SUPERADMIN ADDENDUM MODULE OBJECTIVES:

Transcription

1 SUPERADMIN ADDENDUM MODULE OBJECTIVES: Create a shift template. Add a pattern template. Create a schedule group. Assign a pattern template to a schedule group. Enter a work rule transfer to change the default overtime compensation. Apply a leave code for FMLA. Sign Off employee timecards to close the records.

2 SCHEDULING TOOLS Scheduling tools facilitate creating and maintaining schedules which can be repeated over time. These tools accessorize scheduling in order to make the act of creating a schedule more efficient. Kronos Timekeeper allows you to create pre-defined templates for Managers to quickly access when creating or maintaining their schedules. Each template type is outlined below: Shift Templates a shift template is a shift with a name that you can assign to employees over and over again (i.e. 8:00 a.m.-4:30 p.m.). The template contains all the shift attributes except for date and employee name so when you assign a schedule using a shift template, you do not have to re-enter details for the shift. Pattern Templates A pattern template defines when a shift repeats to make up a schedule. It can include transfers and pay code amounts. For example, 7:00 a.m.-3:00 p.m. Monday through Friday recurring every week. Schedule Groups Schedule Groups allow you to organize jobs into categories for staffing needs. Employees can be assigned to a group with an individual schedule or they can be assigned to a group and inherit the group schedule. CREATING A SHIFT TEMPLATE Shift templates outline the start and end time when an employee is expected to work a shift. Shift templates can be configured to have different shift attributes (i.e. meal breaks, transfers, etc.). The template is saved within Kronos Timekeeper and can be reused throughout the scheduling process. Shift templates are created using the Setup feature. LEARNING SCENARIO One of your Managers has added a new shift to their schedule. Since this shift is used often, you want to create a reusable template. Create a new shift template for 8:30 a.m. to 5:00 p.m. with a 30 minute lunch break. CREATE A SHIFT TEMPLATE WITH A MEAL BREAK 1 Open the Daily Manager Tasks workspace. 2

3 CREATE A SHIFT TEMPLATE WITH A MEAL BREAK 2 Click Setup from the Scheduling Tools widget. 3 Click Shift Templates under Scheduler Setup. A list of shift templates displays. 4 Confirm the Shift Template you are creating does not display on the list. 5 Click New from the Menu Bar to add your new shift template to the list. 6 Click the Name field and enter the name of the shift template. Naming conventions for shift templates are documented in the policy following this learning scenario. 7 Click the Description field and enter a description for the shift template. Naming conventions for shift template descriptions are documented in the policy following this learning scenario. 3

4 CREATE A SHIFT TEMPLATE WITH A MEAL BREAK 8 Click the Start Time field and enter the time the shift starts. 9 Click the End Time field and enter the time the meal break starts. 10 Click the Insert Row button. 11 Click the Type field on the new row and select Break. 12 Enter the Start Time and End Time of the meal break in their respective fields. 13 Click the Insert Row button. 14 Click the Type field on the new row and select Regular. 4

5 CREATE A SHIFT TEMPLATE WITH A MEAL BREAK 15 Enter the Start Time and End Time of the remaining shift in their respective fields. 16 Click Save. 17 Click the Back arrow. Warning If the shift crosses midnight, enter 2 in the Day column with the End Time. Policy When creating new shift templates, a specific naming convention must be used: The shift template naming convention includes the shift times in 24 hour format plus the length of the lunch break ( L). The shift template description naming convention includes the shift times in 12 hour format plus the written length of the lunch break (830a-5p 30 min Lunch). Additional Information A shift including one break contains at least three lines in the template. 5

6 CREATING A PATTERN TEMPLATE Pattern templates apply shift times to specific days of the week that repeat over time. The template is saved within Kronos Timekeeper and can be reused throughout the scheduling process. Managers use pattern templates to save data entry time when creating employee schedules. Pattern templates are created using the Setup feature. LEARNING SCENARIO One of your Managers has a group of employees working the same schedule each week. To make scheduling quicker for the Manager, you create a pattern template. Add an 8:30 a.m. to 5:00 p.m. Monday through Friday pattern template. CREATE A PATTERN TEMPLATE 1 Open the Daily Manager Tasks workspace. 2 Click Setup from the Scheduling Tools widget. 3 Click Pattern Templates under Scheduler Setup. A list of pattern templates displays. 4 Confirm the Pattern Template you are creating does not display on the list. 6

