Western Michigan University. User Training Guide

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1 Western Michigan University User Training Guide

2 Index Significant Changes in Kronos Workforce Central 2 Accessing Kronos 3 Logging Off Kronos 4 Navigating Kronos Timecard Basics 6-7 Visual Cues 8 Scroll Person by Person 8-9 Entering Data 10 Swipe or Punch Data 10 Deleting Punches 11 Saving Changes 11 Calculating Totals without Saving 11 Entering Comments 12 Viewing Comments 12 Deleting Comments 13 Using Pay Codes 14 Reports 15 Running & Viewing Reports 16 Selecting A Report Report Set Options Report Generation Report Viewing & Printing 21 Report Quick Steps 22 Monitoring Timecards 23 Using Notification Tools 23 Using the Reconcile Timecard Genie 24 Viewing the Exception Report Resolve Punch Issues Transfers 27 Types of Transfers 28 Steps to Transfer Hours Approving Timecards 32 Applying an Approval Removing your Approval 33 Western Michigan University Kronos User Guide Page 1

3 Changes in Kronos Workforce Central The significant changes in Kronos Workforce Central v6.2 from your current version of Kronos include: New sign on procedure through GoWMU portal using LDAP single sign on with your BroncoNetID and password. New user-friendly format with tab navigation. Western Michigan University Kronos User Guide Page 2

4 Accessing Kronos The 6.2 version of Kronos is accessible through GoWMU. In order to access the logon screen you will need to enter the following URL into your web browser address line: If issues arise with your BroncoNetID and/or password call WMU s Help Desk at Log Into GoWMU Under the Faculty/Staff tab select Kronos timekeeping. You have now successfully logged into Kronos. These sections will be explained in further detail later within this guide. Western Michigan University Kronos User Guide Page 3

5 Logging Off Kronos When you are ready to logoff of Kronos click on the Log Off link at the top of the Navigation Bar located on the right side of your screen. Navigating Kronos 6.2 Your screen is divided into 4 main parts: Navigation Tabs Header Menu Bar Work Space Navigation Tabs Provide links to features you can access. Header Identifies the employee or employee groups and time periods you are currently viewing or have the ability to view. This area also includes a menu of additional timekeeper tasks and launch icons for quick access to other functions. The Name or ID field contains a list of filters that selects the employees that will populate your Work Space. These filters are called HyperFind queries. The Time Period field also contains a drop down list of available time periods you may choose from to populate your Work Space. Western Michigan University Kronos User Guide Page 4

6 Workspace Contains detailed information such as timecard and/or schedules for your employees along with the time period options. It also contains activities related to working on employee s time such as Actions and Approvals. Menu Bar Contains the Launch Icons used to access individual employee information, timecards, schedules and reports. This bar will be explained in greater detail later. The Launch Icons provide quick access to other Timekeeper components for the employee(s) selected in the Work Space. Launch Icons Help Click on Help to locate additional information. A separate window will be displayed with a site map, index and search capabilities. Western Michigan University Kronos User Guide Page 5

7 Timecard Basics Once you have logged on to Kronos, select Timekeeping>Reconcile Timecard from the Navigation Tab. The default will show all your employees in your home department as of a yesterday time period. When you have done this your Work Space will look like: Remember, if you have employees with multiple jobs you will need to choose all home and transferred in to view. Western Michigan University Kronos User Guide Page 6

8 To edit a timecard, highlight an employee by clicking on their name and then click the Timecard launch icon. This will display the Timecard Grid. Timecard Launch Parts of the Timecard Grid include: Menu Bar contains the Save button along with options for selecting other timekeeping tasks. Totals including shift/daily and cumulative. The work space grid containing dates, pay codes, amounts, in s and out s, and transfers. Icons in the first two columns are used for inserting rows and deleting erroneous data. On the bottom of the screen you will find the Totals & Schedule, Accruals and Audits Tabs section. The Totals & Schedule, Accruals and Audits tabs will appear for every employee. Additional tabs labeled Comments, Moved amounts and Sign-offs, Requests & Approvals will also appear if they apply to the employee s time data. Western Michigan University Kronos User Guide Page 7

