Using Schedules to Enter Future Time Off into Kronos

Transcription

1 When an employee requests time off that is beyond the end date of the employee s current pay period, DO NOT ENTER THE TIME INTO THE TIMECARD. This practice results in increased response time for loading timecards, displaying genie information, running reports, and at times, even just logging into Kronos. The proper way of handling this type of activity, is to enter it into the employee s schedule. Even if the employee is not assigned to a schedule pattern, the schedule feature is available to use. This guide will show you just how easy the schedule is to use, and how it works for you. First, locate the employee whose time you want to enter (use your favorite genie, or enter the employee s last name in the Name or ID field on the QUICKFIND genie. Enter the range of dates when the time off will be taken. Then click Schedule quick link. This will take you to the Schedule Editor, and will display one line for each employee selected. The employee in this example does not have a shift pattern assigned (there are no start and end times displayed in the day cells, and the Sch Hrs cell is zero). He has requested vacation for the week (Monday through Friday) of April 22. Action Menu To enter pay codes for the time that was requested, either click in the day, then click Pay Code fom the action menu. From the Pay Code tab menu click Add to open the Pay Code Editor dialog box (asterisks denote required fields). 2/18/2013 Page 1

2 In the Pay Code Editor dialog box, enter the information for the time to be taken. Make sure the Effective Date is the date requested (or the beginning date of the requested range of dates). Click the down arrow in the Pay Code box for a drop-down list, and make your selection, which in this example is VAC. Enter the number of hours in the Amount field. Enter the Start Time for the work day and, since the requested time is the full week, enter 5 in the Repeat for (D) field. Click OK to complete the entry. 2/18/2013 Page 2

3 Notice the pay code VAC for 8.0 hours now appears in each day for the week. Click SAVE to complete the edit. Now view the timecard (click on the Timecard Quick Link). The pay codes will not appear in the body of the timecard until the dates are in the current pay period, but notice that the scheduled vacation is displayed in the schedule section of the Totals & Schedule tab. 2/18/2013 Page 3

4 Pay code edits made in the schedule will appear in the timecard in purple, as shown below. These pay code entries cannot be changed on the timecard, so if they need to be cancelled, this should also be done in the schedule. Navigate to the employee s schedule (click on the Schedule Quick Link), click in the box for the day you need to edit, then select Delete from the Pay Code tab menu. Repeat for the next day if necessary. Click Save. A quick look at the timecard will confirm that the scheduled vacation was deleted. 2/18/2013 Page 4

5 The process for scheduling time off for employees with shift patterns is very similar to employees without shift patterns. The employee in the next example is assigned to a shift pattern (Monday through Friday, 7:30 AM to 4:00 PM). This appears to be 8 ½ hours per day but the employee s pay rule includes a 30-minute meal deduction, making the actual scheduled day equal 8 hours. Open the Pay Code Edit dialog box by selecting a day and choosing Add from the Pay Code Action tab menu. Notice that full sched day appears in the Amount field, the scheduled start time is already in the Start Time field, and there is a check in the Override Shift box. This information is provided from the shift pattern that is assigned to the employee. 2/18/2013 Page 5

6 Select the appropriate pay code from the drop down, enter the number hours (if not a full scheduled day) in the Amount (hh:mm) field, and the number of consecutive days in the Repeat for (D) field. Click OK to complete the update. Back in the Schedule Editor, notice that the original shift 7:30a 4p has been replaced with JUR 8.0. Be sure to SAVE your changes. Navigate to the employee s timecard to view the updated schedule. Note: Ensure the employee s scheduled hours for the period (Sch Hrs. field) are correct; expected hours per day (e.g. 7 hours, 7.5 hours, 8 hours, etc.) times the number of days scheduled. 2/18/2013 Page 6

7 The pay code edit appears in both the timecard detail area (in purple), and the schedule section of the Totals & Schedule tab. When scheduling partial days off, enter the appropriate number of hours to be taken, indicate that partial shift override is needed, and enter the appropriate start time if it is not the shift start time. Click OK to complete the update. 2/18/2013 Page 7

8 Notice that a second entry now appears in the day that was edited. In addition, the shift hours were adjusted to reflect the partial shift remaining. Note that the total scheduled hours now appears to be inflated by 30 minutes. This is because the meal deduction will be taken in the timecard. Save the schedule changes and navigate to the timecard. Once again, the pay code edit appears in both the timecard detail area (in purple), and the schedule section of the Totals & Schedule tab. After punches are entered for the partial day worked, the lunch deduction is taken and the total daily hours are correct. 2/18/2013 Page 8