KRONOS TRAINING MANUAL CSS Non-Exempt Employees PILOT (TEST) GROUP Department of Human Resources 210 East First Street Greenville, NC 27853-4353
Table of Contents Introduction to Kronos... 2 Logging On and Off... 4 Timecard Parts... 6 Timekeeper Display... 8 How to View Accrual Balances for Non-Exempt Employee... 11 Time Stamping to Clock In and Out... 13 How to Use a Time Clock and Functions... 16 Punch Rounding Rules... 18 How to Enter Pay Codes for Non-Exempt Employee... 20 Adding Comments to Timecard Punches-Employee... 23 How to Enter Call Back Pay SPA or CSS Non-Exempt Employees... 24 Shift Differential-CSS Non-Exempt... 29 How to Log Time for a Different Job... 30 How To Enter On Call Non-Exempt Employee... 33 How to Request Time Off... 35 Exceptions... 36 How To Run Reports Non-Exempt Employees... 37 How To Approve A Timesheet- Non-Exempt Employee... 39 Kronos CSS Non Exempt Employee Manual 1 of 40
Introduction to Kronos What is Kronos? Kronos is a Time and Attendance and Leave Reporting System that ECU has purchased to automate all timekeeping and leave reporting methods campus wide. All employees who track either hours worked, leave taken, or both, will eventually use Kronos. Regulations, rules, policies, pay rules and leave accrual rates have been configured into the Kronos system so it will automatically calculate OT, shift differentials, holiday premiums, leave balances, etc. according to ECU policies. Kronos will use information from the employee and job records in Banner like Employee Class, FTE, Leave Category, Years of Service, Effective Dates, etc. to determine the appropriate Pay Rules and Accrual Profiles in Kronos. Kronos will replace Banner Web Time Entry and ECU Mass Time Entry (once everyone is on Kronos). Kronos will interface to Banner. Kronos is the tool employees, supervisors, departments and upper management will use for managing and reporting time worked and leave balances. Kronos will be implemented in phases over a long period of time until all designated employees are using Kronos. Flow of Information Each day an interface runs from Banner to Kronos to add or update employee information. Employees maintain their Kronos Timecard each pay period, as necessary. Managers approve Requests for Time Off as needed Managers will evaluate any exceptions or timecard problems each day Pay Period Ends (15 th or last day of month) Employee Approves their Timecard Managers Approve and Sign Off employee timecards by the end of the second business day after the end of the pay period. NOTE: Sign Off is required. Some departments require an additional level of Approval before Sign Off Payroll will run the interface from Kronos to Banner and begin processing the next payroll Pay from Kronos will be included on the next payroll Kronos CSS Non Exempt Employee Manual 2 of 40
Who Will Use Kronos? Type of Employee What they do in Kronos? Type of Timecard in Kronos Time Entry Information What goes from Kronos to Banner? SPA and CSS Exempt Request Time Off, Track Leave, Record special non-regular hours like Shift Diff, etc., Approve and submit timecard each semi-monthly pay period Project View Daily hours default from schedule. Employee makes adjustments to timecard for leave and special forms of pay. Leave balance hours paid out upon transfer or termination, Extended Duty hours, Holiday Premium, Shift Diff, CSS On Call SPA and CSS Non Exempt Log time in and out every day, Request Time Off, Track Leave, Approve and submit timecard each semi-monthly pay period Hourly View Time Clock or Time Stamp on web Additional pay like OT, Shift, etc. tracked in Kronos and paid the following pay period. Regular hours are still paid via salary from Banner on current pay period. SPA and CSS Temps and Intermittent Log time in and out every day, Approve and submit timecard each semi-monthly pay period Hourly View Time Clock or Time Stamp on web All hours worked will interface to Banner for payment on the following pay period. Self Help and Work Study Students Log time in and out every day, Approve and submit timecard each semi-monthly pay period Hourly View Time Clock or Time Stamp on web All hours worked will interface to Banner for payment on the following pay period. Casual Employees Log time in and out every day, Approve and submit timecard each semi-monthly pay period Hourly View All hours worked will interface to Banner for payment on the following pay period. EPA 12 month Faculty Request Time Off, Track Leave, Approve and submit timecard each semi-monthly pay period Project View Daily hours default from schedule. Employee makes adjustments to timecard for leave. Health Sciences clinical faculty supplemental pay codes, when used, will be entered on Kronos timecards by appropriate managers and will interface to Banner for payment on next pay period. EPA Non Faculty Request Time Off, Track Leave, Approve and submit timecard each semi-monthly pay period Project View Daily hours default from schedule. Employee makes adjustments to timecard for leave. Leave balance hours paid out upon termination EPA 9 month Faculty Not in Kronos EPA Temporary Not in Kronos Graduate Assistants Not in Kronos Undergraduate Assistants Not in Kronos Post Doctoral Fellows Not in Kronos Kronos CSS Non Exempt Employee Manual 3 of 40