9 Visual Cues within the Timecard Visual Cues within the Timecard Grid area apply meaning to a specific Pay Code, Punch Day or Transfer. The following Timecard Grid illustrates some of these cues: Excused Absences Absent Comment Added Transfer Missing Punch (blue outline box) (red outline box) (red shaded box) Scroll Person by Person in Timecards Click on the Timekeeping Tab in the Navigation Bar, then Reconcile Timecard. Western Michigan University Kronos User Guide Page 8

10 Click on Actions, Select All. Then click on Timecard on the Menu Bar. You are now able to scroll person to person using the next to Name & ID on the Timecard Menu Bar. buttons appearing Western Michigan University Kronos User Guide Page 9

11 Entering Data There are multiple ways that time data is applied to the employee s timecard grid. 1) the timekeeper manually enters a pay code indicating the description of hours along with a number of hours or by using start and stop times. 2) time is applied to a timecard grid is by employees swiping their badge at the time clock located in their work area creating punches. 3) data is entered into a timecard grid is by using schedules. Swipe or Punch Data Timecard entries coming from a time clock are called punches. These punches show under the In and Out columns of your timecard grid. In Punches and Out Punches You use the timecard grid to add, change or delete punches. As you can see, this employee is missing an out punch on Friday. To correct this error you would simply click your cursor in the specific cell you want to correct and add a time. After you have made your correction, tab or click out of the cell and click Save. This will correct the error and adjust the totals if necessary. Note: when working with actual times Kronos default is a.m. To get afternoon/evening times you must enter the time along with a p. Western Michigan University Kronos User Guide Page 10

12 Deleting Punches Note: Internal Audit states that actual punches from employees should never be deleted from Kronos. Negative amounts can be used to offset hours from employee punches. Contact the Payroll Office for instructions or questions concerning editing employee punches. Saving Changes To save your edits you must click on the Save button. Keep in mind your work has not been saved and the totals you see are not updated until you save your work. Save Option Calculating Totals Without Saving To calculate timecard totals without saving the changes select Actions > Calculate Totals from the menu bar. Remember, this did not save your work. You must click Save on the menu bar. Western Michigan University Kronos User Guide Page 11

13 Entering Comments Comments are predefined and are available within a drop down window. Comments can be added to any pay code & time entry, in punch, out punch or amount. To enter a comment follow these steps: 1. Select the cell(s) that you want to attach the comment to. 2. Select Add Comment from the menu bar. 3. Scroll through the list of comments and select the one you want then press OK. After completing these steps you will notice the comment visual icon displayed within the cell you just added the comment to. Comment Icon Note: If you want to add more then one comment hold the Ctrl key down when selecting additional comments. Viewng Comments To view comments used on timecards click on the Comments tab towards the bottom of the timecard. Western Michigan University Kronos User Guide Page 12

14 Deleting Comments Comments are deleted by clicking on the Comments tab in the bottom of the timecard which brings up the list of comments used. Right click on the comment you wish to delete. Right Click to Delete Comment Tab Western Michigan University Kronos User Guide Page 13

15 Using Pay Codes Pay codes are used to track both worked and non-worked hours for employees, regardless whether their time is manually entered by a timekeeper/supervisor, or they swipe their badges to create punches. Pay codes cannot be added to a row that contains punches. You must insert a new row to enter a pay code for that date. Pay codes are pre-defined and are selected from a drop down box. Each timekeeper s drop down box is specific to the type of employees for whom they are responsible. The following illustration is an example of pay codes entered on a timecard: Insert Row Icon Pay Codes & Amounts To enter pay codes follow these steps: 1. Are punches associated with the day you want to add the pay code? a. If NO, continue with step 2 & 3. b. If YES, then continue with step Click the Pay Code cell for the day you want to add the pay code. Click the down arrow to display the available pay codes and select one from the list. 3. After entering a Pay Code, click the Amount cell that corresponds to the pay code you just selected, enter the number of hours or money associated with the pay code. Click on Save. 4. Do you want to modify the existing punches? a. If you need to modify the punches click on the In and/or Out punch and make your corrections. Note: it is never recommended that employee punches be deleted. Contact the Payroll Office for instructions or questions concerning editing employee punches. b. To enter a pay code in addition to a day that has punches, click on the Insert Row icon to add a new row. Click the Pay Code cell for the row you inserted. Click the down arrow to display the available pay codes and select one from the list. Then click in the Amount cell next to the pay code and enter the amount of hours. Make sure you click on Save. Western Michigan University Kronos User Guide Page 14

