KRONOS WORKFORCE TIMEKEEPER (KWT) Time and Attendance System Exempt Employee End-User s Guide 1
Kronos User Guide Table of Contents Introduction 3 Expectations for Recording Time.. 4 Logging Onto Kronos.. 5 Resetting Your Password 6 Kronos Inbox (Home Page).. 7 Access Timecard.. 8 Exempt Employee Timecard View 10 Non-Exempt Timecard View.. 12 Timecard Indicators 14 Approving A Timecard 16 Requests for Time Off 17 Glossary of Terminology 18 2
KRONOS -- What is it? INTRODUCTION Kronos is an automated time, attendance and leave management application. It is part of the overall Banner Enterprise Resource Planning (ERP) System and is the primary governance for recording time, leave request for Morehouse School of Medicine s employees What is the benefit of the transition to Kronos? Kronos is 100% online processing, eliminating the need for paper timekeeping processes. Timesheets are interfaced directly to Banner HR/Payroll System for more efficient pay processing. Calculation of overtime is automated to ensure accuracy and efficiency. Supervisors / approvers can select and run reports to maintain oversight and better manage employee time and attendance. Overall, more streamlined, efficient time and attendance processing. Advantages of Kronos Workflow: Exempt employees only have to record leave hours. Kronos allows automation of time-off requests. The workflow will automatically send timesheets to Payroll office for processing. Approvers can correct errors on timesheets. All actions are auditable via a date/time and user stamp. How do I access KRONOS? KRONOS User Name & Password: When you are initially set up for KRONOS use, you are assigned a User Name and a default password. Your User Name is your MSM systems user name. Default password is the word kronos in lower case. You will be prompted to change your password once you are in the system. Until MSM has single sign-on for Kronos, use a password that you can easily remember. 3
EXPECTATIONS FOR RECORDING TIME Employees and approvers are responsible for ensuring that Timecards are complete and accurate prior to submission to HR / Payroll. EMPLOYEE RESPONSIBILITIES Exempt employees must record any exception time used during a pay period All employees must approve their timecard at the end of each pay period. APPROVERS RESPONSIBILITIES An approver s primary responsibility is to review each employee s timecard to make sure it is complete and that the hours worked have been recorded accurately. An approver s approval confirms first-hand knowledge or other suitable means of verifying the work performed by the employee. This includes confirming all overtime, exception time, and edits. Therefore, it is important that you edit and approve ALL timecards, even those for which no hours have been recorded. Approvers should not approve time records before time is worked by an employee. In the event of an emergency or the system is inaccessible, the approver must ensure procedures are in place for recording time and attendance manually. The major portion of an approver s KRONOS workload will occur at the end of the pay period. However, continually monitoring the employee time throughout the pay period will significantly speed up the pay period end editing and approval process. 4
LOGGING ON TO KRONOS The Workforce Central Log-on page provides access to all the features of the Workforce Timekeeper application where you perform your time and attendance tasks. The first time you log on after the upgrade, you will be prompted to select one question and supply an answer to the question. Log On Screen: STEPS 1 Access the Workforce Central log on page. 2 Enter your user name and password in their designated fields. 3 Click the Log On button or press the Enter key on the keyboard. Continue to steps 4 and 5 if this is your first log on since the upgrade. 4 Select a question from the Questions drop-down list that will be used to recognize you if you need to reset your password. In the Answer field, enter an answer. 5 Click Save & Continue. Logging Off: Upon completion of your tasks, you must log off the application to ensure that your employees information is kept confidential. **Caution: Clicking the Close (X) button in the upper right corner without first logging off might leave your connection to the application open, which can allow an unauthorized person to view and edit information. 5
RESETTING YOUR PASSWORD If you forget you password, you can use the Forgot your password? link to reset your password at any time. Steps to reset your password: STEPS 1 From the log screen, enter your user name in the User Name field. 2 Click the Forgot your password? link. 3 In the Security Question dialog box, answer the security question(s), and then click Submit. 4 In the Reset Password dialog box, enter the new password in the New Password field. 5 In the Verify Password field, re-enter the new password. 6 Click Reset Password Now. 7 You are brought to your default log on page. 6
