Kronos 8 Manual for Managers

Transcription

1 Table of Contents Introduction... 2 Section 1 KRONOS Login and Access... 2 Logging In... 2 Checking for Proper Access... 2 SECTION 2 Timecards... 3 Selecting Associate Timecards... 3 Interpreting Timecard Window Colors... 4 The Totals and Schedule Box... 5 Approving Timecards... 6 Section 3 - Common Editing Tasks... 7 Adding Punches and Time for Exempt and Non-exempt Associates... 7 Editing Punches with Comments... 9 Deleting Punches... 9 Transferring Hours...10 Work Rule Transfers...11 Adding a Second Row to a Day...12 SECTION 4 Queries and Reports...13 HyperFind Queries...13 Running a HyperFind Query...14 Reporting...14 Commonly Used Reports...15 Appendix A End of Pay Period Checklist...16 Appendix B CHRISTUS Pay Related Policies...17 Appendix C KRONOS Pay Codes...18 Appendix D Understanding KRONOS Pay Rules...20 IM L E ARNING & DEVELOPMENT 1

2 Introduction One of the first things you must do as a new leader is approve time for your Associates. This manual is a combination of the steps and policies to consider when processing time. The table of contents is hyperlinked for your convenience (when viewed electronically). Time and Attendance Policy: Management has until 9:00 a.m. on Payroll Monday to input all request forms, review each time record for errors, and approve each time record. Management is encouraged to check Kronos time for non-exempt Associates periodically to correct any missed punches and enter any applicable benefit time. Payroll will globally sign off on payroll to lock the records. Section 1 KRONOS Login and Access Logging In Or 1. From click Kronos. Note: Single sign-on logs you in. Reminder: Your username and password for Kronos are your CHRISTUS network ID and password. 2. From click the HR Tools drop down and click Kronos. Note: Single sign-on logs you in. Reminder: Your username and password for Kronos are your CHRISTUS network ID and password. Checking for Proper Access Log in to KRONOS and verify you have access to the MGR-TIMEKEEPER tab and your All Home and Transferred-in displays all of the Associate timecards that you approve. Note: KRONOS can take a few minutes to fully load once you log in. If you do not see anything when you log in, please wait a few minutes for it to load. 1. Verify the MGR-TIMEKEEPER tab is present. 2. In the MGR-TIMKEEPER tab, click the far right drop-down list and select All Home and Transferred-in. 3. The Associate list will load. 4. Verify all of the Associate timecards you approve are present. T AL ENT M AN A GE ME NT 2

3 Important: If you do not have the MGR-TIMEKEEPER tab, have your manager complete the appropriate MCI request. If your All Home and Transferred in does not display the proper Associates, please open a request through MyCHRISTUSLife to have your employee group updated. Note: Please contact the CHRISTUS Service Desk for a request with the CHRISTUS KRONOS team if you need access to advanced scheduler functions. SECTION 2 Timecards Selecting Associate Timecards 1. Click the drop-down for Pay Period Close, and then select QuickFind. 2. Type the name or Associate ID in the Name or ID field and click Find. 3. You can change the date range of your search by selecting from the far right drop-down menu. 4. The timecards that meet your criteria will display below. 5. Double-click on the Associate s name to view the time card. You will be able to view all punches and totals, make necessary changes, and approve. Note: The QuickFind will only display Associates that meet the criteria of your ALL HOME. If your ALL HOME needs to be expanded, contact MyCHRISTUSLife to have your access updated. T AL ENT M AN A GE ME NT 3

4 Interpreting Timecard Window Colors KRONOS will display various colors in the timecard window. Understanding the colors will help interpret the errors and information. Color Yellow Timecard Red Box Red Indicator Purple Characters Meaning The manager approved the pay period. These dates are locked, and you cannot enter information on them. A missed punch occurred. Shows an exception or comment. To view exceptions or comments, hover your mouse pointer over the punch. All dates and times in purple are coming from a schedule. T AL ENT M AN A GE ME NT 4

