KRONOS Workforce Timekeeper v7.0 TIME AND ATTENDANCE SYSTEM TIME EDITOR TRAINING GUIDE
INTRODUCTION The KRONOS time and attendance system enables you to view employee transactions made at the clock, phone, as well as individual PCs. Your objective is to review employee time information to identify any discrepancies and correct them to ensure that each employee is paid appropriately for the time worked. KRONOS can help streamline your time editing duties. During this course, we will review: Pay Rules... 3 Getting Started in KRONOS... 6 Clocking In and Out... 7 Navigation... 8 Editing Timecards... 16 Holiday Editing... 33 Applying Approvals... 36 Hyperfinds... 38 Reporting System... 39 Schedule Editor... 43 Logging Off... 46-2 -
Pay Rules (All pay rules are in accordance to established pay policies. If a discrepancy occurs between these instructions and policy language, policy language will govern.) Day Divide (Work Day) - The work day begins at 12:00 a.m. (midnight) for all County personnel. Day Divide (Work Week) - The work week begins on Sunday at 12:00 a.m. (midnight) and ends on Saturday at 11:59 p.m. Rounding - Employee punches will be rounded to the nearest quarter-hour. When clocking in and out for lunches, the lunch times are figured in exact amounts and subtracted from the rounded day s total. Non-worked pay codes (.i.e. annual leave, sick leave, etc.) shall ONLY be used in 15 minute increments. Punches - Hourly and Comp Accrual employees will clock in at the beginning and end of the work shift. For Comp Accrual employees, Compensatory hours will be calculated (per pay period) and forwarded to the employees Comp Accrual balance in Advantage HR where it is multiplied by 1½. Key Managerial employees must clock in one time a day for each work shift. They have a 4 hour window before or after their shift start time to clock in. If a key managerial employee does not clock in once a day, within this window, his/her pay will not be calculated correctly. There are 3 ways that an employee can clock in: swiping in at a time clock, time stamping at a computer, or phoning in with Teletime. An employee has to be given access in AHRS to use the KRONOS and Teletime systems. Meal Periods - The department decides whether employees will clock in or out for meal periods. If the employee is coded for an automatic meal deduction, the employee must work a minimum of 5 hours for the deduction to be applied. If the employee is away for a longer or shorter time then their regular meal deduction, a meal adjustment will be required. Standby - If assigned a standby shift, an employee will be paid 2 hours. If called back in to work, the work hours are deducted from the 2 hour Standby Pay. Standby hours do not count towards overtime. However, if the employee is called back to work, the hours physically worked will count towards overtime. Note: Callback hours should be monitored to determine if Standby hours should be reduced. Standby/callback will be randomly audited by Finance Payroll Unit. - 3 -
Overtime - Hourly employees are paid 1½ hour rate for hours physically worked in excess of 40 hours per week. (86 hours per bi-weekly pay period for sworn personnel.) Holiday, Standby, Annual or Sick Leave hours do not count toward overtime. Compensatory Time (for non-overtime eligible employees) - Time for Comp Accrual should be looked at on a biweekly basis. Leave hours (Annual, Sick, and Comp) should only be entered to complete the employees standard hours for the two-week pay period. Employees cannot use and accrue leave in the same two week period. For Comp employees, it is recommended to wait until the end of the pay period and all punches are entered before any leave is entered to reduce the number of adjustments made to the timecard. Examples: If an 80 hour comp accrual person has worked 78 hours during the pay period (2 weeks), they should only have 2 hours of leave entered. If an 80-hour comp accrual person has worked 80 hours, even though they were out 1 day, no leave entry should be done. Holiday - The KRONOS system will automatically load Holiday hours. Holidays will populate in KRONOS approximately 10 days before the scheduled Holiday. Hours worked on a Holiday are paid as regular pay. For each hour worked, one hour of Holiday Leave Accrual will automatically be added to the employee s Annual Leave balance during payroll processing. If a comp eligible employee works hours and the hours for the Holiday puts them over 80, you must manually accrue the extra Holiday hours (that put them over 80) or they will be overpaid. The following pay codes require advance approval from HR: Administrative Leave - There are two types of Administrative Leave. One of the most common errors in timecard editing is selecting Administrative Leave instead of Annual Leave. o Administrative Leave - Non WC - To be used when an employee is under investigation for an alleged violation, disciplinary action, and any other HR approved situations. o Administrative Leave - WC - To be used ONLY for specific Worker s Compensation related situations. Please contact HR for clarification and instruction of how and when to use this code. Worker s Compensation - To be used ONLY for specific Worker s Compensation related situations. Please contact HR for clarification and instruction of how and when to use this code. - 4 -
