Timecard - Workforce Genie

Transcription

1 Table of Contents INTRODUCTION TO KRONOS... 3 PAYROLL CYCLE... 4 ACCESSING KRONOS... 5 NAVIGATION...11 WORKFORCE TIMEKEEPER PAGE...11 Navigation Bar...11 Header...11 Menu...11 Using Help...14 Log Off...15 GENIES QUICKFIND GENIE...16 RECONCILE TIMECARD GENIE...18 HYPERFIND QUERIES...19 SPECIFIC DATE...20 RANGE OF DATES...21 REFRESH...21 LAUNCH ICONS...22 SELECTING AN EMPLOYEE...22 SELECTING AN EMPLOYEE...23 SELECTING AN ENTIRE GROUP OF EMPLOYEES...24 TIMECARD EDITS FORMAT FOR PUNCH TIMES...25 EXCEPTIONS...25 TIMECARD EDITS...26 Adding a Punch...26 Undo Changes...28 Deleting a Punch...28 Inserting/Adding a Line...29 Adding a Pay Code...30 Adding a Comment...31 Grace Periods/Rounding...33 Account Overrides...35 Transfers in the Employee s Timecard MOVE AMOUNTS Work Rules...44 Floats/Transfers...48 ON CALL...52 CALL BACK...53 COMPENSATORY TIME - ACCRUAL AND PAYOUT...54 Timecard Screen Layout...66 Totals & Schedule Accruals Audits Comments Sign-offs & Approvals an Employee while in KRONOS...71 Page 1

2 a Timecard...72 Print a Timecard...75 Print Screen...77 REVISED TIME SHEETS...79 PAY PERIOD CLOSE GENIE HYPERFIND QUERIES CREATE A QUERY...83 GROUP EDITS...89 SELECTING A GROUP OF EMPLOYEES FROM QUICKFIND...89 SELECT A GROUP USING HYPERFIND...90 SELECTING A GROUP EDIT ACTION...90 ADDING PUNCHES FROM THE MENU...91 SCHEDULES SCHEDULING FUTURE PAY CODES...95 Adding a Pay Code...95 REPORTS RUN A REPORT PRINT A REPORT A REPORT EXCEPTION CODES - TIME DETAIL REPORT NEW/TRANSFERRED EMPLOYEES AND SUPERVISORS CONTACTS Appendix A Appendix B Appendix C Appendix D Page 2

3 INTRODUCTION TO KRONOS The New Time and Attendance System is here! KRONOS is a web-based application that's designed to help timekeepers (supervisors and managers) monitor and correct employee clocking activity. Supervisors and managers can add entries, modify transactions and view summaries through a web browser. The process begins by employees entering their time in the electronic time keeping system through the telephone, using the Time and Attendance Collection System (TACS) module. TACS records the time for activities associated with arrival or "clocking in" and departure or "clocking out". These activities are identified and recorded based on the "clock code" used. This manual is intended to assist supervisors and managers who have the responsibility of approving time for employees. The University has committed to the new time and attendance system in order to eliminate the tedious manual timesheet process that now exists and to be able to record time for employees more accurately. Page 3

4 PAYROLL CYCLE The following outlines the timetable for Payroll activities that must take place to get employees paid. Payroll Cycle Week One Friday Tuesday Thursday Pay period starts Supervisor reviews punches, makes corrections Supervisor reviews punches, makes corrections Week Two Monday Tuesday Wednesday Thursday Supervisor reviews punches, makes corrections DHRS/PEF entry deadline Supervisor reviews punches, makes corrections Pay period ends Week Three Friday (8am - 11am) Friday (11am - 2PM) Monday Thursday For previous pay period, Supervisor reviews, corrects and approves employees timecards Payroll Office signs off on Payroll file Payroll Office review of preliminary payroll reports & Final payroll run Pay day It is recommended that supervisors log on to the KRONOS System at least three (3) times per week to review punches, add comments, document exceptions and make necessary corrections. Supervisors are therefore strongly advised not to wait until the Friday morning after the pay period ends to review timecards for the entire pay period. Page 4

5 ACCESSING KRONOS Access to the KRONOS System is via the Web. Your computer s web browser must be Internet Explorer 5.5 or higher and you must have the JAVA plug-in. Please follow the instructions that follow to gain access. Web address: The security alert screen will pop up after you enter the web address. Select YES to continue. The next screen that appears is the Logon Screen. If your PC does not have the Java Plug-In required to access KRONOS via the web, the Log On button will be grayed out. The system will prompt you to install Java 2 Runtime Environment. Follow the instructions below to install. Page 5

6 Click Yes to install and run Java 2 Runtime Environment. The screen below displays Java 2 Runtime Environment being downloaded. Note: Installation takes 2-10 minutes depending on network connection. The Java TM Plug-In screen indicates the installation has begun. Click Yes to accept the License Agreement to continue. Page 6

7 Click Next to choose the default destination folder. As indicated in the next screen, Microsoft Internet Explorer is the default browser. Click Next to continue. This next screen shows the installation Page 7

8 progress bar. The installation takes between 1 5 minutes depending on your PC. This is the last phase of the installation process. Congratulations! You have successfully installed Java 2 Runtime Environment. On successful installation the KRONOS logon screen will re-appear. Enter your assigned user name and password (case sensitive) then click Log On. Page 8