5 The Totals and Schedule Box Viewing Totals You can Show More Content from the bottom of the window to see a breakdown of the Associate s total hours by Account, Pay Code, and Amount. As you edit the timecard, the Totals pane automatically displays updated information. Field Name Account Pay Code Amount Description The account shows where the time is being charged and is broken down by: Default 999/Entity/Department Number/Manager ID/Job Code/Default 999/Pay group. Type of hours. Amount of hours changed to that account. Changing Total Views You can change from viewing all hours to a single shift, a single day, or a Period to Date. Note: Wages are not displayed in KRONOS. All hours are exported to ADP where the wages will be calculated based on hours worked. 1. From the All drop-down list, select Daily, Shift, or Period to Date. 2. Select days in the calendar and the totals update based on your selection. T AL ENT M AN A GE ME NT 5

6 Approving Timecards All managers are required to approve each timecard individually before 9:00 a.m. on payroll Monday. 1. In the MGR-TIMEKEEPER tab, select All Home and Transferred-in. 2. Double-click on an Associate s name to open the timecard. 3. Review all lines of the timecard and the totals for accuracy and make documented edits as necessary. 4. From the Approve Timecard drop-down menu, select Approve Timecard. To remove the approval, select Remove Timecard Approval. Note: Once the timecard is approved, you can view the approval in the Audit window by selecting Signoff and Approval from the drop down list. If anyone above your level in the company has already approved the timecard, it will be locked for editing until that person removes the approval. T AL ENT M AN A GE ME NT 6

7 Section 3 - Common Editing Tasks Adding Punches and Time for Exempt and Non-exempt Associates Adding Punches and Time You may need to add punches and time to your non-exempt and exempt Associates time cards. Adding Punches for Nonexempt Associates You need to add missing punches for non-exempt Associates before approving their timecards. 1. Find the In or Out field that is missing a punch and type the time into the field. 2. Click Save. Note: KRONOS will accept multiple time formats. You can enter 3 p.m. as 3p, 1500, or 03:00pm. Important: You will only see pay codes that are approved to use in your market. Adding Non-worked Hours You can add a pay code to a non-exempt Associate s time; e.g. PTO, Jury Duty, or Bereavement. 1. Find the day missing the pay code and hours. 2. From the Pay Code drop-down list, select the appropriate pay code. 3. Type the hours in the Amount field. Note: The Save Icon in the upper right corner will remain orange until you save your changes. Note: If you cannot use the drop-down list, open a request with MyCHRISTUSLife to have your access updated. T AL ENT M AN A GE ME NT 7

8 Adding Punches for Nonexempt Associates Cont d Time and Attendance Policy: If the time sheet is inaccurate or incomplete (i.e. missed punches, missing PTO, voting, bereavement time, etc.) a signed Request for Kronos Time Adjustment form must be submitted by the Associate to management in a timely fashion. Management will then adjust the Associate s time. Any necessary payroll adjustments will be made in accordance with the Payroll Processing policy. The Request for KRONOS Time Adjustment form is located in the MyCHRISTUSLife portal under Search for Answers\Search HR Forms. Adding Time for Exempt Associates Managers have the ability to add and edit pay codes for exempt Associates before approving their timecards. 1. Find the day with the incorrect Pay Code or missing pay code and hours. 2. Select the appropriate pay code from the Pay Code drop-down list. 3. Type in hours in the Amount field. Note: The word TIMECARD in the upper left corner will remain orange until you save your changes. Note: If you cannot use the drop-down list, open a request with MyCHRISTUSLife to have your access updated Time and Attendance Policy: Exempt Associates will Approve their time records electronically and his/her manager will approve the time by 9:00 a.m. on Payroll Monday. Payroll will globally sign off on the payroll. Time and Attendance Policy: An exempt Associate must take PTO only in increments of a full day (8 hours) or one half day (4 hours). While no PTO will be deducted for an absence less than 4 hours in a single day, such absences should be limited and pre-approved. Important: You will only see pay codes that are approved to use in your market. T AL ENT M AN A GE ME NT 8

