LEAVE KEEPER ADDENDUM

Transcription

1 LEAVE KEEPER ADDENDUM MODULE OBJECTIVES: Adjust employee premium pay. Review and correct shift differential pay. Manage employee leave balances. Enter a labor account transfer for a whole shift. Enter a labor account transfer for part of a shift.

2 ADJUSTING PREMIUM PAY It is important that hours are tracked to the correct pay code so that the employee is paid correctly. Kronos Timekeeper automatically calculates and distributes worked hours to the appropriate pay codes. In addition, employees are able to enter non-worked pay code types. Premium pay code types require a manual entry on behalf of the employee. The table below outlines the most common premium pay code types: Pay Code Call Back Guarantee Extended Duty Pay Faculty Moonlighters$ Holiday Premium Hours Over Paid Time Schedule (HOPS) Description Enforces the 2 hour minimum pay rule for nonexempt employees when a Call Back work rule is applied using one of the following methods: Time Clock Employee presses the Call Back button to transfer prior to punching in. Timecard Manager adds the Call Back work rule if necessary such as if employee forgets to activate the clock Call Back feature. Used by employees to enter daily hours worked for a specific Extended Duty job: Employee adds line to the timecard. Selects the Extended Duty pay code from the drop-down field. Clicks on the transfer column and chooses the correct job *If the correct pay code is not selected, hours will be coded to Hours Worked. *Manager timecard edit can be used to change to the Extended Duty pay code at a later time. Used only by Managers or Leave Keeper/Departmental SuperAdmin to add the dollar amount owed based on the Hours Worked already entered on a qualifying employee's timecard. Kronos Timekeeper automatically applies the Holiday Premium pay code when an eligible employee logs time worked on a holiday. For time worked on a holiday an employee receives: Hours Worked for actual hours worked. Holiday Premium for actual hours worked (x.5). Holiday Comp for actual hours worked up to 8 hours. *ECU Policy limits the number of hours awarded as Holiday Comp to 8 hours even if more than 8 are worked on the holiday. Holiday Comp over 8 hours is removed with a negative pay code edit on the timecard by Application Administrator after each holiday. Used when an employee works extra straight time hours over those scheduled. A Manager or Leave Keeper/Departmental SuperAdmin may add hours worked over those scheduled to be paid on the timecard and complete a negative pay code edit for the same value from the Regular pay code. This code allows additional hours to go across to Banner and be paid. This code is added in other situations to ensure additional "straight time" pay. Such situations include additional hours worked in a Holiday week, but not subject to Holiday Premium or OT rules. 2

3 On Call CSS Overtime Remote Callback Shift Diff 10 Shift Diff 14 Shift Diff 19 Used by Employee, Manager or Leave Keeper to enter the number of hours On Call for a given day. *Kronos Timekeeper does not automatically calculate On Call hours; On Call hours are always entered as a pay code edit. Used to designate payment for hour worked over 40 in the work week. Kronos Timekeeper calculates this automatically for qualified employees. There is no user access. *For employees not eligible for Comp Time (students, casual, etc.), Kronos Timekeeper automatically places overtime earned in Overtime pay code to be paid out. *College/AVC level decision regarding default handling of hours worked over 40 has determined how an area's overtime hours is processed by default. *If a Department needs to change their default compensation award for hours over 40, a work rule transfer may be used. Enforces the 30 minute minimum pay rule for nonexempt employees when a work rule is applied using one of the following methods: Timestamp - Employee clicks Search and selects the Remote Call Back work rule to transfer prior to punching in. Timecard - Manager adds the Remote Call Back work rule to timecard if necessary such as if employee forgets or is unable to activate the Remote Call Back rule. Kronos Timekeeper automatically calculates the Shift Differential based on Hours Worked during certain times or certain days for eligible employees. *Must be entered manually for Exempt employees. *Reduce with a negative pay code edit on the employee's timecard for any shift where the differential was awarded in error. 3

4 LEARNING SCENARIO In order for an employee to be paid correctly, you need to enter 3 hours of the On Call pay code to their timecard. ENTER ON CALL PAY 1 Open the Daily Manager Tasks workspace. 2 Activate the Manager Links widget. 3 Click My Genies. 4 Select QuickFind. 5 Click the box icon to expand the active widget view. 6 Enter the employee s last name or ID before the asterisk [*] in the Name or ID field. 7 From the Time Period field, select the time span for which you want to enter the pay code. 4