Logging On and Off Production Environment Once you are told to begin using Kronos to track your time and leave, you will use the following URL to access Kronos PROD. https://kronos.ecu.edu Log On with your PirateID for User Name and your usual Password. Kronos PROD uses the same PirateID and Password as Email, OneStop, etc. Once you type in or click on this url, you may notice that you are being routed to a different address. That is fine. Kronos has more than one server and the servers are load balanced to distribute the work. Always use the url above. Kronos CSS Non Exempt Employee Manual 4 of 40
Logging Off Always click Log Off in the upper right hand corner to end your work session. Kronos CSS Non Exempt Employee Manual 5 of 40
Timecard Parts Hourly View for Non Exempt Employees Timecard Header Name and Banner ID will appear here. You can change the Time Period to show Current Pay Period, Previous Pay Period, Range of Dates, etc. Action Menu Certain actions like running reports and approving your timecard are done from here. Timecard Grid - Non Exempt employees will log time in and out, including lunch, every day using TimeStamp or a Time Clock. Punches for Hours Worked will appear here. Time from a Request for Time Off will appear here or may be entered here. Special situations like On Call hours will also be entered here. Schedule Your schedule, entered by a Manager in your department, will appear here. All permanent employees must have a schedule. Kronos will compare timecard information to the schedule to determine special circumstances like Shift Differentials, worked Holidays, etc. Timecard Tabs your timecard will default to the Totals and Schedule view as shown which shows your weekly totals and schedule. Click on the other tabs to view additional information. Kronos CSS Non Exempt Employee Manual 6 of 40
Project View for Exempt and EPA Employees Timecard Header Name and Banner ID will appear here. You can change the Time Period to show Current Pay Period, Previous Pay Period, Range of Dates, etc. Action Menu Certain actions like running reports and approving your timecard are done from here. Timecard Grid Most exempt and EPA employees will only enter exception time on their timecard. Daily hours will default in from your schedule. Time from a Request for Time Off will appear here or may be entered here. Other types of exception pay for which you are eligible should be entered here. Schedule Your schedule, entered by a Manager in your department, will appear here. All permanent employees must have a schedule. For exempt employees, the schedule will determine the number of daily hours. If you work a flex schedule where daily hours vary, your schedule should reflect that. Timecard Tabs your timecard will default to the Totals and Schedule view as shown which shows your weekly totals and schedule. Click on the other tabs to view additional information. Kronos CSS Non Exempt Employee Manual 7 of 40
Timekeeper Display Timecard Indicators and Colors Icons and colors enable you to quickly recognize items in the timecard. The following information might appear in the timecard. After logging into Workforce Timekeeper and selecting My Timecard from the My Information tab, the timecard is displayed. MY TIMECARD The color of the words MY TIMECARD are important when working in Workforce Timekeeper. Black When the MY TIMECARD displays as black, the timecard is saved. Orange When the MY TIMECARD displays in Orange and shows an * the timecard has unsaved changes. The timecard must be saved to retain the pending changes. Clicking on Save will change the color from Orange to Black. Kronos CSS Non Exempt Employee Manual 8 of 40