9 Editing Punches with Comments Editing Punches for an Associate You may need to edit a timecard for an Associate. If so, click in the field that needs editing and update the data as necessary. Important: All adjustments need paper or digital supporting documentation. In the event that there is ever a wage and hour dispute, we must be able to support all edits and adjustments to an Associate s timecard. Note: A missed punch on any previous day can cause following punches to backdate and show up as errors or missing punches. Note: To add a comment to your edit, right-click on the time, click Comments, and select a comment from the provided list. Time and Attendance Policy: Time adjustments must be entered by management and are required for the following events which include but are not limited to: missed punches, PTO, Jury Duty, Bereavement Leave and other non-worked hours. Meal Break Periods Policy: If an Associate s meal break is less than 20 minutes or interrupted for business needs, the Associate will be paid for that time. Deleting Punches Deleting Punches for an Associate The only acceptable time to delete a punch is if a duplicate punch or errant punch occurred. All adjustments need paper or digital supporting documentation. In the event that there is ever a wage and hour dispute, we must be able to support all edits and adjustments to an Associate s timecard. 1. Click on the time that needs to be deleted and press Delete. 2. Click Save. T AL ENT M AN A GE ME NT 9

10 Viewing the Audits If you accidentally delete a punch that was correct, you can view the audit history to find the time of the punch and add it back to the timecard. 1. In the Audits pane, click on Audits>All. 2. Scroll down and find the deleted punch. Transferring Hours You can transfer a block of time to another Entity, Department, Job Code, Position Priority, or Paygroup. If you use the first transfer box on a day, it will transfer time for the whole day, but if you use the second transfer box on a line, it will only transfer that block of time. If you only want to transfer the first block of time, you have to transfer the second block back to the home department. 1. Click the drop-down arrow under the Transfer column for the appropriate period, and then click Search. 2. The transfer window will open. 3. Click the Labor Account tab. 4. Click the Department drop-down list. 5. Enter in the department number and click the results. 6. Repeat for as many transfer sections you need to perform a proper transfer of time, and then click OK. Note: Completed transfers can be reviewed in the time card under the transfer column. T AL ENT M AN A GE ME NT 1 0

11 Transfer Sections Explained It is best to consult with your Human Resoures office before performing transfers, because they can assist with ensuring the transferred information is correct. Item Facility Entity Department Empl_ID Job Code This is never used. Description This is the 3-digit reporting location. This is the 6-digit department number. This is never used. This is the 6-digit job code. Position Priority This is another pay rate. (Position Priority 2 = Pay Rate 2) Paygroup This is the 3-character designation for the paygroup. Work Rule Transfers Work rule transfers are completed when you want to change an Associate s differential pay. All Associates have a standard pay rule and work rule assigned to their primary account, so if you need the Associate to be paid differently for a time period, you must complete a work rule transfer. Note: An example of a pay rule transfer would be changing an Associate from receiving charge pay to preceptor pay. An example of a work rule transfer would be changing an Associate from receiving evening and night pay to receiving weekend pay. 1. Click the drop-down arrow under the Transfer column for the appropriate time frame. 2. The transfer window opens. 3. Select the Work Rule tab. 4. Select the rule from the Work Rule list. 5. Click Apply. T AL ENT M AN A GE ME NT 1 1

12 Important: The drop-down list is extensive and may not have the exact combination of pay rule and work rule that you need. Please consult with your Human Resources office before making a work rule transfer because it will affect how your Associate is paid. Refer to Appedix D to understand how the work rules are built. Adding a Second Row to a Day A second row can be added to accommodate two pay codes or two segments of time. 1. On the day that needs a second row, click on the plus sign icon and a second row will appear. 2. Type the hours in the Amount fields. Note: If you need to add a third pay code to someone because the work rule transfer only contained two of the pay codes, you can add a row to a day and add another pay code with hours. T AL ENT M AN A GE ME NT 1 2

13 SECTION 4 Queries and Reports HyperFind Queries Creating a HyperFind Query Use a HyperFind query to search for information by department, name, ID, or job code. 1. In the MGR-TIMEKEEPER tab, select New from the far right drop-down list. 2. The HYPERFIND QUERIES window opens. 3. Select all appropriate filters from the Filters list, and then click Add next to Selected Conditions. 4. After selecting your conditions, click on Test to see a quick result. 5. Once your filters are finalized, click Save As. Note: You can save as Ad Hoc (temporary) or Personal Query (personal queries can be reused). T AL ENT M AN A GE ME NT 1 3

