approvals temporarily if needed, and employees receive alerts if time is entered on their behalf.
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Workday will not use geofencing, the integration of GPS-based location tracking for the Workday Mobile app, at go-live. After go-live, HR will review whether geofencing adds value based on feedback and data.
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December 15: The last day for time to be entered and approved for the final 2025 payroll period in myOleMiss.
- December 25: The start of the first 2026 payroll period in Workday.
- Human Resources will provide instructions for tracking time between Dec. 25 and Jan. 2.
- January 9: The deadline for time to be entered, submitted, and approved for the first 2026 payroll period in Workday.
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Need help? Explore these resources anytime:
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Looking for past communications?
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| To learn more about Encompass:
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| The University of Mississippi
P.O. Box 1848
University, MS 38677
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| The University of Mississippi
PO Box 1848
University, MS 38677
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PO Box 1848 | University, MS 38677 US
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