16 Reports Reports can provide information to you for managing tardiness in your department or provide information to help you investigate an incorrect paycheck. All information about an employee s time, labor and scheduling is stored in Kronos. Genies and reports work together to provide you with access to the stored information. The standard report categories include: All Alphabetical listing of standard reports and any custom reports. Detail Genie Employee specific information, available when you click the Reports Launch icon from a detail Genie. Roll-Up Genie Scheduler Timecard Summarized information by labor account or schedule group, available when you click the Reports Launch icon from the roll-up Genie. Detailed schedule information, available when you click the Reports Launch icon from the Schedule Editor. Time and attendance, accrual and schedule information. Note: The categories that appear on your reports page depend on your access rights. Western Michigan University Kronos User Guide Page 15

17 Running & Viewing Reports You first need to access the Reports workspace. This can be done two ways: 1. Click the General Tab on the Navigation Bar, then click Reports, or 2. Click on the Reports Launch icon in the Header Bar. Reports Link from The Navigation Bar Reports Launch from Header Bar Western Michigan University Kronos User Guide Page 16

18 Selecting a Report After entering the Reports workspace your screen should look like this: All reports appear in one or more of the report categories. To select a report you will need to first expand one of the report categories by clicking on the plus sign next to the category you want: Western Michigan University Kronos User Guide Page 17

19 To get a description of a report simply highlight the report name and a description will be displayed to the right as shown in the picture on the below. Show and Time Period You can also refine your report criteria by using the Show and Time Period boxes at the top of your screen. These additional criteria can be changed repeatedly until the correct information is found. Western Michigan University Kronos User Guide Page 18

20 Report Set Options Each report may have different Set Options that determines what information is reported, or how the information is reported. For example, if the Exceptions Report was selected, and the Set Options tab clicked you will be given a choice between reporting Absences or Exceptions. When the Absences option is selected you will be given options on what kind of absences to report. Under Set Options choosing Absences gives you these choices. Choices Western Michigan University Kronos User Guide Page 19

21 Under Set Options choosing Exceptions gives you these choices. Using the prompts, choose the categories you want included in the Exceptions Report. Report Generation After you have selected your Set Options you are ready to run your report. To do this you simply click on the Run Report tab. Kronos will automatically submit your report for processing and switch your view to the Check Run Status view as shown below. In the above example: the report name is Exceptions the Date In is when you submitted the report, the Date Done is when the report finished, the Output is back to your screen and the Status indicates the reports current status. There are 5 possible statuses: Waiting The report is queued for processing. Western Michigan University Kronos User Guide Page 20

22 Updating Running Complete Failed The report is waiting for up-to-date totals. The report is generating. The report generation is finished. An error occurred during report generation. You can continue checking the status of your report by pressing the Refresh Status tab. If you want to delete a report, first highlight the report you want to delete by clicking on it and then click on the Delete tab. A prompt will appear to confirm the delete. Report Viewing & Printing After your report status shows the report has completed you can open the report for viewing and/or printing. To do this, highlight the report you want to view and click on View Report or you can double click on the report. Kronos will now open a separate window and display the report in a.pdf format. You can now review, save or print the report. Note: You will need to have Adobe Acrobat Reader installed on your computer. Adobe Acrobat Reader is free software that can be downloaded from Western Michigan University Kronos User Guide Page 21