9 You will be prompted to change your password if this is your first time logging on to KRONOS. Note: The Payroll Department will provide supervisors with the security level and the initial password. After the initial login, the supervisor must change his/her password. This password must not be shared with anyone. Your new password will expire after every thirty days. The system lets you know that your password was successfully changed, as shown in the screen below. Page 9

10 The following screen appears: If the above screen does not appear, then select Reconcile Timecard from the Navigation Bar down the left side of the screen. This will take you to a list of the employees for whom you have been granted access. Page 10

11 NAVIGATION Workforce Timekeeper Page Navigation Bar This is the area shaded in blue on the left side of the page. The features to which you have access will be listed here and includes reports. Header The header is located across the top of the page just below your web browser. Menu This is located under the Header area and lists the available options and actions that can be performed. Header Web Browser Navigation Bar Menu Workspace Page 11

12 To reduce the Navigation Bar and view more of the workspace on your computer screen, click on the minimize button. Minimize To increase view entries on the Navigation Bar and reduce the viewable workspace, click on the maximize button. Maximize Page 12

13 If you are using Windows 2000, your computer display settings can also be modified to show more of the workspace on your screen. Note: This will affect all the way you view all programs on your computer. From Windows, select Start >> Settings >> Control Panel >> Display >> Settings tab - change screen area to 1024 X 768 pixels by moving the marker to more >> select Advanced >> General Tab >> Font size, select small fonts or 'Other' and indicate a percentage of 90% or 95%. Expand/Collapse Categories Page 13

14 Using Help You can access Help in one of two ways: 1. By clicking on the? in the Header in the right hand corner of the screen. 2. By clicking on Help from the Navigation Bar. Page 14

15 The following screen opens up. Click on Contents or Index and perform a search for the topic of interest. Log Off Log Off always log off by selecting Log Off from the Navigation Bar. Page 15

16 GENIES A Genie is a snapshot of data organized into different views. Genies can provide detail and/or summary information for the group or groups of employees to which one has access. The at-a-glance view provided by Genies quickly identifies exceptions and employee attendance issues. QuickFind Genie This Genie allows you to find an employee without scrolling through a list. In the Name or ID box type the last name or UM ID number of the employee you want to find. Click Find. Page 16

17 The employee name, UM ID number and home account will be listed. Select the employee by clicking on the name. Click on the Timecard, Schedule or Reports icon to view the employee information. Page 17

18 Reconcile Timecard Genie The Reconcile Timecard Genie provides a list of the employees to which a supervisor has access. From this Genie, a supervisor can access the Timecard, schedules and reports for all, some or one employee and perform edits, timecard approval, send s, etc. After logging on to KRONOS, the default view will be the Reconcile Timecard Genie. This Genie displays information about all the employees to whom you have access, this is the All Home view shown above. Page 18

19 HyperFind Queries In addition, to the All Home view, Supervisors can group or break up a list of employees into more manageable groups. For example, employees in two separate departments, reporting to the same supervisor can be grouped and viewed separately. The supervisor can create HyperFind Queries that will appear in non-bold type and will not be viewable by anyone else. HyperFind queries that appear in bold type can be used by any supervisor and will display employees only if the supervisor has access to view the employees in that department/tag group. (See Page 48 for further explanation). Show drop-down list Each Genie also displays information for a defined time period. Click on the Time Period box, the drop-down list displays the available time periods. Time Period drop-down list Page 19

20 Select the time period you wish to view or select Specific Date or Range of Dates, a window opens up to allow you to specify the period for which you want to view. Specific Date Enter the date mm/dd/yyyy (in the past or future) Click OK The date selected now shows in the Time period box Page 20

21 Range of Dates Enter the start and end dates of the period mm/dd/yyyy (past or future) Click OK Refresh The dates selected will show in the Time Period Box When you select a WorkForce Genie, the most recent information in the database is displayed. Information in the database can change and those changes may not be reflected unless you click Refresh. Page 21

22 Launch Icons The WorkForce Genie launch icons displayed in the upper right corner of the header are the primary way to navigate from one WorkForce Timekeeper component to another. You can select one or more employees and then click the Timecard icon to open the employee s timecard. From the Actions menu you can: 1. Select All employees prior to reviewing timecards. This enables the supervisor to move from one employee s time card to another without coming back to the Reconcile Timecard Genie and selecting the next employee. 2. all employees subject to the Outlook limit of 250 characters in the To field. 3. Print a list of employees in a group. Page 22

23 Selecting an Employee From the Reconcile Timecard Genie: Double Click on the employee name to view the timecard or Highlight the employee with a single click then Click on the Timecard icon The following screen appears: Page 23

24 Selecting an Entire Group of Employees From the Reconcile Timecard Genie: Click on Actions then Click Select All, the entire list of employees will be highlighted Click on the Timecard icon, the following screen appears Note this page displays the position (1 of 14) of this time card in relation to the entire list. Page 24