Purple Time displayed in purple indicates it was pre-populated by the employee s schedule. In the example below, notice the Hours Worked and the actual hours are displayed in Purple. Purple with White Background A transaction shown in purple on a white background was added by the system and the cell value can be edited. Purple with Gray Background A transaction shown in purple on a gray background was added by the system and the data value can not be edited. This includes holiday transactions, a bonus, shifts that span two days, locked pay period adjustments, on-call pay, etc. Blue A date cell bordered in blue indicates an excused absence. Yellow Comments Note - A yellow note icon after a punch or amount indicates a comment about the cell s contents. Point to the icon or select the Comments tab at the bottom of the timecard workspace to view the comment. Kronos CSS Non Exempt Employee Manual 9 of 40
Red Severe alert. Hovering the mouse over the field displayed in red reveals a box with more information. A red border around a cell indicates an exception such as a late punch, early punch, or long interval. Mouse over the cell for more information. A cell bordered in red and containing a yellow note icon indicates that a punch or amount has a comment on an exception. A date cell bordered in red indicates an unexcused absence day. Solid Red Box A solid red cell indicates a missed in punch or out-punch. Mouse over the red box for more information. Adding a row to the timecard - Deleting a row in the timecard - Gray Cell - Gray cells indicate that you cannot edit the cells. Green A green border around a cell indicates missing time that a manager has justified or marked as reviewed. A green border around a date indicates an absence that a manager has justified or marked as reviewed. Kronos CSS Non Exempt Employee Manual 10 of 40
How to View Accrual Balances for Non-Exempt Employee 1. Log on with UserID and Password 2. Select My Information, then My Timecard 3. Under Time Period dropbox, select the effective date or time period in which you d like to view your accrual balances Kronos CSS Non Exempt Employee Manual 11 of 40
4. Click the Accruals tab at the bottom of the screen. 5. Click on a specific date to view your accrual balances as of that date Kronos CSS Non Exempt Employee Manual 12 of 40
Time Stamping to Clock In and Out 1. As a Time Stamp Employee in Kronos, you will see the screen below when you login to the system. 2. To Record a punch, click the [Record Time Stamp] button. Example 1: If you have the Log off after stamping box checked, you will be taken to the Kronos logon page. Example 2: If you uncheck this box you will get a screen which displays the Recorded Time of your punch. Kronos CSS Non Exempt Employee Manual 13 of 40
Example 1: Kronos CSS Non Exempt Employee Manual 14 of 40
Example 2: Kronos CSS Non Exempt Employee Manual 15 of 40
How to Use a Time Clock and Functions 1. You will use your 1 card to swipe the time clock when you clock in and out. After clocking in or out the clock should display the following: < Accepted, Punch, ID#, Time, Date> 2. If you would like to perform any additional functions while at the time clock, these are located below. For each function you choose to perform, you will have to swipe your badge first. View Timecard Allows you to view your timecard for the pay period you select. Select the pay period by pressing one of the corresponding blue buttons. View Totals Online Allows you to view accrued hours or accruals for a period of time. Review Punches Allows you to view any punches you ve made. View Schedules Online Allows you to view your work schedule. Approve Timecard Allows the manager to approve a timecard. Pay Code Edit Online Allows you to select a different pay code as of a particular date. Select the pay code # and press <enter>. <Enter> again to submit. Complete the date, time, and amount striking <enter> after each. Press <enter> to save. If the request is successful, you should get a message saying so. Call Back Clock In If you are called back in to work, you will select this key and swipe your badge. If it is accepted you should get the following: <Accepted, Start Work Rule Transfer, ID, Device Work Rule, Comment Code, Time, Date> View Accural Online Allows you to view your balances (vacation, sick, etc.) as of the date you specify. Guidelines for Entering Information Using the Time Clock (taken from Knowledgepass) To save settings on a screen, press ENTER at the last prompt. To cancel the transaction you are performing, press ESC at any time. To move the cursor in a text field, use the left and right arrow keys directly under the display. To move the cursor to different text fields, use the up and down arrow keys directly under the display. The active text field (field in wich the cursor is currently located) is indicated by an outline of the text box and a flashing cursor. To clear all characters in a field, pres the CLR key. To save data that you entered, press the ENTER key at the last field on the screen. Kronos CSS Non Exempt Employee Manual 16 of 40