5 ENTER ON CALL PAY 8 Click Find. 9 Click the employee Name. 10 Select the Timecard quick link. 11 Hold your cursor over the employee Name & ID field and notate the primary Pay Rule name. 12 Click the Insert Row icon on the day of worked On Call. 13 Click the drop-down arrow in the Pay Code field on the new row. 14 Select the appropriate On Call Pay Code containing the employee s primary pay rule name. 5

6 ENTER ON CALL PAY 15 Click the Amount field and enter the number of hours to allocate to the On Call code. 16 Click Save. 17 Click the Amount field. Review the policy for allowed amount of hours at the end of this Learning Scenario. 18 If your Department requires additional documentation for the addition of Premium Payment codes, select Comment > Add Comment from the Action Menu. 19 Select the appropriate Comment(s) from the list. 20 Enter supporting information in the Note field. 21 Click OK. 22 Click Save. 6

7 ENTER ON CALL PAY 23 Review the Pay Code Totals from the Totals & Schedule tab. 24 Click the Back arrow to return to the Manager Links list. Policy An employee s total number of hours in a day may not exceed 24. Use the daily column on the timecard to view the total number of hours worked and hours on call for each day. Adjust on call hours for any days where additional hours worked brings the daily total over 24 hours. LEARNING SCENARIO You need to adjust an employee s premium pay using a pay code that uses dollars instead of hours. Add the Faculty Moonlighter$ pay code to adjust the employee s premium pay. ENTER A MONETARY PAY CODE 1 Open the Daily Manager Tasks workspace. 2 Activate the Manager Links widget. 7

8 ENTER A MONETARY PAY CODE 3 Click My Genies. 4 Select QuickFind. 5 Click the box icon to expand the active widget view. 6 Enter the employee s last name or ID before the asterisk [*] in the Name or ID field. 7 From the Time Period field, select the time span for which you want to enter the pay code. 8 Click Find. 9 Click the employee Name. 10 Select the Timecard quick link. 8

9 ENTER A MONETARY PAY CODE 11 Click the Insert Row icon. 12 Click the drop-down arrow in the Pay Code field on the new row. 13 Select the appropriate Pay Code. 14 Enter the total dollar Amount to be paid to the employee on the appropriate day. 15 Click Save. 9

10 ENTER A MONETARY PAY CODE 16 Click the dollar Amount. 17 If your Department requires additional documentation for the addition of Premium Payment codes: Select Comment > Add Comment from the Action Menu. 18 Select the appropriate Comment(s) from the list. 19 Enter supporting information in the Note field. 20 Click OK. 21 Click Save. 22 Review the Pay Code Totals from the Totals & Schedule tab. 10

11 ENTER A MONETARY PAY CODE 23 Click the Back arrow to return to the Manager Links list. Policy Use the Pay Code Guide for specific directions on the selection and usage of pay codes. 11

12 REVIEWING AND CORRECTING SHIFT DIFFERENTIAL PAY Kronos Timekeeper automatically calculates shift differential based on Hours Worked during certain times or certain days for eligible employees based on University policies. It is important to review the accuracy of shift differential applications in order to take immediate action if a shift differential did not calculate correctly. LEARNING SCENARIO During your review, you noticed that an employee s shift differential is not calculating correctly. Generate the Rule Analysis report to identify the location of the shift differential. Once identified, use a negative pay code amount to subtract the shift differential error. ENTER A NEGATIVE PAY CODE AMOUNT 1 Open the Daily Manager Tasks workspace. 2 Activate the Manager Links widget. 3 Click My Genies. 4 Select QuickFind. 5 Click the box icon to expand the active widget view. 12

13 ENTER A NEGATIVE PAY CODE AMOUNT 6 Enter the employee s last name or ID before the asterisk [*] in the Name or ID field. 7 From the Time Period field, select the time span containing the shift differential hours. 8 Click Find. 9 Click the employee Name. 10 Select the Timecard quick link. 11 Review the Totals & Schedule tab totals. 12 Select Reports > Rule Analysis from the Action menu. 13