23 Report Quick Steps The table below illustrates quick step guide for generating reports. Step Action 1 Do you want to select specific employees? To select all employees in an employee group. To select one or more employees in an employee group. Select Reports from the Navigation Tab Select a Workforce Genie from the Navigation Bar. Select the employees to include in the report. Click the Reports launch icon. 2 On the Select Report tab, click the + to display a category s contents. 3 Click a report name and review the report description to ensure the report returns the data you need. 4 Did you previously select employees? If you selected employees in a Workforce Genie. To define a set of employees. Verify that Previously Selected Employees appears in the Show list. Click the Show list and select an employee group. 5 Click the Time Period field to display report time period options. 6 Do you want to use a predefined time period or define a specific time period? To use a predefined time period. To define a time period. Select an option from one of the first three time categories. Select an option in the last time category and complete the required information. Western Michigan University Kronos User Guide Page 22

24 Monitoring Timecards It is important for timekeepers to monitor employee time data continually throughout the pay period. Timekeepers/supervisors can be notified of changes to an employee s timecard from the employee themselves or their supervisor. The payroll department processes error reports that are ed to timekeepers. These errors will be the responsibility of the timekeeper to correct and it is imperative that these errors are rectified. Failure to do so can result in your employee not getting paid correctly. The three primary tools used to reconcile inconsistencies in an employee s timecard are listed below with descriptions and examples of use. Using Notification Tools Tool Description Example Reconcile Timecard Screen view that highlights a subset of Benefit: At-a-glance view of main Kronos exceptions, with sorting options and quick access to timecard exceptions employee timecards. defined in Kronos and Drawback: Limited set of presents a correlation exceptions. between those exceptions and employees timecards for a specific time period Exceptions Report Screen or printed view that can display all or a subset of the exceptions and absence types configured in Kronos, as well as any associated comments. Workflow Notifications message generated by Kronos that lists the names of employees whose timecards contain one or more specific exceptions. Benefit: Detailed information only for employee s whose time reflects one or more exceptions, including actual worked time versus scheduled time and associated comments, as well as the number of occurrences and total time difference. Drawback: No sorting capabilities by exception and no quick access to employee timecards. Benefit: No supervisor-initiated action; timekeeper is automatically alerted by an message. Drawback: Errors are ed to home account timekeeper only. If multiple job employee must be forwarded from home account timekeeper to others. Excused and/or unexcused absences Short or long breaks Short shifts Canceled deductions Missed punches Excused and/or unexcused absences Short or long breaks Short shifts Canceled deductions Missed punches The following employees have exceptions in their timecards: John Doe Susan Smith Dan Brown Western Michigan University Kronos User Guide Page 23

25 Using the Reconcile Timecard Genie The Reconcile Timecard Genie displays information that shows time and labor details about selected employees. Each row in the work space corresponds to an employee s time information for the specific time period selected. This information can be sorted in ascending or descending order by the content in one or two of the columns. Here is an example of the Reconcile Timecard Genie: Exceptions Steps to access the Reconcile Timecard Genie 1. Select Reconcile Timecard from the navigation tab. 2. From the Show list, select a group of employees. 3. From the Time Period list, select or define a time span. 4. To sort information by one or two columns, click the column for the secondary sort first, and then click the column for the primary sort. 5. Review the information presented in the Reconcile Timecard Genie. Western Michigan University Kronos User Guide Page 24

26 Viewing the Exception Report You can generate the Exceptions report to manage employee s time by exception and track deviations from schedules. The report displays the names of only those employees whose timecards contain exceptions for the dates specified. For each employee listed, the report displays exception dates, types of exceptions, actual worked versus scheduled hours, time differences for the exceptions and the number of occurrences for each type of exception. Below is an example of the Exceptions report: Steps to Generate an Exceptions report: 1. Click on the General Tab then select Reports. 2. Under Categories click the + in front of Timecard and select Exceptions. 3. From the Show list, select a group of employees. 4. From the Time Period list, select or define a time span. 5. Click the Set Options tab. 6. Do you want to define specific absence types and/or exceptions? To define types of absences, click Absences in the Options list and select the absences type for the report. Western Michigan University Kronos User Guide Page 25