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Punch Rounding Rules Rounding is a method used to adjust the time an employee starts or ends work backward or forward in order to simplify the calculation of worked hours. This ensures that employee start and end times are based on a specified interval. ECU will round in and out punches in 15 minute intervals with a 7 minute grace period. This means that punches at ECU will round to the nearest quarter hour. A punch 7 minutes after the quarter-hour will round back. A punch 8 minutes after the quarter-hour will round forward to the next quarter-hour. The only exception to this rounding rule is the IN punch at the start of an employee s scheduled shift. In order to give employees plenty of time to punch in, any IN punch 15 minutes before the scheduled start time will round to the start time. Actual punch times will show on the timecard but Kronos will use the rounded time when calculating hours worked. Examples: Pee Dee Pirate is scheduled to work from 8:00am to 5:00pm with an hour for lunch. At the start of his shift, Pee Dee can punch IN anytime between 7:45am and 8:07am and Kronos will interpret his punch as 8:00am. If Pee Dee punches IN between 7:38am and 7:44am, Kronos will interpret his punch as 7:45am. If Pee Dee punches IN between 7:23am and 7:37am, Kronos will interpret his punch as 7:30am. If Pee Dee punches IN between 8:08am and 8:22, Kronos will interpret his punch as 8:15am. If Pee Dee punches OUT for the day between 4:53pm and 5:07pm, Kronos will interpret his punch as 5:00pm. If Pee Dee punches OUT for the day between 5:08pm and 5:22pm, Kronos will interpret his punch as 5:15pm. Lunch Interval Lunch periods are also rounded, but not in the same way as IN and OUT punches. Kronos will look at the entire lunch period and round based on the total time period of the break versus rounding on the IN and OUT punches. The total time period will still be rounded based on the quarter hour, with 7 minutes rounding back to the quarter hour and 8 minutes rounding forward. Examples: Pee Dee Pirate is scheduled to work from 8:00am to 5:00pm with an hour for lunch. If Pee Dee punches out for lunch at 12:05 pm, then punches back in from lunch at 1:20pm, Kronos will calculate the actual length of the break, which is 1 hour and 15 minutes. Since the Kronos CSS Non Exempt Employee Manual 18 of 40
total length of the break already equals a quarter hour, Kronos will charge 1 hour and 15 minutes for lunch. If Pee Dee punches out for lunch at 11:56, then punches back in from lunch at 1:03pm, Kronos will calculate the actual length of the break, which is 1 hour and 7 minutes. Based on the rounding rules, Kronos will charge 1 hour for lunch. If Pee Dee punches out for lunch at 12:10pm, then punches back in from lunch at 12:52pm, Kronos will calculate the actual length of the break, which is 42 minutes. Based on the rounding rules, Kronos will charge 45 minutes for lunch. If Pee Dee punches out for lunch at 11:57pm, then punches back in from lunch at 1:06pm, Kronos will calculate the actual length of the break, which is 1 hour and 9 minutes. Based on the rounding rules, Kronos will charge 1 hour and 15 minutes for lunch. For employees scheduled with a 30 minute lunch, the same rounding rules will apply. A 37 minute lunch will be charged as 30 minutes. A 38 minute lunch will be charged as 45 minutes the nearest quarter hour. Kronos CSS Non Exempt Employee Manual 19 of 40
How to Enter Pay Codes for Non-Exempt Employee 1. Once logged into Kronos, click on My Information and then My Timecard to go directly into your timecard (or timestamp first if you need to). 2. Once in your timecard you will see a list of available pay codes you have access to when you click the drop down under Pay Code. (For example: sick, civil leave, community service leave, etc.) 3. Navigate to the day that needs to have the pay code changed, select that day and choose the correct pay code entering the appropriate hours. If the hours need to be split up between pay codes, then you will need to insert a row by clicking this icon and enter hours as necessary. (See example below) Note: Under Totals in the bottom left, is a display of the sick time that was entered. 4. Save your changes. Kronos CSS Non Exempt Employee Manual 20 of 40
