Time Tracking and Absence, PTO and Merit

Road Show

November 2018

Agenda

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3 Changes - What’s Changing?

• Automation of time tracking and time-off using Workday

− 4,000+ associates

− January 2019 implementation

− Business Sponsors: Deb Pazdernik, Heidi Manson

• Alignment of annual Merit pay increase from January to first payroll in April

− 2,000+ associates

− March 2019 implementation

− Business Sponsors: Tracy Rhomberg, Lisa Fleming

• Enterprise-wide PTO program

− 1,700+ associates

− January 2019 implementation

− Business Sponsor: Tracy Rhomberg, Heidi Manson

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PTO

Time Tracking& Absence

Merit

Time Tracking & Absence

UPDATE

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NEWTime Entry (including HIP

Commissions) Workday Time Entry(Non-Exempt excluding on-call screeners; Exempt working additional jobs)

Time Off Requests Workday

Absence(All Full-time, Exempt and Non-Exempt)

Leave of Absence Request

Workday Absence(All Full-time, Exempt and Non-Exempt)

OLD

Time Entry (including HIP

Commissions) TimeSaver

Time Off Requests TimeSaver

Leave of Absence Request

Manual Paperwork

What exactly is changing?

Reporting Capabilities Limited Reporting Capabilities Workday

Manager Dashboard

Time Entry is Easy, Quick & Accurate

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TIME

ENTRY

BENEFITS

01 02

0304

Easy as “Check In / Check

Out”

Check In/Out for non-exempt

(hourly) associates reduces the risk

of incorrect reporting time and is

the easiest and most accurate

method for associates!

An enterprise-wide

solution!

The time entry process will now be

consistent across all businesses!

We trust our Associates to

edit time entries as needed!

Capability to edit or adjust entries

will be available to help with the

new learning curve!

Mobile App makes it even

easier!

Enabling the mobile app provides

increased flexibility and

convenience when access to a PC

is limited or not available!

Rounding that works for you!

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• There needs to be flexibility when checking in/out. Folks don’t want to

stand around the time clock or computer waiting for a specific “time” to

occur.

• The Workday Rounding Option will help!

• Rounding is to the nearest quarter hour

Bob checks in at 8:07

System rounds down

to 8:00

Sarah checks in at 8:08

System rounds up to

8:15

Laura checks out at 5:08

System rounds up to 5:15

Tom checks out at 5:07

System rounds down to

5:00

Time Tracking & Absence Demonstration

Associates:

• Review/Modify a Schedule

• Check In / Check Out time entry

• Enter time for “additional job”

• Edit time entry

• Submitting Time

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How will time off requests work?What if I already submitted a request?

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Time Off Request Policy

• Time Off requests can be submitted using the Absence feature in Workday or the

Mobile App to make it even easier!

• You can request time off 12 Months in advance unless otherwise directed by Manager

Managing Time Off During Transition

• If you’ve already submitted a time off request for the first pay period (12/30-01/12)

and/or further into 2019, you will need to enter this time off request into Workday.

• Communication with instructions will be sent out to assist you!

Time Tracking & Absence Demonstration

Associates:

• Request Time Off

• Review PTO Balance

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Action Items

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Manager TrainingWeb-Based Courses

Workday Time

Tracking &

Absence for

Associates

Workday Time

Tracking &

Absence for

Managers

11/19-11/21

NovemberManager Training

Web-Based Courses

Workday Time

Tracking & Absence

for Associates

Workday Time

Tracking & Absence

for Managers

.

11/26-11/27

NovemberAssociate Training

Web-Based Courses

Workday Time

Tracking & Absence

for Associates

11/28-11/30

November

Associate TrainingWeb-Based Courses

Workday Time

Tracking & Absence

for Associates

12/3-12/7

December

Timeline

Associates

Review / Modify

Work Schedules in

Workday

Action Items

Associates

Review / Modify

Work Schedules

in Workday

12/10-12/14

DecemberGO LIVE!!

12/30

DecemberTime Approval

Deadline

All submitted time

to be approved by

Noon Central Time

for pay period

12/30-01/12

01/14

January All previously

submitted time off

requests for period

12/30-01/12 to be

entered and

approved in

Workday Absence

01/14

January

Timeline

All previously

submitted 2019

time off requests

to be entered in

Workday Absence

Existing Time Off Requests

PTO

Update

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NEWLevel 1 Increased to 15 days!

PTO Level Determination Seniority/years

of service AND Job/Role factored in!

Job Grade ALL full-time associate

positions will be assigned a Job Grade

when we Go Live!

Accrual Cap increases to 1X annual accrual

Ex: 15 days = 120 Hr Cap; 20 Days = 160

Hr Cap

Negative Accrual Exempt 40 hours; Non-

Exempt 16 hours!

OLDLevel 1 11 days

PTO Level Determination Primarily

seniority/years of service

Job Grade Not all positions assigned a

Job Grade

Annual Accrual Cap Max 120 Hour

Accrual Cap for All Levels

Negative Accrual Exempt 8 hours

What’s changing with our PTO program?

Next Steps & Questions

Workday Headquarters

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Project Infographic

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Available on Workday Headquarter Site!

Feel free to download and share!!

Training Reminder

• Manager Training – Web Based 11/19-21; 11/26-27

Workday Time Tracking & Absence for Associates

Workday Time Tracking & Absence for Managers

• Associate Training – Web Based 11/28-12/7

Workday Time Tracking & Absence for Associates

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Questions

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Still have questions?

What to do if you have questions now

between go live??

Check Workday Headquarter Site

Contact Manager/HR Business Partner

Email HRequests@trustmarkins.com

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