25 TIMECARD EDITS Format for Punch Times Punches in Workforce Timekeeper are displayed in 12-hour format (8:30am, 1:00PM) but can be entered in any of the formats below. When time is entered, AM is assumed unless p, P, pm or PM is indicated: Exceptions 0830 or 830 displayed as 8:30AM 10 displayed as 10:00AM 1p or 1300 displayed as 1:00PM hour format (8:30AM, 14:00) Workforce Timekeeper identifies exceptions as follows: Missed punch Page 25

26 Note: Missed punches must be corrected as they affect the calculation of hours worked. Exceptions e.g. early or late in/early or late out, long/short lunch break TimeCard Edits Typical time card edits include: Adding a punch Deleting a punch Adding pay codes and the associated hours or amounts Adding comments Edits to a time card can be done by selecting menu options or making changes directly in the cell. Adding a Punch Click on the appropriate cell for the date of the missing punch Enter the correct time, then press the Tab key Page 26

27 Note: The yellow line that appears at the top of the workspace indicates that the time card changes have not been saved. Click Save Page 27

28 Undo Changes You can undo a change prior to clicking on Save Click Actions, then Refresh The following message appears, click YES. The time card reverts to its previous state. Deleting a Punch Click on the punch you wish to delete Press the Delete key on Page 28

29 your keyboard Press the Tab key Note: The yellow line that appears at the top of the workspace indicates that the time card changes have not been saved. Click Save Inserting/Adding a Line Pay codes cannot be entered on the same line with existing punches or other pay codes for the same date. Consequently, a new line must be inserted. To add a pay code for the same date: Click on the arrow in the left margin of the screen. A second (new) line will open up. Page 29

30 Adding a Pay Code Pay codes are added to indicate special events, e.g. sick, vacation, floating holiday, administrative leave etc. When adding a pay code you will be required to add the number of hours associated with the event. For example, if an employee was away at jury duty, enter the administrative leave pay code 770 and the number of hours. Select the cell in the Pay Code column for the desired date. Select the three-digit pay code from the drop down list. TAB to the Amount column then enter the number of hours. Page 30

31 Click on Save Note: There are now two lines for Fri 10/10. The daily total in the far right column shows 7.42 hours. Adding a Comment A comment can be added to explain the addition, modification or other change in the time card. Click on the entry in the Amount column Select Comment from the menu Page 31

32 Click on Add. The drop down window with all the system comments will open. Select the most appropriate comment. Click OK. Click Save on the Timecard menu. A small yellow square appears next to the punch indicating that there is an attached comment. The Comments tab also appears. Page 32

33 Grace Periods/Rounding Punches collected in the Kronos system to record the start and end of a day/shift are rounded at 7-minutes before and after each quarter hour. Rounding is done on each quarter hour, :00, 15, 30, 45 and the grace period lasts from 7 minutes before the quarter hour through to 7 minutes after the quarter hour. Rounding is performed on the following punches: In punch at the start of the day or shift (clock code 1) Out punch at the end of the day or shift (clock code 9) The lunch break is rounded based on the total number of minutes taken. For example, a lunch break that lasts 23 to 37 minutes is rounded to 30 minutes, while one that last between minutes is rounded to 1 hour. Further, a break that is less than 7 minutes past the quarter hour is rounded back to the quarter hour and one that is 8 minutes or more past the quarter hour is rounded up to the next quarter hour. Examples: If an employee clocks in at 8:23AM, the system records and displays the time in the Kronos system as 8:23AM, but for purposes of calculating the number of hours to be paid, the system will round the time (internally) to 8:30AM. Similarly, if an employee clocks out at 5:05PM the system records and displays 5:05PM but will round the time internally to 5:00PM. Actual vs. paid time I. Clock in at start of day 08:25AM (rounded to 8:30AM) Clock out for lunch 12:02PM Clock in form lunch 12:55PM Clock out 05:05PM (rounded back to 5PM) Paid hours - 7 hrs 30 mins. (7.5 hrs) The length of the lunch break (53 minutes) is rounded to 1 hour and deducted from the number of hours between 8:30AM and 5PM (8.5 hours between 8:30a and 5p less 1 hr. lunch). Page 33

34 II. Clock in at start of day 08:05AM (rounded back to 8:00AM) Clock out for lunch 12:00PM Clock in form lunch 12:36PM Clock out 04:25PM (rounded to 4:30PM) Paid hours - 8 hrs The length of the lunch break (36 minutes) is rounded to 30 minutes and deducted from the number of hours between 8:00AM and 4:30PM. (8.5 hours between 8:00a and 4:30PM less 30-minute lunch). An employee whose schedule requires him/her to be at work at 8:30AM and who clocks in after that scheduled time is considered late, regardless of the fact that the system calculates hours worked for that day as if they actually clocked in at 8:30AM. (See Human Resources Policy B10). Supervisors should take disciplinary action based on actual clock in and/or clock out times displayed in the system. Page 34