Military Leave - In accordance with federal and state laws, employees who are enlisted, inducted, or recalled to active duty in the Armed Forces of the United States of America will be granted 18 days of Military Leave per fiscal year (October 1-September 30). Employees must provide orders with as much advance notice as possible. These orders should be submitted to HR. Jury Duty - Employees who receive subpoenas for Jury Duty are eligible for Jury Duty Pay. Upon receipt of the Jury Duty subpoena, the employee should immediately provide a copy of the subpoena to his/her supervisor. The subpoena then needs to be sent to HR. Jury Duty Pay can only be entered into an employee s timecard by a supervisor. After completion of Jury Duty, the court will provide the employee with compensation for the time served. The employee needs to surrender that compensation to HR or the Finance Department once it has been received. If the employee does not surrender the court-paid compensation, they can choose to change the Jury Duty Pay to Annual Leave or Comp Leave. If they do not have any available Leave, they will be required to repay the Jury Duty Pay that they received. Jury Duty Pay is not authorized for non-jury civil or criminal court subpoenas or court appearances. Employees who appear in court as a part of their official duties should record the time as worked time. - 5 -
Getting Started in KRONOS You can access KRONOS by going to the CobbWeb and clicking on the KRONOS link. Your User Name is your employee ID/KRONOS badge number. The default password is setpass. (The default password is all one word in lowercase letters.) Passwords are case sensitive. If you are having trouble logging in, check to see if your CAPS If this is your first time logging in or you have had your password reset, you will see this screen. New employees will not be able to use the time clocks or log into KRONOS (or Teletime) until Human Resources has completed all new-hire paperwork AND proper access has been assigned in AHRS. You will see a confirmation message Your password has been successfully changed. Please make note of your password and keep it in a safe place. If you have multiple failed attempts to log in, you will be locked out of KRONOS and you will need to call the IS Help Desk (x8740) to reset your password. - 6 -
Clocking In and Out Employees who do not have editing rights will see this screen when they log in. To clock in or out, click Record Time Stamp. Above the time stamp there is a checkmark next to Log off after stamping. This means that you will be automatically logged out of KRONOS once you apply your time stamp. If you do not want to be automatically logged out, click the box to un-check it before applying your time stamp. KRONOS default settings generate this checkmark every time you log in. If you unchecked the Log off after stamping box, you will receive a time confirmation. NOTE: The time recorded is from the KRONOS server. It does NOT come from the individual computers. - 7 -
Navigation As an editor, when you log into KRONOS this will be the default screen that you see. Active Bar Name/Sign Out Carousel Search Displays the active workspaces; click a title to bring a workspace into focus. Indentifies the user and a link to log out of navigator Container for one or more workspaces (Note: Carousel appears only if there is another workspace in addition to the home workspace.) Opens a widget in which you can search on a wide variety of data types. Workspace Widgets Related Items Pane Displays one or more widgets and the Related Items pane. A widget is a task-oriented tool or view into Workforce Central. There are one or two primary widgets, depending on the workspace-these are widgets that you can use to perform tasks. Includes one or more additional widgets for less common tasks; the Related Items pane contains different widgets for each workspace. - 8 -
Timekeeping o Timecard - Access employee timecards for review and editing. o Schedule - View, Edit, and Create employee schedules. o Reports - The reporting system has numerous reports to help summarize employee pay information. You can track leave usage, tardies, overtime, or anything else that is input to a timecard. Show (Group Selection) Refresh Show The default selection is All Home; it includes all employees that an editor has access to. To view pay locations individually, you will need to click the arrow to the right of the Show selection box. A drop down list will be provided. The drop down list shows every available location in the County; however you only can see the employees that are assigned to you. If you select a location that you do not have access to, it will give you a blank page. Refresh Displays the most current information from the Database. If you or someone else edits a timecard, the changes may not be reflected in the Reconcile Timecard, Pay Period Close, Shift Start and Shift Close Genies until you click Refresh. - 9 -
Time Period To change the time period to a period other than the default time period, click the arrow to the right of the Time Period selection box. You can choose from the options provided or you can specify a specific date or range of dates. The Department of Labor requires that time documents be kept on file for a minimum of 3 years. In compliance, reporting information and timecards are maintained on the KRONOS servers for at least 3 years. Time Period - 10 -
Using the Related Items Pane Closing the Related Items Pane Click the right arrow to close the Related Items pane. When closed, click the left arrow to open it. Active Widgets Widgets already in an open workspace appear grayed out in widget list. Activating a Widget There are two ways to activate a widget in the Related Items pane. To add it to the current workspace, drag it out of the pane and release it over a widget in the workspace. To work with the widget in a separate workspace, click the widget while it is still in the pane. To close that workspace later, hover over its tab and click the Close (X) button. - 11 -