7 CREATE A PATTERN TEMPLATE 5 Click New from the Menu Bar to add your new pattern template to the list. 6 Click the Name field and enter the name of the pattern template. Naming conventions for pattern templates are documented in the policy following this learning scenario. 7 Click the Description field and enter a description for the shift template. Naming conventions for pattern template descriptions are documented in the policy following this learning scenario. 8 From the Recurring field, specify the number of days or weeks in the repeatable pattern. 9 Hold the keyboard ctrl key and select the Days to which you want to apply the shift times. 10 Click Insert Shift. 11 Select a Shift Template from the list. 7

8 CREATE A PATTERN TEMPLATE 12 Click OK. Repeat steps 9-11 for each different shift time in the pattern. 13 Click Save. 14 Click the Back arrow. Policy When creating new pattern templates, a specific naming convention must be used: The pattern template naming convention includes the shift times in 12 hour format plus the days worked. Add any special features of the pattern to the end such as length of the lunch break (830a-5p MTWRF). You may add an abbreviation for your department name to the end of the name to identify it as your own. The pattern template description naming convention includes the shift times in 12 hour format plus the days worked. Add any specials features of the pattern to the end such as length of the lunch break (830a- 5p MTWRF 30L). You may add an abbreviation for your department name to the end of the name to identify it as your own. For easy reference, you may choose to add additional identifying information such as the name of the group that uses the pattern template. Additional Information If a shift template is not available for selection, you can type the shift times directly into the day cell. 8

9 CREATING A SCHEDULE GROUP Kronos Timekeeper Course When a group of employees work the same schedule, you can create a schedule group in order for the employees to inherit the group schedule instead of individually assigning schedules. This is useful when you need to make a temporary change to a schedule that affects everyone in the group simultaneously. Schedule groups allow Managers to organize and view their employee schedules in Kronos Timekeeper by job, shift or categories. Schedule groups are created using the Setup feature. Pattern templates are assigned to a schedule group using the Schedule Editor. LEARNING SCENARIO A group of employees share the same schedule and you want to add a schedule group so they receive the same schedule pattern from the inheritance group. Add a new schedule group CREATE A SCHEDULE GROUP 1 Open the Daily Manager Tasks workspace. 2 Click Setup from the Scheduling Tools widget. 3 Click Schedule Groups under Scheduler Setup. A list of schedule groups displays. 4 Confirm the Schedule Group you are creating does not display on the list. 9

10 CREATE A SCHEDULE GROUP 5 Click New from the Menu Bar to add your new schedule group to the list. 6 Click the Group Name field and enter the name of the schedule group. Naming conventions for schedule groups are documented in the policy following this learning scenario. 7 Click the Allow Schedule Inheritance box for the employees to inherit the pattern template you attach to this schedule group. 8 Click Save & Return. 9 Validate the new Schedule Group is listed. 10 Click the Back arrow. Policy When creating new pattern templates, follow the existing naming pattern: Describe the schedule represented for this group (Standard 830a-5p M-F). Enter a lower case i to the end of the group name if it is an inheritance group. An inheritance group indicates the employees assigned to this schedule group automatically receive the pattern template attached to the schedule group. 10

11 LEARNING SCENARIO You need to assign a pattern template to the schedule group you created so that any employee assigned to the group inherits the schedule pattern. Assign a pattern template to the new schedule group using the Schedule Editor. ASSIGN A SCHEDULE PATTERN TO A SCHEDULE GROUP 1 Open the Daily Manager Tasks workspace. 2 Click Schedule Editor from the Scheduling Tools widget. 3 Click Time Period and select a time span that includes the schedule start date. 4 Click the By Group tab. 5 Select Group > Load Group from the Actions menu. 6 From the Schedule Group drop-down field, select the schedule group name you created. 7 Click OK. The schedule group names displays at the bottom of the Name list. 11

12 ASSIGN A SCHEDULE PATTERN TO A SCHEDULE GROUP 8 Double-click the schedule group Name. 9 Click Insert Pattern. 10 Select the Schedule Pattern created for this group of employees. 11 Click OK. 12 Click the drop-down field in the Work Start Date field and select the effective date on which the employee begins working the pattern. 13 Click the drop-down arrow in the End Date field and select the last effective date of the pattern. To have the pattern in effect with no end date, select Forever. 14 Optionally, select Override other Patterns to replace any other assigned pattern. 12

13 ASSIGN A SCHEDULE PATTERN TO A SCHEDULE GROUP 15 Click OK. 16 Click Save. 17 Click OK. 18 Click Refresh. 19 Select Group > Load Group from the Actions menu. 20 From the Schedule Group drop-down field, select the schedule group name. 13