14 Running a HyperFind Query You may run a standard or created HyperFind. 1. In the MGR-TIMEKEEPER tab, select either a standard or created HyperFind from the far right drop-down list. 2. If you do not want the current pay period, select a different time frame from the drop-down list. 3. You can either view the results when they populate or run a report with the results of the query. Important: Your query will only display Associates that meet the criteria of your ALL HOME. If your ALL HOME needs to be expanded, contact MyCHRISTUSLife to have your access updated. Reporting Running Reports Most of the data reports provide information about Associate hours, punches, accrual balances, and exceptions that occurred during a specified timeframe. Your reports will only display Associates that meet the criteria of your ALL HOME. If your ALL HOME needs to be expanded, contact MyCHRISTUSLife to have your access updated. 1. In the related items pane on the right, click Reports. 2. In the Reports pane, select the report you want to run from the menu and complete all of the report criteria. 3. Click Run Report. 4. Check the status of your report in the CHECK REPORT STATUS tab. T AL ENT M AN A GE ME NT 1 4

15 Commonly Used Reports Time Detail Report: Displays detailed data about each Associate s punches, duration, and pay code edits. Summary data displays per Associate totaling time by labor level and pay code (excluding combined), and then just by pay code (separately listing combined). Exceptions Report: Displays exceptions and comments attached to the start or end of a shift, meal or break, as well as absences for each employee within the specified period of time. T AL ENT M AN A GE ME NT 1 5

16 Appendix A End of Pay Period Checklist End of Pay Period Checklist Payroll Monday Use this checklist as a general guide to help process timecards before 9:00 a.m. on Payroll Monday. Step Action 1. Select All Home from the far right drop-down list. 2. Check These Timecard Items for Accuracy Completed Pay codes Pay code amounts (when applicable) Transfers Punches Totals and Accounts All Associate Timecards Completed All Associate timecards are reviewed and approved 3. Double-click on each Associate individually to approve each timecard. Important: Each Associate s timecard must be reviewed and approved individually. Ensure that you are viewing the correct time period. Note: Once a timecard is approved, it will no longer be editable, but a manager can remove his/her own approval. Time and Attendance Policy: Management is expected to approve Associates time personally or arrange for their designated backup approver to do so. Use of designated backup approvers should not be routine. Time and Attendance Policy: Management will no longer be required to sign off on time submitted. Once Management Approves their assigned time records, Payroll will globally sign off on the payroll. T AL ENT M AN A GE ME NT 1 6

17 Appendix B CHRISTUS Pay Related Policies Pay Related Policies It is important to review all policies related to pay. All HR policies can be found in the policy section of the MyCHRISTUSLife portal. If you have questions about how a policy relates to your facility or department, contact your local Human Resources office for clarification. These pay-related polices are currently posted to the MyCHRISTUSLife portal, and it is important to periodically check the portal for updates to existing policies and new policies. Associate Classification Policy Attendance Management Policy Automated Timekeeping System Bereavement Policy Jury Duty and Legal Pay Policy Daylight Savings Time Policy Emergency Staffing Pay Policy Flexing Off Associates FMLA Policy Holiday Differential Pay Policy Jury Duty and Legal Pay Policy Meal Break Periods Policy Military Service Leave Policy On-call and Call Back Pay Policy Overtime Pay Policy Paid Time Off (PTO) Policy Payment of Travel Time Policy Payroll Check Processing Policy Shift Differential Pay Policy Time and Attendance Policy Wage and Salary Policy Work Shift Scheduling Policy Leave of Absence Policy T AL ENT M AN A GE ME NT 1 7