27 To define specific exceptions, click Exceptions in the Options list. To include all the exceptions available run the report. To see specific exceptions click Remove All. Select the specific exceptions you want to view and click Add. 7. Then click Run Report. 8. Click Refresh Status several times until Complete appears in the Status column. 9. Double click the report name or click on View Report to view. Resolve Punch Issues Employees who enter their start and end times for worked shifts sometimes forget to punch. They also might punch early or late for their scheduled shift or have to have a meal deduction canceled. The following table list some issues and tasks to perform to resolve them. To Resolve This Issue Missing in-punch or out-punch. Early or late punch for the start or end of a shift. Automatic meal or break deduction that must be paid. Perform These Tasks Enter missing punch information. Add one or more comments explaining the reason for the unscheduled punch. Cancel the automatic meal deduction. After identifying the issue you want to resolve, use the following steps to accomplish the tasks necessary to correct the information. Example of Missed Punch Western Michigan University Kronos User Guide Page 26

28 Steps to Resolve Punch Issues: 1. Locate the employee you want to edit and click the Timecard. 2. Do you want to add new punches or update existing punches? To add a punch, click in the solid red cell in the timecard grid and type the punch time using an acceptable format. To add information to an early or late punch, continue to step 3. To cancel an automatic break or meal deduction, click the cell that contains the punch you want to edit and select Punch>Edit. Select the appropriate deduction from the Cancel Deduction list and click OK. 3. Do you want to add one or more comments to this transaction? To add one or more comments, right click the cell and select Add Comment. Select one or more comments and click OK. 4. Have you completed all edits for this employee? If all edits are completed, select Save. If more edits are needed, continue modifying the information in the employee s timecard. Transfers Employees are assigned to a primary labor account, default work rule and a primary job. During their normal workday, all their worked and non-worked hours are calculated using the default work rule and charged to their assigned labor account and job. However, employees are not limited to working in their primary labor account, at their primary job, using their primary work rule. Sometimes employees work other jobs in other departments or have their hours calculated differently using a different work rule. These are employees with multiple jobs. Timekeepers can perform transfers so an employee s hours are calculated differently or charged to a different account and job which is not the employee s primary account or job. Transfers can be for the entire shift or a portion of the shift. Western Michigan University Kronos User Guide Page 27

29 Types of Transfers Transfer Type Labor Account Work Rule Job Description Transfers shift hours to an alternate labor account. You can transfer hours to one or more labor levels within the labor account. Transfers shift hours to an alternate work rule so those hours are calculated differently. Work rules identify such things as how punches round, what types of overtime an employee can earn, which pay codes track what types of hours and so on. Transfers shift hours to an alternate job within WMU. Because each job has a specific path in the organization map, when a job transfer is performed, the entire job path is specified to ensure the hours are tracked to a valid job. Example Jack s primary labor account is PAY/ /360112/1360. Jack worked 5 hours in another department. Those hours should be tracked to PAY/ /360112/1360. Sally is assigned to the part-time work rule. On Friday, she worked full time with a 30 minute lunch. All her Friday hours should be calculated using the Full-Time 30 Minute work rule. Jean s primary job assignment is Lifesaver. On Monday, because of a department shortage she worked as a Referee. Her worked hours on Monday should be tracked to the Referee job. NOTE: All transfer types can be performed in the timecard Do not make changes to the timecard in the Totals & Schedule portion of the timecard. Western Michigan University Kronos User Guide Page 28

