Ector County ISD. KRONOS Manual. Operating Guidelines

Transcription

1 Ector County ISD KRONOS Manual Operating Guidelines ECISD 8/29/2016

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3 TABLE OF CONTENTS INTRODUCTION... 1 OPERATING GUIDELINES... 1 KRONOS TERMINOLOGY... 2 KRONOS Managers... 2 KRONOS Supervisors... 2 KRONOS Payroll Contact... 2 Information Systems Business Staff... 2 KRONOS Employees... 3 KRONOS Time Calculations... 3 KRONOS BALANCING PROCEDURES... 6 Process Chart... 6 Weekly Payroll Review... 7 Time Adjustment Forms... 8 Audit Trail... 9 COMP TIME PAY OUT PROCEDURES... 9 TEACHERS UTILITIZING KRONOS Magnet Tutoring FALSIFICATION OR TAMPERING LOST OR MISSING ID BADGE Log On Quick Find Punches Accessing An Employee s Timecard Selecting A Timecard Viewing A Timecard Edit A Punch On An Employee s Timecard Delete A Punch On An Employee s Timecard Override A Punch on an Employee s Timecard Pay Codes... 19

4 Add / Edit Pay Codes On An Employee Timecard Adding Comments Civic Duty (Jury Duty) Professional Development Group Edits Adding New Punches To A Group Adding Pay Codes To A Group Viewing Comp Balances Comp Pay Out Procedures Employees Moving Campus/Deparmtent Reports How To Run Weekly Timecard Reports Approve Timecards Approve Employee Timecards KRONOS Managers Approve Employee Timecards KRONOS Supervisors Extended Year Services (Summer School) Extended Year Services (Summer School) For Employees Extended year Services (Summer School) For Managers KRONOS EYS Q & A Troubleshooting Badges Defective Badges Clock Problems... 42

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6 INTRODUCTION All district positions are classified as exempt or non-exempt. Non-exempt staff are paid an hourly wage or salary and receive compensatory time or overtime pay for each hour worked beyond 40 in a workweek. KRONOS is an electronic time keeping system utilized by Ector County ISD to maintain the official record of the workday for non-exempt staff, as well as employees who earn supplemental pay, including part time employees, student workers, magnet teachers and tutors. Because it provides a consistent means of tracking the time and attendance of employees, it is the basis for resolution of disputes concerning hours worked or attendance. It is recognized that in situations such as a clock malfunction it is necessary to correct or enter missing data. These changes must be carefully documented on the KRONOS Time Adjustment Form so that it is possible at all times to determine how a time detail record was computed. NOTE: The terms clock in/out, punch in/out and swipe in/out mean the same thing. These terms refer to the action whereby an employee slides his/her ID badge through the slot on a time clock that reads the employee s badge number and the information is transmitted to the KRONOS timekeeping database. OPERATING GUIDELINES All non-exempt staff utilize the KRONOS system to track their time worked. Employees approve their weekly timecards on the KRONOS clock using the Attestation feature. All non-exempt employees leaving the campus/department site during the work day for any personal reason, including lunch, must clock out/in when leaving and returning. The KRONOS record of all full time non-exempt staff must reflect a minimum 40 hour work week. Employees who are hired and begin during the middle of the week must work an equivalent to 8 hours per day for each day worked. For example, if an employee begins on Wednesday, he must work at least 24 hours that week, or an equivalent of 8 hours for each day Wednesday, Thursday and Friday. Working less than 24 hours results in a short fall. The employee and his supervisor should have an understanding that comp time will be utilized as compensation for time worked above forty hours. Supervisors can adjust the work schedule within the same week so that the total number of hours worked is equal to the normal scheduled hours per week. For instance, 1

