Time and Attendance. Managing the Payroll Process PAYROLL LIAISON ROLE User Guide

Transcription

1 Time and Attendance Managing the Payroll Process PAYROLL LIAISON ROLE User Guide

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3 TABLE OF CONTENTS CHAPTER 1: OVERVIEW OVERVIEW ROLES AND RESPONSIBILITIES Non-Exempt (Hourly) Employee Exempt (Salaried) Employee Supervisors Payroll Liaisons... 2 CHAPTER 2: EMPLOYEE DATA EMPLOYEE DATA KRONOS CHANGE REQUEST FORM... 5 CHAPTER 3: PAYROLL CLOSEOUT PAYROLL CLOSEOUT PAYROLL CLOSEOUT: TIMELINE HANDLING UNAPPROVED TIMECARDS PAYROLL CLOSEOUT: SIGN OFF CHAPTER 4: PAYROLL REPORTS PAYROLL REPORTS BALANCING PRE-RUN CYBORG REPORT BALANCING PAY-RUN CYBORG REPORT RUNNING THE KRONOS EMPLOYEE TRANSACTIONS AND TOTALS REPORT CHAPTER 5: PERFORMING HISTORICAL EDITS HISTORICAL EDITS PROCESS CHAPTER 6: TIME CLOCK ENROLLMENT TIME CLOCK ENROLLMENT PROCEDURES TIME CLOCK ENROLLMENT VALIDATION CHAPTER 7: SUPPORT TASKS SUPPORT TASKS GETTING SUPPORT ETS SERVICE DESK... 24

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5 Revision History Date Revision 3/31/2014 Version 1: Final User Guide Published 6/27/2014 Version 2: Updated 4.4 Running the Kronos Employee Transaction and Totals Report 9/3/2015 Version 3: Updated 1.2 Roles and Responsibilities, 2.2 Kronos Change Request Form, 3.2 Payroll Closeout: Timeline, 3.3 Handling Unapproved Timecards, 5.1 Historical Edits Process, 6.1 Time Clock Enrollment Procedures, and 7.1 Support Tasks. 10/6/2015 Version 4: Updated 3.1 Best Practice 12/14/2015 Version 5: Updated 3.2 Payroll Closeout: Timeline 7/14/2016 Version 6: Updated all BC-Net paths to BrowardEmployee.org

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7 CHAPTER 1: OVERVIEW 1.1 OVERVIEW This User Guide is a training and reference manual, designed to assist Broward County users with day-to-day payroll and timekeeping responsibilities related to the Payroll Liaison Role. 1.2 ROLES AND RESPONSIBILITIES Every employee in Broward County will touch the Kronos system, whether to approve timecards or to request time off. Following is a list of roles along with their respective responsibilities related to time and attendance NON-EXEMPT (HOURLY) EMPLOYEE Must clock in and out (punch in/out) and perform the following tasks at the Time Clock: Enroll at their Home Group Time Clock (one of the agency s assigned devices) using the last 6-digits of their Employee ID and register a finger for Touch ID verification. View schedules View accruals View timecard Approve timecard Submit time off requests Note(s) Time Off Requests can be canceled at the Time Clock after it has been approved. Hourly employees must access a PC or kiosk to cancel a submitted Time Off Request. If an employee has no access to County , they will access the Kronos system (kmail) for confirmation and communication EXEMPT (SALARIED) EMPLOYEE Do not clock in or out (punch in/out) at the Time Clock. Schedules for salaried employees are stored within the Kronos system. Salaried employees are required to use the PC to access the system to perform the following tasks: View accruals View timecard Approve timecard Submit time off requests Cancel time off requests SUPERVISORS The Supervisor role has direct reports and is responsible for approving or rejecting a timecard and/or time-off request. This is a system function only and in no way affects their actual Broward County position or job classification. Managing the Payroll Process 1