Related Items Pane o Reconcile Timecard Default screen for all Editors. Default settings include all employees the editor has access to for the Current Pay Period. Shows total hours, missed punches, early/late punches. o Pay Period Close Default settings include all employees the editor has access to for the Previous Pay Period. Extremely helpful on Payroll Monday. Shows employee/manager Approval, missed punches, and total hours. o Shift Start Default settings show Today. Shows who is and is not currently on the premises. Helpful to use at the beginning of a shift. o Shift Close Default settings show Today. Shows who is and is not currently on the premises, missed punches, and early/late punches. Helpful to use at the end of a shift and also to monitor daily hours to prevent any unauthorized overtime. o Monitored Pay Codes Default settings include all employees the editor has access to for the Current Period. Used to track use of Jury Duty, Military Leave, Administrative Leave and Worker s Compensation. The appropriate paperwork has to be submitted to HR for approval before these pay codes can be used. o Employee Summary Summary of employee information. Pay rule, schedule group, editor role and work phone number. o Quickfind A quick way to look for an employee by name or by ID. Default settings show Current Pay Period. The * symbol can be used as a wildcard when you only have a partial name or ID number. - 12 -
Using the Carousel Additional Workspaces Click an item in the carousel to open an additional workspace. To close that workspace later, hover over its tab and click the Close (X) button. To refresh its data, click the Refresh icon. Closing the Carousel Click the Workspaces tab to close the carousel. Cycling the Carousel If there is more than one workspace in the carousel, use the arrows to cycle through the additional workspaces. - 13 -
The Carousel o Contains three additional workspaces; My Information, General, and Scheduling. o Time Stamp o My Timecard o My Reports Runs reports specific to your personal timecard. o Reports The reporting system has numerous reports to help summarize employee pay information. You can track leave usuage, tardies, overtime, or anything else that is input to a timecard. o Help Online help tool for on-the-job support. o Schedule Editor - Only to be used if the employee s schedule does not fit into a pre-defined schedule within the AHRS system. - 14 -
Column Sorting You can click on a column header to sort information in ascending or descending order. You can sort information based on one or two columns The number in the columns identifies which columns are used to sort information. The position of the arrows in the columns defines the order in which information is displayed. In this case, the first sort is ascending by Pay Location, and the second sort is descending by Name. Column Width Most sections of KRONOS are comprised of window panes that can be resized for easier viewing. Hover the mouse between the panes until a double arrow appears. Hold the right mouse button down and drag the double arrow vertically or horizontally. - 15 -
Editing Timecards NOTE: Time editors cannot edit their personal timecard. KRONOS cut off time is 12 noon on payroll process date (Payroll Monday). At that time, KRONOS will begin payroll processing. All editing and Approvals must be completed by this deadline. Any changes made to KRONOS after 12 noon will NOT be included in payroll processing. Any changes needed after this time should be entered on a Post-Payroll Adjustment form which can be found on the CobbWeb and forwarded to Payroll for entry in the next pay period. Before editing a timecard, it is important to know which Pay Rule the employee is assigned to. If you aren t sure, point your mouse over the employee s name when you are in the timecard. A yellow box will pop up with the employee s information. It will display employee name, Pay Rule, Meal Deduction (if applicable), Department, and Pay location. - 16 -
Saving Edits Orange text alert. Save Red flag alert. The most common editing error is to NOT save transactions. Once a change is made to a timecard, 2 alerts will appear on the timecard to alert the editor that the changes have not been saved. At the top of the timecard, Timecard will change to a bold orange font. A red flag will appear on the Totals & Schedule tab at the bottom portion of the timecard. Once a timecard is saved it cannot be undone. The system will not update the totals as you are editing. To check your edits before saving, select Calculate Totals from the Actions Menu. This will show the updated totals without saving. To revert or update the timecard to the most recent saved information, select Refresh from the Actions Menu. You will receive the following confirmation message. - 17 -
Information Tabs Totals & Schedule Totals: Shows a break down of the most current information in the employee s timecard. Schedule: A read-only view of the scheduled start and end times for the employee for the time period selected in the timecard. This information comes from the AHRS system and any changes to an employee s schedule need to be made in AHRS by Department Representatives. Accruals Shows accrued leave. Balances are based on the date selected within the timecard. Also shows projected balances. In this instance, the employee had a beginning Annual Leave balance of 90:42. The employee used 16:00 Annual Leave within the pay period. KRONOS projects the balance at the end of the pay period to be 74:42. Note: This does NOT show future accruals. Leave Accruals are processed in the AHRS system during the Payroll process and are reflected in KRONOS several days after Payroll has run. Comments Shows all comments and the day they are assigned to within the selected pay period. This tab ONLY displays when comments are added to a timecard. - 18 -
