APPENDIX: GLOSSARY OF TERMS

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1 APPENDIX: GLOSSARY OF S

2 Workforce Timekeeper Course A absence accrual accrual balance accrual code accrual profile accrual rule Leave types of pay codes which are entered as non-worked time (e.g. vacation). The amount of time or money earned by an employee at established intervals. Commonly referred to as leave time, absence time, paid time off, or benefit time, accrual includes time events such as personal days, vacation, or sick time. Each event is assigned an accrual code that has a specific unit of measurement (i.e. days, hours, or money). The amount of accrued time or money in an accrual code. A category that identifies and stores the type of accrual balance such as vacation, sick, or bonus. The accrual rules that determine an employee s accrual balances. An accrual profile can contain one or more accrual rules and be assigned to similar groups of employees. For example, all full-time employees could have the same accrual profile. The method for determining how employees accrue time and/or money. An accrual rule can have only one accrual code. There are two types of accrual rules: Basic Accrual - A type of accrual that does not use any of the calculated building blocks. Basic accruals do not allow calculated accrual features to be added to an existing accrual rule or profile and basic accruals cannot be used to create a new accrual rule or profile. accrual - earned ad hoc query alert amount approval assignment rule audit automatic deductions Calculated Accrual - A type of accrual that uses and enforces any of the licensed accrual features and building blocks, such as earned grants, fixed grants, carryover limits, earning limits, and so forth. An amount of time or money available to an employee based on a certain amount of time worked. A search set up for a specific, temporary purpose for use during the current session. A notification highlighting time and attendance issues that require attention. On a timecard, time or money associated with a pay code or with pay rules. An electronic signature which indicates the employee information has been reviewed and approved by the manager. The association of a work rule to a specific time period or shift. When an employee qualifies for an assigned shift, the assigned work rule applies, not the default work rules. Tracks and displays all actions performed on the timecard or schedule editor. Time or money subtracted by the system from the hours entered by an employee. Automatic deductions are specified in work rules and are commonly used for unpaid lunch or break times. Workforce Timekeeper 1

3 Customer logo Workforce Timekeeper Course B background processor bonus break A service that runs continuously to calculate and update data totals (e.g. hours worked, pay earned) at specified intervals. Additional amounts of money or time added to an employee s usual compensation. An amount of time that is configured for meals and work breaks that may be deducted from total time worked. C call-back or call-in calculate totals change point combined pay code comment component conditions context bar core hours core hours violation credit A type of shift that begins when an employee who is on standby or an on-call shift reports to work and their hours are calculated or paid differently. Displays the results of your changes without saving to the audit train in the timecard. The value in minutes when the system rounds a punch forward or backwards based on the rounding rule. A set of pay codes represented by a single sum that accounts for the total of all individual pay codes within the group of pay codes. Pre-defined descriptive phrases that provide additional information about the time entry or pay code. A specified workspace in the application such as a timecard or schedule. The specified search criteria in a HyperFind query. Each filter in HyperFind has its own set of conditions and the more specific the condition, the more precise the results. Define the employee group to display in the Show field and/or Time Period and apply it to all of the widgets in the workspace. A span of time that defines the start and end times by day and week that an employee is expected to work. The amount of time not worked by an employee during assigned core hours (also recorded as an exception). An amount of time or money put into an account. 2 Workforce Timekeeper

4 Workforce Timekeeper Course D dashboard data access profile database debit deducting pay code delegate detail view duration Located at the top of the screen, contains tabbed menus with links to timekeeping tools and Genies. The set of permissions and restrictions that determines whether a user can run specific reports and what information is allowed in the reports. A repository of employee records that is continually updated. Multiple redundant databases may be in use but one database is the central, production database from which others are replicated. An amount of time or money taken from an account. The pay code from which the system debits an accrual balance for unworked time. Temporarily assign your user access authority to another user to perform your timekeeping and schedule tasks during your absence. In a Genie, a snapshot or summary of specified information from which a user can select employees and perform group edits. A span of time entered without a specific start and stop time. A duration is subject to the same work rules as a time punch and amounts are assigned to the first scheduled shift of the day. E effective date employee group employee profile event exception The date on which the specified item becomes valid. The date is today or in the future. Determines which employees a user will view in the application. The set of attributes in an employee s record that includes job and labor account assignments, membership in groups, system access and display, and demographic information about licensed individuals. In the Event Manager component, an action or task scheduled to run at specified intervals. A deviation between a time clock punch or normal work pattern and the scheduled time. For example, Missed punch, early punch, late punch, short meal break, and unexcused absence. Workforce Timekeeper 3