Adding a Comment to a Pay Code 1. Highlight the line that includes the pay code you would like to add the comment to. Either right click on the Amount column and select Add Comment or from the menu select Comment, then Add Comment. Kronos CSS Non Exempt Employee Manual 21 of 40
2. The Add Comment dialogs box pops up. Select the Comment that is appropriate for the pay code add a Note if needed. Press OK and Save. 3. An icon appears to the upper right of the amount of the pay code that was added. Remember to save changes. Kronos CSS Non Exempt Employee Manual 22 of 40
Adding Comments to Timecard Punches-Employee 1. Comments should be entered by the manager or employee for exceptions in the timecard and anytime changes are made to punches. 2. Click on the box for the punch that needs comment. 3. Select Comment->Add Comment-> from the navigation bar. 4. Select appropriate comment from the list and add custom note. Hit OK. 5. The comment icon will show in the box with the punch. 6. The comment and note will be visible in the COMMENTS tab at the bottom. Kronos CSS Non Exempt Employee Manual 23 of 40
How to Enter Call Back Pay SPA or CSS Non-Exempt Employees If you are On Call and are called back to work, the rules for Call Back Pay have been configured in Kronos but you need to tell the system that you are being called back by punching In differently. Log on to Kronos with your PirateID and password The first time you use Call Back Pay, you will need to Click on the arrow next to Transfers and click on Search Kronos CSS Non Exempt Employee Manual 24 of 40
The following screen will appear Go to Work Rule in the bottom left hand corner and click on the dropdown Choose Callback from the dropdown list (it should be the only one there) Click on OK Now your screen should look like this Kronos CSS Non Exempt Employee Manual 25 of 40
Click on Record Time Stamp to record your In Punch. When you record a punch, your screen should look like this When you are ready to clock out, log on and Punch Out normally by clicking on Record Time Stamp. No transfer is necessary when punching out. This is what Call Back looks like on your timecard. Kronos will give you a minimum of 2 hours, per the Call Back policy. (Note: The Callback In Punch must occur more than 4 hours after your scheduled start time for Kronos to grant the 2 hour minimum) Kronos CSS Non Exempt Employee Manual 26 of 40
The next time you are called in for Call Back pay, the system will remember that you have used the Callback work rule. Your screen will look like this. Callback will now appear in the dropdown box next to Transfers Select Callback Click on Record Time Stamp to record your In Punch. Kronos CSS Non Exempt Employee Manual 27 of 40
Note: The preceding instructions were for recording Call Back when you are called in to work. If you ever earn Call Back Pay by working at home or over the phone, follow the instructions below: Log on to Kronos. Go straight to My Information, My Timecard. On the appropriate day, click on the Add Row icon In the Pay Code column, choose Call Back Pay from the dropdown list In the Amount column, enter the number of hours you worked from home. 15 minutes is the minimum when working from home. Kronos CSS Non Exempt Employee Manual 28 of 40
Shift Differential-CSS Non-Exempt 1. The rules and requirements for the 14% and 19% differentials have been configured in Kronos. 2. Qualification for the differential will be determined by punches in the timecard and is not limited by schedule. 3. In the example below you see various employee punches and the related differential totals. Kronos CSS Non Exempt Employee Manual 29 of 40
How to Log Time for a Different Job 1. Log into Kronos but do not record a Time Stamp. You need to add your jobs to your Transfer list. Selecting each job now will make recording time for each job easier because Kronos will remember your list of jobs. 2. Click on the drop down arrow next to Transfers section and then click on Search. 3. The "Search" selection will bring you to this screen, which displays your "Available Entries" box on the left. These pre-populated entries are from Banner and they correspond to the different job records for which you may need to record time in Kronos. Kronos CSS Non Exempt Employee Manual 30 of 40
4. Click on Time Sheet Org on the right. Every different Time Sheet Org in which you have an active job appears on the left. Click on the first one and it will appear on the right. Next you need to select the job in that Time Sheet Org. 5. Click on Job Position-Suffix Rate on the right. All of your active job records will display on the left but you want to select only the Job that is in the Time Sheet Org you selected in the previous step. The information displayed is Position-Suffix-Rate of Pay-Timesheet Org,Timesheet Org Description. Click on the Job for the correct Time Sheet Org. That job will now display on the right. You can only add one job. Click OK. Kronos CSS Non Exempt Employee Manual 31 of 40
