Before you work in Kronos, you should have a Payroll Calendar available to you. From the Ferris

Transcription

1 Before you work in Kronos, you should have a Payroll Calendar available to you. From the Ferris State University Web page (ferris.edu), search "Admin Finance". 1

2 Click on the link that says "Welcome to the Division of Administration & Finance". 2

3 On the left navigation, click on Finance. 3

4 Then, on the left navigation, click on Payroll. 4

5 The Payroll staff phone numbers and addresses are displayed for your convenience. Click on the appropriate Payroll Calendar. 5

6 You can arrow to the month you would like to see. It is highly advisable that you print the calendar each month and keep it by your computer, as it has important information such as: Holidays, Pay dates, Student/Part time pay period end dates, Kronos sign off deadlines, and other valuable information. Most notably, the deadline for your Kronos approval is 10:00 AM on Monday of payroll week. 6

7 Right click on the Internet Explorer Icon. This will open a new Internet browser.

8 Select MyFSU from the Ferris homepage 8

9 Sign in to MyFSU 9

10 Once in MyFSU, click the Kronos link from the Quick Links 10

11 After clicking the Kronos link, it will take you to the log in page. Type your user name and password into the appropriate boxes then hit the enter key on your keyboard or click the arrow. 11

12 Kronos will open and you will be see all your home employees. This is called the Reconcile Timecard view. 12

13 You may have employees who have more than one job. Your job may not be their Home job. In order to be sure you are seeing all your employees use the drop down menu and click on All Home and Transferred In. This will enable you to see anyone who has punched in using your transfer number. 13

14 Although Kronos defaults to Reconcile Timecard, you can click on the gear icon in the Quick Find box in the bottom right corner. Then select pop-out. This will enable you to search for one individual either by last name or by student (employee) number. If the person is not your home employee, make sure you are under "All Home and Transferred-in". 14

15 In most cases, you will be in the Current Pay Period when you are checking and editing your employees timecards. The student/part-time pay period ends at midnight on Saturday, so if you are looking at your people Monday of pay week, you will need to be in Previous Pay Period. 15

16 There are two ways to open up a timecard. You can double click on the person s name whose timecard you wish to view, or single click on the top name on your screen then on your keyboard click Ctrl A to highlight all the names on your list and then click Timecard. 16

17 This will take you into the first person s timecard and you will be able to arrow to the next timecard. At any time you can get back to your list of employees by clicking on the arrow that says "Back to QuickFind". 17

18 Before making any changes to a timecard, it is recommended that you print a copy of the timecard. That way if you make an error, you can put the timecard back to the way it was prior to your changes. You will see the name and ID of the first individual on your list. You will be able to arrow to the next employee. After you have made the changes you wished to make, or checked the timecard for errors and missing punches, you can continue to arrow through each employee on your list. 18

19 Once you are viewing an employee s timecard, confirm the name of the individual you are checking or making changes for. Double check the pay period. The transfer number is your department number and MUST match the timekeeping location number you put on the Student Intent to Hire form for the employee. Shift, Daily, and Cumulative totals are displayed. X - Clicking this button will delete all data on the row. You will be asked if you are sure you would like to delete the information. If you are, click Yes. + -->- Clicking this button will give you another line for the same date. You would use this to add or remove bulk time on a day the employee already has punches. The day and date are displayed. Pay Code - This is where you choose the type of time you will pay an employee. You will almost always choose Regular from the drop down menu. Amount - This is where you enter the number of hours you wish to pay the person. In and Out - These columns are for punches and are usually already entered by the employee. 19

20 After every change you make, you must click Save for your changes to be included in the totals. If you wish to refresh a timecard, click on Actions, then Refresh. 20

21 If you see a box that is filled in with red, it means the employee is missing a punch. 21

22 Let s say this employee forgot to punch in at 8:00 AM. To enter the punch, click on the cell in the In Punch column on the row for the proper day. You can type 8 then hit enter on your keyboard. This will default to 8:00 AM. If you need the punch to be 7 minutes after 8:00 AM, type 8:07, then enter. 22

23 When entering a punch for your employee, remember that all punches default to AM even if you are in the Out punch column. In the case below, a 3:00 PM punch was desired. Notice the Shift total. If you are not careful, it is very easy to overpay an employee this way. 23