KRONOS IN-BOX (HOME PAGE) Once logged in you will see the Inbox (Employee Home Page) Next you will be taken to the Kronos Inbox which will contain tasks and messages. Tasks: Actions you need to perform, i.e. approve timecard. Messages: Notes from your approver or system generated, i.e. leave is approved. 7
ACCESS THE TIMECARD To view your timecard or leave balances, you will need to access the My Information tab on the Home Page. Then click on My Timecard STEPS 1 On the Employee Homepage, select My Information. The system will open your current pay period Timecard. 2 This is the view of the employee timecard. The view consists of Timecard Header, Workspace, and Tabs. This view can be used to view timestamps, leave balances, and accruals, if benefits eligible. Any changes made to this view will be traceable via the audit trail. **In Time Period Field, Select Week to Date from pull down menu. 8
3 To view current available accrual balances, click on Accruals tab. The screen will show vacation and sick leave balances. (If benefits eligible). 9
EXEMPT EMPLOYEE TIMECARD VIEW The timecard workspace is divided into four parts: Menu Bar Header Window Tabs 1. The Timecard Window, which consumes the upper half of the workspace, displays a staff member s work and/or leave time, labor account transfers, added pay code amounts, as well as daily and cumulative totals. The timecard window, which consumes the upper half of the workspace, displays an employee's hours or punch times, labor account transfers, added pay code amounts, as well as shift, daily, and cumulative totals. Hours in purple are hours posted to a timecard when an approver has approved time off requests submitted by an employee. 2. The Header at the top of the timecard window displays the staff member s name, ID number, and the time period the data represents, which can be changed via the drop down list. 3. The Menu Bar below the header provides users access to the following timecard functions: Save: Save changes to timecard data. Actions: Refresh page, calculate totals, e-mail and/or print timecards. Punch: Edit timecard entries or punches. Amount: Move and/or delete pay code hours or transfer amounts within a timecard. Comments: Add and/or delete comments. 10
Approvals: Approve or remove approval of a timecard. Access available reports (based on assigned security). 4. Timecard Tab Information is located in the lower left half of the workspace, display the following tabs: Totals & Schedule - Displays an employee's actual pay code totals for the displayed time period. Accruals - Lists the employee's totals for accrued amounts. Audits - Documents any manual changes applied to an employee's timecard. Comments - Displays any comments associated with a punch or pay code amount. Sign-Offs, Requests & Approvals - Reflects timecard approval and sign off. The Schedules Window, located to the far right of the timecard tabs section, displays the employee's scheduled shift start and end times. 11
Totals & Schedules: Employee schedules and leave balances can be viewed at a glance. View Accrual Balances: To view current available accrual balances, click on Accruals tab. Add/Delete a Comment: Approvers can add a comment or notes to explain irregularities and make edits in the Timecard. For every punch Approvers add or delete, there should be a comment for the edit. Approvers add a comment by selecting the timestamp cell (field where timestamp was entered) for which you want to add the comment. Select Add Comment. Select the comment needed from list. You can add a Note to the comment. Be sure that the note is not confidential in nature. Select OK to confirm the comment.. Delete a Comment: Select the punch time cell for which you want to delete the comment. Select Delete Comment from the Comment Menu. Only delete comments that you posted. 12
VIEW AUDITS The Audits Tab provides a list of all edits made to the employee s Timecard, i.e. time stamps; manual adjustments by supervisor, HR, or payroll; etc. The Audit process records all saved changes and allow you to select the type of edit to review. The Audit Tab is located on the Tabs portion of the Timecard next to Accruals. Timecard Indicators and Colors: TIMECARD INDICATORS When reviewing an employee's timecard, you may notice certain punches and cells displayed in the following various colors: 1. Solid red cell: Indicates a missed in or out punch; Mouse over the red box to see a message that will provide additional information 2. Red outline around a punch: Indicates an exception, such as a late or early punch. Move the mouse over the outlined cell to see a message that will provide additional information. Supervisor / approvers should be sure to pay particular attention to review all information. 3. Late In exceptions, which are typically based on the employee's schedule. To review an employee's schedule, click the Schedule tab in the timecard tab section at the bottom of the workspace. 4. Small note icon & red outline: Indicates a punch or amount that has a comment and an exception. 5. Red outline around a date: Indicates an unexcused absence. 6. Blue outline around a date: Indicates an excused absence. An absence is considered excused if a pay code amount (e.g., vacation, sick, bereavement, etc.) has been added to the day. 7. The green bar across the top of the header: Indicates that edits have not been saved to the database. 8. The red flag in the corner of the Totals & Schedules tab: Reflects that totals need to be recalculated 13
