TABLE OF CONTENTS. LOGIN: ** click on Green KRONOS link ** UAMS Administrative Guide

Transcription

1 TABLE OF CONTENTS LOGIN: ** click on Green KRONOS link ** UAMS Administrative Guide 1. TELETIME / TIME CLOCK Page(s) Time Keeping Options Using Time Clock TeleTime TIME KEEPER Reconcile Timecard Add a Punch Add Vacation, Sick, Holiday Add Time to an Existing Day Delete Punches Cancel Lunch Deductions Move In or Out Punches SORTING TIMECARDS (by Missed Punches, Name, Overtime) QUICK FIND GROUP EDITS REPORTS GENERAL PAYROLL INFORMATION Accruals Lunch Deduction Time Rounding On Call Pay Call Back / Travel Time Overtime Shift Differentials Weekend Option Weekend Differential Terminology Pay Code Listing Pay Rules i

2 TIME KEEPING OPTIONS UAMS has two automated methods for getting time into Kronos. ONE OF THE TWO AUTOMATED METHODS SHOULD BE USED. To use one of the automated methods, there is a one time setup in SAP, Info Type Under SAP Subsystem grouping, either add the clock that the employee will be using, or enter PHC (PhonRest phone must be a UAMS phone) or PHO (PhonUnrs employee can call from any phone, including but not limited to a cell phone). 1-1

3 USING UAMS ISSUED BADGE: USING TIME CLOCK Swipe UAMS badge slowly downward with picture facing wall: the side with the magnetic stripe will face the person. If downward swipe does not work, swipe the badge up from the bottom of the clock. GOOD PUNCH: If the terminal reads the badge successfully, the green LED on the top cover of the terminal will light and the clock will emit a single tone. May see: Name on the display panel: this is a valid punch X-PUN for cross-punch: this is also a valid punch BAD PUNCH: If the terminal fails to read the badge, the yellow LED lights and the clock will emit three tones in quick succession. An error message should also appear. If this happens: Swipe again slowly and/or up from the bottom of reader until a good read signal appears, or Notify supervisor or timekeeper immediately that badge does not work properly. TIME CLOCK FUNCTION KEYS: F1 BACK or CALL BACK This is used when an employee on call is called back to work. Press the F1 Key which is labeled BACK on each clock Swipe badge normally to clock in Swipe out as normal upon departure F3 EDUC or change hour to EDUCATION This allows hours to show as education hours: Press the F3 key, which is labeled EDUC on each clock Swipe badge normally to clock in Swipe out as normal upon departure, OR Swipe again upon return to home unit F4 through F12: COST CENTER CHANGES Normally the hours are charged to the home cost center. However, when work is preformed in a unit other than the home unit, the F key for the unit being worked in must be pressed. To clock in at start of shift on a different unit: Press the F Key labeled for the unit being worked in Swipe badge normally to clock in Swipe out as normal upon departure, OR Swipe again upon return to home unit To clock into a new unit after working at the home unit: Swipe in at the clock in the home unit as normal Leave the home unit and walk to the new unit Press the F Key named for the unit to be working in Swipe the badge to clock in to the new unit (automatically clocks out at home unit) Swipe again as normal upon departure, OR Swipe again upon return the home unit 1-2

4 TO CLOCK IN OR OUT USING A TELEPHONE ( ) Entry of time by telephone is restricted to those who are not near a time clock. SAP CODING: Info type 50 subsystem grouping: PHC phone restricted to a UAMS phone PHO - unrestricted Call the Accutime system at Accutime will say welcome and announce the current time. Enter your 6-digit badge number and press pound (#). Note: you may have to press the send additional digits button or 9 from some phone units. Press 1 to clock in and out: Accutime confirms the time and indicates punch accepted. Press 2 to change cost center: o Enter the 3-digit department number at the prompt o Enter the 4-digit sub-department at the prompt o Press # to confirm Press 3 to use Call Back or Education: o Enter 1# to record in for Call Back o Enter 3# to record in for Education o Press # to confirm 1-3

5 Timekeeper > Reconcile Timecard UAMS 1 RECONCILE TIMECARD Show: make selection Time Period Select time period **IF** processing Monthly Payroll and it is AFTER the 15 th of the current month, you must go to PREVIOUS PAY PERIOD 2-1