14 ASSIGN A SCHEDULE PATTERN TO A SCHEDULE GROUP 21 Validate the Pattern Template applied correctly to the schedule group. 22 Click the Back arrow. Policy Managers should not assign employees to a schedule group until the pattern template has been applied. Additional Information Employees assigned to a group without a pattern template do not have a schedule assignment. 14

15 EDITING DEPARTMENTAL DEFAULT FOR COMPENSATION TYPE (HOURS OVER 40) If an employee works more than 40 hours in a work week, FLSA regulations require compensation of those hours over 40 at a rate of X1.5. Compensation may be in the form of paid overtime or compensatory time. Each type is described below: Overtime When a department has the default award for hours worked over 40 as overtime, transfer the hours from Overtime to Comp Time OT for each applicable shift. Comp Time OT When a department has the default award for hours worked over 40 as compensatory time, transfer the hours from Comp Time OT to Overtime for each applicable shift. COMPENSATION WORK RULES When transferring hours worked over 40 in exception situations, it is important to select the correct compensation and employee type by applying the appropriate work rule. Work rule options are outlined in the table below: Employee Type SPA Employee CSS Employee Work Rule Name SPA Non-Exempt FT SPA OTPay NonExempt FT CSS Non-Exempt FT CSS OTPay Nonexempt FT Compensation Type Use this work rule if the departmental default is to award hours over 40 as paid overtime and you are changing hours earned in this shift to Compensatory Time. Use this work rule if the departmental default is to award hours over 40 as compensatory time and you are changing hours earned in this shift to paid Overtime. Use this work rule if the departmental default is to award hours over 40 as paid overtime and you are changing hours earned in this shift to Compensatory Time. Use this work rule if the departmental default is to award hours over 40 as compensatory time and you are changing hours earned in this shift to paid Overtime. Warning Work Rules are named for the employee class for which they apply be sure to attach the work rule matching the employee s primary pay rule for the time to calculate accurately. 15

16 LEARNING SCENARIO You need to apply a work rule transfer to change the default compensation type for hours over 40 from paid overtime to compensatory time based on the departmental stipulations for allowing these WRT exceptions. EDITING DEPARTMENTAL DEFAULT FOR COMPENSATION TIME 1 Double-click on the employee s Name from a Kronos Timekeeper Genie. 2 Hold your cursor over the employee Name & ID field and notate the primary Pay Rule assignment. 3 From the Time Period drop-down field, select the one week period (Sunday through Saturday) for the accumulated overtime hours. 4 From the Totals & Schedule tab, change the drop-down field to Daily. 16

17 EDITING DEPARTMENTAL DEFAULT FOR COMPENSATION TIME 5 Click each row with worked hours until the Date on which Overtime hours begin is identified. Notate the date the employee started earning overtime for the work week. 6 Click the drop-down arrow in the Transfer cell after the employee s In punch for the day on which he or she began to earn overtime for the work week. 7 Select Search. 8 Click the drop-down arrow in the Work Rule field and select the appropriate work rule. Review the Compensation Work Rule Table and the employee s primary Pay Rule to determine the appropriate work rule. 9 Click OK. 17

18 EDITING DEPARTMENTAL DEFAULT FOR COMPENSATION TIME 10 Validate the Pay Code and Amount from the Totals & Schedule tab. Confirm the overtime hours for that day were transferred to compensatory time as Comp Time OT. 11 Click Save. 12 Repeat steps 5 through 13 for each day with Overtime Hours transferring to Comp Time OT. Policy Work rules that transfer Comp Time OT to Overtime for payment include the words OTPay in the name. Work rules that transfer Overtime to Comp Time OT are named by the type of employee they impact. For example, CSS Non-Exempt FT or SPA Non-Exempt FT. Additional Information Kronos Timekeeper saves the last five work rules you used in the drop-down list. If the work rule you need is listed, you can select from the list instead of clicking search to locate the work rule. 18

19 MANAGING EMPLOYEE FMLA BALANCES Kronos Timekeeper Course When an employee has qualified for FMLA, the HR Accruals Manager adjusts the employee s FMLA accrual balance with the appropriate leave amount and notifies you that a Departmental employee has qualified for FMLA. As the SuperAdmin, it is important to coordinate with the employee which paid or unpaid leave codes to apply to the time periods during his or her absence. Both FMLA and paid or unpaid leave codes are applied to the FMLA employee s timecard using pay code entries. LEARNING SCENARIO The HR Accruals Manager notified you a Departmental employee has qualified for FMLA. After coordinating with the employee, you need to enter FMLA and paid time leave codes to the employee s Timecard for the next week. ENTERING AN EMPLOYEE FMLA LEAVE PAID AMOUNT 1 Click the drop-down arrow in the Pay Code field on the date you want to add a FMLA amount. 2 Select the FMLA code. 3 Click the Amount field and enter the number of hours to allocate to the FMLA code. 4 Click the Insert Row icon. 19

