Kronos Workforce Timekeeper Frequently Asked Questions

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1 Krns Wrkfrce Timekeeper Frequently Asked Questins 1. I d nt have the Emplyee Time Reprting ptin listed in my Agra menu. What d I d? If yu are a new emplyee and can t see yur emplyee timecard, cnfirm with yur manager that yu have been hired in PepleSft. If yur jb has ended, yu will nt be in Krns any lnger until yur manager rehires yu. 2. What are the recmmended PC settings fr Krns? Yu shuld access Krns thrugh the Citrix Receiver. G t the Krns Manager Instructins Page n the BC HR Website t dwnlad Citrix. 3. Which emplyee grups are required t input time int Krns? Hurly (Nn-exempt) Emplyees Student Emplyees Weekly Salaried Emplyees (vertime hurs nly) 4. When will my new emplyee shw up in Krns? Once the department cmpletes the hire in PepleSft, the emplyee is entered int the PepleSft HR database. A nightly refresh f the Krns database frm the PepleSft HR database captures all new emplyees. Emplyees transferring int yur department frm anther department n campus will als be captured in Krns during a nightly refresh after the transfer has been prcessed in PepleSft. 5. Hw des a Manager knw what jb t use if the student has mre than ne? Yu will nly see the jbs in yur area based n yur departmental security access.

2 6. Is there a way fr the manager t mnitr if a student has mre than ne jb fr purpses f tracking hurs and scheduling? N. This is the Manager s respnsibility t cmmunicate with the students t make sure their hurs dn t exceed the ttal allwed number f hurs between all jbs. 7. Hw lng will a terminated emplyee remain n my Krns list? Once the emplyee is terminated in PepleSft, the emplyee is remved in the nightly Krns refresh. Yu can d a HyperFind t select inactive (r terminated) emplyees. Yu can als g t Quick Find, enter the emplyee eagle number in the Shw field, enter a range f dates in the Time Perid field that the emplyee was active. 8. Will emplyees n Shrt Wrk Break be listed in Krns? N, emplyees n a Shrt Wrk Break in the PepleSft HR system will nt appear in Krns. Yu can d a HyperFind t select inactive (r terminated) emplyees. Yu can als g t Quick Find, enter the emplyee eagle number in the Shw field, enter a range f dates in the Time Perid field that the emplyee was active. 9. What d I d if my new emplyee is nt in Krns but needs t submit hurs? If the new emplyee is nt in the Krns database by the fllwing Mnday mrning, the manager must wait until the emplyee's name appears in Krns, at which time the manager can prcess a histrical amunt fr the previus week wed. Emplyees and managers can nly access Krns thrugh Agra, Emplyee Time Reprting. 10. When shuld emplyees input their time? The payrll week runs Sunday thrugh Saturday. Emplyees may input start and stp times anytime during the current payrll week. Emplyees may als input hurs up t ne week in advance by selecting Next Pay Perid. Departmental prcedures regarding inputting time may vary, and shuld be reviewed with emplyees. When entering yur In/Out time, be sure t use the prper AM r PM accrdingly.

3 If an emplyee is wed hurs fr a previus week, the manager will need t prcess a histrical edit, and the emplyee's wed hurs will be paid in the current week. 11. If a student has nt psted their hurs fr tw r mre weeks, hw des the Manager recrd it? They can g t the current pay perid fr the student and prcess a Histrical Edit fr each week that was missed. 12. I am an hurly emplyee; what hurs shuld I be inputting in Krns? Hurly emplyees will be paid accrding t the hurs recrded in Krns. Hurs wrked: Input all start and stp times fr hurs wrked. Remember t recrd stp and start times fr lunch hurs taken since Krns des nt autmatically deduct the lunch hur. Paid nn-wrked hurs (applicable fr benefits-eligible emplyees nly): Input nly by a Krns Manager. 13. I am a student emplyee; what hurs shuld I be inputting in Krns? Student emplyees will be paid accrding t the hurs recrded in Krns. Input all start and stp times fr hurs wrked. Remember t recrd stp and start times fr lunch hurs r ther breaks taken since Krns des nt autmatically deduct these breaks. Be sure t use AM r PM crrectly. 14. I am a weekly salaried emplyee; what hurs shuld I be inputting in Krns? Weekly Salaried emplyees shuld nly input vertime hurs. Regular hurs are autmatically paid every week. Input all start and stp times fr vertime hurs wrked. Be sure t use AM r PM crrectly. 15. Hw is time calculated in Krns? Time is paid in Krns minute-t-minute. Fr example, if an emplyee's start time is 1:12PM and the stp time is 2:54PM, the emplyee will be paid fr 1 hur and 42 minutes.