Audits Shows detailed activity on the timecard for the selected time period. Shows who made the punch or edit. When the entry was made and what source it was made on. Also, if there were changes, it shows the original information. o User: SuperUser is the time clock. Shows the clock name. o User: Shows the employee ID and IP address of the computer used. o User: Teletime. Shows the phone number. o Pay Code Added. o Pay Code Edited. Shows the original information in brackets. o Punch Edited. Shows the original information in brackets. o Comment Added. o Deleted Item. Sign-offs & Approvals Shows all Approvals by employees and managers. As well as the final Sign-Off by Payroll. Any edit or approval made by SuperUser is a Payroll entry. - 19 -
KRONOS Indicators KRONOS indicates possible issues using visual indicators, such as solid red cells and red outlined cells. These indicators represent exceptions, which include late, early, missed punches, or absences. A filled-in red cell indicates a missed in or out punch. A red outlined cell indicates a late or early punch. (Only applies to employees who have a schedule assigned in AHRS.) A red outlined date indicates absence with nothing entered for the day. (Only applies to employees who have a schedule assigned in AHRS.) A blue outlined date indicates absence with a non-worked pay code entered. (Only applies to employees who have a schedule assigned in AHRS.) Purple entries are system generated information. Key Managerial employees clock in only once a day. KRONOS automatically generates the purple entry for the out punch to pay 8 hours. System generated Holidays Cannot be edited or deleted. A shift that crosses the day divide will generate punches for 12:00a.m. (Midnight) and continue the rest of the shift on the next day. - 20 -
Entering Pay Codes and Time Punches Entering Leave Pay code selection. Time input. Insert. Delete. Employees cannot manually enter or edit punches within their timecard. They are only able to enter Annual Leave, Sick Leave, Comp Leave, and Standby Pay. Leave can only be entered in 15 minute increments and only up to the totals showing in the employee s Leave Accruals. To add a pay code, click on the Pay Code cell and select the appropriate code from the list. Then click the Amount cell and enter the amount of time. KRONOS will not allow an Amount to be entered without a Pay Code present. Pay Amounts can be entered in a time format (4:00, 4:15, 4:30, 4:45) or a number format (4.0, 4.25, 4.5, 4.75). The two are not interchangeable and time will be calculated incorrectly if editors aren t careful (4:25, 4.3, 4:75, 4.15). In this case, 4.3 was converted to 4:18 and 4:50 remained. Both of these need to be corrected to reflect 15 minute increments. - 21 -
Entering multiple entries per day Only one entry per line is allowed for each day; however there is no limit to the number of lines that can be used per day. If an employee works a partial day and needs to enter leave for the remainder of the day, click the symbol to the left of the date that you need to add time to. This arrow will insert another line. If you insert more lines than you need, the unused lines will disappear when the timecard is saved. Deleting Entries There are 2 ways to delete entries. o Click on the specific cell you need to delete and press Backspace or Delete on your keyboard. o You can also delete an entire line. Click the symbol to the left of the line you wish to delete. You will receive the following confirmation message. The line you have selected to delete will be highlighted in green. Once you click Yes, the information in the line will be deleted, leaving a blank line. If nothing is entered into the blank line, it will be removed the next time that the timecard is saved. - 22 -
Entering/Editing Punches The timecard grid consists of 2 sets of cells In and Out columns for entering punches. The second set of columns is useful for employees who are required to punch in and out for meal breaks. Punches can be entered in Standard or Military Time. To add a punch, click on the In or Out cell and enter the time. With Standard time, you must designate a.m. or p.m. If you do not, KRONOS will assume that the punch is an a.m. entry. As a shortcut, you can enter a or p instead of a.m. and p.m. If Military Time is used, KRONOS will convert it to Standard Time. An Out punch can be changed to an In punch and vice versa without having to delete and re-enter punches. Right click the punch that needs to be changed and select Edit Punch. - 23 -
Under Override, select the choice that applies and click OK. The change will be reflected after you save the timecard. Some employees clock in and out multiple times a day and occasionally KRONOS won t reflect the time correctly. In this example, an employee worked 8 hours, was on-call, and was called back for an hour and a half. The employee should receive 10 hours of pay for the day. - 24 -
If an employee works a shift that crosses the 12:00 a.m. (midnight) Day Divide, the In punch should be entered on the day that the shift begins and the Out punch should be entered on the day that the shift ends. When it is saved, KRONOS will add the purple 12:00 a.m. system generated punches. If it is not entered this way, KRONOS may calculate the shift incorrectly or may not be able to calculate it at all. - 25 -
