Table of Contents. Module 5: Process a Time Off Request (TOR) Process a Time Off Request... 35

Transcription

1 Kronos Administration Guide

2 Table of Contents Module 1: Introduction and Navigation....3 Overview. 4 Glossary of Terms. 6 Rollins Payroll Process. 7 Access and Login to Kronos.. 8 KIOSK Access and Login to Kronos..9 Kronos Components Module 2: Maintain Schedules...12 Access the Schedule Editor Add an Ad Hoc Shift. 15 Edit a Shift.. 15 Insert a Shift Template.. 16 Delete a Shift 17 Restore a Deleted Shift. 18 Override a Pattern Template 19 Module 3: Review Time and Attendance Data 21 Review Employee Data using the Reconcile Timecard Widget. 22 Sort Data in a Widget Run and View a Report. 24 Module 4: Edit a Timecard Access Timecards from a Kronos Widget.. 27 Timecard Components.. 28 Correct a Missed Punch Delete a Punch Attach a Comment 30 Cancel an Automatic Meal Deduction. 31 Add Non-worked Time for an Entire Shift. 32 Add Non-worked Time on a Worked Day. 33 Module 5: Process a Time Off Request (TOR) Process a Time Off Request Module 6: Finalize/Approve Timecards and Exiting Kronos..40 Final Review of Timecard Data 41 Approve a Timecards.. 42 Approve Multiple Timecards. 42 Logout of Kronos Module 7: Job Aids Exempt (Salaried) Employee Guide.. 45 Non-Exempt (Hourly) Employee Guide Kronos Administration Guide 2

3 Module 1 Introduction and Navigation 6 3 Kronos Administration Guide 3

4 Overview Kronos is the name of a company that develops WorkForce Central, a software system that automates many time and attendance functions. Kronos has been manufacturing time and attendance software for more than 30 years, and their products are in use at most Fortune 1000 companies. At Rollins, Kronos is how we refer to the new time and attendance system. Why are we upgrading Kronos? The upgrade will provide access to many improved and enhanced features in the new Kronos 6.3 version. The upgrade in Kronos is expected to: Allow quicker access to Timestamp for time entry. Identify missed time punches and administrators approvals. Administrators will be able to manage, view and process all Schedules/Time Off Requests with enhanced filters. Provide additional Reporting Tools for Administrators with an option to download into Excel. Workforce Connect is replaced by Workforce Integration Manager, which makes transferring hours from Kronos to JDEdwards much easier. How does it work? Kronos keeps track of work, vacation, sick, holiday, training and other miscellaneous categories of hours. Kronos has two levels of system access: one for every person in the system and one for individuals authorized to review, approve and make edits in the system. Processes will be put in place to handle exceptions, but in general, Kronos timekeeping will work as follows: Time-in and time-out data for non-exempt (hourly paid; eligible for overtime) employees is entered in the system each workday. Everyone will use the system to request paid time off. Administrators will approve time off in the system. Everyone will be able to enter eligible paid time off hours (vacation, sick, personal/floating holiday, etc.) into the system during the pay period (if not already pre-approved in the system). Authorized administrators will review time and attendance data entered into Kronos during the pay period, and research or resolve unexcused hours and missed punches. 6 3 Kronos Administration Guide 4

5 Administrators will be responsible for approving hours before sending electronically to the Payroll Department. Everyone will be asked to sign off on their hours in the system before sending to the Payroll Department. At the end of the pay period, time and attendance data is sent electronically to the JDEdwards Payroll system, where it is used to calculate paycheck amounts. Salaried employees Sales Inspectors, Operation Managers, Region/Division/Rollins Support Center Managers and all other employees paid a monthly salary will not be required to clock in and out but will be responsible for approving their timecards at the end of each pay period. All of these processes will be explained in full in this Administration Guide. If there are any further questions, please contact the Payroll Hotline at or the Help Desk at Kronos Administration Guide 5

