Export one pay period of time with one row per shift, give the columns the names below, and drop the file on 1 · Time & approvals. It works from any time system, or from a spreadsheet you keep by hand.
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The blank template has the eleven column headers and nothing else. The example is one week for three invented people, and it shows every rule on this page: a split shift, a long day split into Regular and Daily OT rows, PTO with no clock times, a meal penalty, a clock-in two minutes after a clock-out, one pending row and one rejected row. Drop the example on the audit page to see what you get before you build your own.
Employee ID, Date and Hours are required, plus Time In or Approval Status, so the tool can tell a timekeeping file from a pay register. Keep the template's header names. A few common variants also work (Clock In, Clock Out, Work Date, Status, Earnings Code, Supervisor), and column order doesn't matter.
| Column | Needed? | What goes in it | Example |
|---|---|---|---|
| Employee ID | Required | Any ID that is the same on every row for that person. | E10421 |
| Employee Name | Optional | Shown on every tab. The ID is used when it's blank. | Wren Ashdown |
| Location | Optional | Site, department or cost center. Fills the Hours by Location tab. | North Clinic |
| Manager | Optional | Whoever approves the time. Fills the manager filter. | Harriet Olmsted |
| Job Title | Optional | Shown on the Clean Time tab. | Medical Assistant |
| Date | Required | The work date: 09/14/2026, 2026-09-14 or an Excel date. | 09/14/2026 |
| Time In | For re-punch checks | Clock-in: 7:00 AM, 07:00 or an Excel time. Leave blank for PTO. | 7:00 AM |
| Time Out | For re-punch checks | Clock-out, same formats. | 11:00 AM |
| Hours | Required | Paid hours on this row. | 4 |
| Pay Code | Optional | The earnings type. Blank counts as Regular. See the pay-code rules below. | Daily OT |
| Approval Status | Recommended | Whether the time is approved. See the approval rules below. | Approved |
Rows with the same employee, date, time in and time out are one shift. That matters when a system splits a long shift across pay codes: 12:30 PM to 7:30 PM as 2 hours of Regular and 5 of Daily OT is one 7-hour shift, not two. Rows with no clock times, like PTO or holiday, each count as their own entry.
Daily hours are the Hours column added up for each person and date, so a day over 12 hours shows up whether it came from one row or five. A shift that crosses midnight counts on the date its row carries; the tool doesn't split it. A clock-out earlier than its clock-in is read as the next morning, so a re-punch just after an overnight shift is still caught.
Skip the template. Run the Time Block Audit report that Workday delivers, enter the pay period's start and end dates, export to Excel and drop the file as it comes. Tenant copies of the report work too, including ones that add Supervisory Organization, Job Title or HRBP.
On the page: unapproved time with who has it, a daily hours calendar, days over 12 hours, clock-ins less than 5 minutes after a clock-out, meal-break penalties and hours by location, with filters for location and manager. The Excel dashboard has the same reports as tabs, plus a Summary and a Clean Time tab with one row per shift and its approval state.
It reports the overtime your file says was paid. It does not recompute overtime under federal or state rules, and if the same shift appears twice with different clock times, it counts both.