14 ENTER A NEGATIVE PAY CODE AMOUNT 13 Locate the Date when the Shift Differential was applied. If it is not immediately clear on which date the Differential was applied, you may need to review multiple dates and spans on the report in order to locate the span for which Shift Differential was awarded in error. 14 Click the plus sign [+] for the shift Span. 15 Review the details of the Shift Differential. Identify the total number of hours awarded in error and the day on which the erroneous award was applied. 16 Click X to close the tab. 17 Click the Insert Row icon on the Date the Shift Differential was awarded in error. 18 Click the drop-down arrow in the Pay Code field on the new row. 14

15 ENTER A NEGATIVE PAY CODE AMOUNT 19 Select the appropriate Shift Differential Pay Code. Refer to the Pay Code guide available on ECU s Kronos training website for specifics on which Shift Differential Pay Code to use. 20 Click the Amount field. 21 Enter a minus [-] sign with the amount of hours to deduct from the Shift Differential calculation. This amount should reflect the number of hours that were incorrectly awarded as Shift Differential on that day. 22 Click Save. 23 Select Comment > Add Comment from the Action Menu. 24 Select the appropriate Comment(s) from the list. 15

16 ENTER A NEGATIVE PAY CODE AMOUNT 25 Enter supporting information in the Note field. Include the date and time of the erroneous Shift Diff Award and why the Differential should not be awarded. 26 Click OK. 27 Click Save. 28 Review the Pay Code Totals from the Totals & Schedule tab. 29 Click the Back arrow to return to the Manager Links list. 16

17 MANAGING EMPLOYEE LEAVE BALANCES Kronos Timekeeper Course It is important to maintain accurate balances of earned benefits for employees so that Managers can quickly respond to employee requests and to manage benefit costs. Each employee is assigned to an accrual profile which populates the employee s timecard Available Balances tab with a list of leave codes and balances based on his or her specific employee classification and leave category. The most common leave balance types are used in order for employees to receive paid time off, for example, vacation and sick time. You can adjust an employee s available leave balance when an employee changes their employment status upon separation, retirement or transfer within the University. Leave balance updates are entered using pay code edits in the employee timecard. LEARNING SCENARIO You have a new hire and you received their leave record from Human Resources indicating any hours they should be credited at hire. Navigate to the employee s timecard and review his or her leave types and balances. VIEWING AN EMPLOYEE S LEAVE BALANCES 1 Open the Daily Manager Tasks workspace. 2 Activate the Manager Links widget. 3 Click My Genies. 4 Select QuickFind. 5 Click the box icon to expand the active widget view. 17

18 VIEWING AN EMPLOYEE S LEAVE BALANCES 6 Enter the employee s last name or ID before the asterisk [*] in the Name or ID field. 7 Click Find. 8 Click the employee Name. 9 Select the Timecard quick link. 10 Click the Available Balances tab. 11 From the Balances as of field, select the employee s hire date. 12 Click Apply. 18

19 VIEWING AN EMPLOYEE S LEAVE BALANCES 13 Review the list of Accrual codes and the stored Balance for each one. Notate any leave balances which need to be updated. 14 Select the Accrual or Balance column header to change the sort order. Policy At hire, a new employee s accrual balances display a zero balance unless they were previous ECU employees. 19

20 LEARNING SCENARIO After reviewing a new hire s accrual balances, you identify the accrual leave codes missing hours. From the Timecard, enter a pay code with the missing balance for each accrual leave code identified. Use the employee s hire date for the effective date. UPDATING AN EMPLOYEE S LEAVE BALANCES 1 From the employee Timecard, select the Time Period drop-down field. 2 Select Specific Date. 3 From the Date drop-down field, select the employee s date of hire. 4 Click OK. 5 Click the Insert Row icon. 6 Click the drop-down arrow in the Pay Code column and select the appropriate accrual code. Pay codes for adjusting leave balances include the words Balance Adj UP/DOWN or the words Add to Balance to indicate that the code is designed to adjust an employee s accrual balance. 20

21 UPDATING AN EMPLOYEE S LEAVE BALANCES 7 Enter the total missing accrual hours in the Amount field. 8 Click Save. 9 Click the Amount field and select Comment > Add Comment from the Action Menu. 10 Select the appropriate Comment(s) from the list. 11 Enter supporting information in the Note field. Include information about where the employee balance transferred from, or if the employee is transferring hours from another state agency. 12 Click OK. 13 Click Save. 14 Insert a row and repeat the process for each accrual balance that needs to be updated. 21

