UW-Madison, College of Engineering Department/Center Payroll Coordinator Kronos Reference Manual ( Revised: 11/02/09

Transcription

1 UW-Madison, College of Engineering Department/Center Payroll Coordinator Kronos Reference Manual ( Revised: 11/02/09 The following is information regarding your position as a payroll coordinator of student hourly employees with the College of Engineering. This information will be needed when you use MY TIME. MY TIME is web based software used by the University of Wisconsin to record employees work time. Supervisors also use this program to approve the employees work time. 1. Before hiring student hourly employees, please carefully read the document found at Items referenced in this document must be completed and submitted to your department/center payroll coordinator BEFORE the student can start working. 2. A UW-Madison, College of Engineering, Department/Center Payroll Coordinator, Kronos Quick Reference Guide can be found at 3. Additional information can also be found at 4. The url to access MY TIME is General Notes before you start: 1. You will need: a. User Name (Contact your department/center payroll coordinator for this information) b. Password (If you forget your password, contact your department/center payroll coordinator) c. Administrative rights to the computer. When a user first brings up the MY TIME URL, it will begin to download the required JRE software. 2. Desktop Requirements for Use These are the Kronos supported system requirements: * There is an issue whereby Firefox on Mac reports a JRE version mismatch, even though no newer version is apparently available. Firefox will not be useable on a Mac until this is resolved. **Use of JRE 1.6.0_10 is not recommended. Required Settings if using Java Monitor should be set to 1024 x 768 (or 800 x 600 with scroll bars) 16-bit resolution. Cookies must be enabled. Popup windows must be enabled. Active Scripting should be enabled. Adobe Acrobat 7 or 8 for reports. CoE-KronosPayCoordRefManual.doc Page 1 of 16

2 JRE 1.6.0_05 (or a newer version up to 1.6.0_11 but NOT including 1.6.0_10) must be installed. On IE 7, may need to be declared as an intranet site. Go to the Help Desk Knowledgebase at and search for Kronos6 to see articles specifically relating to Version 6 of Kronos. Note: The versions officially supported by Kronos are shown above. Later versions of these OSes, Browsers and JRE are available and MAY work, but any problems will need to be reproduced on a supported version before Kronos will assist in problem solving 3. You will NOT see the student hourly rate of pay or funding information in this system. You will need to contact your department/center payroll coordinator for verification or to change this information. 4. If you will be out of town during a student payroll processing week, you should work with your department/center payroll coordinator. 5. Pay Period Information: a. Current listing of pay periods and student approval deadlines can be found at: b. When you log onto the system, the default time period is PREVIOUS PAY PERIOD. c. When students log onto the system, the default time period is CURRENT PAY PERIOD. d. Pay close attention to these dates when you approve timecards, or troubleshoot problems. 6. You should approve your timecards AFTER the students have approved them.. You may have to make changes for them, before you approve. If you approve and then discover a problem, you can unapproved your approval, make the change, then reapprove. 7. Once a student s appointment has ended, their name may continue to show on your listing for another pay period. Password Information When you are initially set up for Kronos use, you are assigned a User Name and a default password. User Name is your payroll person ID and can be obtained from your payroll coordinator. Default password is your last name in lower case. If your last name is less than the required 5 characters, the word pass will be added to the end of your name. For example, if you last name is Lee, you initial password would be leepass. If you are a Jr., Sr., IV, etc. your default password should not include the Jr, Sr, etc. However, sometimes the name is entered incorrectly so if entering your last name without the suffix fails, try it with the suffix. For example, if your name is Sam Jones Jr., first try jones; if that fails, try jones jr (without the. ). Hyphenated names are acceptable. For example, if your name is Susan Jones-Smith, your default password will be jones-smith. Apostrophes are not acceptable. For example, if your name is Frank O Connell, your default password will be oconnell. General rules for selecting a password: Passwords are case sensitive (upper and lower case) Passwords must be a minimum of five characters-letters and/or numbers Do not use special characters, i.e. &, $, #, Passwords should be easy to remember, but hard for someone to guess CoE-KronosPayCoordRefManual.doc Page 2 of 16

