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Time Tracking & Absence Management, Merit and PTOFrequently Asked QuestionsTable of ContentsTime Tracking & Absence Questions . 2Manager Questions . 2General Questions . 3Check-In / Check-Out . 3Mobile App. 4Work Schedules . 4Health Fitness Specific . 4PTO (Paid Time-Off) Questions . 6Manager Questions . 6General Questions . 6Trustmark and Health Benefits Specific Questions . 8Merit Increase Questions . 101Content updated 1/22/19
Time Tracking & Absence QuestionsManager Questions1. How will I know when I need to approve time and time-off requests?You will receive automatic email notifications that will require your subsequent approval in Workday.2. Will I be able to see my entire team’s time and time-off information?Yes. Managers will have dashboards and reports to help review their team’s time reported and time-off.3. Will I be able to view or access the timecard of an associate who is not on my team?If someone has selected you to be their delegate to review and approve time or time-off requests in theirabsence, you will be able to view another employee’s timecard.4. If a manager is going to be absent on the day time needs to be approved, can he/she approve early?Managers can approve the time once the associate has entered and submitted the time.5. Can a manager of a manager see and approve time and time off requests?A manager of a manager can see and enter Time and Time off but only the direct manager can approve Timeand Time off unless they have delegated this task to someone else.6. What is the process for assigning a delegate and is there a time limit on how long someone can be adelegate?Please refer to the Delegations job aid and the Delegation of Authority policy on Workday Headquarters forinformation.7. If I manage other managers and one is out of the office and has not delegated approval to me, willWorkday automatically ‘push’ time and time off requests to me?No, however, if a manager has not approved the entries prior to the payroll cut-off time, Workday willautomatically advance approval so payroll can be processed. If this occurs, the manager will receive anotification to inform them.8. What is the process for making corrections where time has been automatically approved?Managers can enter corrections in Workday for the two prior pay periods. For earlier pay periods, a PayrollAdjustment Form (PAF) must be completed and submitted to Payroll. Please refer to the job aid, “PriorPeriod Adjustments” for more information.9. Can a manager enter time for an associate as well as edit time submitted?Yes, a manager can enter and edit time for an associate that reports to them.10. What happens if I’m on PTO when timecards are due?You have a few options: 1) you can delegate to a peer or higher level manager in your supervisoryorganization 2) you can review and approve via the mobile app. Please be aware that any unsubmitted orunapproved time remaining as of the payroll time deadline will automatically advance so payroll can beprocessed.2Content updated 1/22/19
11. When is the cut-off for time approval?All time needs to be approved by 12:00 Central Standard Time on Mondays of a pay week. However, it isrecommended that time be approved at least weekly to allow managers time to thoroughly review andapprove time entered.12. How often should time be submitted?Best practice is to have associates submit time on a weekly basis. This process will allow managers to reviewand approve time after ensuring scheduled weekly hours are accounted for. Time not submitted weekly willautomatically be submitted to managers after midnight on Saturdays.13. Do managers have the option of turning off rounding rules in Workday?No. This is not an option and is consistently applied across the enterprise.General QuestionsCheck-In / Check-Out14. Do all associates need to check in and out?No. Only nonexempt (hourly) associates are required to Check In/Out. Exempt (salary) Health Fitnessassociates with additional jobs will also have to enter hours in Workday Time Tracking for their additionaljobs only.15. Will time-off information for all associates be available in Workday?Yes. Everyone will have access to the same system and process.16. Who is notified for time entry and time off requests?The manager (or delegate) is notified via Workday email notification if a transaction is awaiting their reviewand approval.17. Can I make a correction to my time entry?All associates and managers will have the ability to edit time entries.18. How far in advance will associates be able to request time-off in this new process?Workday will allow associates to request time off in advance for up to 12 months. However, associatesshould talk to their manager to ensure they will accept requests going out 12 months.19. How often should time be submitted?Best practice is to have associates submit time on a weekly basis. This process will allow managers to reviewand approve time after ensuring scheduled weekly hours are accounted for. Time not submitted weekly willautomatically be submitted to managers after midnight on Saturdays.20. Can an associate check out early?The associate is to check out when ending their work day. If they check out early, they will not get paid foractual time worked.3Content updated 1/22/19