Adding Comments Comments can add additional information to a timecard. They can be attached to punches and pay codes. Right-click the punch or paycode amount you would like to add a comment to. Select the comment that best fits the situation, add a note if appropriate, and click OK. In/Out punch comments. Paycode Comments - 26 -
If you try to save a note without selecting a comment, you will receive the following: The comment is indicated by a small yellow notepad icon. The Comments tab has also appeared and shows the detail of the comment. Comment indicator. You can add a note to a previously saved comment. Right-click the comment and select Add Note. A box will open that allows you to add a note. - 27 -
To delete a comment or a note, select the comment or note on the Comments tab, right-click and select Delete. Deleting a comment will delete all notes associated with that comment. Meal Adjustments An employee s work rule identifies whether KRONOS calculates an automatic meal deduction within a shift. If the employee clocks in and out for lunch, it overrides the automatic meal deduction. To cancel a meal deduction, right-click on the Out punch and click Edit Punch. Select the employee s meal deduction under Cancel Deduction and click OK. If you select a meal deduction that is not in the employee s work rule, KRONOS will not be able to calculate it. This function is only to cancel the entire meal deduction, not to adjust it. - 28 -
Manual meal adjustments can be used to adjust the entire meal period or just a portion. Insert a line on the date that needs adjusting and select Meal Adjustment in the Pay Code list. Entering a positive number decreases the actual meal period taken and increases the hours for the day. Entering a negative number increases the actual meal period taken and decreases the hours for the day. **Meal Adjustments should never be entered for Key Managerial employees.** - 29 -
Standby Pay If an employee is on call and is called back to work, enter the callback time as In and Out punches. See page 21 for instructions on how to adjust this time to reflect the time correctly. Standby Pay is to be used by hourly employees. Standby Comp Pay can ONLY be used by Comp Employees. Standby DA and Standby SOL can ONLY be used by sworn personnel. Leave Without Pay If an employee takes a day off without pay (employees who do not have the appropriate leave available) or is suspended without pay, you can enter the Leave WO Pay (Leave Without Pay) code and enter the number of hours the employee is without pay. This will make the timecard reflect the total number of hours the employee normally has. Leave WO Pay is a filler code and the employee WILL NOT be paid for that time entered. Entering this code can be helpful for employee records and future reporting. Also, if a member of Payroll notices that the employee doesn t have the normal amount of hours, but LWOP is entered, it lets us know that the timecard is ok and no additional time needs to be entered. - 30 -
Adjusting Comp Employees Comp employees accrue Comp Leave for any time worked over 80 hours. KRONOS automatically calculates the Comp Accrual. However, if a Comp employee has more than 80 hours that includes leave hours, KRONOS cannot make the adjustments and editors will need to make manual adjustments for these employees. Adjustments can be made on any of the Leave codes. Annual Leave, Comp Leave, or Sick Leave. In this example, the employee is being overpaid by 6 hours and 15 minutes. The 8 hours Annual Leave needs to be reduced to 1 hour and 45 minutes. - 31 -
Sometimes all of the Leave must be removed, but the employee still has over 80 hours. Once the Leave is removed, KRONOS will automatically calculate the Comp Leave accrual. No further manual adjustments need to be made. In this example, the employee is being paid for an extra 10 hours and 15 minutes. After the 8 hours of Annual Leave is removed, KRONOS automatically calculates the extra 2 hours and 15 minutes as Comp Leave Accrual. - 32 -
Holiday Editing If an employee works on a Holiday, they should clock in and out as normal. For the amount of time worked, KRONOS will automatically adjust the Holiday to accrue as Holiday Leave. The system generated Holiday has been adjusted in the body of the timecard. However, the Holiday Leave Accrual does not show in the body of the timecard, it only shows in the Totals & Schedule box. One of the most common Holiday editing errors is not realizing that KRONOS has automatically adjusted the Holiday when employees work and entering manual adjustments for the Holiday. This usually results in double pay and/or accrual of the Holiday and requires additional editing to correct the error. If an employee works on the Holiday, your department may choose to pay the employee instead of accruing the Holiday Leave. In that case, you would enter a line of negative Holiday Leave and another line of Holiday Pay. You may pay and accrue a partial Holiday, but the combined total of Holiday Pay and Holiday Leave Accrual cannot be more or less than 8 hours per Holiday. - 33 -