7 if there is a training the secretary should attend on Saturday, the supervisor can have the secretary leave/clock out on Friday at noon to compensate for the time that will be spent on Saturday for the training. The secretary would then clock in/out at the training. Board Policy DK states that paraprofessional and auxiliary employees are not exempt from overtime and are not authorized to work in excess of their assigned scheduled without prior approval from their supervisor. It is the responsibility of the supervisor to monitor hours worked to ensure that an employee does not earn comp time that is not authorized. Employees should not swipe out and continue to work. Any time worked must be recorded accurately in the employee s KRONOS time record. If an employee is not relieved of his duties during lunch he should not be instructed to clock out/in for lunch. That time is considered work time. For information concerning the work week, college classes and breaks, please refer to the Employee Handbook. KRONOS TERMINOLOGY KRONOS Managers The KRONOS Manager (typically, the secretary) manages KRONOS records (edits punches, inputs absences, etc.), approves timecards in KRONOS, and follows all necessary procedures required to maintain accurate employee records. The KRONOS Manager should only enter absences that were not included on the KRONOS Leave Import, which imports data from Munis ESS weekly. KRONOS Supervisors The KRONOS Supervisor (i.e. principal or director) manages KRONOS records (edits punches, inputs absences, etc.) for the KRONOS manager and approves timecards in KRONOS for all employees he supervises, including the KRONOS manager. KRONOS Payroll Contact Payroll is responsible for checking all prior week timecards for employees at all campuses/departments, contacting you if there are any discrepancies or questions and for making corrections in KRONOS as indicated by campus/department personnel. Information Systems Business Staff Information Systems staff is responsible for adding new employees or removing terminated employees. Information Systems staff cannot make changes in KRONOS. 2

8 Kronos version 8 allows you to reset your own password. If you are locked out, contact Information Systems to unlock your account. KRONOS Employees KRONOS employees are employees who utilize KRONOS to chronicle their time worked. ALL non-exempt employees MUST clock in in the morning, clock out and in for lunch, and clock out at the end of the work day. Under certain conditions, such as a training course at a different location, the employee shall clock in/out at the alternate location, or be clocked in/out manually by the Campus/Department KRONOS manager. Any disagreements with the official time detail record shall be reviewed with the employee s supervisor, who shall authorize any changes to the timekeeping data. Time accrued in the KRONOS clock are described in the KRONOS Time Calculations Chart. KRONOS Time Calculations The work week begins on Monday and ends on Sunday. The chart below describes language used in the KRONOS software and procedures, as well as how KRONOS calculates and awards time for specific situations. SITUATION DESCRIPTION ACTION TAKEN IN SOFTWARE Regular Work Week Short Work Week Short Fall Week = 40 hours worked with no holidays Week = 40 hours but includes a nonworkday, such as a holiday or a day of leave Clocked time is less than 40 hours in one week OT Comp is awarded at a rate of 1.5 times the amount of time worked over 40 hours. Clocked time must be the equivalent of 8 hours for each day worked. Time worked in excess of a clocked 8 hour day is awarded as extra straight time/regular comp, not OT Comp. Time worked in excess of 40 hours clocked is awarded at 1.5 times the amount of time worked. KRONOS calculates the amount of time the employee is short of 40 hours and deducts it from the employee s comp balance. NOTES e.g., Monday is a holiday and the employee clocks 34 hours Tuesday-Friday. Since the employee was obligated to work 32 hours, he earns 2 hours of straight time/regular comp. OT comp is used first, then Reg comp 3

9 Dock Pay Code Comp Shortage Clocked time is less than 40 hours in one week and the employee s comp balance is insufficient to cover the short fall Employee enters a comp pay code in ESS but when the comp pay code is imported into KRONOS, the comp balance is insufficient to cover the request NOTE: If there are no punches at all for a week, action must be taken by the KRONOS manager. There is no automatic short fall deduction in this instance. KRONOS calculates the amount of time the employee is short of 40 hours and awards a Dock pay code on the employee s timecard. The employee must enter a day of leave (in increments of.5 or 1.0) in ESS. Once this is done, the KRONOS manager must change the DOCK pay code to the pay code entered by the employee in ESS. KRONOS identifies that there is insufficient comp to cover the comp pay code entered in ESS and awards a Comp Shortage pay code. The employee must change the pay code in ESS from comp to another leave code. This may mean deleting the comp time request and adding a different leave request. ACTION IS REQUIRED TO RESOLVE THIS SITUATION! ACTION IS REQUIRED TO RESOLVE THIS SITUATION! Missed Punches The employee has punches for some, but not all, ins/outs in a day The KRONOS manager must make the corresponding changes in KRONOS. The employee uses the Missed Punch-Approve button on the KRONOS clock. Then the KRONOS Manager accepts/rejects missed punches using the My Approvals from the related document pane on the right hand pane of the KRONOS screen. Once the missed punch has been accepted by the Manager, the punch automatically appears in the employee s timecard. ACTION IS REQUIRED TO RESOLVE THIS SITUATION! Missed punches can be identified,,, 4