30 Steps to Transfer hours in an hourly timecard 1. Locate the employee you want to edit and click the Timecard. 2. Do you want to transfer all or a portion of the shift hours? To transfer all hours in a shift continue to step 3. To transfer a portion of the shift hours, click the Insert Row icon to create a new line for the same day, splitting hours to be transferred, continue to step Click in the Transfer cell, click search. 4. You should see a big Select Transfer box. Option 1: a complete transfer of information containing OrgID, Department, Job Code: in the Select Transfer box under Job (see example below), look for your department OrgID (the example shows Payroll OrgID). If you have multiple cost centers, find the cost center that pertains to the job of the employee you need to transfer. Then click on the + sign in front of the cost center to bring up job code selections. Click in the box of the job code that pertains to the employee whom you are transferring. Remember: all data in Kronos must match the job in PeopleSoft or your transfer will not work. Click on OK, then Save on the timecard. Western Michigan University Kronos User Guide Page 29

31 Job OrgID Job Code Choices Department Your complete transfer is done. Remember to click Save on the timecard. Option 2: use only if a partial transfer of data is needed : the middle of the Select Transfer box contains a series of radio buttons (see example below). Upon opening the Select Transfer box, the Organization Identification radio button is already marked. To change this, to the left, in the Available Entries, look and see if the OrgID that you need is showing and if so, click on it. That will bring it over into the Organization Identification data. If you do not see it in the Available Entries try typing the OrgID or first letter, along with an asterisk * in the Name or Description and click on Search. Western Michigan University Kronos User Guide Page 30

32 This should bring it up in the Available Entries where you can click on it, thereby putting it into the Organization Identification data. To transfer Department Number and/or Job Code Description follow the above steps using the correct data such as cost centers for Department Numbers, job codes for Job Code Description. Radio Buttons Click OK, then be sure to Save the timecard. Note: you cannot type the information needed in these boxes. 5. Do you want to add one or more comments to this transaction? To add one or more comments, right click in the cell for either begin or end shift time and select Add Comment. A box of comments will appear. Select one or more comments (to add more than one hold the Control (Ctrl) button on your keyboard and select as many comments as needed) and click OK. Western Michigan University Kronos User Guide Page 31

33 Approving Timecards After you have edited your employee s timecards, the Supervisor must approve the time data. A supervisor s approval is required at the end of each pay period. This approval lets the payroll department know that your timecards are ready for processing. Once a supervisor has applied their approval for the specified time period no further edits can be made to the timecard unless the approval is removed. Applying an Approval To apply an approval to one or more employee s timecards, perform these steps: 1. Access My Genies and click on Approval by Managers. In Show select the appropriate employee group from the list that contains the employee or employees for whom you want to issue an approval. In most cases this will be the All Home and Transferred In option. 2. To apply an approval for an entire pay period, select the appropriate pay period designation from the Time Period list. In most cases this will be Previous Pay Period. To apply an approval for a span of days, select Range of Dates from the Time Period list and specify the Start and End dates. 3. To approve everyone s timecard click on Actions, Select All, click on Approvals, then Approve 4. To apply an approval to only one timecard, select the employee and click the Timecard to display that employee s timecard. Then click on Approvals, then Approve. Western Michigan University Kronos User Guide Page 32

34 5. Verify your approval actions by clicking Yes when prompted Are you sure you want to approve? 6. Do you want to check the status of your approval issued from within the individual timecard or as the group? To check an approval applied from within a timecard, go to individual employee s timecard and click the Sigoffs, Requests & Approvals tab. Then review the Approval by Manager information. To check an approval applied to the group, click on the General tab. Then click Group Edit Results and review the Approved edit information. Removing your Approval Once you approve one or more employee timecards, those timecards can no longer be edited. However, there might be a situation when you or another department need to make further edits to a timecard. Removing your approval will allow for further editing of the timecard but remember to re-apply the approval once finished. To remove your approval from one or more employee timecards, perform these steps: 1. To remove an approval from within a timecard, select the employee and click the Timecard to display that employee s timecard. Then click on Approvals, then Remove Approval. 2. To remove from the entire group go to the My Genies tab, click on Approvals by Manager. Click on Actions, then Select All. Then select Approvals then Remove Approval. A prompt will appear asking are you sure you want to remove, click yes. Western Michigan University Kronos User Guide Page 33

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