20 ENTERING AN EMPLOYEE FMLA LEAVE PAID AMOUNT 5 Click the drop-down arrow in the Pay Code field for the same date. 6 Select the appropriate Pay Code to pay the leave time. 7 Click the Amount field and enter the number of hours to allocate to the leave code. 8 Click Save. 9 Repeat the Pay Code entries for each scheduled day until the leave time ends. Policy The FMLA pay code should never appear alone on an employee s timecard. It should always be accompanied by a pay code indicating how the employee s time for the day is or is not being compensated. Additional Information If required, attach a Comment and additional Note to the pay code amounts. 20

21 LEARNING SCENARIO An employee out on FMLA has run out of leave time for an absence. Use the Unpaid Approved Time pay code to show an employee is taking a work day off without pay. ENTERING AN EMPLOYEE FMLA LEAVE UNPAID AMOUNT 1 Click the drop-down arrow in the Pay Code field on the date you want to add a FMLA amount. 2 Select the FMLA code. 3 Click the Amount field and enter the number of hours to allocate to the FMLA code. 4 Click the Insert Row icon. 5 Click the drop-down arrow in the Pay Code field for the same date. 6 Select the Unpaid Approved Time pay code. 7 Click the Amount field and enter the number of hours to allocate to the unpaid leave code. 21

22 ENTERING AN EMPLOYEE FMLA LEAVE UNPAID AMOUNT 8 Click Save. Policy The Unpaid Approved Time pay code does not reduce the employee s paycheck. Contact Payroll directly for instructions on how to process any payroll deductions for an employee. 22

23 SIGNING OFF EMPLOYEE TIMECARDS Kronos Timekeeper Course Signing off a timecard indicates that the data is ready for payroll processing. No changes can be made to the timecard after it is signed-off. The Sign Off process follows the same steps as the approval process described in the Manager course including individual and multiple timecard approval options. LEARNING SCENARIO You completed the review process and all employee timecards have been approved by both the employee and at least one supervisor/manager. In order to close and advance appropriate records to payroll for processing you need to Sign Off all employee timecards using the Timecard Approval Task List. SIGN OFF EMPLOYEE TIMECARDS 1 Open the Weekly and Pay Period Manager Tasks workspace. 2 Activate the Timecard Approval Task List widget. 3 Click Set Options to begin. 4 From the Time Period field, select the pay period you are signing off. 5 From the Hyperfind field, select the employee group you are signing off. 23

24 SIGN OFF EMPLOYEE TIMECARDS 6 Click Save. 7 Click Next. You advance to the Resolve Exceptions step. 8 Review the Exceptions Genie. Address any outstanding exceptions based on your department s criteria and expectations for resolving exceptions. 9 Click Next. You advance to the Pay Period End Data step. 10 Review the ECU Pay Period End Data Genie. Validate employee total hours for the pay period. 24

25 SIGN OFF EMPLOYEE TIMECARDS 11 Click Next. You advance to the Approvals Summary step. 12 Sort the Employee Approval column to confirm a Check Mark displays for each employee. Follow your Department s procedures for contacting employees and obtaining their timecard approval when a check mark is missing. 13 Sort the Manager Approval column to confirm at least one (1) Manager approved each employee s timecard. The numeric value in the column indicates the number of Manager approvals. Follow your Department s procedures for contacting and obtaining Manager timecard approvals when there is a missing approval. 14 Press the Ctrl key on your keyboard and select the individual employee Names that are ready for Sign Off (contains both an employee and at least one Manager approval). 15 Click Approvals > Sign Off. 25

26 SIGN OFF EMPLOYEE TIMECARDS 16 Click Yes. 17 Click Refresh to verify the results of the Sign Off. 18 Sort the Mandatory Sign Off column to validate a Check Mark displays for each employee selected for Sign Off in step Click Next. You advance to the Group Edit Results step. 20 Review the summarized Results of your Sign Off. 21 Click Done. 26

27 Warning Missed punches prevent a timecard Sign Off. Policy Timecards must be signed off by close of business on the second working day following the end of the semi-monthly pay period. The absence of Sign Off may impact an employee s pay. Sign Off is not complete without the appropriate approvals on each timecard. Additional Information When all of the employees listed have the appropriate approvals and are ready for Sign Off, you can click Actions > Select All so select all the employees listed in place of using the Ctrl key. If Sign Off failures appear, click the Details link to view the reason. If required, navigate to the individual timecard, make the correction, and sign it off from the employee s timecard. 27

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