10 Leave imported from ESS The leave for paraprofessional staff that has been entered and approved in ESS is imported each Monday for the prior Monday-Sunday. If the leave code being imported is a comp leave code, KRONOS automatically reduces the employee s comp balance by the amount indicated on the leave request, pulling from OT comp first, then Reg comp. If this causes the employee to exceed 40 hours for the week, the overage is given back to the employee as Reg comp. NOTE: Leave entered in ESS but not approved prior to the import for that week (after Sunday) must be manually added to KRONOS by the KRONOS Manager. Leave entered in a Munis time entry batch is not imported and must be manually added to KRONOS by the KRONOS Manager. Employee comp time balances will be used to cover hours short of a 40 hour week should be used before Leave and Vacation days to account for absences Although comp time is used in the instances described above, payments for comp time balances may be necessary at times. Payouts from KRONOS comp balances are always paid at the straight rate because KRONOS has already performed the time and half conversions. Employees cannot be inactivated in KRONOS until balances have been paid out. 5

11 KRONOS BALANCING PROCEDURES All time cards should be checked and errors corrected on a regular basis. The chart below identifies responsibilities in the validation process. Process Chart WHEN WHO WHAT Daily KRONOS Validate time cards Manager Run the Reconcile Time Card Genie to identify missed punches, no punches and other exceptions for the prior day. Take corrective action. o NOTE: This report does not identify exceptions for employees that do not have a schedule entered in KRONOS. Correct and mark as reviewed all exceptions identified by the Notification Alert icon. Accept or reject missed punches submitted on the KRONOS clock by the employee. Check the My Approvals report for missed punches. Daily Employee Clock in and out using KRONOS. swiping in KRONOS Submit any missed punches at the KRONOS clock using the Missed Punch-Approve button. Monday am Information Systems NOTE: If a missed punch is the first punch of the day, it cannot be corrected until a second punch for that day is swiped. For instance, if an employee fails to clock into work at 8:00 am on Monday, he cannot correct the missed punch until after he clocks out for lunch at 11:30 am. Leave is imported from ESS Leave entered and approved in ESS for the prior week (Monday-Sunday) is imported into KRONOS. Tuesday by 5:00 pm Employee swiping in KRONOS NOTE: Leave for a specific week is only imported one time. Leave that is entered after the import for that week has been done must be manually added by the KRONOS Manager. Attest/approve timecard for the prior week (Monday-Sunday). Employees, managers and supervisors can approve prior to the due date as long as the approvals are obtained in the appropriate order (employee, then manager, then supervisor). 6

12 If an employee is absent and cannot approve the prior week s timecard by the Tuesday deadline, the KRONOS Manager and KRONOS Supervisor can approve the timecard without the employee s approval as long as the timecard has been validated (i.e., there are no missed punches, no dock pay codes, no comp shortage pay codes and the timecard reflects a minimum 40 hour work week). Wednesday by 5:00 pm Thursday by 5:00 pm KRONOS Manager KRONOS Supervisor Upon the employee s return to work, the KRONOS Manager prints a paper timesheet, obtains both the employee s and the Supervisor s signature and scans the timesheet into MUNIS TCM. Ensure all employees have approved their timecards in KRONOS for the prior week (Monday-Sunday). Approve employees time cards in KRONOS for the previous week. Approve all employees timecards in KRONOS for the prior week. Friday Payroll Department NOTE: Timecards awaiting a Supervisor s approval must have two approvals, that of the employee and the KRONOS Manager, EXCEPT in the case of the KRONOS Manager. The KRONOS Manager will only have one approval, that as the employee. Sign off on timecards for the prior week (Monday-Sunday). Once a timecard has been signed off on, no corrections to the timecard can be made at the Campus/Department level. Begin audit of KRONOS timecards. Generate discrepancy reports. Send to the KRONOS Manager and Supervisor of any discrepancies for the prior week. Weekly Payroll Review Following is a list of Payroll staff members with their respective areas of responsibilities. Payroll 6 Non-Custodial and Maintenance = Ester Burciaga Payroll 6 Custodial and Maintenance = Chesiree Olivas Payroll 5 = Debbie Jimenez Part-time/Subs = Lynn Brooker 7

