KRONOS POLICY AND GUIDELINES

Transcription

1 KRONOS POLICY AND GUIDELINES INTRODUCTION OFFICIAL TIME OF RECORD EMPLOYEE TIME REPORTS KRONOS USER ID CHECK IN/OUT LOCATIONS DAILY CLOCK IN/OUT REQUIREMENTS MULTIPLE POSITIONS 2 VIEWING HOURS WORKED 2 FALSIFICATION, TAMPERING, AND UNAUTHORIZED VIEWING 2 CLOCK PROBLEMS 2 LUNCHES 3 BREAKS 3 UNREPORTED HOURS 3 PROCESSING OF ELECTRONIC TIME REPORTS 4 DISPUTES OVER TIME CLOCKED IN OR OUT 4 HOLIDAYS 5 OVERTIME 5 TIMEKEEPERS 5 KRONOS MANAGERS/APPROVERS 5 TIMESHEET ADJUSTMENT FORM 6 KRONOS SYSTEM AUDITS 6 ADDING AND REMOVING EMPLOYEES 7

2 INTRODUCTION Wm S. Hart Union High School District (District) uses an electronic time tracking system called Kronos to capture and record all non-exempt employee time records. Kronos is an electronic time tracking system that allows the District to accurately record, track, and report employee information in real time. This allows employees to accurately monitor and keep track of their time and enables the District to efficiently process employee time worked and leave taken for payroll purposes. The following procedures and guidelines have been created to ensure accurate recordkeeping and compliance within the District. OFFICIAL TIME OF RECORD The Kronos system is the official timekeeping software for all non-exempt employees. In order to ensure consistency of treatment for hourly paid employees, the data recorded in the Kronos system shall be considered as the official record of the workday for the District. Any disputes over actual hours worked or attendance will be resolved by referring to the Kronos records. EMPLOYEE TIME REPORTS The Fair Labor Standards Act (FLSA) and the Affordable Care Act (ACA) require that employers keep detailed records of time and payments for all employees. All FLSA provisions guide utilization of the Kronos system at the District. The Kronos electronic timekeeping system is used to record all hours worked for non-exempt personnel. KRONOS USER ID Every District employee is assigned an Employee ID and password used to clock in at the Kronos kiosk location and to view time worked. Employees are responsible for knowing their User ID and password and protecting it from unauthorized use. KRONOS CHECK IN/OUT LOCATIONS Employees have three (3) options to clock in and out. Each school site has a dedicated Kronos kiosk. Each district computer at the Wm. S. Hart UHSD can be used by staff as a login location. Staff may also elect to use the Kronos App from their mobile phone or web connected android tablet or ipad. Please check with your Supervisor regarding clock locations in your area. DAILY CLOCK IN/OUT REQUIREMENTS It is a job requirement that all non-exempt employees must clock in and clock out at the start of their shift and at the end of their shift. Employees are expected to clock in and out at their regularly scheduled times. Under certain conditions (such as trainings at an off-site location, extracurricular events, etc.) when an employee cannot clock in at their worksite, the employee should report time worked to their designated timekeeper using the Timesheet Adjustment Form so that their time worked can be manually entered.

3 MULTIPLE POSITIONS There may be instances where employees have multiple job codes. If an employee is paid from multiple funding sources or has more than one position within the district, the system is set up to auto-charge against both assignments, based on the hours per day of each job. When working extra assignments/jobs, employees will be required to submit a timecard for each extra assignment. VIEWING HOURS WORKED Employees can view their hours worked from any of the three (3) methods previously referenced as a Kronos Check In/Out locations. FALSIFICATION, TAMPERING, AND UNAUTHORIZED VIEWING The following infractions are prohibited and will be considered severe. Due to the severity of these infractions, employees may be dismissed, demoted, suspended, or otherwise disciplined. Any attempt to tamper with timekeeping hardware or software Punching in or out for another employee Unauthorized viewing of another employee s time in the Kronos system CLOCK PROBLEMS If an employee is unable to punch in or out because of a system malfunction, accidental oversight, or other reason, it is the employees responsibility to immediately inform their Timekeeper and complete the Timesheet Adjustment form. In this situation, the Timekeeper will manually correct the clock in or clock out information. The submitted Timesheet Adjustment form must be maintained at the worksite. The Timekeeper will notify the Help Desk (timesystemhelp@hartdistrict.org) of any clock problems or malfunctions with the Kronos system. If the correction is needed for a workweek that has already closed, the Timesheet Adjustment Form must be submitted to the site Timekeeper to manually correct the error. 2

4 LUNCHES All non-exempt employees are entitled and expected to take a duty free lunch period each day. The duty free lunch should be a minimum of 30 minutes in length. The lunch period is considered unpaid time and will be automatically deducted from any work shift over five (5) hours. Due to the nature of some district positions, exceptions to the lunch period may be made with the approval of the employee s supervisor. BREAKS The Fair Labor Standards Act (FLSA) does not require breaks or meal periods be given to workers. Non-exempt employees are allowed paid breaks during their shift as defined by their bargaining unit agreement. UNREPORTED HOURS The FLSA does not permit an employer to benefit from the work of an employee without compensating them for such work. Therefore, all hours worked must be reported using the Kronos electronic timekeeping system. Any time spent working while not clocked in (a.k.a. working off the clock ) is strictly prohibited. Employees are required to clock in before performing any work and are not permitted to clock out until all work has stopped. Employees that under report or fail to report hours worked may be dismissed, demoted, suspended, or otherwise disciplined. Examples of working off the clock may include: Forgetting to clock in or out Voluntarily continuing to work at the end of regular working hours Taking work home to complete on the weekend or in the evening Checking/Reading/Reviewing work-related s or listening to work-related voic messages while away from the office or workplace Answering phones, s, or attending to customers while on lunch break Once an employee has clocked in, he/she is responsible for starting work. When a shift has been completed, it is the employee s responsibility to clock out. Employees conducting personal business or simply not working while clocked in may be considered riding the clock and could be subject to corrective action up to and including termination. Some departments require employees to leave their workstation for lunch and breaks. Check with your supervisor regarding the policy in your area. 3

