Timekeeping in Trusted & Workday (Caregiver Guide)
We have updated the timekeeping (time tracking) process in Trusted and Workday. This guide provides an overview of what you need to know.
Key Benefits of a Timekeeping Process:
Ensure Accurate Pay: The system helps make sure your hours and meal breaks are accurately tracked so you’re paid correctly for the time you work.
Fair and Consistent for Everyone: The standardized timekeeping process ensures everyone across the company follows the same guidelines, promoting fairness.
Accountability: Using Workday keeps you organized and accountable for your time, giving you a clear record of your hours worked.
Timekeeping Expectations
Submission: All time must be recorded and submitted by the end of day Thursday each week.
Corrections: If your manager requests corrections, please submit the time corrections the same day you are notified.
Important Note: It is your responsibility to track time accurately and timely. Missing a submission can delay payroll. Misrepresenting time may result in disciplinary action.
Process Flow Overview
Most Frequently Asked Questions:
When should I start my booking?
When should I start my booking?
Our general guideline is to clock in immediately prior to approaching the door of the location where care will be provided. In most cases, this will be within 5 minutes or less in relation to the start of the booking. Providers should not clock in unless they are in proximity to being actively "on duty".
When do I track time in Trusted platform vs Workday?
When do I track time in Trusted platform vs Workday?
Trusted is where you will record working time for bookings. Time entered from the Trusted App will automatically transfer over to Workday. All other time must be recorded in Workday (see below).
What are examples of situations outside of a booking that I should be checking in for? (Use ADMIN TIME for these scenarios.)
What are examples of situations outside of a booking that I should be checking in for? (Use ADMIN TIME for these scenarios.)
Other working time is classified as any work done outside of bookings and must be recorded in Workday. Examples of this include but are not limited to:
Attending team meetings
1:1s with supervisors
Calling families for intro calls
Training time
Note: these times should be exact from the time you start to the time you complete. Your supervisor will no longer enter administrative time on your behalf.
What happens if I forget to start or end a booking or need to edit my time?
What happens if I forget to start or end a booking or need to edit my time?
If you forget to start a booking, within Booking Details in Trusted, click the "start" button and confirm the accurate start time before submitting your time for approval.
If you forget to end a booking, within Booking Details in Trusted, click the "end booking" button, confirm the accurate end time before submitting your time for approval.
If you need to make adjustments after you have submitted you will need to edit it in Workday.
What happens if a family cancels my booking, will I still get paid? Do I need to enter the time into Workday?
What happens if a family cancels my booking, will I still get paid? Do I need to enter the time into Workday?
The cancellation policy remains the same. Cancellation hours do not need to be manually entered- they will be uploaded automatically and reviewed. Click here to review the family cancellation policy.
What if my booking ends early, do I get paid for my full booking?
What if my booking ends early, do I get paid for my full booking?
You are paid for the time you are providing care. You should clock out when you finish providing care.
What happens if my booking runs over the booking time? Do I clock out at my normal booking time or the time my booking ended?
What happens if my booking runs over the booking time? Do I clock out at my normal booking time or the time my booking ended?
If your booking ends after the scheduled time, please notify the booking team to let them know. Clock out when you finish providing care.
When should I clock out for a meal break?
When should I clock out for a meal break?
Caregivers who work more than five hours in a day may take an unpaid, duty-free uninterrupted meal break of at least 30 minutes that must begin within the first 5 hours of work. If an employee works more than 10 hours in a day, the Company provides a second, unpaid meal break of at least 30 minutes that must begin within the employee’s first 10 hours of work (i.e., the second period must start before the 10-hour mark of time worked during an employee’s shift).
Remember no child may be left unattended at any time during booking.
Caregivers who do not take a meal break must record all of their time worked (even if they are eating a meal during working time) to ensure that the Caregiver is paid for all time worked.
Below are steps on how to track time in Workday and Trusted (App and Browser).
Workday App Users: Be sure to reference the resources labeled "Timekeeping in the Workday App (Other Working Time)"
Desktop or Mobile Browser Users: Use the resources titled "Timekeeping in the Workday Browser (Other Working Time)"
Timekeeping in Trusted (Bookings)
You have the option to use the Trusted App on your mobile device, desktop or your mobile web browser. Trusted can only record working time for bookings all other time must be recorded in Workday.
Confirmed Bookings
Confirmed Bookings
On the app, click on the Upcoming tab OR on the webpage click the calendar view to see confirmed upcoming bookings.
You will see booking details like name, address, and start time. Tap on the booking to open the details display for more information.
Starting a Booking
Starting a Booking
Within the Booking Details display, you will be able start your shifts.
After you arrive at the booking, click the “Start” button, which will prompt a pop-up to confirm the time you started working. If this time is correct, you can start the booking or make time adjustments, if needed.
Our general guideline is to clock in immediately prior to approaching the door of the location where care will be provided. In most cases, this will be within 5 minutes or less in relation to the start of the booking. Caregivers should not clock in unless they are in proximity to being actively "on duty".
Once the booking has begun, you will have two options “Start Meal Break” or “End Booking”.
Meal Breaks
Meal Breaks
Meal breaks should only be recorded if they are duty free (You are relieved of all job responsibility for an uninterrupted continuous period of time).
NOTE: At no point in time should you ever leave a child unattended for any reason, including meal breaks. Do not record a meal break if you do not take one to ensure you are accurately paid.
To begin a meal break you will need to select “Start Meal Break” and follow the same process flow as you did to begin the booking.
At the end of the meal break, make sure to end the break in your app or browser using the red “End Meal Break” button.
Ending a Booking
Ending a Booking
Whether or not you take a meal break, to end a booking select “End Booking” on the app or browser and confirm the accurate ending time and end the booking.