35 Account Overrides The account override function is used to charge hours to another departmental account. For example, if an employee works on a special project or temporarily transfers to another department A for 2 hours, the supervisor of the home department can add the six-digit account number for Department A or the project in the employee s timecard. With paper time sheets, the override account is written in the bottom left side. For Sponsored accounts, an Overtime Other Than Form (See Appendix A) approving the use of an override account must be completed and submitted to the Payroll Office to ensure that the hours are paid. This form requires Sponsored Programs approval for all grant accounts. There are two ways to add an override account to hours worked by an employee: 1. Using the Transfer field in the employee s timecard or 2. Using Move Amounts Transfers in the Employee s Timecard This procedure requires the re-assignment of hours worked between specific punches. Punches before and after a transfer box will be assigned to the account number entered. The Transfer column may already show the Dept/sub-dept code to which the employee transferred. This resulted from the employee clocking in to the TACS system using Clock Code 5 Float and entering the 10 digit department/tag number. Tab or click the Transfer column for the date the employee worked on the special project. Page 35

36 Click on Search Click on the Account button and type the six-digit account number in the Name field Click OK. This saves the account number to the table in the KRONOS system and returns you to the Timecard Screen Page 36

37 Save your changes to the Timecard. Page 37

38 MOVE AMOUNTS This procedure is particularly useful when you need to move lump sum amounts worked over a number of days, a week or a pay period rather than specific punches. For example, if an employee worked a total of 6 hours of overtime for the pay period, then the entire 6 hours can be moved to a specific account in one action. Go to the Totals & Schedules section of the timecard. This is the summary section and can be found in lower left hand side of screen ` Page 38

39 Right Click on the overtime hours you want to charge to an override account, the Move option pops up Click on Move and a move window opens up. This new window shows the original transaction in the From section: Page 39

40 This window also has fields that can be changed in the To section: Click on the down arrow in the Pay Code box; select the same earning code 350 Overtime. In the Amount box, enter the number of hours that needs to be assigned to the override account. Effective date should be EITHER ONE OF: o The date the hours were worked OR o The last day of the week the overtime was worked OR o The last day of the pay period, whichever is more appropriate. Page 40

41 Click on the down arrow in the Transfer box. If the account is not shown on the short list, click on Search. This will open up a Select Transfer window. Click on the circle next to Account, this brings up entries in the box to the left. Scroll down the list to find the account. If it does not exist, you must add the account. Page 41

42 To add an account: Click in the box under Name, type the account number. The account number now shows up in the Labor Account field Click OK, the Select Transfer box closes. The account now shows up in the Transfer field Page 42

43 You also have an opportunity to add a comment if appropriate. Click OK when finished, this takes you back to the Timecard. Note that there is now a Moved Amounts tab added to the summary section next to Audits, Comments, etc. Click on Save to save changes to the timecard. Page 43

44 Work Rules A work rule is defined as the set of rules that triggers certain kinds of pay based on defined events, for example, when an employee works on their regularly scheduled day off, they are entitled to overtime pay. The system must have an indication that they are working on their day off, so employees must clock in using a clock code 60, which automatically triggers the work rule so that the hours are counted as overtime hours. There are several work rules in the system that govern how employees are paid and are based on the standard number of hours the employee is scheduled to work. Work rules should be assigned as indicated below when appropriate. Gables employees working a 75-hour schedule: Coral FR 75 Hours 10 Coral FR 75 hours 10 Comp Comp. Time Coral FR 75 Hours CB Call Back Coral FR 75 hours Off Day Day off worked Coral On Call Gables employees working an 80-hour schedule: Coral FR 80 hours 11 Coral FR 80 hours 11 Comp Coral FR 80 Hours CB Coral FR 80 hours Off Day Medical employees working 75-hour schedule: Coral Med 75 Hours 20 Coral Med 75 hours 20 Comp Coral Med 75 Hours 20 CB Coral Med 75 hours Off Day Medical employees working 80-hour schedule. Coral Med FR 80 Hours 21 Coral Med FR 80 hours 21 Comp Coral Med 80 Hours CB Coral Med FR 80 hours Off Day Part-time employees working more than 50% of schedule (75 or 80 hours) Coral On Call Coral PR WR > Page 44

45 Coral PR WR > CB Coral PR WR > Comp Part-time employees working less than 50% of schedule (75 or 80 hours) Coral PT Reg < Coral PT Reg < CB Coral PT Reg < Comp Employees will at times enter an incorrect clock code that in all likelihood lead to the system over or under paying the employee. Work rules define how an employee is paid when certain events are recorded. For example, if an employee comes to work on his/her day off (5/22), but clocks in as if it were a regular workday (using clock code 1 instead of 60), the system would not know to pay the automatic overtime that is due. To correct this error, the supervisor must correct this punch or the employee will be under paid. Click in the Transfer field that follows the incorrect punch Page 45

46 Click on the down arrow select Search. The Select Transfer window opens up. In the bottom right side of this window is a field called Work Rule, click on the down arrow. Here you will find a list of all the work rules to which your employees have access. Select the correct work rule Coral FR 75 Hours Off Day Click OK, the window closes and returns you to the Timecard. Page 46