APPROVING A TIMECARD After reviewing Timecards, each employee should approve his or her Timecard for accuracy. Supervisor/approver will access Timecards for final approval or corrections. Use the Approvals menu to approve Timecards. After the supervisor/approver approves a timecard, the employee cannot make any edits to it for the approved time period unless the supervisor/approver removes their approval. STEPS 1 Access the Timecard for the designated pay period. Select Approvals from the menu bar. Then click Approve from the drop down menu. 2 To check an approval status in a Timecard, click the Sign-Offs & Approvals tab. 14
APPROVE TIMECARD WEEKLY In Kronos select Time Period Week to Date (if approving on Friday of each week) Or you can specify a Range of Dates (Sunday thru Saturday) 15
REQUEST FOR TIME OFF Time off will be facilitated via an online request in Kronos. Employees will fill out the online Time Off Request and submit it to their supervisor / approver for approval. Supervisors / approvers will receive a request notification by email and in their inbox from the employee. Supervisors / approvers will be able to approve or disapprove the request. Employees will then receive the approval or disapproval back by email. STEPS 1 Click on the Time Off Request Form from the NGUI Navigator. Make Time Off Request the Active Widget. 2 Your available balances will appear on the form. 3 Enter request type and requested time off dates. You can also enter a note or comment in the message field. Complete the form, click Next. 4 Complete the request by clicking Save and Close. Once approved, the system will populate the Timecard 16
GLOSSARY OF TERMINOLOGY The following terms and definitions are common to Kronos Workforce Timekeeper: Accruals: Number of hours of accrued leave; commonly referred to as leave balances. Amount: How many hours of leave you are reporting. Amount, Historical: Timecard entry made against a pay period that has been processed for payment (prior pay adjustment). Account, Primary: Default account to which time is charged when no other account is specified. Appointment-Job (appt-job): Position held by an employee for which time is being recorded. Banner ID: Unique number assigned to every employee within MSM. Approvals: Certification that the hours entered on the Timecard are correct. Each employee approves his/her own Timecard, and by so doing, verifies with an electronic 'signature' that the hours for time and/or leave are accurately reported. A supervisor / approver approval certifies that the time entered by the employee is correct and verified. Costing: Labor level used to further define hours worked. Genies: Queries that display employee data on defined selected criteria. Launch Button: Allows you to navigate from one part of Kronos to another. Pay Code: Code used to indicate type of hours to be paid. Examples are Vacation, Sick, etc. You must select the correct pay code for the amount of leave you are entering. Pay Period: Time span defining the period of time covered by an employee s pay disbursement in a Bi-weekly pay period. Pay Rule: Collection of basic rules that determines how a person is paid. A few examples are a) how a job s time will be paid (regular, overtime etc) b) what dates the pay period should fall in. Punch: Entry of a begin or end time for a shift. Quickfind: Allows you to search for one or more persons based on a name or person ID. Record Time Stamp: Click on Record Time Stamp to enter an in and out time punch. Refresh: Reset without saving. In the Actions menu on the top menu bar, clicking on Refresh resets the page without saving it. Click Refresh only if you have saved your Timecard, OR if you want to start completely over with an unsaved Timecard. Save: Keeps hours entered on Timecard until the Timecard is approved. Shift: Time span between an IN and an OUT punch. Timecard: The form used to report time and/or leave. 17
Time Detail Report: Name of report that shows all entries on the Timecard, and includes hours worked and/or leave taken. Typically, the Time Detail Report is printed by those employees asked to provide a paper copy of their entries. Time Stamp: Enters an in and out punch to your timecard. Lunch must be entered by out and in punch. Clicking on the Record time stamp will enter an in and out punch. Transfer: Account to which a shift or hours entered is charged to; typically used when there is more than one job where leave was taken, or more than one account to be debited. User Name: First initial, last name used to log on to Kronos. Contact your Approver if you have questions regarding this identifier. Work Rule: Determines how job is paid, i.e. regular, overtime, etc. Workspace: Primary work area within the Kronos system. 18