Correcting Time
Correcting Time
If you forget to end a booking you can go into Trusted to make adjustments before submitting your time for approval. If you need to make adjustments after you have submitted you will need to use Workday (See Timekeeping in Workday Resource).
Timekeeping in Workday Desktop Browser (Other Working Time)
Other working time is classified as any work done outside of bookings and must be recorded in Workday. Examples of this include but are not limited to:
Attending team meetings
1:1s with supervisors
Intro calls to families
Training time
Please note that all booking hours should be clocked in/out of Trusted and will automatically sync to your Workday timesheet the following day.
Checking In
Checking In
Navigate to your Workday homepage, select “Check In”.
In the pop-up review your information and under the Time Type select “Admin Time”.
Select, “Ok” and you will get a message confirming you have successfully checked in.
Meal Breaks and Checking Out
Meal Breaks and Checking Out
Whether you are entering a meal break or checking out, you must also document this in Workday. To do this:
Navigate to your Workday homepage. Under “Timely Suggestions”, you will now see an option to “Check Out”.
In the pop-up, review your information and indicate whether this check-out is for a “Meal Break” or an “Out”.
Select “Ok” and you will get a message confirming you have successfully checked out.
NOTE: At the end of your meal break, make sure to clock back in using the steps to “Check-in” listed in the section above.
Entering Time into Timesheet at a Later Date
Entering Time into Timesheet at a Later Date
Click "My Time" button on your Workday homepage.
Click into the day that time needs to be entered.
Enter the In (start time) and Out (end time) and Time Type, which should be “Admin Time” (used for 1:1s, team meetings, intro calls, etc.)
There should be little to no need to input time under any other time types such as: Bookings - hours worked, Trusted - hours worked, or Trusted - cancellation hours. All booking hours should be clocked in and out in Trusted and will automatically sync to your Workday timesheet the following morning.
Should you forget to time in/out of Trusted, then enter time under “Bookings - hours worked” time type in Workday.
Confirm the “Hours” add up to what you want to enter (NOTE: it is important to pay attention to AM and PM in entering time).
Click OK, and the time will be saved and show as “Not Submitted” until you Submit.
Reviewing and Submitting Time
Reviewing and Submitting Time
By the end of the day on Thursday each week, you must review and submit your time for approval. To do this:
Click on "My time" button, found on your Workday homepage.
Click the “Review” button in bottom right corner, and check all hours entered in your timesheet are accurate. If you see an error, please correct it immediately by deleting the incorrect entry and reentering the time accurately.
Last, but most IMPORTANT step - click the “Submit” button.
Revising Time
Revising Time
If your manager notices any errors in your timesheet they have the ability to send it back for corrections. If this happens:
You will receive a message in your Workday inbox notifying you of the need for revision.
In your timesheet, click into the time block you need to delete. A white window will pop up and click the 'Delete' button at the bottom.
Next this window will pop-up to confirm, click 'Ok'.
Click back into the day in your timesheet, which should now be blank, to enter time.
Select the correct “Time Type” and enter the correct in and out time (pay close attention to AM/PM) and Click "Ok"
Timekeeping in the Workday App (Other Working Time)
Other working time is classified as any work done outside of bookings and must be recorded in Workday. Examples of this include but are not limited to:
Attending team meetings
1:1s with supervisors
Intro calls to families
Training time
Please note that all booking hours should be clocked in/out of Trusted and will automatically sync to your Workday timesheet the following day.
Workday App
Workday App
You may use the Workday App or Browser to record time. If you have never used the Workday App before, to add “Check In” to your Home screen, follow these steps:
Click on “View All” under Let’s Get Started.
Select the Time Tracking app.
Select the “Check-in/out Task”.
After doing this once, the mobile app home should display this as an option in the future.
Checking In & Checking Out
Checking In & Checking Out
From your Workday home screen, click “Check in”. The pop-up will allow you to leave a comment, if needed.
In the pop-up review your information and under the Time Type select “Admin Time”.
Then click “Next” to successfully check in. Workday will provide a notification confirming your check-in time.
To check out, follow similar steps on the home page to end your work time.
Entering Time into Timesheet at a Later Date
Entering Time into Timesheet at a Later Date
Click "My Time" button on your Workday homepage.
Click “Enter Time”.
Click into the date that you need to add time for and click “+ Add New”.
Enter Time Type (“Admin time” for 1:1s, team meetings, intro calls, etc.), then Enter the start and end time (pay close attention to AM and PM for the correct total hours) and click “Ok” in the top right corner.
NOTE: There should be little to no need to input time under any other time types such as: Bookings - hours worked, Trusted - hours worked, or Trusted - cancellation hours. All booking hours should be clocked in and out in Trusted and will automatically sync to your Workday timesheet the following morning.
Once time is entered, click “Submit” at the bottom.
Review and click “Submit” button again for hours to be sent to manager for approval.
Reviewing & Submitting Time
Reviewing & Submitting Time
Workday will display a link to review un-submitted time under “Timely Suggestions.”
Click on the day to review the hours logged for accuracy. Once they are correct, click “Submit” to send to your manager for review and final approval.
Revising Time
Revising Time
If your manager notices any errors on your time sheet, they can send it back to you for correction.
You will see notifications for this on the Home Page under “My Tasks.”
From here, you can scroll to the Process section and click on “Process History.” This will show any comments related to why you need to resubmit the time.
From the Home Page, review un-submitted time under “Timely Suggestions”. A week breakdown will display, allowing you to select the day you want to edit and make updates.
After changes have been made, select “Ok”. Then follow the normal steps to “Submit” the time.