8 Tip Supervisors should reconcile employee timecards on a daily basis or as frequently as possible to review and/or clear any timecard exceptions in preparation of timecard approval at the end of the pay period. Supervisor role responsibilities are as follows: Manage Employee Timecards Review flags Resolve exceptions Selecting leave or earnings codes Add comments and notes to changes Approve timecards by 10:00 a.m. every payroll Monday Schedules Assign schedules to employees Adjust schedules as needed Other Tasks Activate and deactivate delegation Approve or deny time off requests Approve or deny FMLA requests Monitor attendance Edit timecards prior to employee approval Perform clock registration for new non-exempt (hourly) employees Resolve issues direct reports may have related to the new automated process Handle and report issues with Kronos/Cyborg systems and payroll processing to Payroll Liaisons and/or ETS Service Desk PAYROLL LIAISONS Payroll Liaisons are the first line of communication between agency employees and Payroll Central. HR/Payroll Liaisons are responsible for the following timekeeping tasks: Employee Data Receive, enter and verify real-time employee record data in both Cyborg and Kronos screens and update in Cyborg as needed. Complete Kronos Change Form for new hires and employees transferring to another Agency. Employee Timecards Review and notify supervisor of unattended timecard discrepancies and exception flags in the system. Managing the Payroll Process 2

9 Payroll Closeout Ensure that employees and supervisors approve agency timecards. Perform final review, close-out and sign-off on Division by 11:00 a.m. every payroll Monday. Other Support Tasks Ensure at all times backup support is available to perform tasks when not in office. Receive and communicate information between Payroll Central and the Agency as required. Support agency employees and supervisors with questions related to payroll and timekeeping. Managing the Payroll Process 3

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11 CHAPTER 2: EMPLOYEE DATA 2.1 EMPLOYEE DATA One of the daily activities of Payroll Liaisons is to maintain employee data. Payroll Liaisons are responsible for receiving, entering and verifying real-time employee record data in Cyborg s Kronos screens and then updating it in Cyborg as needed. Follow the steps below to maintain employee data. Step Action 1 Access the Kronos Pay Validation Reports to verify accuracy of data for each employee. BrowardEmployee.org > HR Corner > Payroll/HR Liaison Select your division 2 Verify accuracy of data in Kronos Pay Validation Reports, such as the following items: Supervisor FMLA Approver Pay Rule Schedule Lunch Period Work Address Clock Group Assigned, etc. 3 Log on to Cyborg to update the Cyborg s Kronos screens with the information/changes received from Supervisors/HR Liaisons. Note: Contact Payroll Central if the Payroll Liaison does not have access to the employee in Cyborg. 2.2 KRONOS CHANGE REQUEST FORM The Kronos Change Request Form is an electronic form that is used when: a new hire joins the County an employee s role changes a supervisor requests temporary delegation of authority during his/her absence Note: The form remains the same for all three uses. Managing the Payroll Process 5

12 Instructions are available on BrowardEmployee.org > Forms > Human Resources > Kronos Change Request Form. For each circumstance below, you will find specific instructions on how to complete the Kronos Change Request Form. Select which set of instructions best suit your needs and follow the stepby-step instructions. New Hire Employee - establishes procedures for adding a new Kronos Master File role for a new hire employee Change to Current Employee s Kronos Role - establishes procedures for changing current employee Master File Role information due to transfers or changed responsibilities Delegation of Supervisory Authority - establishes procedures to request the Kronos Administrator to delegate supervisory responsibility when the originating supervisor is unavailable If you have questions regarding the Kronos Change Request Form contact easypay@broward.org. Managing the Payroll Process 6

13 CHAPTER 3: PAYROLL CLOSEOUT 3.1 PAYROLL CLOSEOUT The Payroll Closeout process ensures that employees are paid correctly. The Pay Period Close genie helps you to identify timecard discrepancies at the end of a pay period prior to signoff. Exceptions must be resolved by the Supervisor before they approve timecards. Otherwise, employees may not be paid correctly for that pay period. Best Practice All check marks (flags) for Missed Punches and Unexcused Absences must be cleared by the Supervisor prior to timecard signoff. Payroll Liaisons must perform signoff on all timecards no later than 10:30 a.m. on payroll Monday. 3.2 PAYROLL CLOSEOUT: TIMELINE Listed below is the timeline to follow in order to perform final review, close-out and sign-off on Division by 11:00 a.m. every Payroll Monday. 1) Thursday Before Payroll Monday Alert supervisors of missed punches and unexcused absences: 1. In Kronos: My Genies > Reconcile Timecard > check exceptions & total hours 2. Send group reminding supervisors to review and correct their employees timecard exceptions 2) Friday Before Payroll Monday Continue to alert supervisors of missed punches, unexcused absences, and outstanding leave requests: 1. In Kronos: My Genies > Reconcile Timecard > check exceptions & total hours 2. Send group reminding supervisors to review and correct their employees timecard Exceptions Alert supervisors if employees are not on a Leave of Absence and show on the Salaried Emps Less than 40 Hrs hyperfind query: 1. In Kronos: My Genies > Reconcile Timecard > Show > Salaried Emps Less than 40 Hrs Managing the Payroll Process 7