6 Glossary of Terms Term JDEdwards Missing Punches Schedule Editor Work Start Date Pattern Start Date End Date Accruals Reconcile Timecard Widget Description This is the system that sends updated employee data, including demographics information, to Kronos nightly. JDEdwards receives this information from the profiles generated at the Field Locations. Kronos requires an in-punch and out-punch to indicate a valid shift. Sometimes an employee s timecard shows an invalid shift because that employee forgot to punch when starting or ending a shift. If this occurs, a missing punch needs to be added. This widget maintains all schedules in Kronos. The effective date on which the employee(s) starts working the pattern. The effective date on which the pattern starts. The last date the schedule assignment is effective. To have the assignment in effect with no end date, accept the default of Forever. An accrual is an amount of time or money that people earn or accrue, based on the company s accrual policy, such as sick, banked sick, vacation, floating/personal holidays, etc. Provides time and attendance details for each employee for the current pay period. Pay Period Close Widget Identifies timecard discrepancies at the end of a pay period by displaying information within the previous pay period. Discrepancies that display must be corrected before approving time data. Kronos Administrator Location administrator or manager. Pattern Template A predefined schedule pattern that is saved in Kronos for Kronos Administrators to use to quickly create employee schedules. 6 3 Kronos Administration Guide 6

7 Rollins Payroll Process Step 1 JDEdwards sends updated employee data, including demographics information, to Kronos nightly. Step 2 Employees record in/out times at a computer using Timestamp. (Those employees without access to a personal computer will use the Kiosk computer located in each Location.) The time data automatically appears in the employee s timecard. Step 3 Operations or Office Managers review, edit, and approve Timecards Payroll reviews and approves timecards (using same process as manual processing). Step 4 Step 5 Time records are then exported from Kronos and upload into JDEdwards. JDEdwards applies pay code calculations and produces payroll processing. Step Kronos Administration Guide 7

8 Access and Login to Kronos In order to access employee time and attendance data users must login to the Kronos system. Steps Click on Kronos Icon or- open the web browser; enter in the Address field. Click Go. Enter the user name in the User Name field. Note: Use the existing network User Name, provided by the Kronos Administrator. Enter the password in the Password field. Note: Use the existing network password. If no password is available, go to the Kiosk and follow the Password Change instructions. Click the Arrow button. Business Practice Password resets or login issues may be forwarded to the Help Desk at Kronos Administration Guide 8

9 Kiosk Access and Login to Kronos Example In order to access employee time and attendance data login to the Kronos system. These steps explain the steps involved for changing the password and logging into Kronos from a branch kiosk computer. As a Kronos Administrator, a daily review of employees time and attendance data should be performed. Steps Go to the Password Change tab on the Kiosk PC. Enter the User Name and click the Search button. Note: Kronos Administrators should provide user information from the USER INFORMATION widget in Kronos for all 1 st time users. Tip: The password change steps (1 & 2) will need to be performed each time a password change occurs. Passwords expire every 120 days but employees may change it at any time prior to expiration. Enter the old password (or HelpDesk1 for 1 st initial login) and enter the new password selected. Note: New passwords must be at least 6 characters long (numbers or letters). 6 3 Kronos Administration Guide 9

10 Once the password has been setup, select the Kronos tab on the Kiosk. Enter the User Name and the Password. If an error message appears, confirm User Name and/or try to reset the Password using Steps 1 & 2 above. If login issues continue, contact the Help Desk at If a password is entered incorrectly 5 consecutive times the users account will become disabled (Status will show account-disabled) and the Help Desk ( ) must be contacted to re-enable the account. 6 3 Kronos Administration Guide 10

11 Kronos Components In order to successfully navigate in the Kronos application, understanding the Kronos page is essential. Area Description Expand Window Exceptions Navigator Related Items Requests Widgets To expand a widget, click the Pop-out icon, then Pop-out to display. Alerts that require attention (i.e. Missed Punches, etc.). These are customized views for each Employee or Manager based on their current job role, title or exempt / non-exempt status. Inactive widgets that are minimized. The total number of Time Off Requests (TOR s) that require a response. Widgets allow users to perform specific tasks. The largest widget on the screen is the working or active widget. 6 3 Kronos Administration Guide 11