47 The new work rule is displayed Save the changes in the time card. Page 47

48 Floats/Transfers An employee sometimes will work or float in a department other than their home department. When this happens the hours worked are charged to the float department and is recorded in the override section of the manual timesheet (lower left side). This is handled in the Kronos system so that the supervisor in the non-home department can logon to Kronos and see the hours worked by the employee who floated into that department. Employee Clock in. The employee needs to clock into the TACS system using a clock code 5. TACS will ask for the department number, which is labor level #5 and is the 10-digit department/sub-department/tag number e.g If the employee is working in the same department but the hours need to be charged to an override account, the employee should enter # which will default to their home department. TACS will then ask for the job class enter the 6 digit account number. WFC/Supervisor view The employee s timecard in WFC will show the float transaction i.e. the department number if entered, the account number and the associated hours. The supervisor of the float department will be able to see the entire time card of the float employee. They should verify the float transaction and approve the time card on approval day. The home supervisor will also see the float transaction. The float transaction is shown below Page 48

49 Correcting Errors If an employee did not clock in a float transaction, the home supervisor will need to add the department/tag number and the account in the Transfer column in WFC. To add the department/tag and account number: Once added, the float supervisor can view the transaction Click in the Transfer column, then click on the down arrow Select Search Page 49

50 A new window opens up: Click the circle next to Supervisor Group; a list of valid supervisor groups will be displayed in the box on the left. Select the one you need, the values will populate the filed on the right. Click in the circle next to Account, a list of existing account will be displayed. Use the scroll bar to see the entire list. If the account number you need is not listed, type the number in the field to the right of Account Page 50

51 Note that both the Supervisor Group and the account number will appear in the Labor Account field. Click OK, this returns you to the Timecard Click Save Page 51

52 ON CALL Employees who are expected to respond to calls from work during their time off are said to be on call and are paid 63 cents for every hour they are on call on a week day and 84 cents for each hour on the weekend. The system will track the hours and convert it to the corresponding dollars, which will be extracted and sent to Payroll. Employee Clock in The employee should clock out using clock code 9 to end their current shift Enter the On Call transaction using clock code 82 If called in, the employee should first use clock code 9 to end On Call then use clock code 2 to record the Call Back, all hours will be paid at 1½. At the end of the work period, clock out using clock code 9. If the employee continues to work into their regular shift, the employee should clock out using a clock code 9 and then clock in using clock code 1. KRONOS/Supervisor View The employee s timecard will display the on call transaction, the total number of hours and the corresponding dollar amount to be paid. If the employee is actually called in to work, they will be paid 1½ for all hours worked. Page 52

53 CALL BACK Employees who are unexpectedly called back to work and who are not on call. The employee should: Clock in with a clock code 2. They will be paid 1 hour of Travel time and all hours worked will be paid at 1½. At the end of work, clock out using clock code 9. If the employee continues to work into their regular shift, the employee should clock out using a clock code 9 and then clock in using clock code 1. Page 53

54 COMPENSATORY TIME - ACCRUAL AND PAYOUT Compensatory time (Comp. Time) policy is available on the Human Resources website at In brief, Comp. Time is accrued at 1-½ times the number of hours worked. The Comp. Time hours must be taken as time off within the same workweek (Friday thru Thursday) that they are accrued. For example, if an employee works 4 hours on the first Saturday of the pay period, they will have 6 hours (4 x 1 ½) of time off available to be taken by the following Thursday. Comp. Time accrual cannot be carried over to the next week. Any Comp. Time balance not taken by the end of the pay period should be selected for payout (see below) by the supervisor. The Human Resources office will ensure that all Comp. Time is paid to employees at the end of each pay period. Comp. Time Accrual Employees clock in to the TACS system (8-8463) with a clock code 68. The system records the start time and accumulates Comp. Time until the employee clocks out using clock code 9. The supervisor will see the Comp. Time transaction displayed in the employee s time card as: Page 54

55 Note that the hours worked are accumulated at time and a half e.g. this employee worked 7 hours on Saturday, but the system accrues 10.5 available hours of time off. Page 55

56 When the employee takes the time off, the supervisor must enter pay code 805. Click in the Pay code column for the day the employee was out Click on the down arrow, Select 805 Comp. Taken Page 56

57 Enter the number of hours the employee has taken. Tab to the Amount column Enter the number of hours the employee has taken Click on Save Page 57

58 Any balance remaining will show on the accruals tab. At the end of the pay period, any Comp. Time not taken as time off must be paid. Employees may not carry Comp. Time balance over to the next pay period. Page 58

59 To identify which employees have a Comp. Time balance Click on the Comp. Time Available Genie in the Navigation Bar Employees with a Comp. Time accrual balance will be listed in this Genie. Page 59

60 To pay out the Comp. Time balance: Click Actions Click Select All Page 60

61 All employees will be highlighted in yellow. Click on Accruals Select Pay out Page 61

62 Ensure that the effective date is the last date of the pay period to be paid (should be the last Thursday in the bi-weekly cycle) Click OK Page 62

63 Click Refresh, the list should no longer show any employees Page 63

64 A review of the employee s timecard shows the following: The payout of the remaining 3 hours Accrual balance of 0.0 Page 64

65 Total hours to be paid are o Admin Leave = 7.5 o Comp. Time = 10.5 o Reg. Biweekly = o Total hours to be paid is Note that the Totals & Schedules tab shows Hour total Worked of Comp. Time, is counted twice, once when worked and again when paid out. Page 65