5 PROCESSING OF ELECTRONIC TIME REPORTS The District Payroll Office will provide all timekeepers with the payroll closing timelines for each reporting period. Timekeepers must resolve all exceptions, including missed punches and absences, and review clock hours for their staff prior to the close of a pay period. It is imperative that employees complete any necessary Timesheet Adjustment Forms in a timely manner. Employees are responsible for approving their time at the end of each payroll period. Approving your time serves are certification that your hours have been reported correctly and you should be paid based on hours recorded. Managers/Supervisors will then approve all time at the end of each payroll period, to be submitted to the Payroll Department for processing and payment. DISPUTES OVER TIME CLOCKED IN OR OUT In the event an employee has a dispute over time that was clocked in or out, they should bring it to the attention of their supervisor immediately. The Kronos electronic time tracking system provides a log to assist in validating times and locations of all employee check ins/outs. Any dispute that cannot be resolved using the logs should immediately be reported to the Human Resources Department. 4

6 HOLIDAYS Employees who are eligible for paid holidays will have those days automatically entered into the Kronos system. OVERTIME Unauthorized overtime is prohibited. Any time worked by an employee that exceeds the employees budgeted position hours must be approved by the employee s immediate supervisor prior to the time being worked. All approved overtime will calculated based on the actual hours recorded and credited to the employee as measured by the Kronos electronic timekeeping system using straight time or time-and-a-half, based on the hours worked in the Kronos payroll period. Examples: Overtime paid as Straight Time 35 hours physically worked 8 hours out on leave 43 hours paid at the regular hourly rate (no overtime) Overtime paid at Overtime Rate 42 hours physically worked (Two (2) hours paid at overtime rate of time-and-a-half) TIMEKEEPERS Timekeepers are appointed by the Supervisors as those responsible for monitoring and editing the Kronos records for a worksite. This includes: Collecting, verifying, and maintaining the Timesheet Adjustment Forms Editing employee s time as needed to correct missed punches and incorrect swipes If you are unsure who the Timekeeper is for your worksite, please check with your supervisor or contact the Payroll Department. KRONOS MANAGERS/APPROVERS Kronos Supervisors/Approvers are assigned by the District and are responsible for monitoring and approving the electronic time and attendance information for their site each week. Time should not be released for Payroll Processing without site level approval. Approval by a Kronos Manager/Approver certifies that the time submitted to the payroll office is correct. A weekly review of those Kronos Managers that are not approving the current workweek by the deadline will be contacted and repeated violations may result in corrective action. 5

7 TIMESHEET ADJUSTMENT FORM Any corrections to time that occur PRIOR TO THE CLOSE OF THE WORKWEEK require a Timesheet Adjustment Form. The form must be completed by the employee and signed by the employee s supervisor prior to the Timekeeper making any change to the employee s time. The original Timesheet Adjustment Form is kept on file with the employee s Timekeeper and the employee is provided with a copy. Examples of changes would include: Correcting missed punches Adjusting the clock in or clock out times Any corrections to time that occur AFTER THE CLOSE OF THE PAYROLL PERIOD will also require a Timesheet Adjustment Form. The form must be completed by the employee and signed by the employee s supervisor. When completed, a copy of the form must be submitted to the Payroll Department. The original Timesheet Adjustment Form is kept on file with the employee s Timekeeper and the employee is provided with a copy. The Payroll Department cannot legally change or correct any electronic time card records without both the employee and supervisors signatures. Corrections resulting from a Timesheet Adjustment Form will be made on the next available payroll run if the payroll period had already been paid. KRONOS SYSTEM AUDITS Kronos data is subject to annual external audit and may be monitored by a third party to verify compliance. Additionally, the District Payroll Department in conjunction with the Business Services Department will monitor Kronos data on a regular basis and review for irregularities or patterns. Any irregularities and/or patterns will be reported to the Kronos Manager and all findings will be investigated. 6

8 ADDING AND REMOVING EMPLOYEES FROM SYSTEM Typically, employees are set up on Kronos when all necessary paperwork has been filled out with the Human Resources Department, entered in to the County system and the employee has been cleared to start working. The Kronos Administrator is responsible for adding new employees into the Kronos system and Timekeepers should verify that new employees are in the system during the first week of employment. If an employee s paperwork is delayed and the employee has not yet been entered into the Kronos system, they should complete a paper Timecard for any hours worked until they gain access to Kronos. In the event of any difficulties in setting up an employee, please contact the Kronos Administrator (timesystemhelp@hartdistrict.org). Terminated employees will be removed from the system when the Termination documents are received and processed by the Human Resources Department. Transferring employees will be updated in the system when the Personnel Action Form has been received and processed by the Human Resources Department. 7