Manager Tasks Working with the ECU Exceptions Genie

Transcription

1 Manager Tasks Working with the ECU Exceptions Genie A Workspace Carousel A Provides access to the Manage My C Genies Widget Defaults to Quickfind. The drop down menu lists all the available genies. Genies are used to identify, access, sort, and work with employee data. Related Items Pane C Additional manager tools. Activating the hot link for the widget will open the tool in a new tab. Most frequently used genies include: ECU Exceptions Used multiple times each week to identify, review and modify exceptions. ECU Last Week Perm NonExempt Used weekly to identify, review and modify permanent nonexempt employee s work week hours worked and leave used. ECU Approvals Summary Used at pay period end to assist in review and approval of timecards for the previous pay period. ECU Pay Period End Data Used at pay period end to assist in review and approval of timecards for the previous pay period. Frequently used by departments with numbers of Temporary or Student Employees. Working with Exceptions Using the ECU Exceptions genie **Use this genie multiple times each week to review and modify employee exceptions. Check Marks indicate an exception is present on a particular timecard. Exceptions are identified by type in listed columns. Click Workspaces. Select the Manage My Quickfind is the default genie in this Workspace. Use the Drop Down Menu to select the ECU Exceptions genie. The first option under Quickfind. 6 Click on a column heading to sort by that column and group exceptions of one type for easy review. ECU Exceptions genie will default to All Home and Transferred in (all employees) for the current pay period. Select the names of employees with exceptions. Use CTRL to select individual employees. Use SHIFT to select a continuous group. Note: Click the Refresh icon to update the ECU Exceptions genie after timecard edits are made.

2 Manager Tasks Working with the ECU Exceptions Genie Working with Exceptions continued From the ECU Exceptions genie Access the Go To Menu and send the selected employee records to Timecards for editing. 6 The exception shows it s been reviewed. Note: Use the Go To menu, with any set of employees selected in a genie, to work with those employees in another tool. 9 Use the Arrow or Drop Down to move between 0 Enter any values for missed punches. Select the cell where the punch is missing and key in the appropriate hours and minutes. The time will be recorded as AM by default. To enter a PM time type in P or use military time. Note: Confirm your area s expectations related to reviewing exceptions. Those expectations are defined in your department s Kronos SOP. Attaching a Comment Right Click the punch time or pay code amount to which you want to add a comment. Note: Attach a comment to a missed punch prior to saving the entered punch time. Use a comment to explain any change made to an employee s timecard. Click Comment. Save your changes. Select one from the Comments list. Evaluate exceptions identified with a red marker. To clear an exception, right click on the exception to access the Punch Action popup. Click in the Notes field to input a free form note. Click OK. Select Mark as Reviewed 6 Save your changes. Save your changes.

3 Manager Tasks Working with the ECU Exceptions Genie Working with Exceptions continued From the ECU Exceptions genie Click Save. Overriding a Punch Time For punch times recorded on the incorrect column From the impacted employee s Timecard, rightclick the punch time your want to Override (move). 6 Evaluate the change. Confirm the punch override accomplished the goal. Choose Edit from the Punch Actions menu. Enter the value for the missed punches. Key in the appropriate hours and minutes. The time will be recorded as AM by default. To enter a PM time type in P or use military time. From the Override drop-down field, select the appropriate punch type. To move the punch switch the Punch from In Punch to Out Punch (or vice versa). 9 Click Save. Review the completed shift. Close the Timecard Tab using the X and return to the ECU Exceptions Genie. Click OK. updates/changes in the ECU Exceptions genie.

