Best Practices for Kronos Timekeepers

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2 Best Practices for Kronos Timekeepers

3 Responsibilities of Timekeepers 1.Knowledge of the Types of Employees People Record Job Assignment 2. Correct Missing Punches 3. Approve Overtime 4. Use Comments 5. Entering Historical 6. Inactive and Terminate Employees 7. Approve and Signoff

4 What kind of employee do I manage and where do I find this information? Where can I find my employee s Information? Hover the mouse over the employee s name Select People to review extensive employee information Primary Accounts 1. Fund-Org-Program Labor Level 1 2. Account Labor Level 2 3. Employee Class Labor Level 3 4. Time Sheet Org Labor Level 4 5. Position Labor Level 5 6. Timekeeper Group Labor Level 6 7. Specific Job Labor Level 7

5 Person Summary Employment Status Hire Date Accrual Profile Additional Information Part Time/Full Time Pay Cycle (M1 or B1) E-class TU ID Leave Category

6 Job Assignment Summary Primary Labor Account Fund-Org-Program Labor Level 1 Account Labor Level 2 Employee Class Labor Level 3 Time Sheet Org Labor Level 4 Position Class Labor Level 5 Timekeeper Group Labor Level 6 Specific Job Labor Level 7 Pay Rule Badge Number Timekeeper Worker Type None Multijob Pay Rule- Effective Date Device Group Badge Number

7 Timekeeper Responsibilities: Correct missed punches Approve Overtime Totals & Schedule tab Hourly Employees timecard represents what will be sent to payroll

8 Comments When you MUST use Comments and Notes Entering in a missed punch Justify Exceptions Pay Code Edits Historical Edits Pay Code Moves Not Approving Overtime

9 Audits tab Tracks all modifications applied to the employee s timecard Add/Delete Punches Labor Level Transfers Who performed the Edit Approvals and Sign Offs

10 Adding Historicals & Move Historicals

11 Add Historical Click on Amount from the menu bar Click Add Historical Enter Historical Date Enter Pay Code Enter the amount of hours in the amount field If entering a negative amount specify with a negative (-) Leave Transfer field empty DO NOT CHANGE Effective Date Check Off Impact Accruals Only if you are entering leave based pay codes Check off Include in Totals for effective date Click Click

12 Move Historical Click on Amount from the menu bar Click Move Historical Enter the incorrect pay code in the From portion of the window Leave Transfer field empty Enter the correct pay code in the To portion of the window Enter the amount of hours in the Amount field Check off Impact Accruals Only if you are entering leave based pay codes Check off Include in Totals for effective date DO NOT CHANGE Effective Date Enter Historical Date Leave Transfer field empty Click Click

13 Inactive & Terminated You must approve and signoff on any hours recorded in the previous pay period for terminated employees.

14 Approve & Signoff Approval / Sign Off At the end of each pay period, the timecard is to be reconciled and approved/signed off

15 Student Workers

16 Student Employee: Punches are not rounded minute to minute Students are to punch out and back in from lunch Students could be working more that one job at a time (Multi-Job Student) How can I find out?

17 Multi-job Manager View: View how many jobs and hours the student is working Right click on the employee s record in any genie and select Multijob manager view Test, student worker

18 Multi-job Manager View: If there is unapproved OT hours associated to your job, please contact the Kronos Team to review

19 Reports How to Run & View a Report Most Effective Timekeeper Reports

20 How to Run a Report

21 Most Effective Timekeeper Reports Time Detail TU Accrual SSB Current Fiscal Year TU Accrual Taken Detail TU Employee Accrual Summary-Current Fiscal Year-to-date (New)

22 Time Detail Report Displays detailed data about each employee s punches, duration and pay code edits. Summary data is displayed per employee totaling time and money by labor level and pay code

23 TU Accrual SSB Current Fiscal Year This report displays the Accrual Balances as seen in Banner Employee Self Service for the Current Fiscal Year

24 TU Accrual Taken Detail This report displays employees time taken including manager who recorded this time.

25 TU Employee Accrual Summary- Current Fiscal Year-to-Date Lists summary information (Earned, taken, remaining) for employee personal sick & vacation time for the current fiscal year. List is in order by department number, then by employee name within department Doe, Jane Doe, John

26 Other Useful Reports Employee Hours by Job (Excel) Reports hours/amounts/wages for each job/pay code in which the employee accrued hours. The format is optimized for Excel export. Employee Hours by Labor Account (Excel) Displays hours/amounts/wages for each labor account/pay code in which the employees accrued hours. The format is optimized for Excel export.

27 Student Clock and Web Based Timestamp Training

28 Procedures for Clocking in/out for Students with Multiple Jobs Clock Step Display Action 1. Idle screen Press the Multi-job Punch key 2. Punch In/Out Swipe badge 3. Punch In/Out Job Select a job from the numeric index Punch In/Out Job Press Enter key to Punch In To Clock In/Out 1. Choose Job 2. Using key pad, enter the number that corresponds to the job for which you are clocking into or out of. 3. Use the blue down arrow to scroll down to the Punch In button. To clock out, use the Punch Out Button. 4. Press the enter key

29 Procedures for Clocking in using Web Access for Students with Multiple Jobs To Clock In Under My Links click on Multi position Timestamp On the Time Stamp page, select the department/rate you are currently clocking into. Once you select the position, click Record Time Stamp

30 To Clock Out Select Outpunch when you leave your shift for the day Then click Record Time Stamp