66 Timecard Screen Layout The Timecard screen provides the supervisor with the following information for each employee: Totals & Schedules - summary of hours paid/to be paid by earnings/pay code Accruals balances for sick, vacation and floating holidays Audits an audit trail of all transactions recorded in the system Comments detail of any comments added to a particular day on the timecard Sign-offs & Approvals lists the approval date as well as the user id of the approver along with the date and time the payroll was signed off by the Payroll Office. Page 66

67 Totals & Schedule On the left side of the screen, this tab displays: The Department Number in the Account column The Pay Codes Amount of hours Wages this will be blank as pay rates are not stored in the KRONOS System If the employee is on a schedule, the right side of the screen shows: The expected in and out times Pay codes Amount of scheduled hours Page 67

68 Accruals Accrual balances for sick, vacation, and floating holidays are calculated and maintained by the DHRS/Payroll System after each final payroll run. These balances are then transferred to the KRONOS system on a bi-weekly basis after each final payroll run (currently scheduled for Tuesday night before pay day). Accrual balances can be viewed as of EACH day of the pay period by highlighting (clicking) on the desired date. Balances as of 9/26 Balances as of 10/3/03 Page 68

69 Audits The Audits tab provides an audit trail of every change recorded in the system. To view the audit trail, first select the type of transaction you wish to view from the drop-down list. In this example, ALL was selected. Note that the User column shows the telephone number an employee s call originates from as well as the IP address of the computer used by the supervisor to make edits. Page 69

70 Comments If added, the detail of each comment added to a time card is displayed here. Sign-offs & Approvals The date(s) and user(s) approving and signing-off on the time card are recorded here. Page 70

71 an Employee while in KRONOS To send an to the employee from the Timecard screen: Click on the Actions menu Select this launches the screen for the system you currently use Click Yes at the Security Information Screen Type your and click Send Page 71

72 a Timecard To send an employee a copy of their timecard via Go to the Reconcile Timecard Genie Click on the employee Name, it will be highlighted Launch the Reports icon Click on Select Report Select the Time Detail report from the Timecard list Page 72

73 Click on Set Options Click on Options the format should be Adobe Acrobat Document (PDF) Click on Run Report Click on Check Run Status Click on Refresh Status you may have to do this a couple times until the status changes to Complete Click on View Report Page 73

74 The report opens up in your web browser as a PDF: From your browser s menu, select File >>> Send >>> Page by Page 74

75 The screen opens with the report as a PDF attachment. Type the address, then click Send Print a Timecard To print a timecard: Click on the Actions menu Select Print A Print window opens up Click Print to print the Timecard If your computer is connected to more than one printer, click Printer Page 75

76 Choose the destination printer Name from the drop down list, then click OK to print From the Print window, click on Page Set Up to view and/or modify the default settings. When finished, click OK Page 76

77 To preview the Timecard prior to printing, click on the Preview button from the Print window. Click Print, a formatted report for the selected employee will print to your local default printer. Print Screen To print a timecard from the screen: Click on the Actions menu Select Print Screen and a replica of the screen will print. Page 77

78 Choose the destination printer Name from the drop down list, then click OK to print From the Print window, click on Page Set Up to view and/or modify the default settings. When finished, click OK Page 78

79 REVISED TIME SHEETS All corrections and/or adjustments needed after time input has been approved require a manual time document. The employee should complete the time document for the period requiring correction, indicating the correct total hours and days worked for the entire pay period, as it should be paid. Both the employee and supervisor must sign the time document. The time document should be marked REVISED and must be faxed to the Payroll Office as soon as possible. The fax number is Page 79

80 PAY PERIOD CLOSE GENIE This is a summary of all the employees the supervisor has access to or all the employees in a particular TAG group. This view provides a snapshot of the employees with missing punches and other errors that may need to be corrected. All corrections must be completed prior to the approval process. If corrections are not made, employees may be over or under paid. This function is completed after the close of each pay period, typically on Friday mornings by 11a.m. unless directed otherwise by the Payroll Office. The pay period close Genie will initially have a 0 in the Manager Approval Column indicating that employees timecards have not been approved. Page 80

81 Click on the Time Period drop-down list select Previous Pay Period From the Pay Period Close Genie, all employees timecards can be approved in one action. From the menu, select Actions Click Select All to highlight all the employees. Page 81

82 Click on the Approvals menu Click Approve Click Yes Click Refresh The Manager Approval column indicates a 1 for all approved employees Page 82

83 HYPERFIND QUERIES In addition, to the All Home view, Supervisors can group or break up the current list into more manageable groups. For example, the employees listed are in two separate departments, reporting to the same supervisor. The supervisor can create a HyperFind Query that will appear in non-bold type and will not be viewable by anyone else. HyperFind Queries that appear in bold type can be used by any supervisor and will display employees only if the supervisor has access to view the employees in that department/tag group. Create a Query To create a HyperFind Query: Click on Setup in the Navigation Bar Select HyperFind Queries Page 83

84 Click on New To build the query, you will need to select options/values from the area (A) to populate the respective fields in the area in section (B). Page 84