If a Comp employee s timecard has over 80 hours due to the Holiday, a manual adjustment must be entered. For the hours over 80, a line of negative Holiday Pay should be inserted. Then, a line of Holiday Leave Accrual must be inserted as well. If there is leave on the timecard, always adjust the leave before adjusting the Holiday. Occasionally, an employee has so much time that it requires deleting all Leave and adjusting some, if not all, of the Holiday. Holiday Editing Tips Hourly Employee: o If an employee works on a Holiday, he/she needs to clock in and out as normal. The system is set up to automatically accrue the time as Holiday Leave, which converts to Annual Leave in AHRS. You do not do anything to make this happen. o If the employee worked a full 8 hours and Holiday Leave Accrual has occurred on the timecard, you will see zeros in the Amount field for the system generated Holiday (purple entry). The Holiday Leave Accrual amount shows up at the bottom of the timecard in the Totals & Schedule tab. It does not show up on the body of the timecard. o If the employee worked only part of the Holiday, for example, 3 hours, the system generated Holiday (purple entry) will be changed from 8 hours to 5 and the Holiday Leave Accrual amount shows up at the bottom of the timecard in the Totals & Schedule tab. It does not show up on the body of the timecard. o If you need to adjust the Holiday to accrue as leave, you will need to insert two lines to accomplish the entry. First, insert a line and enter pay code Holiday Pay and a negative amount for the time that you want converted to Holiday Leave Accrual. Next insert a line and enter pay code Holiday Leave Accrual and the amount of time - 34 -
that you want converted to Holiday Leave Accrual. Both entries should be the same amount of time, except Holiday Pay will be a negative number and Holiday Leave Accrual will be a positive number. o If an employee worked on the Holiday and your department wishes to pay them for that Holiday instead of accruing Holiday Leave, you will need to insert two lines to accomplish the entry. First, insert a line and enter pay code Holiday Leave Accrual and a negative amount for the time that the system had automatically accrued. Next insert a line and enter pay code Holiday Pay and the amount of time that you want to pay them for. Both entries should be the same amount of time, except Holiday Pay will be a positive number and Holiday Leave Accrual will be a negative number. Exempt Key Managerial: o If an employee works on a holiday, he/she needs to clock in as normal. The system is set up to automatically accrue the time as Holiday Leave, which converts to Annual Leave in AHRS. You do not do anything to make this happen. o Exempt key managerial employee cannot be paid for partial days. If the employee worked any amount of time on the Holiday, they will be paid for a full 8 hours and a full 8 hours will be accrued as Holiday Leave. o You will see zeros in the Amount field for the system generated Holiday (purple entry). The Holiday Leave Accrual amount shows up at the bottom of the timecard in the Totals & Schedule tab it does not show up on the body of the timecard. o If, for any reason, you need to change the system generated Holiday Pay entry on an Exempt Key Managerial employee, you must be careful to use pay code Holiday Pay Exempt when making the change. o Insert a line and enter pay code Holiday Pay Exempt for -8:00. Then, insert a line and enter pay code Holiday Leave Accrual for 8:00. The full Holiday must be adjusted. Compensatory Accrual: o If an employee works on a Holiday, he/she needs to clock in and out as normal. The system is set up to automatically accrue the time as Holiday Leave, which converts to Annual Leave in AHRS. You do not do anything to make this happen. o If the employee worked a full 8 hours and Holiday Leave Accrual has occurred on the timecard, you will see zeros in the Amount field for the system generated Holiday (purple entry). The Holiday Leave Accrual amount shows up at the bottom of the timecard in the Totals & Schedule tab. It does not show up on the body of the timecard. o If the employee worked only part of the Holiday, for example, 3 hours, the system generated Holiday (purple entry) will be changed from 8 hours to 5 and the Holiday Leave Accrual amount shows up at the bottom of the timecard in the Totals & Schedule tab. It does not show up on the body of the timecard. - 35 -
o A Compensatory Accrual employee does not accrue Comp Leave until they have physically worked more than 80 hours in a two week pay period. Holiday Pay is non-worked pay; therefore it cannot count toward Comp Leave Accrual. o Compensatory Accrual employees should not be paid more than 80 hours for a two week pay period. If a Compensatory employee has more than 80 hours on their timecard, it is easier to remove any Annual, Comp, or Sick leave listed on their timecard. If, after removing the leave they still have over 80 hours, or if they did not have any leave to adjust, the Holiday Pay will need to be adjusted. o You will need to insert two lines to accomplish the entry. First, insert a line and enter pay code Holiday Pay and a negative amount for the time that you want converted to Holiday Leave Accrual. Next insert a line and enter pay code Holiday Leave Accrual and the amount of time that you want converted to Holiday Leave Accrual. Both entries should be the same amount of time, except Holiday Pay will be a negative number and Holiday Leave Accrual will be a positive number. **You only need to adjust the amount of Leave and/or Holiday Pay to bring the employee to 80 hours. If the employee has 82 hours, you only need to adjust the Holiday by 2 hours. Also, you cannot adjust more than the Holiday allows. If the employee has 90 hours, you can only adjust the Holiday by 8 hours. You can double check the system adjustments and your manual entries by looking at the Totals & Schedule. If you add the amount for Holiday Pay and Holiday Leave Accrual, the total should not be more or less than 8:00. (With pay periods that have 2 Holidays, the total should not be more or less than 16:00.) 2:15 Holiday Leave Accrual + Holiday Pay 5:45 = 8:00 Applying Approvals Supervisors are requested to apply an Approval to all employee timecards. When the timecard is completed and ready for submission to Payroll, the supervisor Approval indicates acceptance of the timecard information. You can apply an Approval one employee at a time from within the timecard. - 36 -