3 Log On: 1. Open your browser and proceed to the Kronos logon screen at The screen prompting for your user name and password appears. If your computer does not have the correct version of JRE loaded, you will be prompted to load the correct version. If you do not have administrator rights, contact your local IT department to perform the installation. 2. Enter your Kronos user name in the User Name field. 3. Enter your Kronos password in the Password field. 4. Click the Log On button or press the enter key. Note: If you enter an incorrect user name or password the following screens may appear. If this screen appears, carefully re-enter your User Name and Password. Remember, passwords are case sensitive. CoE-KronosPayCoordRefManual.doc Page 3 of 16

4 If this screen appears, contact your supervisor to enable your log on. Your password will be reset to your default password. To change initial password: The first time you log on from the Logon screen (or if you requested to have your password reset), you are required to change your password. The screen below appears. 1. Type your initial password in the Old Password field. 2. Type your new password in the New Password field. 3. Retype your new password a second time in the Verify Password field. 4. Click the Change Password Now button to set your password. You may change your password at any time. To do so, select Change Password from the Quick Links and then follow steps 1-4 above. To cancel your password change, click Cancel. Log Off: 1. Click Log Off from the Utility Link on the upper right side of the screen. You must use the Log Off button to successfully exit Kronos. When successfully logged off, the Logon screen re-appears. DO NOT use the x in the upper right hand corner of the browser window, or File > Close from the browser navigation bar. CoE-KronosPayCoordRefManual.doc Page 4 of 16

5 Re-Logon after session timeout: After a certain period of inactivity, the following screen appears. Re-enter your password and click Log On or press enter to continue your session (Click Log Off if you wish to end your session). This screen may continue to pop up until you re-enter your password. If you don t re-enter your password within a certain timeframe, your session will be terminated. After successfully re-logging on, this screen will display. Once you have successfully logged in, the Pay Period Close Screen will appear for the previous pay period. a. Make sure all employees are listed. b. It is important that you inform the payroll office when an employee terminates employment. Employees will continue to appear if the appointment is not ended. Once the appointment end date has been entered, the employee will no longer appear once the payroll for this pay period has been processed. CoE-KronosPayCoordRefManual.doc Page 5 of 16

6 Kronos Supervisor User Guide 9.0 Payroll Coordinator s Kronos Use 9.1 Payroll Coordinator s Responsibilities 9.2 What To DO During the Pay Period (optional) 9.3 What To DO Tuesday of Payroll Week Check that supervisors have approved employee timecards Sign off the timecards to lock them Focus in on timecards that are not complete Check for missing punches Check for employees with 12+ hours in a shift Check that employee has listed a valid appointment/job for each shift Check overtime charged to correct appointment/job 9.4 What To DO Wednesday of Payroll Week Check for Kronos hours NOT transferred Review timecards not previously approved for payment Payroll Edit Report 9.5 What To DO Thursday of Payroll Week (optional) 9.6 Timecard Changes after Employee has been Paid CoE-KronosPayCoordRefManual.doc Page 6 of 16

7 9.0 Payroll Coordinator s Kronos Use 9.1 Payroll Coordinator s Responsibilities A payroll coordinator s responsibilities fall into a number of different areas. 1. Backup to supervisors to ensure that timecards are complete. This includes checking timecards for: Missing punches (red cells) 12+ hours charged to one shift Valid appointment/job listed for each shift 2. Ensure that supervisors approve employee timecards. Any hours not approved will not be transferred to the payroll system 3. Entry of funding into the Student Appointment/Payroll System. The major portion of a payroll coordinator s Kronos workload cannot occur until after supervisors have completed their edit/approval process at the end of the pay period. The deadline for this approval is end of day Monday. 9.2 What To DO During the Pay Period (optional) Payroll coordinators can be doing the same activities as supervisors during the pay period to check for complete timecards. These can be performed at any time and as often as you want. Refer to Section 8.2 for details. 9.3 What To DO Tuesday of Payroll Week The first supervisor approval report is run Sunday evening of a student payroll week, so this report is available Monday morning. Starting Monday at noon, the Supervisor Approval Report is run along with the Payroll Edits (M-Th at noon and 7pm). There is also a run at 2:30 the day of the calc. The following activities can begin Monday. ****NOTE-Off campus supervisors approval will not display on the supervisor approval report Check that supervisors have approved employee timecards Run the Supervisor Approval Report (Section 4.7 of the Student Appointment/Payroll Reports User Guide) and contact those supervisors who have not yet completed their edit/approval work. Off campus supervisors approval will not display on the supervisor approval report Sign off the timecards to lock them (not applicable for Madison Campus). If you have sign off capability, sign off the timecards. This locks the timecards so no further edits can be made. From the pay period close screen, select Actions>Select All from the Actions Menu. Note: A sign off can only occur in the previous pay period, so make sure the time period reflects the previous pay. CoE-KronosPayCoordRefManual.doc Page 7 of 16