14 2 ) Friday Before Payroll Monday (continued) 2. Run the Salaried Emps Less than 40 Hrs hyperfind query two times: a) First week of pay period b) Second week of pay period Note: change Range of Dates to display each week separately (Sunday through Saturday) Possible causes for appearing on the report: A time-off request was cancelled by a salaried employee and approved by the supervisor. The supervisor needs to re-enter the schedule for the days that are being worked A schedule has not been entered for a salaried employee, or has been entered incorrectly. The supervisor will need to add a new pattern (and delete the incorrect one, if applicable). Edit pattern does not work 3 ) Thursday Payroll Monday Before Payroll Monday Before 10am: Contact supervisors if exceptions have not been resolved. All changes must be processed prior to 10am. Unapproved timecards could result in paycheck errors. At 10am: Payroll Central will begin running the payroll interfaces. Once completed, an will be sent to Payroll Liaisons to begin the Sign Off process. Note: Liaisons are not to sign off until notification is received. After Notification from Payroll Central: Begin the Sign Off process: 1. In Kronos: My Genies > Pay Period Close Genie 2. All Home > Previous Pay Period 3. Select employee (s) > Approvals > Sign Off After 2pm: you can start on Payroll Tuesday activities 4 ) Thursday Payroll Tuesday Before Payroll Monday Pre-run balance: Reconcile Cyborg s Time Card Detail Report (TCD) against the Kronos Employee Transaction Report: 1. In Kronos: General > Reports > All > Employee Transactions & Totals Report 2. Reconcile TCD report against Kronos report 3. Alert Payroll Central immediately with changes by 10am Managing the Payroll Process 8

15 5 ) Thursday Payroll Wednesday Before Payroll Monday Final Pay-run balance: Reconcile Cyborg s TCD Report against the Kronos Employee Transaction Report: 1. In Kronos: General > Reports > All > Employee Transactions & Totals Report 2. Reconcile TCD report with Employee Transaction report 3. Route historical edits to Payroll Central using the manual adjustment spreadsheet 6 ) Thursday Paycheck Friday Before Payroll Monday Verify employee paycheck questions with their supervisor and Payroll Central Route historical edits to Payroll Central using the manual adjustment spreadsheet 3.3 HANDLING UNAPPROVED TIMECARDS Follow the process below when timecards are not approved by 10 a.m. on Payroll Monday. If the Supervisor, has not approved an employee s timecard by 10 a.m. Payroll Monday, then contact the supervisor ASAP by phone or . is out of the office, contact the supervisor s delegate ASAP, to edit/approve timecard. Note: If no supervisor delegate is currently assigned, submit a Kronos Change Request Form, entering the Director or Assistant Director as the forms approver, according to availability. Important: If after contacting the supervisor or the supervisor delegate and the timecard is still not approved by 10:30 a.m., perform Sign Off without Supervisor approval. Refer to 3.4, Payroll Closeout: Sign Off. Managing the Payroll Process 9

16 3.4 PAYROLL CLOSEOUT: SIGN OFF Activity: As the Payroll Liaison, you will access the Pay Period Close screen to confirm that Supervisors have corrected, reviewed and approved their employees timecards, and in the process, ensure that all flags have been cleared. Step Action Screen 1 Click on My Genies tab > Pay Period Close. 2 Select All Home from the Show dropdown list to view all the employees you are authorized to view. (The default is All Home ). From the Time Period drop-down list, select the Previous Pay Period. 3 To sort employees by the approving Supervisors and total hours for each employee click: Total Hours column heading, and Supervisors Who Approved Timecard column heading Managing the Payroll Process 10

17 Step Action Screen 4 Determine if Supervisors have approved their employees timecards. Timecards are approved, when A number appears in the Supervisor Approval column and the Supervisor s name appears in the Supervisors Who Approved Timecard column. No checkmarks appear in the Missed Punch or Unexcused Absence columns (because the Supervisor has cleared these prior to approving.) Note: Proceed to Step 5, if approved. 4 Continued from previous page Timecards are not approved, when the Supervisor s name doesn t appear in the Supervisors Who Approved Timecard column and/or has a checkmark in the Missed Punch or Unexcused Absence columns. Note: Contact the employee s supervisor immediately, if not approved. Managing the Payroll Process 11