You can also apply an Approval to multiple timecards by highlighting them within the Reconcile Timecard or Pay Period Close screens. To select all employees, click on Actions and Select All. To select a block of employees hold the <Shift> key or click and drag down the list. You can also select a group of specific employees by holding down the <Ctrl> key and clicking the individual employees you wish to Approve. Once you ve Approved a timecard, KRONOS will not allow you to make any more changes to that timecard. Click Remove Approval to make the changes and then Approve it again. If you aren t sure which timecards have Approvals, the Pay Period Close screen will tell you. A checkmark indicates employee Approval. A number shows how many Managers have Approved the timecard. Department of Labor and Fair Labor Standards Act. The Department of Labor requires that any and all timecards and adjustment forms remain on file for a minimum of 3 years from the date of the adjustment for compliance of the Fair Labor Standards Act (FLSA). You must keep these signed forms on file in your department. Do not send them to Payroll. o Departments are encouraged to have all employees who have access to a computer to apply their personal employee Approval to their timecards at the END of the pay period after all edits have been made. If an edit is made after an employee has applied their Approval, they can Remove Approval and then apply their Approval again. This would prevent the necessity of the department having to maintain signed pre-payroll adjustment forms for the 3 year period. If the employee does not have access to a computer, we suggest that you print out a copy of the employee s timecard after all edits have been made and have the employee sign the copy of the timecard. If you use the timecard signature method of Approval, you must keep copies of the employeesigned timecards for 3 years after the date of the signature. - 37 -
o Payroll will randomly choose pay locations to audit for verification of FLSA compliance. If a pay location in your department is chosen for audit, you will be notified and told what copies to send to Payroll. This audit is done to protect the County as well as the employees. It does not mean that we think your department is violating any policy or procedure. If a location that contains employee-signed timecards is chosen for audit, please only send copies of the timecards showing the employee s signature and actual date of signature do not send the original employee signed timecard copy. Hyperfinds Hyperfinds are search queries that will display the employees who match the criteria described. They all begin with HF in the Show: dropdown box. Payroll feels that the following hyperfinds may help you the most to ensure that your employees are paid correctly. HF-Comp Overpaid - Will pull any Comp employee who has more than 80 hours during the pay period including leave hours. Adjustments will be required for these employees. HF-Hourly Less Than 80 - Will pull any 40-hour employee who has less than 80 hours in the pay period. HF-Missed Punch - Will pull any timecard with a missed punch. Missed punches are also viewable on the Reconcile Timecard and Pay Period Close screens. HF-Salaried/Less than min. hrs - Will pull Comp and Key Managerial employees whose total hours are less than 80. The remaining hyperfinds may also be useful. HF-Comments for Punches - Will pull any timecard that has a comment added to any entry. HF-Comp Emp Less Min Hours - Will pull any Comp employee who has less than 80 hours during the pay period. Adjustments may be required for these employees to bring them to 80 hours. HF-Comp Hrs Accrued and Used - Will pull any Comp employee who accrued and used comp hours during the same pay period. Any leave hours should be reduced to zero before comp hours are accrued. HF-Education - Will pull any timecard with Education comments. HF-Empls hrs W/Unauth Code - Will pull any non-public Safety employees using Public Safety-only pay codes. i.e. Court DA, Court Sol or 40-Hour Conversion, ect. Also shows Comp eligible employees who use the Standby pay code or any employees NOT eligible for comp hours who use Standby Comp code. - 38 -
HF-Hourly Excess Hours & Leave - Will pull employees that are eligible for overtime who are being paid over 80 hours but using any Leave during the same pay period. HF-Hours/Unauthorized Comments - Will pull any timecard with the following comments added to any entry: Absence Without Notice - Unauthorized, Comp Time Earned - Not Pre-authorized, Overtime Paid - Not Pre-authorized, Tardy - Unauthorized, and Worked Through Lunch - Not Pre-authorized. HF-Monitored Pay Codes - This hyperfind is used in conjunction with the Monitored Pay Code genie. To see hours identified by this hyperfind, click on the Genie. HF-Non-Worked Hr(40 HRS)50+hrs - Will pull any timecard with a combined total of 50 or more non-worked hours such as annual, sick, comp, holiday, etc. This hyperfind should be monitored to determine if employees are absent from the workplace and may need to be put on leave of absence. HF-Project Comments (1, 2, 3, 4) - Will pull any timecard with