4 Manager Tasks Working with the ECU Last Week Perm Nonexempt Genie A Workspace Carousel A Provides access to the Manage My C Genies Widget Defaults to Quickfind. The drop down menu lists all the available genies. Genies are used to identify, access, sort, and work with employee data. Related Items Pane C Additional manager tools. Activating the hot link for the widget will open the tool in a new tab. Most frequently used genies include: ECU Exceptions Used multiple times each week to identify, review and modify exceptions. ECU Last Week Perm NonExempt Used weekly to identify, review and modify permanent nonexempt employee s work week hours worked and leave used. ECU Approvals Summary Used at pay period end to assist in review and approval of timecards for the previous pay period. ECU Pay Period End Data Used at pay period end to assist in review and approval of timecards for the previous pay period. Frequently used by departments with numbers of Temporary or Student Employees. Working with Permanent NonExempt Employees Work Week Hours Using the ECU Last Week Perm NonExempt genie **Use this genie at the beginning of each week to review hours worked for Last Week ** Review the Total Weekly Hours Toward 0 column to identify the number of hours the employee has accounted for in the work week. Click Workspaces. Select the Manage My 6 The number of hours accounted for should match the employee s Std Weekly Hours which are driven by their assigned FTE. Quickfind is the default genie in this Workspace. Use the Drop Down Menu to select the ECU Last Week Perm NonExempt. The second option under Quickfind. Employees where Total Weekly Hours toward 0 value is over or under the value of their Std Weekly Hours should be reviewed and corrected. ECU Last Week Perm NonExempt Genie will default to Perm Non Exempt Employees (all permanent and FLSA Nonexempt employees) for Last Week. Note: For most employees (Permanent Full Time FLSA Nonexempt) the number of hours in the work week equals 0.

5 Manager Tasks Working with the ECU Last Week Perm Nonexempt Genie Working with Permanent NonExempt Employees Work Week Hours Continued Using the ECU Last Week Perm NonExempt genie Select the names of employees to evaluate. Use CTRL to select individual employees. Use SHIFT to select a continuous group. To add a pay code on a row with existing punches, click the Insert Row icon next to the date for which you want to add a pay code amount. Click the drop-down arrow in the Pay Code field on the new row and select the appropriate pay code. 9 Access the Go To Menu and send the selected employee records to Timecards for editing. Click the Amount field and enter the number of hours to assign to the pay code. Note: Use the Go To menu, with any set of employees selected in a genie, to work with those employees in another tool. Leave entered should bring the employee s work week total to the appropriate number of hours based on FTE. For most employees 0 hours. 0 Use the Arrow or Drop Down to move between 6 Save your changes. Evaluate the timecards for each employee for Last Week. Identify the reason for the employee s work week overage or shortage. Note: Consistently track employee work week hours by reviewing this widget at the start of each week and reviewing the totals for Last Week. Entering a Pay Code To account for missing hours To add a pay code to a line with no punches, use the Pay Code Drop Down to select the leave type to be added. Enter the number of hours in Amount. Close the Timecard Tab using the X and return to the ECU Last Week Perm NonExempt genie. updates/changes in the ECU Last Week Perm NonExempt genie. Note: Edit the Amount field and reduce leave usage for employees with more than 0 hours accounted for in the work week when the leave usage brings the employee s total hours for Last Week over 0 (or their standard work week total based on FTE). This is called Leave Off-Setting Note: Leave usage might include PTO-Vacation, onus Vacation, Sick, Unpaid Approved Unapproved Leave or others. Please see the Pay Code Guide for details on pay code usage.

6 Manager Tasks Working with the ECU Approvals Summary A Workspace Carousel A Provides access to the Manage My C Genies Widget Defaults to Quickfind. The drop down menu lists all the available genies. Genies are used to identify, access, sort, and work with employee data. Related Items Pane C Additional manager tools. Activating the hot link for the widget will open the tool in a new tab. Most frequently used genies include: ECU Exceptions Used multiple times each week to identify, review and modify exceptions. ECU Last Week Perm NonExempt Used weekly to identify, review and modify permanent nonexempt employee s work week hours worked and leave used. ECU Approvals Summary Used at pay period end to assist in review and approval of timecards for the previous pay period. ECU Pay Period End Data Used at pay period end to assist in review and approval of timecards for the previous pay period. Frequently used by departments with numbers of Temporary or Student Employees. Working with Timecard Approvals Using the ECU Approvals Summary genie **Use this genie at the end of each pay period to assist with review and approval of timecards** Resolve exceptions using the ECU Exceptions genie and evaluate work week hours totals for each week in the pay period using the ECU Last Week Perm NonExempt Genie before using this tool. Click Workspaces. Select the Manage My Quickfind is the default genie in this Workspace. Use the Drop Down Menu to select the ECU Approvals Summary. The third option under Quickfind. 6 Identify employees who have approved their timecard and are ready to be approved for the pay period. (Click on a column heading like Employee Approval - to sort by that column.) ECU Approval Summary genie will default to All Home and Transferred in (All your employees and any employees that have transferred hours towards a job in your area) for the Previous Pay Period. Select the names of employees to evaluate. Use CTRL to select individual employees. Use SHIFT to select a continuous group.