22 UPDATING AN EMPLOYEE S LEAVE BALANCES 15 Review the accrual code update(s) from the Available Balances tab. Policy If the employee was previously an ECU employee who had been rehired, it may be necessary to reduce values for some accrual types. To reduce a balance, use the Pay Code that indicates Bal Adj Down and enter the Amount to be reduced as a positive value. Refer to employee Leave and Employment Policies to determine the specifics of a new employee s leave category. Leave balances including any time transferred from another state agency are communicated to the Department from HR. 22

23 LEARNING SCENARIO One of your employee s has terminated their employment with ECU. Following a review of the applicable policies, you determine you need to payout their remaining leave balance. Enter the appropriate pay code in the employee s timecard to pay the remaining leave balance. PAYOUT A LEAVE BALANCE 1 From the employee Timecard, select the Time Period drop-down field. 2 Select Current Pay Period or Next Pay Period. The time span should include the employee s last day of work. 3 Click on the employee s final working day in the Timecard Grid. 4 Click the Available Balances tab. 5 Review each leave code Balance. Determine and notate leave payout balances for each leave type based on the employee s classification and leave category. 6 Change the Balance on Selected Date to reflect the last day of the month. 23

24 PAYOUT A LEAVE BALANCE 7 Locate any balance differences due to an accrual. If eligible, add accrual difference to payout balance. 8 Click on the employee s final working day in the Timecard Grid. 9 Click the drop-down arrow in the Pay Code column and select the appropriate payout leave code. 10 If necessary, click the Insert Row icon and select a payout Pay code for each eligible balance. 11 Enter the eligible payout balance hours for each leave code in the Amount field. 12 Click Save. 13 Review and notate the ineligible balance from the Available Balances tab. 24

25 PAYOUT A LEAVE BALANCE 14 Review the payout update(s) from the Totals & Schedule tab. Warning Prior to paying out leave balances, use pay code entries to update the employee s timecard and reflect any paid leave time planned before the employee s last work day. Policy Refer to the employee Vacation, Leave and Separation Policies and the Probation policies to determine the appropriate action for each leave balance. Kronos Best Practice documents for Employee Terminations and Transfers provide additional guidance. Contact your Departmental SuperAdmin to open a ticket for the HR or Payroll Functional Owners if you do not have copies of these documents. Additional Information You can attach a Comment and additional Note to any Pay Code amount. This is useful when you need to provide additional information about the edit, such as explaining why a balance is ineligible for payout. 25

26 LEARNING SCENARIO After reviewing an employee s eligibility for a leave balance payout, you determine all or part of a particular leave type is ineligible for payout. Code the ineligible amount in the employee s timecard. Include the appropriate comment to designate the reason for ineligibility. CODE AN INELIGIBLE LEAVE BALANCE 1 From the employee Timecard, select the Time Period drop-down field. 2 Select Current Pay Period or Next Pay Period. The time span should include the employee s last day of work. 3 Click on the employee s last day in the Timecard Grid. 4 Click the Insert Row icon. 5 Click the drop-down arrow in the Pay Code column and select the appropriate ineligible leave code. 6 If necessary, click the Insert Row icon and select a Pay code for each ineligible leave code. 26

27 CODE AN INELIGIBLE LEAVE BALANCE 7 Enter the ineligible balance for each leave code listed in the Amount field. 8 Select the appropriate Comment(s) from the list. 9 Enter supporting information in the Note field. 10 Click Save. 11 Review the ineligible balance from the Available Balances tab. Warning When an employee separates from the University and transfers employment to another NC State agency, verify with the employee his or her intent to transfer leave balances and the amounts of vacation or sick leave to be transferred. Policy Following any type of leave balance adjustment, you are required to validate the new balance amount from the Available Balances tab in the employee s timecard. Any payout designated with a Pay Code that is Ineligible for Payout must include a comment providing an explanation as to why the leave value was not paid or sick leave was not retained. 27