6 ADD A PUNCH You can use Quick Find and enter either the eight digit SAP # or the last name, or you can go to Reconcile Timecard. *IF* using Reconcile Timecard: IN PUNCH: o Highlight employee o Either double click or go to Timecard on left of screen o Enter IN punch, Press Enter o Save OUT PUNCH: o Highlight employee o Either double click or go to Timecard on left of screen o Enter OUT punch, Press Enter o Save 2-2

7 ADD VACATION / SICK / HOLIDAY, etc. Highlight employee: Click in the appropriate Pay Code cell Use drop down menu to find appropriate Pay Code Once Pay Code is selected.go to Amount column and enter the number of hours Save 2-3

8 ADD TIME TO AN EXISTING DAY For example, employee worked five hours and needs to use three hours of sick time: Using the green arrow to the left of the date Insert Row Go to Pay Code, make your selection In Amount column, enter the number of hours Save To delete an additional row that was added on the wrong day, use the button to the left of the insert row arrow. 2-4

9 Go to the appropriate In or Out punch Using the mouse, right click Edit the punch CANCEL LUNCH DEDUCTION 2-5

10 Cancel Deductions: Select appropriate reason from dropdown Click OK Save 2-6

11 Once you hit Save, a red box will appear around the punch 2-7

12 MOVE IN OR OUT PUNCH This usually happens when an employee forgets to sign in or out for a day. A solid red box will appear on the punch. Go to the incorrect punch - in this example it is the Out Punch on Thursday 8/09 Right click > Edit Override change to what the punch should be in this example it might be 5:00 PM Click OK Save 2-8

13 In this example you would need to override the incorrect In Punch Go to the incorrect punch - in this example it is the In Punch on Friday 8/10 Right click > Edit Override the incorrect In Punch on 8/10 to 8:00 AM. Click OK Save 2-9

14 SORTING TIMECARDS Go to Reconcile Timecard Click on any of the gray column headings and the Timecards will sort in that order: Name by clicking on Name the Timecards will sort in alphabetic order by Name Missed Punch Employees with a missed Punch will appear at the top (missed Punches are Punches missed from a PREVIOUS day within the current pay period) Overtime People with overtime will appear first 2-10

15 QUICK FIND This allows you to look up a single employee, either by SAP number (using the eight digit SAP number) or by last name. 2-11

16 GROUP EDITS Timekeeper > Reconcile Timecard > Actions. Click Select All OR Hold down the control key and left click the mouse to select employees. Next go to Amount > Add Note: To DELETE group edit results, follow the same path except choose DELETE instead of ADD. 3-1

17 Select Pay Code > Enter number of hours in Amount > fill in Effective Date > Comments, choose > OK > OK > Group Edit Results (if there is an error, there will be a blue link to click on to see what the error is) > Reconcile Timecard > Refresh (top blue box) 3-2

18 REPORTS Reports > Select Desired Report > Fill in Query Details 4-1

19 Run Report > click on Refresh until Status says Complete Once report is complete, double click on report to open. 4-2

20 If you want to print or , go to File in the upper left hand corner, then select your desired action. 4-3

21 ACCRUALS Biweekly accruals are pulled from SAP and updated to Kronos each Wednesday. Monthly accruals are pulled from SAP and updated to Kronos on the 1 st of each month for all employees who are NOT USING ESS (Employee Self Service) for leave requests. REMINDER: Neither SAP nor Kronos is 100% accurate when displaying accrual balances because you must use both systems to get a real time balance. SAP is as accurate as of the last payroll that was processed. You should use the balance in SAP and subtract any accruals sitting in Kronos that have not been paid to get an accurate balance. Example: On June 1 st the Monthly time card will reflect accruals from May and any time taken between April 16 th and May 15 th.. The monthly time card reflects time taken between the 16 th of the previous month to the 15 th of the current month. Each time the monthly payroll is run; SAP pulls information from Kronos to reflect any time taken between the 16 th of the previous month to the 15 th of the current month. Then, the updated information in SAP is transferred back to Kronos on the 1 st working day following the monthly check date. YEAR END Vacation hours in excess of 240: Payroll will run the program to remove vacation hours in excess of 240 AFTER the January monthly payroll is processed. ** 5-1