13 The Payroll Department requires one of the following in order to make changes: Add, delete or change punches o A completed/signed Time Adjustment Form, including the signatures of the supervisor and the manager; if the employee is off contract, he will be required to sign the Time Adjustment Form upon return to work Add, delete or change leave codes o A screen shot of the entered and approved ESS request o A pdf copy of the entered and approved ESS request o A copy of the system generated received when leave has been approved NOTE: Leave pay codes submitted on a Time Adjustment Form must exist in ESS before the Payroll Department will add them in KRONOS. Friday First Check Notice - The Payroll Department staff sends the first notice to the KRONOS Manager and Supervisor identifying discrepancies found for the prior week (Monday- Sunday). These changes must be corrected by the following Monday at noon. Monday Second Check Notice If corrections have not been made by Monday at noon, the Payroll Department staff sends the second notice to the KRONOS Manager, KRONOS Supervisor and the appropriate Assistant Superintendent. These changes must be corrected by Tuesday at noon. Any discrepancies will be handled by the Payroll Director, Armando Nunez. At this point, all changes must be sent to Armando Nunez for corrections. The second checks are performed the next week for the same time frame. The same actions are followed to get items corrected. This includes checks done to match leave taken in ESS to leave taken in KRONOS. Time Adjustment Forms Use the KRONOS Time Adjustment Form to make adjustments to time to edit punches and add pay codes. Because missed punches can be corrected at the clock by the employee, they do not require a completed KRONOS Time Adjustment Form. The form should only be used to make changes to a KRONOS record so that it accurately reflects what an employee worked. The form is designed to reflect changes made to a particular week and must be signed by the employee and his supervisor. NOTE: Do not adjust punches that reflect the actual time an employee worked. For example, if an employee has worked 41 hours for the week do not modify their punches to get them down to a 40 hour work week. Even if the time worked was not approved in advance by the supervisor, the time card reflects time worked, is the legal time sheet and must not be altered. 8

14 If additional forms are needed, print/copy additional forms as needed. A copy is located at the back of the manual. It can also be found on the Payroll website. Audit Trail All changes to an employee s timecard is captured and archived in the KRONOS audit trail. If you are unsure how to make a change, please contact your Information Systems Business analyst for instructions before making the changes. COMP TIME PAY OUT PROCEDURES The Comp Payout procedure no longer requires that a time entry batch be entered in MUNIS. Comp Payouts are handled through KRONOS. 1. Using the Payroll Department s Pay Dates XXXX-XX Schedule for Secretary Handbook, determine what the last date of the pay period. This date is found in the column titled Extra Duty Time Worked. NOTE: Ensure you are referring to the calendar for the appropriate school year. The example below is for the school year. 2. On the employee s timecard in KRONOS, on the date determined above, enter a pay code = C-Comp Pay Out and the number of hours the employee is being paid. This process automatically reduces the employee s comp balance in KRONOS, taking from the employee s OT comp balance first. If there is insufficient comp in the OT balance, REG comp is then reduced. NOTE: This process must be performed after the last date of the time worked but before the KRONOS Manager approves that week s timecard. 3. Information Systems exports the Comp Pay information from KRONOS and imports it into a Time Entry batch in MUNIS. 4. The Payroll Department processes the Comp Pay Time Entry batch when they run the next payroll. 9

15 NOTE: Use the Employee Comp Time Totals Genie to assist in displaying comp balances for all your employees. TEACHERS UTILITIZING KRONOS Magnet Full Time Teachers with Supplemental Magnet pay In order to be eligible for pay, an employee must fulfill his or her contractual obligation with ECISD. 1. The employee must have completed his or her duty schedule. a. Elementary: 7:30a 3:30p b. Junior High: 8:15a 4:15p c. High School: 8:10a 4:10p 2. If the supervisor has altered the duty schedule, the employee is not eligible for Magnet pay until that full designated duty schedule is worked. 3. If an employee submits a full-day absence, they are not eligible for Magnet pay for that day. 4. If an employee submits a half-day afternoon absence, they are not eligible for Magnet pay. Early morning clock-ins are considered part of the regular duty schedule. 5. If an employee submits a half-day morning absence, they are eligible for Magnet pay only if they fulfill at least half of their designated duty schedule. 6. Teachers who will work Magnet should utilize KRONOS. Please refer to the procedures set forth by Elementary Operations. 7. Magnet classes begin at 3:00 pm and end at 4:00 pm (for all but Hays and Blackshear). Therefore, the magnet teacher needs to make up 30 minutes in order to earn an additional hour of compensation. KRONOS Managers The KRONOS manager may issue a group punch to clock in all magnet teachers at 3:30 pm. When the magnet teacher dismisses class at 4:00 pm, he/she is still on duty until 4:30. This gives the teacher time to walk the students out and ensure they are picked up safely or delivered to the bus. It is imperative the teacher clock out on or before 4:30 pm. There should be a protocol on each campus for teachers to follow for students not picked up by 4:30 pm. It is the 10