12 Module 2 Maintain Schedules 6 3 Kronos Administration Guide 12

13 Access the Schedule Editor Example Schedules are an important component of Kronos. Schedules are used to track employee attendance. Assigning employees to schedules allows adminstrators to identify discrepancies in scheduled versus hours worked. Exceptions such as late, early, and unscheduled shifts are identified with schedules in place. If schedules are not assigned missing punches are the only exceptions identified. Schedules are maintained in the Schedule Editor. An employee is expected to work from 7:00 A.M. until 3:00 P.M. Monday through Friday. In order to verify the employee worked as expected the employee must be scheduled accordingly. Steps Select Schedule Editor from the Related Items navigation bar. (Related Items) Select the drop down arrow for a group of employees from the Show list. Select or define a time span from the Time Period drop down list or accept the default. 6 3 Kronos Administration Guide 13

14 Column or Row Date columns Employee Names Number of Employees Description For each day in the selected time period, displays shift start and end; might also display pay codes to identify scheduled non-worked hours. Lists the employee names in alphabetical order. Displays total number of employees scheduled for the day. Scheduled Hours Total Hours Displays total number of scheduled hours for all employees each day, as well as total scheduled hours for the entire selected time period. Displays the total number of scheduled hours for each employee during the selected time period, excluding any automatic meal deductions. Adding a Shift Right-mouse click on the employee s name. Select Add Pattern, then Shift or Pay Code. Select the Work Start & Pattern Start Date. Note: These should be the same. Add the new scheduled shift for each day, then OK. EE Name Select Save from the Schedule Editor. 6 3 Kronos Administration Guide 14

15 Add an Ad Hoc Shift Example Adding an Ad Hoc shift allows administrators to add a shift an employee may not typically work. An employee has agreed to work from 8:00 A.M. to 12:00 P.M. Saturday to accommodate a heavy workload. In order for the Administrator to track if the employee is absent, late or early for their shift, the Administrator must add the shift to the employee s schedule. Steps Select the appropriate employee. Click in the date cell for the appropriate employee. Type the shift begin time and end time separated by a hyphen - and then Save. Lunch/Breaks may be added by double clicking in the date cell. Edit a Shift Example Change a scheduled shift. An employee is scheduled to work from 7:00 A.M. to 3:00 P.M. Monday. The employee needs to come in at 8:00 A.M. due to a personal issue. Change the begin shift time to avoid the employee receiving an erroneous tardy. Steps Click the date cell for the appropriate employee. Highlight the begin or end shift time being edited. Type the new start or end shift time and then Save. 6 3 Kronos Administration Guide 15

16 Insert a Shift Template Example Another method to add shifts to an employee s schedule is by inserting shift templates. A shift template is a reusable tool that contains a shift name, shift description and start and end times. An employee has agreed to work a shift on Monday. He has agreed to work 7:00 A.M. to 3:00 P.M. This is a common shift. The Administrator uses a shift template to insert the shift into the employee s schedule. Steps Right-click in the appropriate date cell, select Insert Shift Template. Select the appropriate shift. Click OK, then Save. then 6 3 Kronos Administration Guide 16

17 Delete a Shift Example In some cases an employee might not be able to work a scheduled shift. When such events occur, administrators can remove the shift from the employee s schedule so the employee s timecard does not record an absence when the employee does not report to work. An employee is currently scheduled to work Friday from 8:00A.M. to 5:00 P.M. The employee is unable to work the shift because of an excused personal commitment. Administrators must delete the shift or the employee will incur an absence for the day. Steps Right-click the appropriate date cell, select Cut, then Save. Caution!! Administrators can also select a cell and press the Delete key on the keyboard to remove a shift. Note: however, deleting a shift with the Delete key permanently removes the shift; The Restore feature cannot be used at a later date. A shift must then be manually re-entered. Therefore, unless a permanent delete of a shift is required, the Best Practice would be to Cut as described above. 6 3 Kronos Administration Guide 17

18 Restore a Deleted Shift Example If an employee s plans change or a shift was deleted in error, the deleted shift may need to be restored. An employee is able to make his shift on Thursday, not Wednesday. Since the shift has been cut from the employee s schedule, the shift can be restored easily. If the shift is not restored, the employee will have an unscheduled exception when they punch in for the day. Steps Click on the Employee s Name. Click in the Blank Schedule field. Select Actions from menu, then Restore. then Save. 6 3 Kronos Administration Guide 18