4 16. Wh can make a change t an incrrect start and/r stp time n an emplyee's timesheet? If the timesheet has nt been apprved by a manager, the emplyee can make his/her wn crrectin. If the timesheet has already been apprved by a manager, either the manager can make the crrectin, r the manager can remve the apprval t repen the timesheet fr the emplyee t make his/her wn crrectin. If a manager has already apprved their department and needs t make an adjustment, they d nt need t apprve again prvided a sign-ff has nt been prcessed. If sign-ff has already ccurred, but payrll has nt been run, cntact Diane Crnin in the HRSC at (617) r Dnna O'Brien at (617) t make the crrectin. The phne call needs t be fllwed up with an t Diane r Dnna. 17. What will happen if an emplyee frgets t input a stp time? The manager is respnsible fr all emplyee timecards t have bth start and stp times. If a start r stp time is missing, n hurs will be paid fr that day. If a start r stp time is missing, the emplyee's name will have a checkmark in the Missed Punch clumn in the BC-Pay Perid Clse Genie and BC-Recncile Timecard. 18. Hw d I knw abut what paycde t select when making an histrical edit? In the timecard, hver ver the emplyers name. The emplyee's earn cde will be displayed alng with ther infrmatin. This is the earn cde that shuld be selected. 19. What is a Pay Cde? Wh is eligible fr a Pay Cde Amunt? A Pay Cde is a grup f hurs that will be paid t an emplyee (accrued vacatin and sick time, jury duty, etc.) fr hurs nt wrked. Pay Cde amunts are frmatted as HH:MM r HH:D (3:30 t 3.5 fr 3 1/2 hurs wed) Krns will nt allw yu t make a Pay Cde Edit in the same rw as an in/ut punch. A new rw must be inserted fr a Pay Cde Edit. It cannt be entered n the same line as the in and ut punches. 20. Hw d I submit retractive hurs fr an emplyee?

5 The department manager will have access t prcess a histrical amunt fr the hurs wed. If mre than ne week f hurs is due t an emplyee, the manager will need t separately prcess histrical edits fr each week. 21. When is Krns payrll due? Check the Krns schedule n the HR Website fr weekly deadlines. Department managers must apprve by Mnday at Nn fr the previus pay perid. If there is a change t this schedule, managers will be ntified by thrugh the Krns listserv. 22. When can I apprve my emplyees' timecards in Krns? Timecards can be apprved at any time during the current pay perid r by Mnday Nn fr the previus pay perid. Remember, hwever, that nce yu have apprved an emplyee's timecard, the emplyee will n lnger be able t update the timecard. All timecards must be apprved n later than Mnday at Nn. 23. Can a Weekly Salaried Emplyee apprve his/her wn vertime in Krns? If a Weekly Salaried Emplyee in yur department has Apprval access in Krns, he/she will be able t apprve all emplyee time fr yur department, including his/her wn vertime hurs. 24. Shuld I apprve fr all f my emplyees r nly the nes wh have hurs? It is strngly recmmended that yu apprve all f yur emplyees, even thse withut hurs submitted. This will prevent all timecards frm further updates. 25. Wh will prcess the departmental sign ff? The Human Resurces Service Center (HRSC) will prcess a university glbal sign ff Mnday at Nn. Payrll fr the previus week will be lcked ut fr any adjustments at that time. 26. Hw d I add an Apprver fr my department t Krns?

6 It is required that a Krns Time Apprver Frm be cmpleted and transmitted electrnically fr all Bstn Cllege emplyees granted Manager access t the Krns Wrkfrce Timekeeper system. The Time Apprver Frm is cmpleted by the Department Head r budgetary respnsible persn wh shuld als ntify the HRSC that the previus manager has gne. Click Submit t electrnically send the cmpleted frm t 27. Hw d I remve an Apprver frm Krns? Submit an electrnic Krns Apprver Frm t 28. Hw can I crrect hurs fr an emplyee and recrd it n Krns fr audit purpses if the emplyee has already been paid fr the hurs wrked? If yu want t shw the crrect hurs in Krns, yu need t d a Histrical Edit n the current timecard. Yu must back ut the extra hurs that have already been paid. When ding the Histrical Edit, d NOT check ff the bx that states "Include in ttals fr effective date." This will shw it in the emplyee's recrd, but will nt be paid fr thse hurs. 29. Hw can I print an entire page withut ding screen shts? T print an entire list that yu have frm using a Genie, select Actins/Print. 30. I get a pp-up blcker when I'm trying t print a reprt. T disable the pp-up blcker, chse either ptin t disable the blcker permanently r temprarily. Yu will have t select Reprts again, and rerun the specific reprt. 31. Where can I g fr Krns help? G T: My Links Tab in Krns: BC-Krns Instructins OR Help OR

7 Select Krns Instructins in the left Clumn frm All Emplyees r Manager. Krns Department Listserv Use the listserv t cmmunicate with ther Apprvers in yur department, as well as with the Krns Team. Cntact HRSC staff thrugh r by phne: Diane Crnin, Freign Tax Specialist & Timekeeper, (617) Dnna O'Brien, HRSC Representative, (617) Susan Cantilln, HRIT Analyst, (617) Cpyright - The Trustees f Bstn Cllege URL: Last Updated: February 19, 2014 When directing cmments and questins abut this page t please include the URL abve. This page is prvided by the HRSC f the Department f Human Resurces

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