16 teacher s responsibility to clock out. No funds are available to pay for additional time for magnet teachers. The KRONOS manager at the campus needs to monitor time to ensure teachers are clocking out on or before 4:30 pm. If you have given a magnet teacher permission to arrive 30 minutes early to monitor magnet bus arrivals instead of staying 30 minutes late, the teacher needs to clock in at 7:00 am and out at 7:30 am and be group punched in at 3:30 pm and punch himself/herself out at 4:00 pm. Another magnet teacher needs to be directed to complete pick up procedures for the teacher. Blackshear and Hays will follow the same pattern with adjusted times to accommodate the extended day magnet programs. The Blackshear and Hays clock out time will be on or before 5:30 pm. Please maintain contact with your KRONOS Manager to ensure no magnet teacher is exceeding the approved time. You will need to address anyone not following protocol. KRONOS Managers Procedures for reporting Magnet pay. 1. WEEKLY KRONOS Managers must correct all swipe-in/out errors each Friday for employees that work Magnet. 8:00 hours = Full Day 4:00 hours = Half Day 2. MONTHLY KRONOS managers must abide by the Payroll Due Dates. For each designated pay period, print timesheets according to the due dates, set by the Payroll Department, to complete a Time Entry Batch in Munis. Tutoring Tutors at Elementary Level All tutors must clock in and out themselves. Tutoring begins at 3:00 pm and ends at 4:00 pm. Just as with magnet, the teacher must make up 30 minutes. The teacher will walk the students out at 4:00 pm and complete pick up procedures. In order to meet state/federal guidelines, all tutors will clock in upon arrival (7:00 am or 7:30 am) and clock out when leaving (4:00 pm if arrived at 7:00 pm to assist with bus students or 4:30 pm if arrived at 7:30 am). We do not have funds to pay the teacher to accumulate extra time. The tutor will show as clocked in all day. Again, this is necessary to ensure we meet state/federal guidelines. The KRONOS managers will receive separate instructions on how to submit the time to payroll. 11

17 Tutors at Secondary Level At secondary campuses no exchange time is allowed, as is done in elementary. At the junior high campuses, teachers are on duty from 8:15 am until 4:15 pm. High school teachers are on duty from 8:10 am until 4:10 pm. All tutoring must be done outside of these hours. The tutors must clock in only at the allotted time and clock out only at the allotted time. They may not accumulate additional time since funding will not be allocated for overages. FALSIFICATION OR TAMPERING Any attempt to tamper with the timekeeping hardware or software is considered a serious offense and is subject to disciplinary action up to and including termination. Punching in for an absent employee (a.k.a. buddy punching ) is also considered a serious offense. Both employees are subject to disciplinary action up to and including termination. No employee should be in possession of another employee s badge at any time. Anyone interfering with another employee s use of time clocks shall be subject to disciplinary action. To tamper with KRONOS equipment, interfere with use of the clocks, or punch in for someone else is considered a serious offense. Due to the severity of these infractions, immediate discipline is enforced, up to and including immediate termination. LOST OR MISSING ID BADGE Employees are required to wear their badges at all times while on duty. Any lost badges must be immediately reported to the responsible supervisor or designee and to Cecelia Hobbs in Human Resources. You must obtain a new badge as soon as possible. Employees who have lost or forgotten their badges must notify the Campus/Department KRONOS Manager to enter their punches manually. Employees will be charged for each lost ID badge. Damaged ID badges will be replaced free of charge when they are turned in. In some cases, you may be charged for a damaged badge. Excessive forgetting or loss of badge may be cause for disciplinary action. 12

18 Log On 1. Open Internet Explorer (Windows). 2. Enter the URL to KRONOS... or Select Favorites, ECISD Links, and then KRONOS 3. Enter in your Username and Password. 4. Click the Log On button. Quick Find This is an easy way to quickly find a single employee by name or by ID. 1. Select the Genies drop down arrow and select QuickFind. (Reconcile Timecard Genie will default) 13

19 2. Type in the name or ID of the employee and select the Search icon. All results within your department will be returned. The * is a mask and can be used before or after a portion/all of the employee s name or ID you are trying to search for. 14

20 Punches Accessing An Employee s Timecard 1. From the Reconcile Timecard Genie, select the employee s timecard you would like to view. 2. Check to be sure the group and the time period are as needed. Selecting A Timecard 1. Select the employee(s). a. Click Select All Rows and then choose Timecards from the Go To Menu OR b. Double click on an employee. OR c. Select multiple employees by pressing control (CTRL) on the keyboard and single clicking employees then choose Timecards from the Go To Menu. 2. Time Period can be changed by selecting any of the options in the drop down menu from the top tool bar or click on the calendar icon for a Range of Dates. 15

