HR Time Collection System Hello and Welcome to an introduction to the HR Time Collection System commonly referred to as Kaba. This supervisor user

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1 HR Time Collection System Hello and Welcome to an introduction to the HR Time Collection System commonly referred to as Kaba. This supervisor user guide will provide basic navigation instructions to help manage employee time punch data in the HR system. 1

2 HR Time Collection System Overview Kaba is a third party automated time collection system integrated with the HR System at NC State University. It is utilized to record the hours worked for all student workers and temporary hourly employees. The university supports two types of Time Collection Devices (TCD) The Kaba Wall clock, on the left, has a built-in proximity ID reader, high-lighted by the red arrow in this example To clock In/Out simply scan your all campus ID card in front of the proximity ID reader and follow the onscreen instructions The Kaba web clock, on the right, allows employees to clock In/Out using a web clock URL, accessible through the MYPACK PORTAL. To clock In/Out type in your NCSU 9 digit ID#, in the box high-lighted by the yellow arrow, and follow the onscreen instructions 2

3 HR Time Collection System Overview Once a person is hired into the HR system, the following functions occur when an employee attempts to clock In or Out of the Kaba system: Employment status is verified. If an employee is active in the system the Kaba clock will respond with clocking options on the display screen. If an employee is not active in the system the Kaba clock will respond with invalid data or the clocking options on the display screen will be limited. Employee time punch data is transferred directly into the employees timesheet automatically. Updates occur ever 15 minutes starting at the top of the hour. The hiring department will identify the specific Kaba device the employee should utilize when clocking In/Out of the Kaba system 3

4 Basic Employee Responsibilities There are some basic punch responsibilities each employee should follow: Be on time for scheduled work activity Clock In & Out on the Kaba clock device specified by your supervisor Follow the onscreen instructions to punch In/Out Follow department guidelines regarding lunch and breaks Notify your supervisor immediately if you are unable to punch In or Out If an employee fails to clock In/Out at the appropriate scheduled time setup by your dept., clock In/Out at your first opportunity and follow department guidelines regarding any missed or incorrect punch entries. 4

5 Supervisor/Manager Responsibilities Validate Time and Labor activities for their direct employees in the HR System Manage Punch Exceptions alarms in the HR System for their employees Review and manage employee punch data in the HR system to help eliminate delays in payment Print Timesheets for their employees if required 5

6 Supervisor/Manager Responsibilities Determine a routine that allows you to validate biweekly punch data in the HR System on a regular basis Supervisors will be locked out of their direct report timesheets 4 days after the biweekly pay period end date notification reminders will be sent out on Saturday & Tuesday following a pay period end date If supervisors have managed their employee timesheets throughout the pay period, the notifications can be disregarded Print Timesheets for their employees if required 6

7 Supervisor Links Biweekly temporary hourly and student worker employees will be assigned to a direct supervisor in the HR System. Supervisors will automatically gain access to their direct report timesheets when the hiring transaction is approved by their departmental HR representative. Timesheet management links have been created under For Faculty Staff (highlighted in red at the top), to provide quick access for supervisors and timekeepers. The following My Temporary Employees Time links will be covered in this user guide: My Employees Timesheets Time Exceptions View/Print Biweekly Timesheets NOTE: Approved Reported Time is not covered in this user guide. 7

8 My Employee Timesheets Provides access to a Timesheet Summary panel that list the employee names of the supervisor s direct reports The results indicate the current total hours for the pay week, (Sat-Fri), for each employee Previous Week & Next Week allows the supervisor to navigate backward or forward in pay week increments The Reported Hours column reflect the total hours on the date the panel is opened To open and individual employee timesheet, click on the employee name 8

9 Individual Employee Timesheet Supervisors can perform the following time management functions: Validate the individual recorded punch data by the employee when they are performing their work obligation Punch totals are calculated based on a combination of the In & Out punch entry each date the employee enters punch data In punch data reflects the start of the work day or returning from a lunch break Out punch data reflects the end of the work day or leaving for a lunch break If the punch data on the timesheet is invalid the supervisor has the ability to modify the In or Out punch data by selecting the appropriate In/Out field and modifying the punch entry Follow dept. guidelines to justify timesheet modifications Follow dept. guidelines if the employee fails to punch for scheduled work activity Click the Submit button at the bottom of the panel to process the change 9