19 Override a Pattern Template Example A pattern template is a predefined schedule pattern that is saved in Kronos for Administrators to use to quickly create employee schedules. An employee is currently scheduled to work 7:00 A.M. to 3:00 P.M. Monday through Friday. The employee is switching jobs and now works from 8:00 A.M. to 5:00 P.M Monday through Friday. A new Pattern Template needs to be applied to override the employee s current schedule assignment. Steps Right-click on the appropriate employee s name choose Add Pattern, then select Shift or Pay Code. In the Work Start Date box, specify the effective date on which the employee(s) starts working the pattern. In the Pattern Start Date box, specify the effective date on which the pattern starts. In the End Date box, specify the last date the schedule assignment is effective. To have the assignment in effect with no end date, accept the default of Forever. Click Insert Pattern. 6 3 Kronos Administration Guide 19

20 Select the appropriate pattern template. Click OK. If prompted, select Yes to Confirm then Save Business Practice To have a pattern template added to the Schedule Editor, contact the Help Desk at Kronos Administration Guide 20

21 Module 3 Review Time and Attendance Data 6 3 Kronos Administration Guide 21

22 Review Employee Data using the Reconcile Timecard Example The Reconcile Timecard widget may be a default widget upon the initial login to Kronos. The Reconcile Timecard widget provides time and attendance details for each employee for the current pay period. Each row in the workspace corresponds to an employee s time information for the specified time period. Employee names appear in the left column. Additional information, such as missed punches and unexcused absences, appears in the columns to the right. Administrators want to review time data for all employees to ensure all missed punches and unexcused absences are addressed. Steps Select the Reconcile Timecard widget or select from the Related Items navigation bar. (Related Items) Select the drop down arrow for a group of employees from the Show list. Select or define a time span from the Time Period drop down list or accept the default. Review the information presented in the Reconcile Timecard Widget. Caution!! If unexcused absences and missing punches are not addressed, an employee s pay will not calculate accurately. 6 3 Kronos Administration Guide 22

23 Sort Data in a Widget Employee information can be sorted in ascending or descending order by the content in one or two of the columns. Sorting allows data to group together specific information within the widget. One of administrators primary responsibilities in Kronos is to edit all unexcused absences and missed punches. Review the Reconcile Timecard widget on a daily basis to review any occurrences that require an edit. To make this process quick and efficient sort the widget by Unexcused Absence and Missed Punch columns in descending order. This quickly identifies those timecards that need to be corrected. Steps Double-click the Unexcused Absence column heading. Double-click the Missed Punch column heading. Review the information listed within the top rows of the Reconcile Timecard widget. 6 3 Kronos Administration Guide 23

24 Run and View a Report Reports extract time and attendance information from the Kronos application. Different types of reports can be generated to view key information in easy to read formats. Reports can be printed or viewed on the screen. Reports can provide data that help administrators make timely business decisions, such as managing tardiness in the department or providing information to assist in investigating an incorrect paycheck. Steps To run a report select Reports in the Related Items. (Related Items) On the Select Reports tab, click the (+) to display a category s contents. Select the appropriate report. Note: New Added Feature Reports may be ed in a pdf format. Select the group in the People field & Time Period, No changes for Output Format. If the report should be ed select from menu. Or If the report should be displayed select Run Report from the menu, then View Report. 6 3 Kronos Administration Guide 24

25 Common Reports Report Accrual Detail Employee Transactions and Totals Time Detail Timecard Audit Trail Description Displays running accrual balances for each employee. For example, view what types of accrual transactions occurred in the past, when accrual balances were reset, and effective dates. Allows administrators to view employees based on the pay codes they have earned. For example, a report can be run to identify all employees whom have earned overtime. Includes all the information included in the employee s timecard including exceptions and comments Displays audit information for specific timecard editor actions, including date and time of the action, who performed the action, and what information changed. 6 3 Kronos Administration Guide 25

