HOW TO BANK TIME IN KRONOS V8

Transcription

1 ** Supervisor s approval is required before time can be banked. Time may be banked in a minimum of 1-hour per occurrence. I. ASSIGNING BANK TIME ON TIMECARD EXAMPLE A) If the total amount of hours to bank is not greater than the amount of hours between the last IN/OUT punch on Friday. 1. Access timecard by clicking on employee s name in Manage My Department. 2. Click on the Go To icon (top right corner) and select Timecard. Confirm you are on the correct pay period where the time needs to be banked. 3. Click on the to insert a new line on the day trying to edit. 4. To arrive at the time to bank, back up the amount of hours to bank from either actual out time or the scheduled out time, or if actual out time if it is outside of the rounding window. (The District s rounding window is 10 minutes before or after the Start/End of the work schedule). In this example, this employee worked 44:30 hours for the week. 5. This employee needs to bank 4 hours and 30 minutes. The amount of time to bank from the 4:30pm out punch is 12 pm. 6. On the IN box on the new line that was opened, enter 12pm as the IN punch, click on the Transfer column, and choose the correct Bank Time Transfer code. 1 P a g e

2 7. If you were able to choose your bank time transfer code for your campus, then skip to step 10. If this is the first time to create bank time transfer code under your log in, you will need to build it. To build, click the drop down arrow and click on Search. 8. Clicking on search will bring up the Transfer dialog box, where the code must be built that will identify the time worked as banked time. Click on Labor Account. 2 P a g e

3 9. At each of the dialog boxes, click on the down arrow to select the appropriate entry. Assoc Super Division CLICK ON IF YOU WORK AT: 100 Operations Assoc. Supt. Auxiliary Services, Transportation, Food Service or Maintenance Dept. 200 Business Assoc. Supt. Business Services 201 Technology, Data Processing 202 Finance/Accounts Payable, General Accounting, Budget, Purchasing or Payroll Department 300 Campus Administration Elem., MS, HS campus and Assoc. Supt. Campus Support 301 Special Programs Adult Ed Department 302 KIN office staff 303 Pupil Personnel Department 304 Fine Arts Department 305 Police Dept, Police Department office staff 306 Athletics Dept. 400 Education Health Svcs., Career & Tech., Guidance, Instructional Staff Dev., School Age Parenting, SECCS, Assoc. Supt. Of Instruction 401 Curriculum Department 402 Special Education Department 403 Research and Accountability Department Org Number Click on the campus or organization number Dept Function Shop - Click on 000, Open Special Assignment Click on 999, Bank Time Job Code Click on , Open Reserved 1 Click on 000, Open Reserved 2 Click on 000, Open When finished click Apply 10. The Labor Level will populate in the Transfer column. (Once the Bank Time Labor Level has been setup, it will not have to be built again.) YOU WILL ONLY NEED TO ENTER AN IN PUNCH, NOT AN OUT PUNCH. 3 P a g e

4 11. Click on Calculate Totals icon. 12. The 2 nd line for that date should now reflect the time from 12pm to 4:30pm will be banked. (Please note that this does not save the transaction). 13. To see the totals, click on the double line/arrow icon at the bottom of the screen. You will see the 4 hours and 30 min are going to be charged to the 999 Bank Time Pay code. 4 P a g e

5 14. If you need to adjust the IN punch if it is off by a few minutes, you can do that as many times as you need to ensure the 40 hours will be charged to the regular labor level and the 4:30 will be charged to bank time. You will need to click calculate totals after every change. 15. Once you confirm the correct amount of time is being banked, click on Save (top right corner). 5 P a g e

6 EXAMPLE B) If the total amount of hours to bank is greater than the amount of hours between the last IN/OUT punch on Friday. In the screenshot below, the last IN punch (1pm) and the last OUT punch (6pm) for the day is a total of 5 hours. This employee needs to bank 6 hours for the week. 1) Bank the whole shift for the last IN/OUT punch on that Friday. Click on the Transfer column between the 1pm and 6pm and choose your bank time transfer code. Then click save. 2) That leaves 1 hour left to be banked. You can bank that 1 hour on that Thursday, or any day prior in that week. If you bank that hour on Thursday, then the IN punch you enter will be 3:30pm. Follow steps 3-11 from Example A above. Then check your totals (example A, step 13) to confirm that 6 hours will be banked. 3) Click Calculate totals and SAVE. END RESULT: 6 P a g e

7 EXAMPLE C) To bank a whole day or an in/out shift. 1. Access timecard by clicking on employee s name in Manage My Department. 2. Click on the Go To icon (top right corner) and select Timecard. 3. Click on the Transfer box next to IN punch, then click on the down arrow. If the Bank time Labor Level (999) has been used before, then click in the Transfer column cell and click on the down arrow to bring up the stored selection. (The example presumes the employee has clocked in). Choose the correct Bank Time transfer code and then click Save (top right corner). If this is the first time to create bank time labor level, then follow steps 5-8 from example A on page The Labor Level will populate in the Transfer column. 5. Click on Save (top right corner). 6. When the employee has completed their work day, then they just need to swipe out or Timestamp. 7 P a g e

8 II. USING THE TIMECLOCK TO BANK TIME (Employee use) If banking time for an entire day: 1. Depress the Bank Time soft key. 2. Swipe the ID badge at the Enter Badge prompt. This option can be done if the employee is working any time outside of their normal work schedule for the school year. HELPFUL TIPS: If the bank time instructions are followed as written, there will be no need to delete any employees punch. Deleting punches may result in an error to the employees total hours to be banked. HOW TO USE BANK TIME Supervisor s approval is required before the employee can use their bank time. The employee will be required to record the use of their bank time on the timecard as 888 under the Pay Code category. Bank time must be used in hours and minutes and there is a 1-hour minimum use of time. See Administrative Regulation DED(R) for more information. 8 P a g e

9 CALCULATING THE TIME TO USE FOR THE IN PUNCH 1. You can estimate and enter a time and click calculate totals. Then open up the totals at the bottom, adjust the IN punch and calculate totals until you see that 40 hours are charged to Regular and the remaining is charged to 999 Bank time. Then click SAVE. 2. You can use a Military conversion chart and calculate the IN punch. a. Convert the last OUT punch of the day you want to bank the time to military time. b. Convert the time needed to be banked into military time. c. Subtract the two (Out punch minus time needed to be banked). d. Convert the answer to regular time, and that's the time to use for the IN punch for banking the time. For Example (refer to screen shot above): (6:22pm OUT punch converted to military time) (1:37 min to bank in military time) (4:45 pm in regular time) So 4:45pm is the time you would enter on the new line under IN punch, choose the correct transfer code, calculate totals, and save. 9 P a g e

10 Open the totals below by clicking on the down at the bottom. You should see 40 hours REGULAR and 1:37 min OVERTIME for code 999. Adjust time as needed (might be off by a minute or 2 depending the on the conversion chart used) and then CLICK SAVE. What you should see: 10 P a g e

11 Military Conversion Chart- Minutes 11 P a g e

12 Military Conversion Change- Hours 12 P a g e