Procedures Guide for
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Transcript of Procedures Guide for
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Procedures Manual For
Kronos Time Managers
Kronos 6.1
(Campus)
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[2] Revised 11/5/2009
Table of Contents
Login....3
Campus Kronos Process....4
Employee Status Changes..5
Updating New Employee Data...6
Schedules......9
Exception Reports and Genies.....13
Entering Employee Absences...15
Extra Duty/Supplemental Duty Pay....18
Reports...20
Approving Timecards...............25
Important Information.26
Calculation Example/Illustrations.28-30
30 Minute Meal Deduction Cancellation31
Missed Punch Form..32
Payroll Transmittal Changes Form....33
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[3] Revised 11/5/2009
Easy Access from Conroe ISD Homepage or:
http://kron1/wfc/logon
Kronos
Login
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[4] Revised 11/5/2009
Campus Kronos Process Queries for Pay Period (All by Due Date)
1. Run queries: a. PAY PERIOD CLOSE All Home select appropriate time period
i. Identify missed punches example page 13 ii. Identify absences example page 13
b. Drop Down on Pay Period Close select appropriate time period i. $Worked 179 w/no budget code example page 19
ii. Budget code no 179 example page 19 iii. $$Holiday only example page 13 iv. $$Non-Holiday w/Holiday example page 13 v. !Long shift example page 13
vi. !short shift example page 13
Information for Corrections:
Only make changes to timecard with support documentation a. Missed punch Missed Punch form b. Absence
i. Absence from Duty
See pages 15 - 17 for absence entry instructions ii. Add Zero Work Day on percentage employees with alternating
schedule
See page 17 for Zero Work Day instructions c. Budget code paperwork listing supplemental code
i. See pages 18 and 19 for budget code entry instructions
Verify all absences with Absence from Duty Summary Report
Reports
1. Time Detail Report (if printed, should be retained at campus) a. See pages 20 and 21 for instructions
2. Employee Transactions and Total Report a. See pages 22 and 23 for instructions
Final Process
Once all data has been reviewed and verified.
1. Complete Transmittal Changes Form a. See page 33 for form
2. Obtain Authorized Signature on Employee Transactions and Total Report 3. Approve Timecards for Pay Period
a. See page 25 for instructions 4. Forward Item 1. and 2. to the CISD Payroll Department by Due Date
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[5] Revised 11/5/2009
Time Entry Rules/Employee Status Change Rules
New Hire/Part-Time Employees:
Begin swiping/time-stamp at the clock/computer only after employee is in Kronos. Any
time worked prior to that should be turned in to payroll manually on a supplemental pay
form.
Percent/Hours-per-day Changes:
All changes in percentage of FTE or hours-per-day must take place at the beginning of
the pay period. All adjustments through the Kronos interface must be calculated on the
employees correct hours from the beginning of that particular pay period.
Rate Changes:
All rate changes must take place at the beginning of the pay period.
Reviewing Timecards and Other Functions
To access QuickFind from another function.
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[6] Revised 11/5/2009
Updating New Employee Data
New employees will roll automatically into Kronos with only basic information. You
will need to update select information on the employee record in order for the timecard to
function properly.
To search for an employee:
Enter the employees name or six digit employee ID in Quickfind (see previous page). Next, highlight the employees name and click on the People launch button in the upper right corner of your screen.
Select Licenses. Verify Workforce Timekeeper is checked.
Select General Information
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[7] Revised 11/5/2009
Review to ensure all necessary data is entered.
Select the Job Assignment tab. Next, select Timekeeper.
The Payrule defines how an employees time is to be processed during the
interface with Pentamation so it is
extremely important that it be accurate.
Daily hours will also be reflected here.
See Payrule Assignment Reference Sheet
for assistance in determining correct
payrule.
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[8] Revised 11/5/2009
Payrule Assignment Reference Sheet
Technology Std 60m Std 30m
Std No Meal
Part Time
Child Nutrition Food Services Std 30m
Part Time
Std No Meal
Transportation Part Time Hourly 261 No Meal
Std No Meal
Std 261 No Meal
Transportation Drivers
Maintenance Hourly 261 No Meal Hourly 261 30m
Part Time 30 min meal deduct Part Time 30 min meal deduct
Std 261 30m
Custodial Custodial 190
Hourly 261 30m
Part Time
Part Time 30 min meal deduct
Std 261 No Meal
Std 261 30m
Police Crossing Guards 1
Crossing Guards 2
Part Time
Hourly 261 No Meal
Prev Control
Std No Meal
Ground Maintenance Hrly 261 30m
Admin Building Departments Std No Meal
Part Time
Campus Campus Para
Std No Meal
Part Time
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[9] Revised 11/5/2009
Schedules
Schedules will provide managers with a valuable time management tool. Every
employee with the exception of part-time employees must have a schedule. All
employees in Kronos will be brought over with a generic 8:00a 4:30p schedule. If you need to make changes to that schedule there are various ways to create/edit schedules
depending on the complexity of the employees work schedule. The following is an
example of how to edit an existing schedule.