21 Default is Yesterday if choosing the employees timecard from the default Reconcile Timecard Genie. Viewing A Timecard 1. Cycle through the time cards selecting the employee name from the drop down menu or using the left and right arrow next to Name & ID. 16

22 If you selected more than one employee on the Reconcile Timecard screen you will have arrow buttons that allow you to scroll through employees. You will also have the option of selecting a drop-down list from the Name & ID box. If you only selected one individual on the initial entry screen then you will not have the above options. Edit A Punch On An Employee s Timecard Occasionally a punch may need to be edited (i.e. an employee swiped out at 5:00 but then stayed and worked and left at 5:45) Make sure to complete the KRONOS Time Adjustment Form and make the change in the KRONOS timecard. 1. Select the employee time card that needs the edit. 2. Select the cell where the edit is needed. 3. Edit the punch by entering in the new time. Default Time is A.M. P.M. times need to have a p after the time (i.e. enter 4p for 4:00 p.m.) 4. Verify that the time is correct. If additional changes are still needed, repeat steps 2 and Click on Save in the menu bar above the time. If you don t save the time card any changes will be lost. Delete A Punch On An Employee s Timecard 1. Select the desired employee time card. 2. Select the punch that needs to be deleted by clicking on it once. 17

23 3. Press the Delete key on your keyboard to delete the punch. To delete All punches for a specific date, click the X to the left of the particular date and then click Yes in the pop up window. 5. Verify that the delete is correct. 6. Click on Save in the menu bar above the time card. If you do not save your deletions will not be saved. Override A Punch on an Employee s Timecard 1. Select the desired employee time card. 2. Right click on the first incorrect punch. Select the first incorrect punch on the timecard. Choose Edit from the Punch Actions box. 18

24 4. In the Override field, select the appropriate action and then select OK. 5. Make any other necessary changes to the employee s timecard and click Save. If you don t save the time card any changes will be lost. Pay Codes When an employee is absent from duty (i.e. vacation, sick leave etc.) Select the Pay Code that applies. Make sure the employee submits that time in MUNIS ESS as well. NOTE: A KRONOS Manager would only need to Add/Edit/Delete Pay Codes if the Leave was not including on the Weekly Leave Import from MUNIS ESS. If making any edits to Pay Codes in the employee s timecard, the changes must reflect MUNIS ESS as well. 19

25 In the amount cell enter the amount of leave an employee will be using (4 or 8 hour increments only). Add / Edit Pay Codes On An Employee Timecard 1. Select the desired employee timecard. 2. Select the desired date and click on the Pay Code cell. 3. From the drop down menu, select the desired pay code. 4. Select the Amount cell and enter in the correct amount (4 or 8). 5. Click on Save from the menu bar above the time card. 6. Verify the changes were made by looking at the pay codes. NOTE: A pay code cannot be on the same line as a punch. If an employee worked half the day and will be out the remainder of the day click the blue arrow next to the date for a new row for that day. Enter the code on the new row. To delete a pay code select the pay code cell and click the X next to the date on the time card. Save when finished. Adding Comments Comments can be added to any punch or pay code amount. This can be particularly useful when editing timecards. 1. Select the desired employee timecard. 2. Right click on the punch or pay code amount. Select Comments in the Punch Actions Box. 20

26 3. Select the appropriate comment (Select Other if nothing is relevant) and insert a comment in the Note box. Click Add. 21

27 4. Click OK. You will now see the Conversation Bubble icon next to the punch. Civic Duty (Jury Duty) If an employee reports for jury duty and works on the same day use the code Civic Duty and input just the amount of time needed to reach an 8 hour day. Add a comment to the amount indicating it was for jury duty. NOTE: If Civic Duty imported from MUNIS ESS you can simply add the comment of jury duty. 22

28 Example: An employee comes to work and performs morning duties from 11:00 5:00 but had jury duty from 8:00 10:00. In KRONOS they will have their swipes in/out and they will also have a Civic Duty pay code in the amount of 2:00 from when they were at jury duty. (In this example, the employee took an hour break from 10:00am to 11:00am, reported to campus at 11:00 am and worked 6 hours to work a total of 8 hours.) You will still enter the day as a full day in MUNIS ESS because it can only be reported in half day and full day increments to payroll. Professional Development When an employee attends professional development the times they are at the professional development need to be entered into the KRONOS with a Professional Development Pay Code. Example: An employee reports for professional development at 8:00 breaks for lunch at 11:30 goes back to the workshop at 1:00 and leaves at 4:00 then they would have an in time of 8:00am out at 11:30 am in at 1:00pm and out at 4:00 pm this would give them 6 ½ hours for the day. It would still be reported to payroll as a full day because payroll can only accept half and full day increments. The employee does not get to count lunch as part of their work time if they are off duty. If an employee is traveling and you are unsure of what constitutes work time contact payroll. Group Edits Adding New Punches To A Group In the event it is necessary to add a punch (same date and time) to multiple employees, you can do so in KRONOS. You can also add a pay code and amount for the same date to multiple employees at one time. Magnet campuses will utilize the group punch feature to start their teacher s magnet work time. 1. In Reconcile Timecard Genie, select the desired employees. 2. Right click and select the Add Punch icon. 23