26 Module 4 Edit A Timecard 6 3 Kronos Administration Guide 26

27 Access Timecards from a Kronos Widget Example There are two methods to access employees timecards in Kronos. Administrators can access an individual or multiple timecards depending on what needs to be accomplished. While reviewing the Reconcile Timecard widget, a checkmark in the missed punch column for an employee is indicated. Open the employee s timecard to review the details of the missed punch. Steps for Accessing an Individual Timecard Locate the employee name whose timecard needs to be accessed. Double-click the employee s name within the widget. Steps for Accessing Multiple Timecards Single-click the first employee s name within the widget. Hold the Ctrl key and click on other employees names. Right-click on the Employee s name, then select Timecard. One employee s timecard displays at a time. Click the dropdown arrow in the Name & ID field and select the appropriate employee s name from the list. or Click the Arrow to navigate to the next employee s timecard. 6 3 Kronos Administration Guide 27

28 Timecard Components An Employees time is captured and populates a timecard. The timecard workspace is where edits are performed such as missing punches, unexcused absences, and applying comments. Column or Row Employee Information Timecard Grid Timecard Tabs Description Displays the name and employee number for the employee currently displayed. Displays employees punch details; the time the employee began and ended their shift. Also, displays the total number of hours worked as well as any exceptions (deviations from what the employee was scheduled to do). Totals & Schedule displays the total number of hours worked by pay code as well as the scheduled shifts. Accruals display the employee s accrual balances. Audits keep track of all edits applied to an employee s timecard. Sign-Offs, Requests & Approvals indicates sign-off dates & times. 6 3 Kronos Administration Guide 28

29 Correct a Missed Punch Kronos requires an in-punch and out-punch to indicate a valid shift. Sometimes an employee s timecard shows an invalid shift because that employee forgot to punch when starting or ending a shift. If this occurs, the missing punch needs to be added. The timecard grid is used to add, change, or delete punches. Administrators should review timecards on a daily basis. One common edit is missed punches. Sort the Missed Punch column on the Reconcile Timecard widget in descending order to determine which employees have a missed punch. Open each timecard and edits the time. If no punch is added, the employee will not be paid correctly for the day. Example An employee punched in on Monday and forgot to punch out at 3:00 P.M. His daily shift totals are blank, indicating the employee will not be paid for the day. Steps Click in the In or Out punch cell containing the missed punch exception. Type the appropriate time using an acceptable format and then Click Save. then Delete a Punch Example The deletion of punches is discouraged because these records reflect actual times an employee worked. There are two exceptions to this rule; the employee punched twice (double-punch) or the Administrator added an incorrect punch. When reviewing an employee s timecard, it s noticed that the employee has punched in twice Tuesday. The employee punched in at 7:00 A.M. and a second time at 7:15 A.M. Kronos misinterprets the punches and adds a missed punch to the day. The second punch needs to be deleted because of the mistake. The punches can then calculate correctly and the missed punch exception is deleted. Steps Click the cell that contains the punch to be deleted. Press the Delete key on the keyboard and then Click Save. 6 3 Kronos Administration Guide 29

30 Attach a Comment Comments are predefined descriptions that can be attached to a punch or pay code to provide additional information about that transaction. As many comments as needed may be added to explain the punch or pay code. Comments are used to explain a punch performed by an employee or the reason an edit was performed by a Administrator. The use of comments is a Best Practice. Comments enhance the audit trail and explain the reason for an edit. In order to track why edits have been performed or why an employee punched a certain way use comments from the predefined list. Example An employee punched in late on Tuesday. Add the Late Child Sick comment as the reason for the late punch. Adding a comment allows the audit trail to be enhanced. Make it a practice to attach the appropriate comment to every edit. Steps Right-click the appropriate punch or Amount cell and select Add Comment. Select the appropriate comment. Click OK. Business Practice To have a comment added to the list of defined comments, contact the Help Desk at Kronos Administration Guide 30