From the employees timecard, select Schedule.
The Schedule Editor window will appear. To edit the schedule select Shift, then Edit
Pattern.
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[10] Revised 11/5/2009
Enter the Work Start Date and Pattern Start date. The Forever button is checked to indicate the schedule is to continue indefinitely.
To add the correct schedule, select Insert Pattern
Select the pattern that corresponds with the employees work schedule. Click ok.
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[11] Revised 11/5/2009
The pattern you have chosen will populate the week. Click ok.
Important: Verify the work start date and pattern start date have not changed.
The schedule editor window will now reflect the employees schedule.
Example of a time card with a schedule assigned:
Red box around the date indicates an absence. No punches on a scheduled day.
A red box around punch indicates late/early punch based on the schedule.
Employee in this example is assigned to a payrule with a
30 min auto meal deduct which automatically calculates
into the total scheduled hours.
Snapshot of employees schedule is available from inside the timecard
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[12] Revised 11/5/2009
This is an example of what the Reconcile Timecard genie would look like for the above
employee. Check marks identify the different exceptions related to this employees time card.
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[13] Revised 11/5/2009
Exception Reports & Genies
1. Under My Genies, highlight Pay Period Close 2. Enter appropriate time period
PAY PERIOD CLOSE
Identify Missed Punches This query is used to identify employees assigned to your department who have
missed punches on their timecard. Employee must complete and turn in Missed
Punch Form to department Kronos manager to correct punch
Identify Absences o See pages 15 - 17 for correction instructions
Exception Reports:
1. Under My Genies, highlight Pay Period Close(note: the exception reports listed below can be accessed from any Genie)
2. Enter appropriate time period 3. At the top, select Show (a drop down will appear) 4. Select the following exception reports to determine if errors on the timecard need to
be corrected.
Worked 179 w/no Budget Code This report is used to identify supplemental pay transfers. All supplemental pay
transfers require a budget code. See page 20 for further instructions.
Budget Code no 179 This report is used to identify errors when a budget code has been entered but no
179 transfer has occurred.
Holiday only Identifies holidays entered with no hours worked
Non-Holiday w/Holiday Identifies holiday entered on scheduled non-holiday
Long shift Identifies a long shift, which should be reviewed carefully if a manual punch has
been entered.
Short shift Identifies a short shift, which may indicate a day absence may be needed.
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[14] Revised 11/5/2009
Other Helpful Genies
Reconcile Timecard This genie will identify missed punches, early in, early out and other time
card discrepancies. It will also identify unexcused absences for employees
with no time entered on a scheduled day.
Payrule Compare This genie will display all employees assigned to your department with
their corresponding calendar and Pay rule. Review for accuracy. Refer to
Payrule Assignment Reference Sheet for help in determining correct
payrule for your particular department.
Schedule Editor This genie will provide you with a snapshot of all your employees and corresponding
schedules that are set up for each employee. This may be helpful in reviewing absences.
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[15] Revised 11/5/2009
Entering Employee Absences
All approved employee absences must be entered in the employees timecard. The type of absence will be entered in the Paycode field and the hours will be entered in the Amount field.
First select the type of absence from the drop down list.
Important: if an employee is a percentage employee, a full day would be their
expected hours per day. 3.75 in example below.
Hrs. per day for a full
day of absence would be
3.75 for this employee
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[16] Revised 11/5/2009
Enter for hours in the amount field.
Absences must be entered only in whole or half day increments. 7.5 hour employee
example: 1 day entered as 7.5, day entered as 3.75
When entering absences if warning occurs, review leave balance to determine if leave
type change is necessary.
Indicates
overdrawn
leave bank
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[17] Revised 11/5/2009
Days that were not worked by percentage employees should have a Zero Work Day
added. This does NOT add hours or show in any time calculation. It is intended to
remove the unexcused absence and allow time to calculate correctly.
SELECT ZERO WORK DAY. ENTER NUMBER OF DAYS (1).
SCREEN AFTER CHANGE
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[18] Revised 11/5/2009
Extra Duty/Supplemental Duty Pay
Updating budget code on Supplemental Duty entered at the clock/timestamp:
If an employee transfers time to supplemental duty, the transfer will appear on the
time card with no budget code.
To add the budget code, click the drop down in the box with the transfer. Click on
budget code and update accordingly. Check to make sure work rule is Supp Duty
Select budget code.
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Manually entering supplemental duty transfer:
In the transfer column, between the in and out punch that represents the supplemental duty time, select search.
179 MUST have budget code select appropriate code
Budget code MUST be selected
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[20] Revised 11/5/2009
Reports
Time Detail Report
Highlight (or Select All) employees from any Genie
Select Reports
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Click on + to expand Detail Genie, if necessary. Select Time Detail. Review date rang
and selected employees.