these specific comments. HF-PT/TEMP Over 58 Hours - Will pull any employees who are coded PT or TEMP who work more than 58 hours in a pay period. HF-Standby Hours - Will pull any timecards that have Standby or Standby Comp pay code hours. HF-Teletime Users - Will pull employees that have access to use the telephone clock-in/out system. HF-Unapproved Timecards - Will pull any timecard that does not have an Approval by a manager. (HF-Firefighters 56 Leave, HF-Key 56 Hours, HF-Non-Worked Hr(56 HRS)73+hrs - Hyperfinds that only apply to Fire personnel.) Reporting System The KRONOS system has several reports that are available to assist you by summarizing employee information. Keep in mind that if you run a report for a large amount of information, (large number of employees and/or large time ranges) it may take a while before the report finishes. Please refrain from running reports on Payroll Monday. Numerous users in the KRONOS running reports tends to slow the system down and makes it difficult for supervisors to complete their edits before the 12:00 noon deadline. - 39 -
To run a report for a specific employee, in the employee s timecard select the requested time period at the top of the screen and click on the reports link in the top left corner. To run a report for a group of employees, select the employees on the Reconcile Timecard or Pay Period Close screen, choose the requested time period at the top of the screen and click on the reports link in the top left corner. Once you click Run Report, the reports will be available here. Report selection, listed by category. If a report will not open when you click on it, hold down the <CTRL> key and click on it again. Typically a report doesn t open because a pop-up blocker is active. Holding the <CTRL> key overrides the blocker. There are many types of reports you can choose to run. The following pages are examples of just a few reports. Time Detail Report The most widely used report is the Time Detail Report which is a snapshot of the employee s timecard. This can also be run for individual employees from within their timecards. - 40 -
The Time Detail Report shows in and out punches, worked and non-worked pay codes, and totals for the time period selected. This report also shows all applied comments. Employee Transactions and Totals - Used to track sick, annual, comp leave, overtime, ect. On the Select Report tab, click on the + next to All and select Employee Transactions and Totals. - 41 -
Once you select the report you would like to run set options will appear in the box to the right. Select the pay codes you want to add and/or remove for the report you are running. Then click Run Report. Exceptions - Used to track late/early punches, missed punches, ect. On the Select Report tab, click on the + next to All and select Exceptions. Remove all selections except the Exception you are looking for (i.e. Late In). Then click Run Report. - 42 -
When you click Run Report, KRONOS will automatically change your view to the Check Run Status screen and the status of your report may say Waiting, Updating, or Running. You will need to click Refresh Status to check the status of your reports. When they are finished, the status will change to Complete. To open the report, double-click on it, or select it and click View Report. The report will open in a new window. If the report doesn t open, hold down the <CTRL> key and double-click on it again. Typically a report doesn t open in a new window because a pop-up blocker is active. Holding the <CTRL> key overrides the blocker. The report will be in PDF format in the new window. At this point, it can be printed, saved, or emailed. Schedule Editor The schedule editor is only to be used if the employee s schedule does not fit into a pre-defined schedule within the AHRS system. If you aren t sure if a pre-defined schedule exists, contact your Department Representative or Human Resources Specialist. - 43 -
If an employee is assigned to a pre-defined schedule within the AHRS system, it cannot be edited in Kronos. To create or edit an employee s schedule, click on the Schedule link in the top left corner. You can create individual shifts or you can create a pattern of shifts. Creating shifts: Click on the date you would like to create a shift for then click Shift and select Add. A box will pop up that allows you to create the desired shift. - 44 -
Enter the shift start and end times. The shift creator will not calculate any predetermined meal breaks and will show the total number of hours in the shift. However, when you click OK, the shift will be added to the schedule editor with the totals including meal breaks. Creating shift patterns: Click Shift and select Add pattern. A box will pop up that allows you to create the desired shift pattern. Enter the date you wish the pattern to begin under Work Start Date. If you do not wish this pattern to end, select Forever. If this is a temporary shift pattern, designate an End Date. Select the reoccurrence. The pattern can reoccur every day, every other day, every week, every couple of weeks. There is no limit. - 45 -
Click on each day and type in the designated shift times. Make sure to designate a.m and p.m. When you click OK, it will be entered into the Schedule Editor. Logging Off To end your session, select Sign Out from the top left corner. Always click Log Off to disconnect KRONOS before closing your browser window. If you click the X in the upper right corner of your browser without logging off, your connection to the application might remain open, which might allow another person to view and edit your information. - 46 -