Mobile App21. Do all associates have access to the mobile app?Yes. All associates can download and access the mobile app but should talk to manager about theirpreference for using the mobile app’s functionality within the department.22. How do I get the mobile app?There is a job aid ‘Workday Mobile App’ located on Workday Headquarters.23. Will reports show whether or not someone checked in/out via mobile app versus desktop?There are audit reports available that will identify whether associates checked in/out via computer or mobileapp. This report is only available for HRBPs.Work Schedules24. Are all associates required to review/modify their work schedule in Workday?All Trustmark and Health Benefit associates, both exempt and nonexempt, are required to review/modifytheir work schedule in Workday. For Health Fitness, only full-time, regular associates need to modify theirwork schedules, part-time and/or on-call associates do not.25. Will managers need to approve future schedule changes in Workday?No managers do not approve work schedule changes. They can view their associates’ work schedules.26. My typical schedule is 8 – 5. If one day, I need to work 7 – 4 instead, do I need to update my schedule?No. The work schedule is to document your standard work schedule. If your schedule changes for a dayhere or there, you do not need to update the work schedule.27. Does the lunch schedule need to be included in the work schedule?Yes, lunch times (meal periods) do need to be included in the work schedule.Health Fitness Specific28. How are Group Fitness Instructors paid per class?Please refer to the ‘Health Fitness Group Class Instructor Time Entry’ job aid located on the WorkdayHeadquarters.29. For Group Instructors who teach at multiple sites, do managers at each site have access in Workday toapprove time?No. Only the direct manager will have access in Workday to approve time for their direct reports.30. For associates who don’t have access to a computer, how will they check In/Out at each location?They can download the Workday mobile app.4Content updated 1/22/19
31. I have an hourly associate who also teaches a group exercise class. How will she track her time for hertwo different jobs?In Workday, she will be able to check-in/out for the two different jobs. There is a drop down box tochoose each position.5Content updated 1/22/19
PTO (Paid Time-Off) QuestionsManager Questions32. What happens when time-off requests occur when I’m out of the office?One option is that you can delegate authority to others to approve on your behalf while out. Otherwise, therequest will wait pending your approval upon your return. If the unapproved request falls in the pay periodbeing processed, it will get auto-approved on Monday at noon (cst) at the same time as the timecarddeadline.33. If a request comes through while I’m out of the office that’s unexpected or unplanned, can there be aretroactive adjustment to approve?Adjustments within the prior two pay periods can be made in Workday. If adjustment for an earlier periodthan that, a Payroll Adjustment Form (PAF) will have to be completed. There is a job aid for managers onWorkday Headquarters for Prior Period Adjustments.34. Will there be a team view displaying my team’s time-off schedule and requests?Yes, there is a dashboard report where managers can see the entire team. Associates are not be able to seetime-off requests for other members of their team.General Questions35. What if I need to take a vacation or request time-off before I’ve accrued enough time (i.e. at beginning ofyear)?Exempt associates will be allowed to go negative up to 40 hours and non-exempt associates will be allowedto go negative up to 16 hours.36. Is the negative accrual only available for 2019?No. The negative accrual feature is available each year. Associates are encouraged to stay in the positivebut the flexibility is available, when needed.37. What if the hours I accrued for Floating Holiday do not cover my full day? Do I have to add PTO to coverthe rest?No, you do not need to add any PTO. Floating Holiday should be used to cover one full day of work. If thehours you accrued do not cover your full day, please edit the quantity so that it matches your work schedulefor that day. This may mean that your Floating Holiday balance will show as negative but we are performingaudits to adjust that back to 0.38. Why is my time off request defaulting to hours that do not match my day?Workday does not yet have the functionality to reference your work schedule when populating the defaultquantity. This means it is instead populating your scheduled weekly hours divided by 5. For the majoritythis will be correct. If it is not correct for you, please edit the quantity per day so that you are requesting thecorrect amount.39. I forgot to enter a PTO request last period, how do I get paid for that?You or our manager can enter that request in Workday and it will get picked up on the next payroll. Youonly need to send in a Payroll Adjustment form for a closed period (more than two periods in the past, you6Content updated 1/22/19
will receive an error in Workday if the period is closed). For any other changes or adjustments, you canprocess those normally in Workday.40. How will I know how much time off I’ll be granted under the new program?We encourage you to review the new PTO levels, located on Workday Headquarters.41. How do we enter our future time-off requests for the months ahead?Please refer to the Time Off job aid on Workday Headquarters for assistance. The process to request timeoff does not change even if it is for a future request. Requests can be made up to 12 months in advance butcheck with your manager to see what works best for the department.42. If someone is no longer earning PTO because they have reached their cap, will the accrued hoursretroactively be added back or will accrued hours earned during the cap be lost?Once a cap is met, no additional PTO hours will be accrued; they will be lost. This is an incentive toencourage everyone to use the time off they’ve earned throughout the year.43. Is it a legal requirement that an exempt employee who works part of a day gets paid for the entire day?Currently, half-days are only used for when the employee is scheduled for a half-day.Exempt employee pay rules and vacation/PTO management are different things. Exempt employees must bepaid for a full day on a day when any work is performed. We follow that rule, regardless of PTO balances.PTO, on the other hand, is a separate voluntary (not legally required) benefit. Because it is voluntary,employers may decide how it is accrued and used, including the increments. Our general expectation is thatexempt employees work full business days unless using PTO. We give our team members additionalflexibility by allowing PTO usage in half-day increments instead of using a full day off for each personalevent. An exempt employee working a half day will be paid a full day in accordance with the law, but willalso have half a day of PTO deducted as part of our PTO program. Different increments may apply during anFMLA or medically