7 Manager Tasks Working with the ECU Approvals Summary Working with Timecard Approvals cont. Using the ECU Approvals Summary genie **Use this genie at the end of each pay period to assist with review and approval of timecards** To approve from each individual timecard, use the Approve Timecard option on the timecard to apply a Manager s Approval. Access the Go To Menu and send the selected employee records to Timecards for editing. Note: Use the Go To menu, with any set of employees selected in a genie, to work with those employees in another tool. 9 Use the Arrow or Drop Down to move between 0 Evaluate employee timecards for the previous pay period. Review the Totals tab for paycode totals for the pay period. Confirm exceptions are reviewed and comments added as required by your department s Kronos SOP. Use the Arrow or Drop Down to move between When you have finished working with and approving timecards, close the Timecard Tab using the X and return to the ECU Approval Summary Genie. updates/changes in the ECU Approval Summary Genie. For single job employees, the managers signature count will appear in the column titled Manager Approval Single Job Only. The approving manager s name will appear in the column Managers Who Approved Time Single Job Only column. Note: A nonexempt employee s timecard will display orange, with the first approval (often the employee s). An exempt employee s timecard will display orange with the first approval (often the employee s) if there is leave present on the timecard. Use the Audits tab to see employee and/or manager timecard approvals as signatures. Note: A nonexempt employee s timecard will display green, with the second approval (often the manager s). An exempt employee s timecard will display green with the second approval (often the manager s) if there is leave present on the timecard. Use the Audits tab to see employee and/or manager timecard approvals as signatures.

8 Manager Tasks Working with the ECU Approvals Summary Working with Timecard Approvals cont. Using the ECU Approvals Summary genie **Use this genie at the end of each pay period to assist with review and approval of timecards** To perform a group approval at the genie level, Select multiple employees in the ECU Approval Summary genie using the CTRL or SHIFT keys. For single job employees, the managers signature count will appear in the column titled Manager Approval Single Job Only. The approving manager s name will appear in the column Managers Who Approved Time Single Job Only column. 9 Use the Approval option from the genie menu to approve the group of selected timecards. Multiple Job Employee Approvals For multiple job employees, evaluate the All Approved Multiple Job Only column to confirm that all the jobs on an employee s timecard have had manager approval. 0 Select Yes to proceed with approvals when prompted. Use the Audits tab on the bottom of the employee s timecard to see individual Employee and Manager approvals for multiple job employees. updates/changes in the ECU Approval Summary genie. Note: e aware of your department s expectations for employee and manager approvals during the end of pay period approval window. The approval expectations are available in your department s Kronos SOP. Contact your Supervisor or departmental SuperAdmin with specific questions. Use the Exclude Approved Totals check box on the Totals tab on an employee s timecard to identify unapproved hours.