10 Time Exceptions Exception alarms are generated when punch data is detected by the daily payroll audit and the data does not comply with payroll processing rules. Each exception alarm has an associated severity level, (High or Low). High level alarms must be resolved or the reported time associated with the exception will not become payable time High severity alarms will have to be resolved directly on the employee timesheet To access the employee timesheet click on the employee name Low level alarms are informational and will be processed as payable time. Supervisors should always investigate the information to determine if the alarm should be allowed To clear a low severity alarm simply check the allow box in the Allow column followed by the Save button. 10

11 Timesheet Summary and Exceptions Exception alarms are also visible directly on the timesheet summary panel. In this example there is alarm under the Exception column. The header information provides the following information: Name - Employee's name. Reported Hours Employee reported hours, based on a weekly view. Hours to be Approved Only used if supervisor approval work groups are established. Exceptions The Alarm Clock icon represents an issue with employee punch data. Note: Click on the name of the employee displaying the alarm to view more details Approved/Submitted Hours Represents the employee reported hours detected during the payroll audit Supervisors can only manage employee punch time until they are locked out of the pay period. Any timesheet adjustments outside their pay period window should be made by the department timekeeper or division payroll coordinator. 11

12 Timesheet Summary Supervisors should establish a process to manage employee punch time in the HR system to help eliminate delays in employee payable time. Exception alarms can help identify employee time punch issues if the employee has entered time punch data. Clicking on the employee name will open the timesheet and provide the most details regarding daily punch activity that needs to be investigated. Once an exception alarms has been resolved and submitted it might take up to 12 hours before the alarm is cleared. Supervisors can only manage employee punch time until they are locked out of the pay period. Any timesheet adjustments outside their pay period window should be made by the department timekeeper or division payroll coordinator. Note: Inactive employees should not show up on the Timesheet Summary List after 90 days. 12

13 Viewing Biweekly Timesheets Supervisors can retrieve the latest timesheet data for their direct reports from View/Print Biweekly Timesheets: When the panel opens the supervisor ID will be displayed At the top of the panel is a box to check if project IDs need to be displayed on the employee timesheet Supervisors will have to select a specific check date by clicking on the pay period magnifying glass There will be 26 pay period check dates to select from Select the specific check date After the pay period date is selected click Generate Timesheet 13

14 Biweekly Timesheet The Biweekly timesheet allows the supervisor to review punch data after the rounding occurs during the payroll audit. The following items are high-lighted on the timesheet: The As Of date at the top reflects when the supervisor requested the timesheet Expected (Exp) End Date identifies the auto-termination date for the employee Total Hours Worked identifies the total hours for each pay period week Total Hrs for Pay Period identifies the total hours for the entire pay period Total All Jobs identifies the total hours the employee has for all job across campus for the entire pay period The timesheet is displayed in a PDF format and can be printed if required. All direct report timesheets will be available for the supervisor to review. 14

15 Biweekly Timesheet The printable timesheet will identify the following: The projectids the employee is paid from during the pay period Hours worked per project based on default distribution Hourly rate of pay per projectid Forecasted dollar amount per projectid 15

16 Department Timekeeper/Manager Responsibilities Estimated totals are calculated for the pay period prior to the actual data being retrieved for payroll processing If a project ID is adjusted on the employee timesheet there will be a double asterisk beside the project ID, indicating an override from the default distribution setup 16

17 Supervisor/Manager Responsibilities notification will be sent out at the end of a pay period 1 st notification - Saturday morning Supervisors can click on the link in the body of the , Link to timesheet here, to access employee timesheets NOTE: If a supervisor has managed employee timesheets throughout the pay period and nothing needs to be validated, the notification can be trashed. This notification cannot be turned off as long as the employee job record has a supervisor ID listed in job data. 17

18 Supervisor/Manager Responsibilities notification will be sent out at the end of a pay period Final notification Tuesday morning Supervisors can click on the link in the body of the , Link to timesheet here, to access employee timesheets NOTE: If a supervisor has managed employee timesheets throughout the pay period and nothing needs to be validate, the notification can be trashed. This notification cannot be turned off as long as the employee job record has a supervisor ID listed in job data. 18

19 Supervisor Notification Summary When a supervisor clicks on the link in the body of the notification, Link to timesheet here, it will access the panel displayed and provide the following information: Supervisor name Number of direct reports Pending Approval if applicable (for non-approval it will display 0) Pay Period Start Date Pay Period End Date Paycheck Date, is when the check will be paid Generate Timesheets, a link to generate all employee timesheets As of Date, indicates the date the timesheet was retrieved Quick links are built into this panel that allows the supervisor to navigate to the same panels covered in this user guide 19

20 User Guide Summary 20

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