18 Step Action Screen 5 Verify that the data in the Total Hours column is correct. If then correct, proceed to Step 6. not correct, double-click the employee s name to review the timecard, and contact the Supervisor to make necessary adjustments for any discrepancies. 6 Repeat Steps 4-5 to ensure that the Supervisor has: cleared all Missed Punch and Unexcused Absence exceptions, and approved all employee timecards, and totals are correct in the Total Hours column. If all is clear, not clear, then proceed to Step 7 to Sign Off. Refer to 3.3, Handling Unapproved Timecards. 7 Select Actions > Select All. Important: Sign Off cannot be undone! This is why it is important to ensure that the Supervisor has approved and cleared all exceptions. 8 Select Approvals > Sign Off. 9 Verify that a checkmark appears in the Signed Off column for each employee. If yes, no, then... Sign Off is complete. contact ETS Service Desk. Managing the Payroll Process 12

19 CHAPTER 4: PAYROLL REPORTS 4.1 PAYROLL REPORTS The Cyborg Pre-run and Pay-run Time Card Detail Report (TCD) will need to be reconciled against the Kronos Employee Transaction Report. 4.2 BALANCING PRE-RUN CYBORG REPORT Listed below are the steps on how to reconcile the Cyborg Pre-run Time Card Detail (TCD) Report against the Kronos Employee Transaction & Totals Report on Payroll Tuesday. Step Action Screen 1 Access the Pre-run Report to view or print it. BrowardEmployee.org > HR Corner > Payroll/HR Liaison Select your division Click Pre-run TCD from the Pre-run Reports section 2 Reconcile the hours against the Kronos Employee Transaction Report. Refer to 4.4, Running the Kronos Employee Transactions & Totals Report. Note: Report any discrepancies to Payroll Central immediately. 4.3 BALANCING PAY-RUN CYBORG REPORT Listed below are the steps on how to reconcile the Cyborg Pay-run Time Card Detail (TCD) Report against the Kronos Employee Transaction & Totals Report on Payroll Wednesday. Step Action Screen 1 Access the Pay-run TCD Report to view or print it. BrowardEmployee.org > HR Corner > Payroll/HR Liaison Select your division Managing the Payroll Process 13

20 Step Action Screen 2 Click Pay-run TCD from the Payrun Reports section 3 Reconcile the hours against the Kronos Employee Transaction Report. Refer to 4.4 Running the Kronos Employee Transactions & Totals Report. Note: Report any discrepancies to Payroll Central immediately. 4.4 RUNNING THE KRONOS EMPLOYEE TRANSACTIONS AND TOTALS REPORT The Kronos Employee Transactions and Totals Report displays worked and non-worked hours for each employee. This report is used to reconcile against the Cyborg Pre-run and Pay-run Time Card Detail (TCD) report on the Tuesday and Wednesday after payroll Monday. Step Action Screen 1 Select the General tab > Reports. 2 Select the Employee Transactions and Totals report > Create Favorite Managing the Payroll Process 14

21 Step Action Screen 3 Complete the following fields: Favorite Report: Report Name People: All Home (for Supervisors and Payroll Liaisons) Time Period: Previous Pay Period Note: The report runs on a Payroll Tuesday or Payroll Wednesday after the previous pay period has been signed-off and processed in Cyborg. Display Empty Total: Yes Actual/Adjusted: Show hours credited to this period plus historical edits made for this period Output: Adobe Acrobat Document (Default) 4 Select Save Favorite to save the report. 5 Select the report and click Run Report. 6 Select View Report under the Check Report Status tab to display the totals for the employee. Managing the Payroll Process 15

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23 CHAPTER 5: PERFORMING HISTORICAL EDITS 5.1 HISTORICAL EDITS PROCESS If a change needs to be made to an employee s timecard after it is signed off and submitted to payroll, a historical edit will be necessary. Prior to initiating the correction, verify it has not already been corrected on the following: Timecard Time Detail Report If it has not been corrected: 1. Verify with the employee s supervisor exactly what needs to be corrected 2. Provide details on the Manual Adjustment spreadsheet and send via to Payroll Central, at payroll@broward.org and copy (cc) the employee s supervisor, as well as the agency s Payroll Specialist. Managing the Payroll Process 17