22 LUNCH DEDUCTION / CLOCKING IN-OUT FOR LUNCH Departments must provide an unpaid lunch of at least thirty (30) minutes for every employee who works six (6) or more continuous hours. Paid breaks may not be combined with unpaid lunch periods; see Administrative Guide During an unpaid lunch, the employee must be free to pursue his own personal interests including leaving campus. In situations where the employee is prohibited from leaving the campus, is required to perform any work during the lunch period, or is granted less than thirty (30) minutes for lunch, the employee must be paid for hours worked, and the lunch deduction cancelled in Kronos. TIME ROUNDING Time will be rounded automatically to the nearest quarter of an hour, based on each clocking transaction. That is, In and Out punches will be rounded to the nearest quarter hour, although the exact times will remain in the system. Rounding will be applied equally, both in favor of the employee when he works slightly less than a full shift, and against the employee when he works slightly more than a full shift. Rounding will not prevent a department from creating and applying a standard of tardiness which calls for a more strict measure for lateness. ON-CALL PAY On Call pay may be paid to non-exempt (hourly) employees in job titles approved by the appropriate division head: see Administrative Guide Eligible classifications include Non-Classified Patient Care positions and Classified positions working in areas providing critical and emergency support for clinical and physical operation of UAMS. An employee is on-call when the employee has the freedom to pursue personal activities. The employee may be required to be available by phone or to carry a pager, and to remain within a callback radius of 30 or more minutes. Hours on call are paid at an hourly rate determined by the Chancellor. An employee is working when the employee is restricted to UAMS premises, living quarters, or post of duty; when the employee's activities are substantially limited; or when the employee is required to respond in person in less than 30 minutes. All hours worked must be paid as regular hours or overtime hours as required. **Note: An employee cannot be both on-call and at work. Exempt employees (faculty, administrative, or professional) are not eligible for on-call pay. 5-2

23 CALL BACK / TRAVEL TIME Call back status occurs when an employee on call is required to return to work to perform tasks. Pay shall include one-hour of Travel time and a minimum of one hour of Regular Time. Both travel and regular time worked during call back will be paid at a premium rate of 50% (time and a half). OVERTIME Non-exempt (hourly) employees are eligible for overtime payment and /or comp time accrual for all hours worked over forty (40) in a workweek. The only exception is for the UAMS Police Department. Managers and administrators who review time records may not reduce overtime except with the signed consent of the employee, or with the equivalent hours placed in comp time. Hours which add to forty and create overtime include regular hours worked, court/jury duty, military leave, education, and meetings. Hours which do not count toward overtime include call back hours worked (which are paid with 50% differential initially), vacation, sick, holiday, comp time used, catastrophic leave, and all forms of unpaid leave. In this regard, holiday time will no longer be included in the calculation of overtime hours. See Administrative Guide Exempt (salaried) employees are not eligible for overtime payment but may be paid for excess effort according to Administrative Guide SHIFT DIFFERENTIAL Non-Classified Patient Care positions with Pay Scale Area designations of Nurses and Other Health Care shall receive a shift differential of 14% or 20%, or as designated by the Chancellor. Classified positions with Pay Scale Area designation of Classified shall receive a shift differential of 10%, unless such positions are approved by the Chancellor for a differential rate up to 15% for positions providing critical and emergency support for the clinical and physical operations of UAMS. Shift differential is paid only on hours worked, as defined in Administrative Guide Shift differential is not paid on hours not worked, such as vacation, sick, holiday, comp, or other time off. Hours to be paid at differential rates vary by classification. For those employees routinely using Accutime (Kronos), the system automatically determines when shift rules are met and generates hours to be paid as pay code SHIFTDIFF 5.5, SHIFTDIFF 14, SHIFTDIFF 20, or other as appropriate. Non-Classified Patient Care staff will be paid shift differential on all hours worked after 2:30 PM when at least the majority of their working hours lie within the shift window. Accutime (Kronos) reflects this as an OUT punch occurring at or after 9 PM. Classified staff will be paid shift differential on all hours worked ONLY when a full eight hour shift is worked within the shift window. Accutime (Kronos) reflects this as an OUT punch occurring at or after 10:30 PM. Sixteen hour shifts may be considered as two eight hour shifts, with shift differential being paid if either or both shifts begin at 2:30 PM or later. Ten and twelve hour shifts must be treated as a whole, and, if the shift begins at 2:30 PM or later, shift differential may be paid on all hours. 5-3