31 Cancel an Automatic Meal Deduction Example To pay an employee for working through their meal break. An employee worked through their meal break and needs to be paid for the time. The automatic meal deduction must be cancelled in order for the employee to be paid for the additional worked time. Steps Right-click the appropriate outpunch. Select Edit Punch. Click the drop-down arrow on the Cancel Deduction field. Select the appropriate meal deduction. Click OK. Click Save. 6 3 Kronos Administration Guide 31

32 Add Non-worked Time for an Entire Shift Example When employees are scheduled to work and do not punch in for their shift, a checkmark displays in the Unexcused Absence column of the Reconcile Timecard widget. Unexcused Absences are corrected by adding a pay code amount in the employee s timecard. An employee s timecard displays an unexcused absence exception on Wednesday. The employee had taken a vacation day that day. Add 8 hours of vacation to the employee s timecard. Steps Click the drop-down arrow on the Pay Code field. Select the appropriate pay code. Click in the Amount cell. Type the number of hours being taken or appropriate schedule then click Save. 6 3 Kronos Administration Guide 32

33 Add Non-worked Time on a Worked Day Example There are times when employees work a portion of a shift and take time off on the same day. The employee records their in and out-punches and a new row must be added to record the non-worked time. Worked time and non-worked time cannot reside on the same row. An employee wants to be home for his daughter s birthday dinner. In order to be home in time he has chosen to take a half day vacation. He works half of his shift on Wednesday and takes the remainder of the day as a vacation day. 4 hours of vacation must be added to ensure the employee is paid for the time. Steps Click the Insert Row icon next to the date the pay code is to be added. Click the dropdown arrow on the Pay Code field. Select the appropriate pay code. Click the Amount cell. Type the number of hours being taken and then click Save. 6 3 Kronos Administration Guide 33

34 Module 5 Process Time Off Requests (TOR) 6 3 Kronos Administration Guide 34

35 Process A Time Off Request Example Process an employee s request for time off A message appears in the manager s Microsoft Outlook Inbox informing that an employee has submitted a request for time off. The employee has been verified to have sufficient accrual time available. Process the time off request (TOR). Steps Select the Requests Alert icon. At the Requests menu, click on Time- Off 1. Note: TOR s not processed within 7 days of the notice will be returned APPROVED. However, the TOR may still be rejected if the TOR has not been signed off by Payroll. Note: TOR s not processed within 7 days of the notice will be returned APPROVED. At the Rollins Request Mgr menu, the Current Schedule Period is displayed by default. Note: Any TOR s submitted in the Current Scheduled Period will be displayed. Note: TOR s submitted other than the Current Schedule Period may be viewed by selecting the Calendar icon, the Start & End Dates and the All Status (not Submitted) button in the Rollins Request Mgr widget. 6 3 Kronos Administration Guide 35

36 Select TOR submitted in the current pay period. Note: Only a date range of 180 days can be displayed at one time. (i.e. 1/1/12 6/28/12 or 6/28/ ) Details: To view specific details of the TOR, click on the request, then the Details button. Edit: This feature not utilized. Approve: To approve the TOR, click on the request, then the Approve button. Refuse: To reject the TOR, click on the request, then the Refuse button. Pending: This feature not utilized. Retract: To cancel an unapproved TOR. Request Time Off: Managers may used this to submit their TOR or via the Rollins ESS Calendar. When the TOR has been approved or rejected, the employee s Rollins EE Calendar will reflect the appropriate processed status. Note: A TOR notification will be sent to the employees Kronos Inbox once processed by the manager. The Inbox widget may be accessed from the Related Items navigation bar. 6 3 Kronos Administration Guide 36

37 Edit a Time Off Request Edit an employee s request for time off. To edit the TOR, select the Approve button from the Rollins Request Mgr menu. Select Edit button from the Approve Time-Off Request menu. Edit the TOR as appropriate, then select the Approve button. Note: As a Business Practice, Comments & Notes should be included on any edited TOR, indicating which dates of the TOR have been modified or deleted. View all TOR s select the Select Dates, then Submitted, change to All Status and unselect Submitted. All TOR s for that period will be displayed. 6 3 Kronos Administration Guide 37