29 3. The Date and Time will default. Change the date and time if needed. 4. Select the down arrow in Override field. 5. Select punch: In Punch or Out Punch. 6. Click OK. IMPORTANT: There is not a group Delete Punch. Once the OK button is clicked the punches are added. Use caution when selecting date and time. Adding Pay Codes To A Group 1. In Reconcile Timecard Genie, select the desired employees. 24

30 2. Right click and select the Add Code icon. 3. Select the down arrow in Pay Code field to select desired pay code. 4. Enter amount in hh:mm format in Amount field. 5. Select the down arrow in Effective Date field to select desired date from the calendar or enter the date in mm/dd/yyyy format. 6. You may add a comment by selecting Comments. 6. Click Apply 25

31 IMPORTANT: There is not a group Delete Pay Code. Once the OK button is clicked the pay codes are added. Use caution when selecting pay code, amount and date. Viewing Comp Balances To view comp balances for your entire campus/department. 1. Select the Employee Comp Time Totals Genie. 2. Verify you are in the correct time period and you should see the ending balances for OT-Comp and Reg-Comp. Comp Pay Out Procedures Beginning with the July 2016 payroll, comp time pay out procedures have changed. Comp time pay outs should follow the same due dates for monthly extra duty pay. These dates can be found on the payroll calendar located on the payroll website. 26

32 Click here to view the Payroll Due Dates Calendar In order to pay out comp time the KRONOS Manager will perform the following: 1. Determine the comp hours available for payment as of the last date of the time worked above (ex: 06/26/2016) 2. Add a "C Comp Pay Out" pay code in the employee's timecard on the last date of the time worked above (ex: 06/26/2016) for the hours to be paid. 3. Add a comment of "Comp Payout" with a note of "XXXX PAYROLL". XXXX = Month you are processing pay for 4. Save the timesheet. 5. Doing this process will automatically reduce the employee's comp balance in KRONOS. It will reduce the employee's OT balance first followed by their REG balance. 27

33 Employees Moving Campus/Deparmtent If an employee will report for duty at another location (i.e. training all day at the Administration building) they will swipe in and out at the Administration building (unless they are supposed to report to their campus first). Reports How To Run Weekly Timecard Reports Weekly timecard reports should be generated for each employee every week for the week prior. They should be signed by the employee and supervisor and kept at the campus for audit purposes. 1. Select the desired employees. 2. Select Reports from the Go To menu. 3. Select SELECT REPORTS, select Detail Genie or Timecard, then Time Detail. 28

34 If you are running reports for multiple employees. a) Select Yes from the Page Break between Employees field. 4. Select Run Report 29

35 5. It will take you to CHECK RUN STATUS menu. 6. Click Refresh Status. 7. Click View Report or Double Click on the Report you created. A new window will open up at the bottom of your screen. You will have to switch windows to view the report. 30

36 Approve Timecards Approve Employee Timecards KRONOS Managers 1. Log into KRONOS 2. From the genies drop down select Pay Period Close 31

37 3. Pay Period Close defaults to Previous Pay Period 4. Select all the employees who have approved their prior week s timecard and are exception free. Employees who have approved their timecards at the time clock will display a check mark in the Employee Approval column. 5. With the employee s records selected, select the Go To widget. 6. From the drop down select Timecards 7. Review the employee s timecard, if no discrepancies are found on the timecard, select the Approve Timecard widget then select Approve Timecard from the dropdown. 32

38 8. Use the navigation arrows to move to the next employee and repeat step Once timecards are approved by the Manager, the pay period close will display a 1 in the Manager Approval column and the Managers name will display in the Managers Who Approved Timecard column. 33