5 Customer logo Workforce Timekeeper Course F filter function access profile (FAP) A search mechanism that enables the selection of conditions (criteria) for finding and/or sorting employees. The set of permissions and restrictions that determine which components a user can access and the types of functions that can be performed. G genie go to navigation grace group edit group edit results Online reports used to locate employees and/or view detailed or summary time data. Navigates you to widgets or workspaces in the application. Values that determine whether employee punches move backward to the previous round increment or forward to the next round increment. Graces work with rounds, which divide hours into even increments. Operations performed on data of multiple employees simultaneously. Displays the results of a group edit on a single screen to quickly identify any errors. H historical amount historical edit holiday home labor account hyperfind In a signed-off or locked pay period, a sum of time or money added to or deleted from a pay code. Adjustments, additions, or deductions made to a timecard in a signed-off or locked pay period. Identifies a special day that is paid, but not worked or identifies a differential or bonus for working that particular day. The primary account number to which an employee is assigned. A search engine that finds employees through queries that specify how to search using known conditions (criteria). 4 Workforce Timekeeper

6 Workforce Timekeeper Course I import A process that allows an administrator to extract and upload large quantities of data from other external database sources into the database. J job The work an employee is performing. K Kronos central workforce The central repository application for the collection of timekeeping data. Workforce Timekeeper 5

7 Customer logo Workforce Timekeeper Course L labor account labor account transfer labor level entry labor level A cost center of one labor level entry to which an employee s worked hours accrues. Each employee is assigned to a primary labor account to which hours accrue. Allocate worked hours to a specified labor account in lieu of the employee s primary (default) labor account. A specific labor level selection that further defines the work being done. For example, the labor level entries for a division might define the cost center, department, type of operation, and actual job. A category that defines cost center structure and is followed by associated labor level entries that further define the work being performed. Up to seven labor levels can be configured. M menu bar menu tabs Contains tasks that you can perform on the workspace. Provide quick access to links to various timekeeping tools and Genies within the application. N notification note An automatic message that is configured to be sent to specified recipients based on the occurrence of a named event. Examples include an alert that the database is offline, a reminder to approve timecards, or an alert that a group edit failed. Optional free-text attached to a comment for additional clarification on a time or pay code entry. 6 Workforce Timekeeper

8 Workforce Timekeeper Course O on-call Time that an employee is available to work but not on premises. P parameter pattern start date pay code pay code amount pay rule people editor/record phantom transaction primary labor account primary job probation period project timecard pattern pattern template Rules or conditions for operating or executing a program. The date on which a shift pattern begins. This may be different from the date on which the employee starts working the shift pattern. Tracks the type of work and non-worked time that is entered in the application. Examples are regular and overtime for worked or productive time, jury duty, vacation, and sick time for unworked time or non-productive time. Two entry amount options: Hours Actual number of hours to apply toward the time calculation. Unit Enter a unit of one (1) that compensates a one-time amount for a shift or a day. Defines how time information calculates and processes by default for each employee. A pay rule controls such items as the pay period length, the day divide, when punches link to schedules, which holidays give holiday credits, and the order that hour types are processed. Contains all of the information that Kronos Workforce Timekeeper uses to recognize employees and total their hours. A punch, pay code edit, or duration amount that is added by the system. Phantom transactions appear in the color purple on the timecard. The home labor account to which an employee usually charges time. The main role or activity combined with a location to which an employee s worked time is charged. The interval of time in which accrual balances are earned but cannot be taken or paid. A view of the timecard for employees who enter durations of hours or money per day, along with the job or labor account and pay code to which the time or money should be charged. Consists of one or more shifts that repeat over a specified time period. Patterns let you quickly apply a set of scheduled shifts to employees who work the same shifts on a regular basis. Pre-defined set of shifts that repeat over a specified time period. Workforce Timekeeper 7