8 Result: All employees on your pay period close screen will be highlighted. Next, select Approvals>Sign Off from the Actions Menu. (If you need to remove the sign off, simply select Remove Sign-Off). Result: You will be asked if you want to sign off your employees for the previous pay. Click Yes to start the sign off process. CoE-KronosPayCoordRefManual.doc Page 8 of 16

9 One way to verify the sign off is complete is by clicking the Refresh button to the right of the specified time period. When all timecards are signed off, you will see a in the Signed Off column on the Pay Period Close Genie. The second way to verify the sign off is complete is to check the Group Edit results. From the General Tab Menu, select Group Edit Results. CoE-KronosPayCoordRefManual.doc Page 9 of 16

10 You will be directed to the Group Edit Results screen. Group Edit Date Time User Name Status Results What group function being executed. The example shows the Sign Off. The date the group edit was run. The time the group edit was started. ID of the person executing the group edit. Displays the status. In Process or Complete. When the status is Completed, this displays the total number of successes, failures and the total number of records that processed. If the status of your group edit is not complete, click the Refresh button at the top left of the page. This will refresh the screen with an updated count of processed records. If you have any failures once the group edit is complete, click Details next to Failure. An error log displays with a description of the error. In the case below, the sign off was preformed twice. Since the employees were already signed off they could not be signed off a second time. This created a failure. CoE-KronosPayCoordRefManual.doc Page 10 of 16

11 9.3.3 Focus in on timecards that are not complete. By this time, both the employee and supervisor should have approved the timecard. If you choose to make the change: Remove the sign off (if you have remove sign off access) Enter the change Approve the timecard Re-sign off (if you have sign off access) Print a screen print of the timecard for the supervisor to sign for auditing purposes. If you want the supervisor to make the change: Remove the sign off (if you have remove sign off access) Contact the appropriate supervisor to make the change (supervisor will need to remove his/her approval prior to making the change and re-approve the timecard after the change has been entered) Re-sign off (if you have sign off access) Check for missing punches If you are currently not on the Pay Period Close screen for the Previous Pay Period, switch to this screen using the navigation bar. Place your cursor on the Missed Punch column (in the title box) and click twice. Result: A missed punch is signified by a in this column. All employees with a missed punch will sort to the top. Refer to Section for instructions on how to enter missing punches. CoE-KronosPayCoordRefManual.doc Page 11 of 16

12 Check for employees with 12+ Hours in a shift From the Pay Period Close screen, place your cursor on the 12+ Hrs Shift column (in the title box) and click twice. Result: All employees with a single shift of 12 hours or more will display. This is only an exception and not an error. Occasionally, an employee may fail to specify a punch as PM. The time defaults to AM and the employee could have over 12 hours in a shift. This flags the supervisor to double check the time to make sure it is correct Check that employee has listed a valid appointment/job for each shift 1. Run the Erred Timecard genie by clicking on it in the Genie Tab Menu. 2. Highlight all employees listed (Actions>Select All) and go into their timecards by clicking the Timecard Quick Link button. CoE-KronosPayCoordRefManual.doc Page 12 of 16