Click on the Set Options Tab and Click on Employee Page Break. Select yes or no for page break between each employee. Select Run Report
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[22] Revised 11/5/2009
Screen will automatically move to Check Run Status tab. Click Refresh Status to see if
report is finished running. Status column will say complete. To view report click on
View Report (If you have a pop up blocker on your PC you will need to hold the control key down and then click on View Report) Print as you normally would.
Employee Transactions & Total Report:
Highlight (or Actions, Select All) employees from any Genie. Select the date range for
the report. Click on Reports button.
Select Employee Transactions &
Totals Report. Click on Run Report
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[23] Revised 11/5/2009
Refresh status and view/print report. This report will give you a summary of hours by
employee for the time period you have selected.
This report should be signed by your department manager and turned in to payroll
each pay period.
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[24] Revised 11/5/2009
Accrual Summary Report:
Highlight (or Actions, Select All) employees from any Genie. Select the date range for
the report. Click on Reports button.
Refresh status and view/print report. This report will give you a summary of each
employee leave banks and any activity for the time period selected.
Click on Accrual Summary and Run Report
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[25] Revised 11/5/2009
Approving and Submitting Time Cards Each department will need to develop their own internal process for manager
review and approval of each employees timecard prior to completing the approval step in Kronos. A signed copy of the Employee Transaction & Total Report must be
turned in to payroll each pay period.
At the end of each pay period, you need to submit/approve your employees timecards to payroll for processing. You want to make sure that all information is complete and
accurate so that your employees are paid correctly. To approve time card select the
employees you want to approve from any Genie and click on Approvals on the menu and
select Approve. Time cards will be locked by payroll on the Payroll Due Date preventing any further changes from being made. (The first two small columns on the
left next to the date are blank if the time period is locked)
Manager approval will be reflected on the Sign-offs & Approvals tab
Pay period close genie will reflect that time cards have been approved when there is a 1 in the Manager Approval column. If you see 1(Partial) that means the entire date range of the pay period has not been approved. Review the sign-off and approval tab to
ensure the proper time period was approved.
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[26] Revised 11/5/2009
Important Information
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Recording of Leave and Order of Usage Leave is posted based on information provided through the KRONOS Timekeeping
system or the SubFinder system. Leave will not be changed at a later date if incorrect
information was submitted. Therefore, it is imperative that the reason given for the
absence is accurate and employees are aware of the order of usage as outlined in the
diagram below. The initial submission of the leave type determines how leave is applied
based on the balance in leave banks.
Order of Usage The leave type shaded in gray indicates the original leave type chosen. The corresponding
order of usage is outlined below each type in the event that leave type is not available.
Local Sick Selected Local Personal Selected Off Duty/Vacation Selected
If no local sick
available, rolls to
If no local personal
available, rolls to
If no off duty/vacation
available, rolls to
State Sick
Off Duty/Vacation
Loss of Pay (pay will be deducted
at per day rate)
If no state sick
available, rolls to If no off duty/ vacation
available, rolls to
State Personal
Loss of Pay (pay will be deducted
at per day rate)
If no state personal
available, rolls to
Extended Leave (employee required to apply
for approval through HR)
Local Personal
If no local personal
available, rolls to
Off Duty/Vacation
If no off duty/ vacation
available, rolls to
Loss of Pay (pay will be deducted
at per day rate)
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[28] Revised 11/5/2009
Calculation
System looks for required hours x required
days per week.
Example Full-time employee with a five day
week
System looks for 37.5 (7.5 x 5) hours
If employee works 38 hours, a +.5 hour adjustment will occur
If employee works 37 hours, a -.5 hour adjustment will occur
Example Full-time employee with a four day
week(district scheduled non-work day)
System looks for 30 (7.5 x 4 ) hours If employee works 30.5 hours, a +.5
hour adjustment will occur
If employee works 29.5 hours, a -.5 hour adjustment will occur
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[29] Revised 11/5/2009
Paycheck Adjustment Illustration
(full work week)
38.00 Actual Hours Work
37.50 Standard Hours
.50 Adjustment on Check
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[30] Revised 11/5/2009
Paycheck Adjustment Illustration
(work week with district scheduled non-work day)
30.50 Actual Hours Work
30.00 Standard Hours
.50 Adjustment on Check
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[31] Revised 11/5/2009
TO REMOVE A MEAL DEDUCTION, RIGHT CLICK ON ANY PUNCH FOR THE
DAY AND SELECT EDIT. SEE ILLUSTRATION BELOW.
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[32] Revised 11/5/2009
Missed Punch/Exception Form
Employee Name Campus/Department
Payroll ID# (6 digit) Pay Period
Missed Punch Check Reason
Date Time In Time Out Forgot Punch
Lost Badge
Double Punch
Field Trip
Other Explanation
Cancel Automatic Lunch Deduction Warning
Date Reason Reason Number Employee's Signature
I authorize the correction to my KRONOS timecard selected above.
Employee Signature Date
Manager Signature Date
**********************************************************For Office Use Only******************************************************************
Adjusted By
Date
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[33] Revised 11/5/2009