24 WEEKEND OPTION Designated Non-Classified Patient Care staff may be paid a differential for working every weekend. Job titles and departments where Weekend Option is to be paid, as well as the amount, must be approved by the appropriate division head. Weekend Option 25% Employee works at least three shifts per week two weekend options, plus one shift during the week. Employee receives benefits. Weekend Option 30% Employee works only two shifts. Employee receives benefits at a reduced rate. Weekend Option Hours: PRI / Surgery 7:00 AM Sat 7:00 AM Mon Inpatient 2:30 PM Fri 11:00 PM Sun WEEKEND DIFFERENTIAL Designated Non-Classified Patient Care staff may be paid a differential for working an occasional weekend. Job titles and departments where Weekend Differential is to be paid, as well as the amount, must be approved by the appropriate division head. Weekend Differential hours are those of any length which fall between 2:30 PM Friday and 11:00 PM Sunday. 5-4

25 TERMINOLOGY Terms Pay Period Description The length of time for which hours worked is accumulated for payroll. Biweekly pay period = Sunday to Saturday Pay Rules Set of rules used to CALCULATE an employee s hours (SAP info type 50). Pay Codes Exceptions Holds the time accumulated during the pay period (could be hours or dollars) Flag any situation inconsistent with employee s normal work rule; e.g., missed punch. 5-5

26 PAY CODE LISTING ABSENT Entered by Timekeeper to TRACK scheduled DAYS which are missed and unpaid. CALL 1.00 On call hours paid at $1.00/hour. CALL 1.50 On Call hours paid at $1.50/hour. CALL 2.00 On Call hours paid at $2.00/hour. CALLBACK50 Premium portion. This is added to regular hours when a person is called back to work so that the employee receives Overtime. CATLV Catastrophic Leave hours entered by timekeeper (when authorized) hours paid at regular rate. CEAL Child Education Activities Leave. CHARGENURSE RN III s (Charge Nurse) who are intermittently serving as Charge Nurse; someone who is in Charge for that shift on that unit. COMPACCRUED AUTMOATICALLY ACCRUED by the system for hours worked over 40 when the pay rule is xxxx COMP. COMP USED Compensation Used is how the timekeeper post hours from the COMPBAL to be paid to the employee at regular rate. CON DIFF 10 10% differential paid to concurrent employees. CON OT Concurrent hours paid at 1½ times the regular rate. CON REG Concurrent hours paid at regular concurrent rate. CON SHIFT DIF 20% differential paid to concurrent employees. CON SHIFT DIF 14% 14% differential paid to concurrent employees. DIFF 10 Weekend Differential premium is paid for hours worked as determined by the time of day and the day of the week for those in pay rule PCWEDIFFxxxx, and is paid at the premium rate of 10%. Base hours (REG1 or OT1) and shift as applicable (REG2 or OT2) are also system-generated at the same time. DISASTER LEAVE Time off to cover both victim leave and volunteer worker leave due to a natural disaster. Hours entered by timekeeper and paid at regular rate. EDU Education, seminar, and workshop hours entered by the employee at the clock using the EDU (F3) key, or by timekeeper, and paid at regular rate. EDUC is an activity code with generated EDU hours at the time clock. 5-6

27 FMLAU Family Medical Leave Act (FMLA). UNPAID hours are entered by the timekeeper as FMLA hours (paid or unpaid). These hours are unpaid. HOL Holiday hours are entered by the timekeeper to be paid at regular rate. HOLF Holiday hours which count toward FMLA as entered by the timekeeper and paid at regular rate. INCLEMENT WEATHER Pays at regular rate. JURY Jury hours entered by the timekeeper for court and jury duty to be paid at regular rate. LINE PAY Calculates number entered times $1.00. LOA Leave of Absence may be entered by timekeeper as unpaid hours. MEET Meeting hours may be entered by timekeeper and paid at regular rate. MILP Military leave hours paid, as entered by the timekeeper and paid at regular rate. MILU Military leave hours unpaid, as entered by the timekeeper. ORIENT Orientation hours may be entered by the timekeeper and paid at regular rate. OT Overtime, day shift, and hours worked which are automatically determined by the system for hours over forty worked in a week and paid at time and a half. Timekeepers normally should not add OT as a pay code, but may move COMP hours to OT as necessary. PRECEPTOR Incentive of $1.50 per hour for RN s who provide orientation for a new employee. PULL PAY Pull Pay is an incentive of $3.00 per hour for staff that float to an area of competency outside their home unit grouping during their regularly schedule tours. REC TECH 1.40 Rec Tech pay code for OPTHAMOLOGY Only. REC TECH 1.50 Rec Tech pay code for OPTHAMOLOGY Only. REC TECH 1.75 Rec Tech pay code for OPTHAMOLOGY Only. REC TECH 1.85 Rec Tech pay code for OPTHAMOLOGY Only. SHIFT DIFF 10 Differential pay at 10%. SHIFT DIFF 14 Differential pay at 14%. SHIFT DIFF 20 Differential pay at 20%. SICF Sick hours that count toward FMLA, entered by the timekeeper and paid at regular rate. SICK Sick hours that do not count toward FMLA, entered by the timekeeper and paid at regular rate. 5-7