85 To move a value form section A to section B, first you must have selected the field in section B. Then, select the value by highlighting it and clicking Add or double clicking on the value. In this example, we will create a Personal HyperFind to group 6 employees into a department called Check Disbursements. Pay Type = 2 for staff employees (7 = student employees) Continue to do the same for Division Division-Dean Dept-SubDept Supervisor Group Account NA Page 85

86 Click on Add Condition Select Save As Page 86

87 Click on Personal (the screen defaults to Ad Hoc) Type your group name in New Name Select OK From the Navigation Bar, select the Reconcile Timecard Genie Click on the Show drop down list the name of the HyperFind you created should be listed. If it is not, click on Refresh. Click on the name of the HyperFind you created Note: HyperFinds in boldface are public and maybe viewed by anyone else with access to your group of employees. Page 87

88 The system returns the group of employees matching the conditions you added in the HyperFind. Page 88

89 GROUP EDITS To conduct group edits: Select a group of employees from a Detail Genie 1. You can select a query from the Show drop-down list. In addition, you can select multiple employees by holding down the Ctrl key while clicking on the employee names. Once you have selected the group, you can make modifications to the selected employees from the action bar, such as sending an message, or any of the other options. Selecting a Group of Employees from QuickFind The QuickFind genie lets you quickly find one or more employees by searching for those employees using their names or ID numbers. Once the employee appears in the QuickFind results you can select an action from the menu and apply that action to the employee. For example, you can locate the employee name, Joe Doe, using QuickFind, and then enter a punch by selecting Punch >> Add. 1 Selecting people in a Genie. You can select people in a Time and Attendance Genie in the following ways: To select a person from within a Genie, click anywhere in the row. The sections in the row become highlighted when they are selected. To select multiple people, press Ctrl-click on additional rows. To select a connected group of people, click the first person and press Shift-click on the last person in the group. To select all the people in the Genie, select Actions > Select All from the menu bar or click in any row and press Ctrl-Shift-End on the keyboard. To deselect a person from a selected group of people, press Ctrl-click on the row to deselect. Page 89

90 Enter the name or ID of the employee you want to find. You can use wildcard characters (such as an *) to help you locate an employee. Click Find. Select a Group Using HyperFind HyperFind lets you create queries (searches) for people in the Workforce Timekeeper database. Go to Show drop-down list. Select the group from the drop-down list by highlighting the group name. The Workforce Genie will show only those employees who are assigned to the group selected. Selecting a Group Edit Action After selecting an employee or group of employees using the QuickFind or HyperFind option, you can select an action from one of the menus. To perform a 'group edit': Page 90

91 Select a group of employees from a Detail Genie (for example, Reconcile Timecard, Pay Period Close, etc.) Select a Menu category and action (adding punch, and adding a pay code). If the Action displays a dialog box, enter the necessary information and click OK. Check the Group Edit Results view periodically to see the status of your edits. Adding Punches from the Menu Go to Reconcile Timecard and select one or more employees from group. Select Amount from action line. Click on Add. In the Add Amount dialog box, click on the Pay Code dropdown arrow and select the pay code for your group edit. Page 91

92 In the Amount field, add the number of hours to pay from the pay code selected. In the Effective Date field, enter the date the pay code is to be paid. You can also select the date from the drop-down calendar. To add a comment for this event, click on Comments and make your selection from the drop-down list of available comments. Page 92

93 SCHEDULES To access the Schedule Planner menu: Click on Schedule Planner located on the Navigation Bar. Select Group and Add. The Group screen will display a list of your employees From the list, highlight the desired employees by using the mouse or shortcut key (Ctrl and Mouse) and select Add. This will add the employees to the Assigned box. You could also remove an employee by selecting the employee and pressing Remove. Page 93

94 To assign a schedule to the employees selected, click on the Pattern Template drop-down menu and select the desired schedule. Move to the Start Date field and enter effective date of schedule or click on dropdown menu for a display of current month s calendar. Move to the End Date field and enter the schedule end date. If you select the Forever box, it will remain in place until changed. Enter a description in the Group box. Page 94

95 Scheduling Future Pay Codes Adding a Pay Code In Schedule Planner or Schedule Snapshot, select the date cell for the employee or group to which the pay code applies, then select Pay Code and Add. In Schedule Outline, select the employee or group to which the pay code applies, then select Pay Code and Add. Page 95

96 Select a pay code from the Pay Code drop-down list on the Pay Code Editor screen. Enter the hours for the pay code you selected. Verify the Display Start Time 2, and the Effective Date. 2 Specify the time at which to display the pay code edit in the Schedule Snapshot. If there is an existing shift for that day, the shift's start time is the default value. This time is for scheduling purposes only. It does not affect how a person is paid. Page 96

97 To add a comment, click the down arrow in the Comments box and select a comment. Repeat for each comment you want to add. A small yellow square appears in the schedule with pay codes that have comments. To have the pay code replace a scheduled shift, select the Override shifts check box. If you are adding just one pay code, Click OK to close the Pay Code Editor. If you want to add a second pay code to the same day, click Apply, then click New and complete the procedure from the beginning. When you finish, click OK to close the Pay Code Editor. If the pay code is overwriting a pattern shift or a shift inherited from a group, "Deleted" appears in the cell along with the pay code. If you delete the pay code, the shift will still be marked "Deleted." Note: To reactivate the pattern shift, launch the Shift Editor, select Deleted in the shifts list, and click Delete. If the pay code is overwriting an ad hoc shift, once you select Save you cannot reactivate the overwritten shift. Page 97