9 Customer logo Workforce Timekeeper Course P punch punch in restriction The entries on a timecard that mark the beginning (in-punch) or end (out-punch) of a work interval, such as the beginning of a shift or transfer. A time clock setting that prevents an employee from punching in for a designated amount of time prior to the start time of the scheduled shift. Q quickfind quick links A search function that finds employees for the purpose of performing system functions. Provide quick access to other areas of the application. You select the employees to review and use the quick links to access their detailed information. R related items pane report Contains widgets that are available but not displayed in the main workspace. Widgets located in the related items pane can be activated at any time. Generate and print time and attendance information. refresh retroactive calculations rotation pay Ensures that you are viewing the most recent data in a Genie. Abandons changes without saving in the timecard. A system function that recalculates time and money earned by employees based on changes to a pay rule or timecards that occurred in a signed-off period. A pattern of shifts that repeat. round rule analysis tool (RAT) A unit of measurement that divides hours into even increments. When shift start or end times occur between these increments, the times move forward to the next increment or backward to the previous increment depending on the grace. Reports the steps used to calculate an employee s totals for a selected time period. 8 Workforce Timekeeper

10 Workforce Timekeeper Course S schedule deviation schedule editor schedule group schedule period Schedule widget shift shift attributes shift editor shift pattern shift pattern editor shift template show sign-off single sign-on status Identifies when employees may earn a special differential if they work before or after their scheduled times. Schedule deviations also help to create the pay code distribution. The tool in the application used to assign and maintain employee schedules. It displays the employees schedules by name and date in a spreadsheet-like view. When a number of employees have similar working characteristics, you can group them into a named schedule group. When schedule changes are made, you can select all of the employees in the group or select some of the employees in the group to apply the change in a single operation. A time period defined based on how often employees are scheduled. The tool used to quickly manage employee schedule changes during the day. It displays the employee s schedules by name and date in a widget grid view. A span of time with a start and end time that designates when an employee starts and stops working. For example, 9 a.m. to 5 p.m. The details of a shift, including the shift type, start and end dates, start and end times, transfer information, and totals. A scheduling tool used to create and modify a shift and its shift segments for a particular employee or schedule group on a particular day. A shift pattern defines one or more shifts that repeat over specific days or weeks. For example, 9 a.m. to 5 p.m. Monday through Friday. Used to define a repeating pattern of shifts for any employee or group. You can create a shift pattern of up to 52 weeks or 365 days. Define the start and end time of common shifts that employees work on a regular basis. The template can be reused throughout the scheduling application. The shift template does not include specific days or dates. Select a specific set of employees to view from the show field in a Genie. Indicates final approval and employee time is ready for payroll processing. Sign-off prevents further edits on timecards. The process of logging into multiple applications or portals without having to re-enter a user name or password. The employees current work situation. An employee can be active (working), inactive (unavailable for work), or terminated (no longer working). Workforce Timekeeper 9

11 Customer logo Workforce Timekeeper Course T terminal rules timecard timecard edit time period totaled amounts transaction transfer triggered event Rules that determine when punches link to schedules and when data collection devices accept and reject punches. The workspace where edits are performed on time entries. A change made to an employee timecard, such as the addition of a punch, a labor account transfer, or an amount associated with a pay code or work rule. Select a timeframe for which you want to view the workspace. An amount of time to which an employee s pay rules are applied. Information that travels from the devices to the host application for processing, such as the time an employee punched in or out. Hours charged to a labor account that is different from an employee s home account or hours charged to a work rule. A notification that occurs automatically as a result of a certain activity. For example, a timecard is approved and an is sent to the employee that his or her timecard has been approved. U unprocessed time unscheduled user account The punches or amounts that are saved but not yet processed. The totals for hours worked that have no correlating scheduled hours. A user name, password, and logon profile assigned to employees so they can log into the system. 10 Workforce Timekeeper

12 Workforce Timekeeper Course V W widget wizard work rule workspace Self-contained components that are used to access specific Workforce Timekeeper information or tasks. Complete a process by following pre-defined steps for a task. For example, approve timecards. Defines specific information for time calculation and hour distribution on various types of pay for each employee. Primary area for reviewing and editing timekeeping data. X Y Workforce Timekeeper 11

13 Customer logo Workforce Timekeeper Course 12 Workforce Timekeeper

14 Workforce Timekeeper Course Z Workforce Timekeeper 13

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