28 TRAVEL Drive time paid to an employee who was on call and was called back to work. VAC Vacation hours which do not count toward FMLA, as entered by the timekeeper and paid at regular rate. VACF Vacation hours which do count toward FMLA as entered by the timekeeper and paid at regular rate. WEO25 Weekend Option premium is paid for hours worked as determined by the time of day and day of the week for those in pay rule PCWE025OT. WEO30 Weekend Option premium is paid for hours worked as determined by the time of day and day of the week for those in pay rule PCWE030OT. 5-8

29 PAY RULES Pay rules contain the formulas and parameters which drive the calculation process. Each pay rule includes variables on topics such as meals, breaks, overtime, shift pay, etc., which is based on the compensation plans and practices of the State and the University. Some rules apply to ALL employees: such as pay periods, forty hour basis of overtime, and rounding rules. Other rules apply to certain segments based on: Department: automatic lunch deduction and what routinely to do with overtime (pay it or put it to comp time). Job Title: call pay amount, shift differential amount, shift start hours, eligibility for Weekend Option and Weekend Differential. Exempt/Non-Exempt Status: overtime eligibility, biweekly or monthly pay cycle. CLASSIFIED = NON EXEMPT = BIWEEKLY NON CLASSIFIED = EXEMPT = MONTHLY PAY RULES: (pull from SAP info type 50) CLASS 30 OT: The employee is classified and is paid under standard State rules on shift differential, overtime eligibility, and the like. The department has chosen a thirty minute lunch break, and the department wants to routinely pay the earned overtime on the current check. CLASS 60 OT: Same as Class 30 OT except the deduction for lunch is sixty minutes. CLASS 00 OT: No deduction for lunch and department pays overtime. Applies to PHYSICAL PLANT EMPLOYEES ONLY. CLASS 30 COMP: Department has chosen a thirty minute lunch break, but routinely wants to place overtime in the comp time accrual at 1.5 times the number of OT hours. CLASS 60 COMP: Same as Class 30 Comp except the deduction for lunch is sixty minutes. CLASS 00 COMP: Same as Class 30 Comp and Class 60 Comp except there is no deduction for lunch. Applies to PHYSICAL PLANT EMPLOYEES ONLY. PC OO OT: PC 20 OT: Employee is NON CLASSIFIED PATIENT CARE and is paid under allowable rules for shift differential, call pay, and incentive pay, as well as overtime eligibility. Department has chosen a thirty minute lunch, and payment of overtime on the current check. 5-9

30 PC 20 60OT: Same as PC 20 OT except deduction for lunch is sixty minutes. PC COMP: Same as PC 20 OT except the employee is granted comp time instead of being paid overtime. PC Comp: same as PC OT except the employee is granted comp time instead of being paid overtime. PC OT: Employee is NON CLASSIFIED PATIENT CARE and is paid under allowable rules for shift differential (14%), call pay, and incentive pay, as well as eligible for overtime. 30 minute lunch deduction. PC WEO 30 OT: PATIENT CARE EMPLOYEE is eligible to be paid Weekend Option and has a 30 minute lunch deduction. PC WEO 30 COMP: Same as PC WEO 30 OT except employee is granted comp time instead of being paid overtime. PC WEDIFF 30 OT: PATIENT CARE EMPLOYEE and is eligible for Weekend Differential pay. Lunch deduction is 30 minutes. PC WEDIFF 60 OT: same except lunch deduction is 60 minutes. PC WEDIFF 30 COMP: grants comp time instead of paying overtime with a 30 minute deduction for lunch. PC WEDIFF 60 COMP: grants comp time instead of paying overtime with a 60 minute deduction for lunch. 5-10