18 Appendix C KRONOS Pay Codes This list of KRONOS pay codes is found in the Time and Attendance policy located in the policy section of the MyCHRISTUSLife portal. Code Regular Hours Education Hours Lobbying Hours Advocacy Hours Volunteer Hours Work at Home (WAH) Description All regular productive hours worked are grouped in this category automatically within the Kronos system if the hours are not assigned to other pay codes. All hours spent in orientation, seminars, training sessions or any other designated educational events identified by CHRISTUS Health as an educational session need to be designated in this pay code category. All hours spent contacting, or urging the public to contact, members of a legislative body for the purpose of proposing, supporting, or opposing legislation or the government s budget process; or advocating the adoption or rejection of legislation. (These hours are necessary to track for reporting on IRS Form 990.) All hours spent providing updates to Associates or others regarding legislative matters and providing face-to-face sessions for professional affiliated groups discussing issues surrounding legislative efforts for example. Hours spent on behalf of CHRISTUS to provide consultation or service to the public or private community, and/or service organizations, membership on boards or advisory committees of voluntary organizations. This paid time must be authorized in advance by management. (Non-paid hours need to continue to be reported monthly to Community Health.) Hours worked at home for CHRISTUS with the prior approval of Management. Productive Hours/ Pay Non-Productive Hours/ Pay Restricted Use T AL ENT M AN A GE ME NT 1 8

19 KRONOS Pay Codes Included in Computation of Overtime Call Back Hours Transitional Duty Kronos Pay Codes Not Included in the Computation of Overtime Description An on-call Associate who is required to return to work will receive a minimum of two hours call- back pay or the actual time spent at the facility, whichever is greater. Any Associate who is called and required to perform work remotely will receive callback pay for the actual time worked. Callback pay will be paid at the rate deemed by the region. Individuals are not eligible to receive on-call pay during the time they are receiving callback pay. No shift differential will be paid for hours paid under call back. (see On-Call and Call Back) Productive hours paid under the Texas Occupational Injury Program (TOIAP). Kronos Pay Codes (Nonworked hours - not included in the computation of overtime). Description Productive Hours/ Pay Productive Hours/ Pay Non-Productive Hours/ Pay Non-Productive Hours/ Pay Jury Duty All hours spent in fulfilling civic duty of Jury Duty. PTO Paid time off Bereavement Associates are eligible to receive up to three (3) consecutive paid benefit days due to the death of an immediate family member. Refer to the Bereavement policy for the definition of immediate family member. Restricted Use Restricted Use T AL ENT M AN A GE ME NT 1 9

20 Appendix D Understanding KRONOS Pay Rules Introduction Pay rules allow Associates to get paid eligible differentials based on hours worked. All Associates are assigned a primary pay rule in their personnel profile. Changing a pay rule in KRONOS will override the primary account and allow the Associate to be paid differently for a block of time. Important: Please consult with your Human Resources office before making a work rule transfer in KRONOS, because it will affect how your Associate is paid. Interpreting Pay Rules Pay rules are made up of pay codes plus differential codes. Understanding all of the codes will aid in understanding which work rule to use when transferring hours in KRONOS. Pay Codes Defined Shift Differentials Defined CHRG Charge Eve Evening Shift FLOAT/FLT Float Night/Ngt Night Shift CERT 1 or CERT 2 Receives 1 or 2 Differentials Wknd Weekend Shift CB Call Back WOW Weekends Only PCP Preceptor Hol Holiday CVICU Cardiovascular Intensive Care Unit No Diffs CVOR TDuty Orient EXEMPT HPREM PRN Example No Assigned Differentials Cardiovascular Operation Room Eve Evening Shift Transitional Duty Orientation An Exempt Associate Holiday Only Premium A PRN Associate Interpretation Eve Night Not paid any additional pay codes, but allows for evening and night pay CB CHRG - EveNgtWOW Eligible for call back and charge pay, and allows for evening, night, and weekend only pay CERT PCP EveNight 2 Eligible for two certification pays, and allows for evening and night pay. A work rule transfer in KRONOS will only take place when an Associate needs to be paid differentials that are not a part of his/her primary account. When selecting a new pay rule, consider all pay codes that should apply and all shift differentials that should apply, and then select the best match from the T AL ENT M AN A GE ME NT 2 0

21 list. If you cannot find a work rule that has all of the pay codes and shift differentials included, please contact your local Human Resources office to help with this issue. Important: Not all CHRISTUS Pay Groups are elgibigle for all of the pay codes or shift differntials. Consult with your local Human Resources office about eligibility. T AL ENT M AN A GE ME NT 2 1