9 Manager Tasks Working with the ECU Pay Period End Data A Workspace Carousel A Provides access to the Manage My C Genies Widget Defaults to Quickfind. The drop down menu lists all the available genies. Genies are used to identify, access, sort, and work with employee data. Related Items Pane C Additional manager tools. Activating the hot link for the widget will open the tool in a new tab. Most frequently used genies include: ECU Exceptions Used multiple times each week to identify, review and modify exceptions. ECU Last Week Perm NonExempt Used weekly to identify, review and modify permanent nonexempt employee s work week hours worked and leave used. ECU Approvals Summary Used at pay period end to assist in review and approval of timecards for the previous pay period. ECU Pay Period End Data Used at pay period end to assist in review and approval of timecards for the previous pay period. Frequently used by departments with numbers of Temporary or Student Employees. Working with ECU Pay Period End Data Using the ECU Pay Period End Data genie **Use this genie at the end of each pay period to assist with review and approval of timecards** Resolve exceptions using the ECU Exceptions genie and evaluate work week hours totals for each week in the pay period using the ECU Last Week Perm NonExempt genie before using this tool. Click Workspaces. Select the Manage My Quickfind is the default genie in this Workspace. Use the Drop Down Menu to select the ECU Pay Period End Data. The fourth option under Quickfind. 6 Use the column Total Weekly Hours to assist in identifying Temporary or Student workers with hours worked for the pay period. Click on the column heading to sort by this column. Lines with No Data in this column or 0.00 have no hours to send to pay and are unlikely to require an employee and manager approval. ECU Pay Period End Data genie will default to All Home and Transferred in (All your employees and any employees that have transferred hours towards a job in your area) for the Previous Pay Period.

10 Manager Tasks Working with the ECU Pay Period End Data Working with ECU Pay Period End Data Using the ECU Pay Period End Data genie **Use this genie at the end of each pay period to assist with review and approval of timecards** To approve from each individual timecard, use the Approve Timecard option on the timecard to apply a Manager s Approval. Select the names of employees to evaluate. Use CTRL to select individual employees. Use SHIFT to select a continuous group. Use the Multiple Job Employee column to help identify Multiple Job Employees to review. Use the Total Weekly Hours column to identify employees with work hours for the pay period. Use the Arrow or Drop Down to move between Access the Go To Menu and send the selected employee records to Timecards for editing. Note: Use the Go To menu, with any set of employees selected in a genie, to work with those employees in another tool. 9 Use the Arrow or Drop Down to move between Note: A nonexempt employee s timecard will display orange, with the first approval (often the employee s). An exempt employee s timecard will display orange with the first approval (often the employee s) if there is leave present on the timecard. Use the Audits tab to see employee and/or manager timecard approvals as signatures. Note: A nonexempt employee s timecard will display green, with the second approval (often the manager s). An exempt employee s timecard will display green with the second approval (often the manager s) if there is leave present on the timecard. Use the Audits tab to see employee and/or manager timecard approvals as signatures. When you have finished working with and approving timecards, close the Timecard tab using the X and return to the ECU Pay Period End Data genie. 0 Evaluate employee timecards for the previous pay period. Review the Transfer strings for employees with multiple jobs to confirm the correct hours worked were transferred by the employee to your department. updates/changes in the ECU Pay Period End Data genie.

11 Manager Tasks Working with the ECU Pay Period End Data Working with ECU Pay Period End Data Using the ECU Pay Period End Data genie **Use this genie at the end of each pay period to assist with review and approval of timecards** To perform a group approval at the genie level, Select multiple employees in the ECU Pay Period End Data genie using the CTRL or SHIFT keys. For single job employees, the managers signature count will appear in the column titled Manager Approval Single Job Only. The approving manager s name will appear in the column Managers Who Approved Time Single Job Only column. 9 Use the Approval option from the genie menu to approve the group of selected timecards. For multiple job employees, evaluate the All Approved Multiple Job Only column to confirm that all the jobs on an employee s timecard have had manager approval. Use the Audits tab on the bottom of the employee s timecard to see individual employee and manager approvals for multiple job employees. 0 Select Yes to proceed with approvals when prompted. updates/changes in the ECU Pay Period End Data genie. Use the Exclude Approved Totals check box on the Totals tab on an employee s timecard to identify unapproved hours. Note: e aware of your department s expectations for employee and manager approvals during the end of pay period approval window. The approval expectations are available in your department s Kronos SOP. Contact your Supervisor or departmental SuperAdmin with specific questions. Note: A genie must have the Hyperfind All Home and Transferred in selected in order to display employees that have transferred hours to your department from another primary job. Note: Open a Kronos Ticket in Team Dynamix for assistance inputting a missing job transfer string for a multiple job employee. An incorrect transfer string may result in the employee s hours not passing to pay.