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Logging your working hours

From February 2027, staff who need to track or record their hours will do so through Workday. This will replace various legacy systems and over 300 local spreadsheets.

Salaried staff
Tracking time (clocking in and out) or recording flexitime will be done within Workday – either through a desktop, the mobile app, or (for cleaners) dedicated iPads on campus.
Casual staff
Instead of using Dashboard, casual staff will have access to see and request shifts in Workday, either on a desktop or the Workday app. Managers will get pop-up prompts about visa restrictions and other validation checks when they're scheduling staff hours.

In Workday, managers will have oversight of staff hours, including for those clocking in and out. They'll also be able to create schedules using standard templates, with options to update them for new starters or staff with non-standard patterns.

Where staff are working on specific projects (research, capital or other operational projects), they’ll log their hours using Project worktags in Workday for faster and more accurate reporting. PGR students who aren’t employed by the University will continue logging their hours as they do now (on FlexiLeave or otherwise).

Benefits for the York community

  • Consistency and transparency: with staff and finance information updated across the Workday platform in real time.
  • More payroll automation: with caveats like bank holidays automatically deducted and re-credited for shift work.

Training and guidance

Full details and step-by-step guidance will come through our functional training activities and resources, which will begin rolling out towards the end of 2026. If you or your line manager would like to share any thoughts before then, please do discuss them with local representatives in the Change Network to feed back to the team.

You can also use our Staff Learning Collection for practical resources on change and personal development for you and those you work with, and explore the full range of wider wellbeing support on offer.

Programme timeline

Common questions