approved leave of absence.44. If you are on Short Term Disability, will you earn PTO time or will it stop until you return to work?If you receive pay (either grandfathered sick time or PTO) as a supplement to your STD, then you will earnPTO from those hours paid. Otherwise, you will earn PTO once you return to work.45. Is anniversary defined as the day you began with the company or the day you began with thedepartment?Anniversary date is based on your Seniority Date in Workday. In most cases it is the same as your originalhire date. This is what is used for PTO level determinations.46. Can PTO still be requested in quarter-hour increments?Non-exempt associates’ minimum increment will be a quarter hour. Exempt associates may request PTO inin half-day or full-day increments.47. How does the new PTO program impact the current occurrence policy? Does that policy still remain?The attendance policy remains in place.48. What if someone calls in sick and they don’t have a PTO balance to use? Will they be required to moveinto the negative PTO allowance?If someone does not have a PTO balance, they can take the time off work as unpaid. The associate may getpaid for the day and go negative in their PTO balance (where the associate has used more than they haveearned). Going into a negative balance will not be automatic.7Content updated 1/22/19
49. If time off is earned based on hours worked/paid, is extra time earned for working overtime?PTO hours are accrued based on hours you are paid, up to 80 paid hours per pay period, not to includeovertime.50. Are the 4 hours from the United Way Campaign part of PTO?No. They will show up in a separate bucket from PTO.51. How do we handle bereavement time?This will be in a separate bucket from PTO. Bereavement will be a separate time off type to select from thedrop down box in Workday.52. How will military leave be handled?Leave of absences follow a different approval process from time off, please work with your absence partnerfor specific questions.53. Will holidays automatically populate in Workday?Yes, for non-exempt associates company-paid holidays will populate on their timecard shown in Workday.For exempt associates, holidays are identified in the absence calendar and pay will be based on the hours ontheir work schedule. Holiday pay will be a separate line on the payslip.54. Will floating holidays be part of PTO?No, floating holidays will be in a separate bucket from PTO in Workday. It must be used in a full-dayincrement.55. What happens if I’m sick and I don’t request a day off in advance?In this case, you would use PTO time and record your time upon returning to work or your manager canenter on your behalf.56. Today we track PTO in terms of hours, are we changing to days?In regards to the annual accrual, PTO will be stated in days in the policy, however, the time will be accruedbased on the hours an associate is actually paid (up to 40 hours in one week) and displayed in Workday ashours. Time-off will be tracked in hours and exempt associates will use PTO in full- and half-day increments.Non-exempt associates will use PTO in a minimum of quarter-hour increments.57. Once someone reaches 10 years of service, do they earn 29 days regardless of level?Yes, once an associate reaches 10 years of service, he or she will start accruing PTO based on 29 days peryear, regardless of their job level.58. Are non-exempt associates allowed to go negative 16 hours more than once?We recognize the need for flexibility while building up a PTO balance or for a lengthy vacation, but ourintention is that associates maintain a positive PTO balance.Trustmark and Health Benefits Specific Questions59. What happens to my bonus week of vacation after 25 years of service?Effective 2019, the bonus week will no longer be applicable. However, with the revised PTO levels, you’ll findthis impact to be minimal due to the increased number of days earned.8Content updated 1/22/19
60. Does a Friday still count as 4.5 hours and other days count as 8.25 hours if you work the standardTrustmark-Lake Forest schedule, or does every day count the same?Time-off will be tracked in hours, similar to how it is now. You’ll enter the number of hours of PTO you usedbased on your regularly scheduled hours for the day.61. Does the “days earned per year” under the new PTO program count what was sick, personal, vacation,etc.?Yes – PTO will include time away from work for reasons due to sick, personal and vacation.62. Are there any changes to maternity leave and how does that function under the new plan?There are no changes with the Short Term Disability policy. You may also be able to use grandfathered sicktime during the 5 years it’s available to help supplement your maternity leave as well. PTO can also be usedto supplement short term disability pay.63. What happens to my accrued sick time?Sick time payouts to non-exempt associates will end after 2018. However, sick time balances for non-exemptand exempt associates will be retained for a period of 5 years which can be used for certain leaves orabsences due to illness. If a balance remains after 5 years, it will be forfeited. Guidelines for GrandfatheredSick Leave time can be found on Workday Headquarters in the Job Aid section.64. Will the grandfathered sick time roll into PTO next year or will the entire balance be in the grandfatheredstatus for exempt folks?All of the sick time will be in the moved into grandfathered sick time after 2018 for all associates, bothexempt and non-exempt. Guidelines for Grandfathered Sick Leave time can be found on WorkdayHeadquarters in the Job Aid section.65. What can have grandfathered sick time be used for? Guidelines for Grandfathered Sick Leave time can befound on Workday Headquarters in the Job Aid section.66. Will the grandfathered sick time balances be visible to associates in Workday?Yes, they will be visible.67. If I have grandfathered sick time rolled over from 2018 and I don’t use it in 2019, what happens?All
Time Tracking & Absence Management, Merit and PTO Frequently Asked Questions . No, however, if a manager has not approved the entries prior to the payroll cut-off time, Workday will automatically advance approval so payroll can b