98 Select Save. REPORTS To access the Reports menu: Click on Reports located on the Navigation Bar. Click on a category to expand the list and select a specific report. Page 98

99 Define which employees should be included in the report by selecting a group from the Show drop-down list. To select a report from a Detail Genie (i.e., Reconcile Timecard), select an individual or Select All and click on the report icon. Page 99

100 To select specific employees, highlight the employee by selecting a row and choosing multiple employees by using the control or shift keys. Once the employees are selected, click the reports icon. From the Time Period drop-down list, select a specific time period for this report. Page 100

101 Select Set Options. The options that appear are based on the selected report. Not all options are available for all reports. The next screen shows a list of available options. Page 101

102 Run a Report To run a report select Run Report Select Check Run Status. Click Refresh Status to update the report status. Once the status appears as Complete, view the report by clicking on it or select View Report. Once the report appears on your screen you can print or the report. Page 102

103 Print a Report To print a report, select File from the browser menu and select Print or click the print icon on the browser tool bar. a Report T o e m a i l report, select File, Send, then Page by from the browser menu, or you can click on the mail icon in the browser tool bar. The local client opens and you select one or more recipients and then send the message with the attached report. a Page 103

104 Exception Codes - Time Detail Report The time detail report displays detailed data about an employee s punches, exception codes and pay code edits. Summary data is displayed totaling time and money by labor level and pay code. The Help feature in the system provides a complete description of the report and exception codes displayed. Access the Help feature as follows: Page 104

105 Click on Help (from the Navigation Bar) or (?) from above the timecard Page 105

106 Click on Reports Click on Employee Reports My Reports Select My Time Detail Report On the right side of the help window, there is an explanation of the fields and information on the Time Detail Report. Page 106

107 Click on Exception Code Description (underlined and in blue) for a list of the codes and their meaning. Page 107

108 NEW/TRANSFERRED EMPLOYEES AND SUPERVISORS The Payroll Office must be notified of the employee s termination via the Clearance Checklist procedure. Employees will be terminated in the KRONOS system and blocked from TACS and KRONOS. As part of the new hire process, departments must submit a Supervisor or Employee Change form to the Payroll Office. (See Appendix C and D) Page 108

109 CONTACTS Payroll Office Rm. 241 Orovitz Bldg. Coral Gables, Fl Voice Fax Human Resources 1 st Fl Orovitz Bldg. Coral Gables, Fl Please direct questions or comments via to etk.payroll@miami.edu Farah Marchong Systems Coordinator Sandi Raff Payroll Manager Marie Eymann-Reyes Coordinator, HR Lisi Carreno Asst. Director, HR Genevieve Nugent Director, Payroll Revised 10/2004 Page 109

110 Appendix A Form # Date: To: From: Hourly Employee Override Authorization Form Payroll Office (Name) (Dept.) You are hereby authorized to charge regular and/or overtime pay from the following Sponsored Account for the employee named below: Check one or both: Regular Pay Overtime Pay Name : UM ID: Dept.: Pay Rate: $ per hour Sponsored Account number End Date: Effective Dates: to Please indicate hours in the appropriate override section of time reporting document or in the Kronos System Authorization Dept Head/P.I.: Signature: Print Name: Date Sponsored Program: DATE; Page 110

111 Appendix B EARNINGS/PAY CODE TABLE EARNING CODE DESCRIPTION 004 BI-WEEKLY < 50% 007 TEMPORARY BI-WEEKLY 009 REGULAR BI-WEEKLY PAY 085 COMP. TIME ACCRUAL HOLIDAY PAY REQUIRED 152 HOLIDAY 1.06% 154 HOLIDAY 1.10% 170 VACATION 191 FLOATING HOLIDAY 343 OVERTIME - TEMPORARY HOURLY ON CALL WORKED 350 HOLIDAY WORKED 350 WORKED DAY OFF 361 CHARGE OUT PUBLIC SAFETY 420 UNPAID LEAVE REQUIRED 440 CALL BACK - 1 HOUR 445 ON CALL - WEEKDAY 449 ON CALL - WEEKEND 700 SICK PAY 770 ADMINISTRATIVE LEAVE 456 DISASTER PAY 458 EDUCATION/TRAINING 780 SEVERANCE PAY 805 COMP. TIME TAKEN Page 111

112 Appendix C ELECTRONIC TIME KEEPING EMPLOYEE CHANGE FORM New/Term/Transferred Employees Dept. Contact: Name Phone Change Effective Employee's UMID Dept/ Supervisor's Employee Replaced Requested Date Name Tag Name (If Applicable) Add or- Delete Add or- Delete Add or- Delete Add or- Delete Add or- Delete Add or- Delete Add or Delete Page 112

113 Appendix D NEW/TERMINATED/CAHNGES FOR SUPERVISORS/APPROVERS SUPERVISOR CHANGE FORM Effective Replaced by: Date UM ID Supervisor's Name Dept/Tag (New Supervisor's Name) UM ID Page 113