Procedures Guide for

Procedures Manual For

Kronos Time Managers

Kronos 6.1

(Campus)

[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

[3] Revised 11/5/2009

Easy Access from Conroe ISD Homepage or:

http://kron1/wfc/logon

Kronos

Login

[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

[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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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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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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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

[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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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.

[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

[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.

[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.

[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.

[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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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

[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

[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.

[19] Revised 11/5/2009

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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Reports

Time Detail Report

Highlight (or Select All) employees from any Genie

Select Reports

[21] Revised 11/5/2009

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

[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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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.

[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

[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.

[26] Revised 11/5/2009

Important Information

[27] Revised 11/5/2009

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)

[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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Paycheck Adjustment Illustration

(full work week)

38.00 Actual Hours Work

37.50 Standard Hours

.50 Adjustment on Check

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Paycheck Adjustment Illustration

(work week with district scheduled non-work day)

30.50 Actual Hours Work

30.00 Standard Hours

.50 Adjustment on Check

[31] Revised 11/5/2009

TO REMOVE A MEAL DEDUCTION, RIGHT CLICK ON ANY PUNCH FOR THE

DAY AND SELECT EDIT. SEE ILLUSTRATION BELOW.

[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

[33] Revised 11/5/2009