Frequently Asked Questions
South Texas College is transitioning to the Time Tracking module within the new Workday system. The current TimeClock Plus (TCP) timekeeping system will be phased out. As part of the transition, all Non-exempt and Hourly employees will be required to check in/out utilizing Workday effective January 1, 2025.
Here is what you need to know about the transition:
- Why are we transitioning from Timeclock Plus (TCP) to Workday Time Tracking?
To improve efficiency, accuracy, and integration with Workday system.
- Who does this change affect?
This transition will affect non-exempt and hourly employees, as well as managers and supervisors overseeing staff. Exempt employees do not need to check in/out in Workday.
- How do I access Workday Time Tracking?
Employees can check in/out using any STC networked computer or mobile devices connected to STC network/Wi-Fi (e.g. Jaguar or Eduroam).
- How can I learn how to use Workday Time Tracking?
Employees and supervisors can participate in training sessions that will be available at all campuses starting in November 2024. Remote training will also be available for those unable to attend in person. Keep an eye out for upcoming training dates and registration details.
- Will we continue using biometric clocks to check in/out?
No, as part of the Workday implementation, biometric time clocks will be removed from all campuses. Employees will be required to check in/out using a wired STC computer, a mobile device connected to STC’s wireless network, or the Workday Mobile App connected to the College’s Wi-Fi.
- Will employees continue to use ETARF’s?
Yes, the process will remain the same for the Electronic Time Adjustment Request Form. The ETARF system will continue to be stand-alone and will not communicate with Workday. Once an ETARF is approved by the supervisor, the hours must be entered directly into the employee’s time calendar in Workday.
- There is a mistake on my time calendar, how can I fix it and how will it affect my paycheck?
Once the week is closed and you realize there is an error on your time calendar and have submitted your time for approval, you will need to submit an Electronic Time Adjustment Request Form (ETARF) to your supervisor so they may correct your time. Once corrected you can resubmit for approval and ensure your records are accurate. Workday will automatically identify the issue and correct it on your next paycheck. Any changes made after your time has been approved and processed for the period will impact your following paycheck.
- How do I submit my time worked?
At the end of your workweek, and before the week is locked for payroll processing, the employee must review their hours worked. After reviewing, employees need to submit their hours for the supervisor to review and approve.
- How can I confirm whether my supervisor has approved my worked hours?
Once the supervisor approves hours, a green bar will appear beside each submitted time segment, along with a green check mark and the status "Approved".
- Is it possible for a manager to delegate their time-tracking responsibilities when out of the office?
Yes, a delegate can be set up temporarily. More details will be available soon.
- Will there be ongoing communication?
Yes. Employees should stay alert and informed about any updates relating to change. Ongoing communication will be shared college-wide via various methods including, but not limited to:
- Time Tracking website
- Alert Notices
- “The Spotlight” ERP Implementation Monthly Newsletter
- Future training/workshops
- How do Time Clock Rounding Rules work in Workday?
Workday calculates time in 15-minute increments based on the 7-minute rounding rule, which is used for payroll calculations.