28 MANAGING THE VOLUNTARY SHARED LEAVE (VSL) PROCESS Kronos Timekeeper assists you in the management of the VSL process. There are four pay code options for entering donation or VSL time, each one it listed below: VSL Donation Bonus Vacation Use this pay code edit on the timecard of the person donating Bonus Vacation hours to reduce the donor s Bonus Vacation balance. VSL Donation Sick Use this pay code edit on the timecard of the person donating Sick leave to reduce the donor s Sick leave balance. VSL Donation Vacation Use this pay code edit on the timecard of the person donating Vacation hours to reduce the donor s vacation balance. VSL Received Use this pay code edit on the timecard of the person receiving VSL to add hours to the VSL balance for usage. LEARNING SCENARIO One of your employees is donating sick time. Enter the VSL Donation Sick pay code on the timecard of the person donating hours to decrease the accrual balance. ENTER VSL DONATION HOURS 1 From the employee Timecard, select the Time Period drop-down field and select the time span of the entry. 2 Click the Available Balances tab and review the VSL Donation Pay Code balance. 3 From the Timecard Grid, click on the day in which the balance should be reduced. 28

29 ENTER VSL DONATION HOURS 4 Click the Insert Row icon. 5 Click the drop-down arrow in the Pay Code column and select the appropriate VSL pay code. 6 Enter the number of hours to be donated for that pay code in the Amount field. 7 Click Save. 8 Review the Totals & Schedule tab. 9 Review the balance for the leave type donated from the Available Balances tab. You should see a reduction in the accrual balance by the number of hours donated. 29

30 LEARNING SCENARIO One of your employee s is receiving VSL time. Enter the VSL Received pay code in his or her timecard to increase the accrual balance. ENTER VSL RECEIVING HOURS 1 From the employee timecard, select the Time Period drop-down field and select the time span of the entry. 2 From the Timecard Grid, click on the day in which the balance should be increased. 3 Click the Insert Row icon. 4 Click the drop-down arrow in the Pay Code column and select the appropriate VSL pay code. 5 Enter the number of hours to be donated for that pay code in the Amount field. 30

31 ENTER VSL RECEIVING HOURS 6 Click Save. 7 Review the Totals & Schedule tab. 8 Review the VSL balance from the Available Balances tab. Policy Refer to VSL policy guidelines for limits and criteria on the donation, award and usage of this leave type. Contact your Departmental SuperAdmin to have a Help Desk ticket opened with the HR Kronos Functional Owner for instructions on returning unused VSL hours in Kronos Timekeeper. 31

32 GENERATING A LEAVE BALANCE REPORT You can generate Kronos Timekeeper reports if/when you need a printed copy of accrual leave balance information. The Accrual Detail report displays running accrual balances for each employee including a history of timecard transactions. LEARNING SCENARIO After decreasing an employee s accrual balance, you want to validate the final result. Generate the Accruals Detail report and review the results. GENERATE AN ACCRUAL DETAIL REPORT 1 Open an employee s timecard and click the Reports quick link. 2 The Detail Genie category expands by default. If the report does not display, click the + sign preceding the Timecard report category. 3 Select the Accrual Detail report. 4 Confirm the People field displays Previously Selected Employee(s). 32

33 GENERATE AN ACCRUAL DETAIL REPORT 5 Click the drop-down arrow in the Time Period field and select the timeframe for the report. 6 Click Run Report. The Kronos Timekeeper application automatically displays the Check Run Status tab. 7 Review information in the Status column. Click Refresh Status until Complete appears in the Status column. 8 Click View Report. The report displays in Adobe Acrobat. 9 Review the report results. Use the Adobe tool bar to print the report or save the report as a pdf file. 33

34 GENERATE AN ACCRUAL DETAIL REPORT 10 Click X to close the report. 11 Click the Back arrow to return to the Manager Links list. 34