39 Approve Employee Timecards KRONOS Supervisors 1. Log into KRONOS 2. From the genies drop down select Pay Period Close 3. Pay Period Close defaults to Previous Pay Period 4. Select all the employees who have approved their prior week s timecard and have been approved by the KRONOS Manager. Employees who have approved their timecards at the time clock will display a check mark in the Employee Approval column. Managers who have approved the employee s timecard will show a 1 in the Manager Approval and their name will appear in the Managers Who Approved Timecard column. 5. With the employee s records selected, select the Go To widget. 34

40 6. From the drop down select Timecards 7. Review the employee s timecard, if no discrepancies are found on the timecard, select the Approve Timecard widget then select Approve Timecard from the dropdown. 8. Use the navigation arrows to move to the next employee and repeat step 7. 35

41 9. Once timecards are approved by the Supervisor and the pay period close is refreshed, a 2 will be displayed in the Manager Approval column and the Supervisor name will also display in the Managers Who Approved Timecard column. Extended Year Services (Summer School) KRONOS is handled differently for summer school than the normal school year. Extended Year Services (Summer School) For Employees How to Add the EYS Transfer button onto KRONOS Timecards 1. Log on to KRONOS 2. Find and select the EYS hyperfind for your campus (16-EYS-CMP), this should bring up everyone listed to participate in EYS 36

42 3. Select Current Pay Period from the drop down so you can view today s punches 2. Select the Select All Rows icon to highlight everyone in the hyperfind 5. Select Timecards from the Go To dropdown menu 6. Click on the transfer cell in the timecard and select search 37

43 7. Select Work Rule to bring up the list of transfers; scroll down until you see Summer School; after you have selected Summer School select Apply 8. Summer School should now appear on the Transfer cell 38

44 9. Select Save 10. Proceed to the next employee and perform this procedure to add the transfer button to their timecard as well. Extended year Services (Summer School) For Managers 1. Log into KRONOS 2. To view your employees perform the following steps: a. From the top right hand corner use the drop down and scroll down to your campus named 16-EYS-### example: (16-EYS-004) b. Change the Time Period to Previous Pay period to view the previous week or use Current Pay period to view the current week. 39

45 3. Click on Select All Rows, this will highlight all employees in your group 4. Once all employees have been selected use the drop down under the Go to icon to select Timecards 5. You can scroll through each employee s timecard one at a time using the blue arrows next to their name and ID. If you make any changes to the timecard make sure you click SAVE. Note: There should be a transfer for each day they swiped in. Example 1: Transfer/Summer School Account 40

46 Example 2: Missed Punch 6. Each employee will need to attest/approve their timecard at the KRONOS clock for the previous pay period. This must be completed by Tuesday of each week. Refer to the Attestation/Approval timesheet instructions posted at the clock. 7. The EYS Administrator and KRONOS Manager for EYS will also need to approve timecards after all employees have attested/approved their own. Wednesday KRONOS Manager approves. Thursday EYS Administrator approves. KRONOS EYS Q & A 1. What to do if an employee forgets to use the transfer button when they swipe? You will need to copy the transfer from a previous swipe and paste it into the Transfer section on the screen. 2. What to do if an employee pushes the transfer when they swipe OUT for the day? If they use the transfer button when they swipe out it will create an In punch. You will need to delete the transfer for the punch so that it can put it back as an Out punch. 3. What if someone does not swipe at all? 41

47 Have the employee fill out a time adjustment form with the punches for the day missed. You will need to manually add their punches as well as the Summer School transfer account. 4. What if someone has a missed punch? All missed punch requests should be submitted on the KRONOS clock. Please refer to the Fix Missed Punch instructions posted by the clock. Troubleshooting Badges Defective Badges If your badge becomes damaged and cannot be read by the electronic time clock or reader, you must immediately inform your supervisor and turn in your damaged badge to Cecelia Hobbs in the Human Resources Department in order to obtain a replacement badge. Damaged badges will be replaced free of charge to the employee. As noted above, badges cannot be replaced until the damaged badge has been turned in. Excessive damaged badges may be cause for disciplinary action. If the badge is in good condition and the employee cannot swipe the KRONOS manager should contact the Information Systems Analyst assigned to their campus with the exact error message displayed on the clock. Clock Problems If any employee is unable to punch in or out because of a time clock malfunction, it is the employee s responsibility to immediately inform the Campus/Department Timekeeper Manager. In this situation the Campus/Department Timekeeper Manager will manually clock the employee in or out. The Campus/Department Timekeeper Manager must notify Information Systems of any clock problems. NOTE: If the clock is accepting punches and they are not displaying in KRONOS contact Information Systems. Do not manually input the punches. They will load when the clock begins communicating with KRONOS. 42

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