38 Cancelling an Approved TOR (Indicated by a green check mark) From the Rollins ESS Calendar, locate and select the date of the TOR, then Cancel. Notes/Comments may be included as needed. At the Cancel Time-Off Request menu select Submit. The TOR will reflect Cancel Submitted. (Green check mark removed) All cancelled approved TOR s must also be approved by the Manager. Cancelling an Unapproved TOR (Indicated by a right arrow) From the Rollins ESS Calendar, locate and select the date of the TOR, then Retract. Notes/Comments may be included as needed. At the Retract Time-Off Request menu select Submit. The TOR will reflect Retracted. (Right arrow removed) All cancelled unapproved TOR s require no action from the Manager. 6 3 Kronos Administration Guide 38

39 Process a Cancelled Time Off Request To Approve or Refuse a Cancelled Time Off Request. Locate the TOR from the Rollins Request Mgr widget or Requests Alert. To approve the employees TOR Cancellation, select the request, then the Cancel Approve button. Managers may also select the Restore Schedule box from the Approve Time-Off Cancellation Request to restore the employee s schedule. To reject the employees TOR Cancellation, select the request, then the Cancel Refused button. Select the Refuse button from the Refuse Time-Off Cancellation Request menu. Select the Approve button from the Approve Time-Off Cancellation Request menu. Cancelling TOR s submitted in Kronos 5.2 Previously approved TOR s in 5.2 must be cancelled by the Manager in the Schedule Editor widget in Kronos Administration Guide 39

40 Module 6 Finalize/Approve Timecards and Exiting Kronos 6 3 Kronos Administration Guide 40

41 Final Review of Timecard Data The Pay Period Close widget helps identify timecard discrepancies at the end of a pay period by displaying information within the previous pay period. Any discrepancies that display must be corrected before approving time data. It is the Administrators responsibility to ensure that all employees timecards are ready for payroll processing. Unexcused absences and missed punches must be updated prior to the next payroll period. These are both completed in the Pay Period Close widget. Steps Select the Pay Period Close widget or select from the Related Items navigation bar. (Related Items) Select the drop down arrow for a group of employees from the Show list. The Time Period defaults to the Previous Pay Period. 6 3 Kronos Administration Guide 41

42 Approve a Timecard Example Approvals are performed for previous pay period data. An Administrator must approve each employee s timecard at the end of the payroll cycle. Once the approval is applied, edits can no longer be made to the employee s timecard without first removing the approval. It is the Monday following the end of a pay period. Administrators have been performing all the necessary edits to the employees timecards throughout the pay period. The Pay Period Close widget should be accessed and sorted by the Missed Punches and Unexcused Absences columns to investigate if additional edits are required prior to applying approval. Once any last minute edits have been addressed the apply approval is ready for the prior pay period. Approve an Individual Timecard Locate and select the appropriate employee s name for the Previous Pay Period. Select Approvals from menu, then Approve. Approve Multiple Timecards Select the 1 st employee s Name from the list. Scroll to the bottom of the list, hold the Shift key button and select the last employee s Name. All selected employees should be highlighted. Select Approvals from menu, then Approve. Business Practice Reviewing time is performed throughout the pay period. Approvals are only applied at the end of the pay period; DO NOT approve timecards throughout the pay period. Administrators must approve all timecards by 10 A.M. E.S.T the day following the pay period end. 6 3 Kronos Administration Guide 42

43 Logout of Kronos Example Once the tasks have been completed in Kronos system, users must logout to end their session by clicking Sign Out. Logging out of Kronos closes the session and signals the system that access is no longer required to any of its components. Logging out also prevents other people from accessing other employee s Kronos information. The daily review and edits have been performed on the employees timecard details. Log out of Kronos to protect the employees time data and other confidential information. Steps Click the Sign Out link at the top of the Navigation page Business Practice Kronos will automatically timeout the session if no activity occurs after 15 minutes. A login screen appears and requires the user to log back on in order to access employees timecard data. 6 3 Kronos Administration Guide 43

44 Module 7 Job Aids 6 3 Kronos Administration Guide 44

45 Exempt (Salaried) Employee Guide 6 3 Kronos Administration Guide 45

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49 Non-Exempt (Hourly) Employee Guide 6 3 Kronos Administration Guide 49

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