35 ENTERING TRANSFERS Throughout a scheduled shift, an employee punches for the time they work and that time is allocated to their default labor account along with any non-worked hours. Transfers allow you to allocate hours for an employee that worked in an alternate labor account in order to charge and calculate the hours where they are worked. This process is useful when employees work for a different Department or when employee labor should be coded to a different FOAP. When performing a transfer it is important to identify in the beginning, when the time should be transferred. The dates that you select for the transfer will depend upon whether or not the hours transferred are those that were actually worked for the particular event, or include any overtime generated as a result of working an event earlier in the work week: If the time transferred is related specifically to the Hours Worked for the event, select the date of the event. If the time transferred is related specifically to any Overtime Hours Generated as a result of working the event, select the date in the week on which the employee began to earn overtime hours to be transferred. LEARNING SCENARIO An employee in your Department provides support or service during an ECU sporting event. As a result the employee s shift during the game is being transferred to an athletics event FOAP. ENTER A LABOR ACCOUNT TRANSFER FOR A FULL SHIFT 1 Click the drop-down arrow in the Transfer cell between the In and Out punch cells for the date you want to record the transfer. 2 Click Search. 35

36 ENTER A LABOR ACCOUNT TRANSFER FOR A FULL SHIFT 3 Click the FOAP labor level. 4 Select the applicable FOAP code from the Available Entries list or manually enter the code in the FOAP field. Refer to the manual entry formats in the Policy following this Learning Scenario. 5 Click OK. 6 Click Save. 36

37 ENTER A LABOR ACCOUNT TRANSFER FOR A FULL SHIFT 7 Review the Totals & Schedule tab. Warning FOAP transfers are free form fields. When entering free form text, make sure that the FOAP is input exactly as directions for the transfer string indicate. The FOAP transfer string is not being validated on entry. Failure to input the correct FOAP transfer string into Kronos may result in the transfer being denied. If this occurs, redistribution may be necessary after the pay check is cut to appropriately allocate funds. Policy If you have a value that appears in the transfer column that is incorrect, contact your Departmental SuperAdmin to have a ticket opened with the Help Desk for the HR Functional Owner to have the mistaken FOAP entry removed from the drop-down memory. Manual entry of an FOAP should match one of the following formats: ABCDEF- If Activity Code is Necessary, One Dash No Activity Code, Two Dashes Can be used to change position number of pay Additional Information Kronos Timekeeper retains the last five transfer selections, you can select the code in the drop-down list in place of search if the correct entry is listed. You may find it helpful to widen the column. If you select the Transfer field between the first In and Out punch (before the meal break), the whole shift is transferred to the specified labor account. If you select the Transfer field after the first In and Out punch (after the meal break), only the second portion of the shift is transferred to the specified labor account. 37

38 LEARNING SCENARIO You have an alternatively funded employee in your Department. All of the employee s premium pay is transferred to another Department s budget line. ENTER A LABOR ACCOUNT TRANSFER FOR PART OF A SHIFT 1 Click the Insert Row icon for the date you want to enter a transfer. 2 On the new row, enter the Time the transfer took place in the first In punch field. For the transfer of Overtime, the In time would represent the time at which the employee began working Overtime in the work week. 3 Click the drop-down arrow in the Transfer field to the right of the In punch cell and select Search. 4 Click Search. 38

39 ENTER A LABOR ACCOUNT TRANSFER FOR PART OF A SHIFT 5 Click the FOAP labor level. 6 Select the applicable FOAP code from the Available Entries list or manually enter the code in the FOAP field. Refer to the manual entry formats in the Policy following this Learning Scenario. 7 Click OK. 8 Select Actions > Calculate Totals from the Action menu. 9 Review the results in the Timecard Grid. 39

40 ENTER A LABOR ACCOUNT TRANSFER FOR PART OF A SHIFT 10 Validate the totals from the Totals & Schedule tab. 11 Click Save. Warning FOAP transfers are free form fields. When entering free form text, make sure that the FOAP is input exactly as directions for the transfer string indicate. The FOAP transfer string is not being validated on entry. Failure to input the correct FOAP transfer string into Kronos may result in the transfer being denied. If this occurs, redistribution may be necessary after the pay check is cut to appropriately allocate funds. Policy Employees with differently funded positions may clock in and out between jobs to allow for the appropriate allocation of time to the correct FOAP. It is the employee s responsibility to clock or timestamp in and out of the correct position in order to allocate hours to the correct FOAP. Manual entry of an FOAP should match one of the following formats: ABCDEF- If Activity Code is Necessary, One Dash No Activity Code, Two Dashes Can be used to change position number of pay Additional Information A purple punch is generated by the application to indicate when the employee ended his or her first shift segment. 40

41 41 Kronos Timekeeper Course