TRINITY HEALTH MAINTAINING LEAVE EVENTS WITH KRONOS INTEGRATION JOB AID

Transcription

1 TRINITY HEALTH MAINTAINING LEAVE EVENTS WITH KRONOS INTEGRATION JOB AID

2 Table of Contents Opening Leave Events... 2 Viewing Leave Events... 2 Correcting Open Leave Events... 4 Kronos Note... 4 Correcting Corresponding Time Off Events... 5 Kronos Note... 5 Correcting closed Leave Events... 6 Correcting a closed leave case in Kronos... 8 Entering Retro Events... 9 Alternate process in Kronos... 9 Duplicate Leave Events entered... 9 Kronos Duplicate Leave Cases... 9 Closing Leave Events... 9 Page 1 of 9

3 Opening Leave Events 1) To open a Leave Event in Workday simply open the Leave Case in Kronos. The daily integration will open the required leave events in Workday Viewing Leave Events 2) Log into Workday 3) Upon successful sign in to Workday you are routed to the Workday Home Page 4) Enter the name of the person you want to view into the search bar Page 2 of 9

4 5) From the worker s profile click the Time Off tab 6) From the Time Off tab you can view all Leave Events and corresponding Time Off Events 7) To view the event in more detail, either click on the blue text below Leave of Absence or right click on the blue text and open in a different browsing tab. Page 3 of 9

5 Correcting Open Leave Events 1) If the worker is on leave in Workday and the leave case is still open in Kronos; the Last Day of Work, First Day of Leave, and Estimated Last Day of Leave can be corrected by making the changes in Kronos. 2) After the integration runs overnight these dates will be updated and can be viewed immediately in the worker s Time Off tab on their profile. 3) The Leave Event may also be corrected manually in Workday. Click the related actions button off the Leave Event > Business Process > Correct. 4) The screen below will appear. All fields are correctable including the Leave Type. Kronos Note If the edit is made in Workday it still needs to be made in Kronos otherwise the integration will override the edit in Workday Page 4 of 9

6 Correcting Corresponding Time Off Events 1) Time Off Events are created via the Payroll Timekeeping integration. Hours worked, Paid Time Off, and Leave hours will be brought in from every legacy Time Keeping system. We are using Time Off Events to accurately decrement an employee s Leave Entitlement. 2) If a correction needs to be made click to a worker s Time Off Events click related actions > Time Off and Leave > Correct Time Off 3) Change the Correction to Requested field to the correct number of hours and click Submit at the bottom. Kronos Note: a historical edit will be needed in the Leave Case. Please see the Job Aid Entering a Historical Edit for a Leave Case. Page 5 of 9

7 Correcting closed Leave Events 1) If a worker has already returned from Leave, the integration cannot correct the closed event. The Leave Events for the Leave case must be corrected in Kronos and Workday. 2) When a worker is returned from leave (closed Leave Event), the Actual Last Day of Leave field will be populated on the worker s profile. 3) To edit either the initial Leave Event or the Return from Leave Event, the Return from Leave Event must be rescinded. If you attempt to correct a Return from Leave Event you will receive the screen below. 4) To rescind the Return from Leave Event navigate to the worker s Work History tab on their profile. Page 6 of 9

8 5) Find the Return from Leave Event you are correcting and click the related actions off the blue Leave Event > Business Process > Rescind. 6) Write a descriptive comment and click Submit. Page 7 of 9

9 7) The return date is now gone and we are able to edit the Request Leave Event by clicking on the event s related actions > Business Process > Correct. Correcting a closed leave case in Kronos 1. Select the colleague from a Genie and select Leave then View Leave Cases from the menu bar 2. Select the closed leave case that needs the correction. If you don't see the leave case, you may need to change the date range. Select Edit 3. Change the Leave Status from Closed to Open and click Save 4. Make the edits as necessary. Return to the above screen and change the Leave Status from Open to Closed Page 8 of 9

10 Entering Retro Events 1) If a completely retro event where the employee is back at work must be entered, the integration cannot open and close a leave case in one run. The Leave Case can be opened and closed at the same time in Kronos. In Workday these events must be entered manually. Please see the Request Leave of Absence job aid. Alternate process in Kronos The leave case can be opened and left open for one day for the integration to open the leave events in Workday. When the leave case is closed the next day, the integration will close the leave events in Workday. Duplicate Leave Events entered 1) If you enter the same Leave Case twice in Kronos they will come over to Workday and create duplicate Leave Events. When this happens you must close the Leave Case in Kronos and Rescind all associated Leave Events in Workday. To ensure you rescind the correct Workday Leave Events, close one Leave Case in Kronos and wait until the integration runs (daily). The next day in Workday you will see one closed Leave Case and one open Leave Case. Rescind the closed Leave Events by first rescinding the associated Return from Leave Events and then rescind the Request Leave Events. Kronos Duplicate Leave Cases When closing the duplicate leave case, be sure there are no hours entered for that case. If there are hours entered, they will need to be moved to the other case. To close the duplicate case: 1) Update the Case Approval Status to Closed-Duplicate Case 2) Click Save 3) Update the Case Status to Closed 4) Click Save Closing Leave Events 1) To close a Leave Event in Workday simply close the Leave Case in Kronos. The integration will start the Request Return from Leave business process in Workday. Page 9 of 9