24 3. Obtain Director s approval (signature) on the Manual Adjustment spreadsheet. 4. Retain any applicable documentation related to the historical edit for audit purposes. Maintain any applicable documentation related to the historical edit. Note(s): Request for Historical Edits are processed by Payroll Central. Supervisors need to provide the necessary information to their Payroll Liaison. Payroll Liaison s manual adjustment spreadsheet to Payroll Central with a copy to Supervisor and Payroll Specialist. Managing the Payroll Process 18

25 CHAPTER 6: TIME CLOCK ENROLLMENT 6.1 TIME CLOCK ENROLLMENT PROCEDURES Listed below are the steps to enroll hourly employees at the time clock. Prior to enrollment, verify that the employee is Active in Cyborg. Step Action Screen 1 From the Time Clock terminal, select Touch ID Enrollment. 2 As the authorized designee, enter your Badge ID (this is the last 6 digits of your Employee ID Number) and press Enter. Note: If the leading number of the last 6 digits is a zero, eliminate it and enter only the last 5 digits 3 Enter your Password (This is a generic 5 digit number) and press Enter. 4 Select Enroll Employee. 5 Instruct employee to enter his/her Badge ID (this is the last 6 digits of employees ID Number) and press Enter. 6 Have employee follow on screen instructions to enroll Right Finger. 7 Verify employee receives Good Enrollment message or instructions will indicate to accept best enrollment. Managing the Payroll Process 19

26 Step Action Screen 8 Have employee follow steps 6 and 7 using Left Finger to complete the enrollment. 9 Once the Enrollment Process is complete, you can enroll another employee or Log Off the system. 10 If enrolling another employee, select Yes, and repeat steps 5 through 8. Best Practice Use the right index finger for the Primary choice, and the left index finger for the Secondary choice. 6.2 TIME CLOCK ENROLLMENT VALIDATION The best approach to validating a successful enrollment is through the Touch ID Genie. Step Action Screen 1 Access the Time and Attendance System via BrowardEmployee.org > Employees > Time and Attendance System 2 Enter your Active Directory Username and Password and click the blue icon to the right of the password field. Managing the Payroll Process 20

27 Step Action Screen 3 Select All Home in the Show field. 4 This screen displays all employees in the Supervisor Group. 5 Click the Timekeeping tab then select Touch ID Status. 6 Time Period will default to Current Pay Period, Select All Home in the Show field. 7 Report is displayed on screen. Review the following columns: Will display in Touch ID Enrollment column Enrollment Verified Primary Finger Enrollment Location will be displayed 8 Click Log Off to exit. Managing the Payroll Process 21

28 Step Action Screen 9 Click the Close (red X) button of your browser window to completely exit the Kronos system. Managing the Payroll Process 22

29 CHAPTER 7: SUPPORT TASKS 7.1 SUPPORT TASKS Here is a list of the support tasks for a Payroll Liaison: Ensure that backup support is available at all times to perform tasks when not in office. Receive and communicate information between Payroll Central and the Agency as required. Support agency employees and supervisors with questions related to payroll and timekeeping. Maintain backup documentation for payroll (FMLA, Sick Leave Monitoring, Notice of Jury Duty, Election Work, Doctor s notes, etc.). Run reports to verify accuracy of data. For time clock issues, contact your Agency IT (if applicable) or the ETS Service Desk. 7.2 GETTING SUPPORT As shown in the diagram below, support matters are first vetted through internal channels, such as Supervisors and/or Payroll Liaisons, before the ETS Service Desk is contacted. You are not alone! For assistance, contact your Agency IT or the ETS Service Desk. Managing the Payroll Process 23

30 7.3 ETS SERVICE DESK When you contact the ETS Service Desk, you will be asked several questions so that your call can be routed correctly. Are you a Supervisor or Payroll Liaison? What is a good callback number for you? What is the employee User Name and ID number for which you need assistance? What equipment are you using when experiencing the problem? (i.e. time clock, PC, etc.) Is the user s software (Internet Explorer, Java, etc.) at the required version? Click Help > About for the version number. Refer to the Supervisor User Guide, Appendix C, System Requirements. Please give a clear, concise description of the question or issue you are experiencing. Tip To assist the Service Desk in replying to your issue, don t delay call right away! Be proactive whenever possible, to limit the amount of emergency calls you have to make. Managing the Payroll Process 24

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