13 Result: First employee s timecard is displayed. All others are cued up. 3. Check the Transfer column in the timecard grid for blank entries and entries that begin with ERR. If blank and using the dummy home account, these hours will not be paid. 4. If the entry is blank, the student forgot to select his appointment/job. Refer to Section for instructions on how to select the correct appointment/job from the transfer screen. 5. If the entry begins with ERR APPT: a. Check the appointment effective date in the Student Appointment/Payroll System. Is it earlier than the date the hours are recorded under? If yes, change the effective date in the Student Appointment/Payroll System. (Unfortunately, this change will not cascade to Kronos until the 11:00 pm import so you will need to wait until the following morning to make the change -- you still will need to go into the transfer screen and re-select the appointment/job in order to clear the ERR APPT condition. b. Check to make sure the appointment being transferred to is assigned to the that employee. If the appointment does not belong to that employee, refer to Section for instructions on how to select the correct appointment/job from the transfer screen. CoE-KronosPayCoordRefManual.doc Page 13 of 16

14 If the problem is not the appointment/effective date or the wrong appointment, contact the Help Desk you ve been instructed to use (it s possible something did not correctly import). 6. If the entry begins with ERR COST, check to make sure the costing value in the transfer box is assigned to that appointment (this can be determined via the Student Appointment Payroll System) Check overtime charged to correct appointment/job If you are currently not on the Pay Period Close screen for the Previous Pay Period, switch to this screen using the navigation bar. 1. Place your cursor on the Hours over 40 column (in the title box) and click twice. Result: Timecards that have overtime hours reported will sort to the top. 2. Highlight all employees with overtime and go into their timecards by clicking on the Timecard launch button. 3. From the Totals & Schedule screen, determine which appointment/jobs have overtime hours attached to them. Overtime hours are determined by the Pay Code student over If overtime hours have been charged to your appointment/job and they should not be, you will need to change these once the hours have been transferred to the Student Appointment/Payroll System. CoE-KronosPayCoordRefManual.doc Page 14 of 16

15 9.4 What To DO Wednesday of Payroll Week Generally the hours are transferred from Kronos into the Student Appointment/Payroll System on Tuesday evening (this is based on a Thursday night calc) Check for Kronos Hours NOT transferred Run the Kronos HRS Not Transferred report (Section 4.5 of the Student Appointment/Payroll Reports User Guide). Hours will not transfer for the following reasons: Negative hours Employee already has hours in the Student Appointment/Payroll System (this includes prior pays) Hours were not approved by the appointment supervisor (or backup) Should you choose to pay any of those hours not transferred, you will have to manually enter them into the Student Appointment/Payroll System using the Time Entry function. Any hours not transferred due to the lack of a supervisor approval will require a paper copy of the timecard with the supervisors signature Review Timecards Not Previously Approved for Payment Run the Supervisor Approval Report (Section 4.7 of the Student Appointment/Payroll Reports User Guide). Repeat steps listed above in Sections Check that supervisors have approved employee timecards ****NOTE-Off campus supervisors approval will not display on the supervisor approval report Payroll Exception Report Run the Payroll Exception Report (Section 4.2 of the Student Appointment/Payroll Report Users Guide). This report is a preview of how payments will be processed during the upcoming calc. Therefore, check all information found on this report carefully. Since the hours have already exported out of Kronos, any change in hours needed must be made to both the Kronos timecard and the Student Appointment/Payroll System (Time Entry function). At this time any prior pays can also be entered into the Student Appointment/Payroll System via the Time Entry function. If prior pays are entered before the transfer of hours from Kronos, the hours will not transfer and therefore, will need to be manually entered into the Student Appointment/Payroll System. CoE-KronosPayCoordRefManual.doc Page 15 of 16

16 9.5 What To DO Thursday of Payroll Week If you did not complete your payroll on Wednesday, repeat the steps outlined in Section 9.4, What To Do Wednesday of Payroll Week. Another transfer of hours will NOT occur so it is not necessary for you to re-check your Kronos: HRS Not Transferred Report if you had resolved all problems on Wednesday. 9.6 Timecard Changes after Employee has been Paid Any hours that were not paid will need to be entered as prior pays for the next calc (do NOT enter these before the transfer of hours occurs during the next student payroll week). Procedures for check corrections are unchanged with the use of Kronos. CoE-KronosPayCoordRefManual.doc Page 16 of 16