24 To correct this problem, simply delete the incorrect punch, then type 3P and enter. The shift total will change as soon as you click Save. 24

25 Anytime you enter an In Punch for an employee, remember to enter the Transfer number. This number tells the system which job to attach the hours to for payroll. To enter the Transfer number, click in the cell on the correct date in the Transfer column. If the number you need is visible, click on it. If it is not listed, click search. 25

26 To search for your Transfer number, type the number in the search box, then click search. If you can see it in the list of numbers, simply click on it, then click OK. 26

27 Your number will populate the correct cell and the next time you need it, it will be in the drop down list. 27

28 Anytime you add a punch, you should put a comment on it. To do this, click on the cell you wish to put a comment on. Right click, then click Add Comment. 28

29 Select a comment that most closely fits your situation. The comments that begin Payroll- are for use by the Payroll Office. You are also able to add additional information by typing in the box provided below the comments. You must choose a comment before typing in information. When you are finished, click OK. 29

30 A tab labeled Comments is now visible at the bottom of the timecard. To see your comment, click on that tab. 30

31 To enter bulk time, click in the Pay Code column by the date you wish to add it on. You will always use Regular time for students and Part time employees. 31

32 On the same date, enter the number of hours you wish to add for the employee in the Amount column. You can enter whole numbers or decimals. 32

33 You will need to enter the transfer number for the time you just entered. Click in the Transfer column and your department number should now show in the drop down list. 33

34 Remember to add your comment any time you make a change. 34

35 To view your comments, click the Comments tab. You will see the date the comment is attached to, the comment, any typed information, who added the comment, and when it was added. You will see all comments on the timecard regardless of who entered them. 35

36 If you make an error and wish to delete the entire line, click on the X. You will be asked if you are sure you want to delete the entire row. If you are sure, click OK. 36

37 Every pay (on Monday of pay week by 10:00 AM) you will need to approve your employee timecards. You should check the punches, the shift, daily, and cumulative totals, and make sure the Transfer numbers are in. The most important thing to remember is that the information in the bottom left box, the tab called Totals and Schedule, is what Payroll uploads to pay the employee. Always check that area. There will be a row for each job the employee has hours for. Pay close attention to hours in your area. There should be no overtime unless the employee actually worked it. (Overtime for students and part-time employees is anything over 40 hours in a week) Also make sure there are no negative totals. Kronos does not recognize negative total numbers and will pay the hours as if they were positive. 37

38 On a timecard, 60 hours were added from a previous pay. As soon as the employee punched in for a shift, it was over 40 hours for the week and became overtime even though the employee did not work over 40 hours. To fix this, the 60 hours could be split and 30 hours entered in each week. On this timecard, there is a negative number. This resulted from taking 4 hours away from a timekeeping location that the student had no hours in. To correct the negative, change the timekeeping number to the one the student has hours in if it is appropriate, or wait until the student has worked in the area you need to take time from. 38

39 Occasionally you will see a purple punch. This happens when the employee enters their transfer number when they punch out. They should only enter the transfer number when they are punching in. You can not delete a purple punch. You will need to delete the transfer number on the right. 39

40 Once you delete the transfer number on the right, then click Save, the second punch will be erased and you will be left with a correct In and Out punch. When the transfer number is used with an Out punch, Kronos is programmed to act as if the employee was staying at work and transferring to a different department. It does not recognize that the number is the same. It just punches the person out and immediately back in as if they were going to work in a new department. Once you save, the purple punch is deleted. 40

41 By 10:00 AM on Monday of payroll week, you will need to approve all your employees. To do so, check the timecard. Make sure there are no changes required. Pay close attention to the Totals and Schedule area at the bottom left to ensure there are no negative total numbers and no overtime unless the employee worked it. To Approve, Click Approvals, then Approve timecard. A new tab will show up on the bottom. Click on it and you will see your approval. Once Payroll has signed off, you will also see that information. You are now done with your payroll. 41

42 To close Kronos, remember to click Sign Out. Then click the X on the upper right of the page. 42

43 If you have a new employee who is having trouble punching in, click on the gear icon in the IS Summary box, then click on pop out. You will be able to see if the student is set up with a badge number or with a user ID and password to punch in on the Web. 43

44 User ID information shows here. Badge numbers show here. 44