6. You will return to the main screen where you will see the Job you just added. Repeat steps 2-5 for each Timesheet Org, Position-Suffix combination you have. Even if you have several jobs in the same Timesheet Org, you must select them one at a time. 7. When complete, all of your jobs will appear when you click on the dropdown box next to Transfers. 8. When you want to record a Time Stamp for the job you are working, you are responsible for selecting the correct job from the Transfers list. Then click on Record Time Stamp. 9. If you change jobs, be sure to add the new job to your Transfers list. Terminated jobs will automatically drop off and will not be available. Please be sure to match the correct job with the correct time sheet org. If you make a mistake and select the wrong combination, it will still appear incorrectly in your Transfer list. Just move on and select the correct combination. The incorrect one will still appear in the list so you must be careful not to use it. If you have jobs in different departments and/or jobs at different rates of pay, you must make sure you are logging time for the correct job in order to be paid correctly. NOTE: Meaning of Transfers combination: (270101 = Timesheet Org) (X00001 = Position Number) (01 = Job Suffix) (0800 = Rate of Pay) (270101 = Timesheet Org) Kronos CSS Non Exempt Employee Manual 32 of 40
How To Enter On Call Non-Exempt Employee 1. Log on with UserID and Password 2. Click My Information 3. Select My Timecard Kronos CSS Non Exempt Employee Manual 33 of 40
4. Locate the appropriate day to enter On Call. 5. Click on the drop down arrow beside the Pay Code box. 6. Select On Call SPA or On Call CSS from the list. 7. Enter the Hours On Call in the Amount column 8. Click Save. Kronos CSS Non Exempt Employee Manual 34 of 40
How to Request Time Off You can request leave time, in advance, whenever you know you will need paid time off. You may request time off, in advance, for any of the types of leave for which you are eligible (Vacation, Bonus Vacation, Sick (for appointments or procedures), Professional, Community Service Leave, etc.) Log on to Kronos with your PirateID and password Go to My Information, My Requests The screen below will appear. It defaults to a calendar for the current pay period. For Time Period, click on the drop down box and select the period that includes the date or dates on which you want to request time off. Click Apply. The calendar view will change. You may click View Width and Apply to change the way the calendar displays. Kronos CSS Non Exempt Employee Manual 35 of 40
Exceptions Exceptions are flags in timecards, reports and Genies that identify when information on the timecard deviates from the employee s schedule. Use exceptions to identify employees who arrive early or late, forget to punch out, and so on. The following are the types of exceptions used at ECU: In/Out Punches Early In Employee punched in an hour or more before their scheduled start time Early Out Employee punched out an hour or more before their scheduled end time Late In Employee punched in an hour or more after their scheduled start time Late Out Employee punched out an hour or more after their scheduled end time Missed Punch Employee forgot to punch in or out Unexcused Absence Employee is scheduled to work, but the employee s timecard does not contain any punches or pay code edits that excuse the absence Excused Absence Employee is scheduled to work, but there is a pay code edit on the timecard for that day that excuses the absence (sick, vacation, etc.) Unscheduled Employee is not scheduled to work but there is a punch or pay code edit on the timecard for that day Kronos CSS Non Exempt Employee Manual 36 of 40
How To Run Reports Non-Exempt Employees Kronos CSS Non Exempt Employee Manual 37 of 40
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How To Approve A Timesheet- Non-Exempt Employee 1. Log on with UserID and Password 2. Click My Information 3. Select My Timecard Kronos CSS Non Exempt Employee Manual 39 of 40
4. Select the Approvals tab 5. Select Approve Select Approve (Note: a text box will appear to notify you if you have already approved the time card for the selected pay period) Kronos CSS Non Exempt Employee Manual 40 of 40