Actions Review of My Actions including requesting time off Page 3

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1 KRONOS EMPLOYEE GUIDE Kronos Review of general Kronos set up Page 2 Actions Review of My Actions including requesting time off Page 3 Reports Review of My Reports Page 4 TimeClock Review of how to access My Actions and My Reports through the time clock. Page 5

2 Kronos is the name of the electronic timekeeping system. In addition to collecting information about hours worked you can also use Kronos to: Run reports about hours you worked and scheduled hours; Check on the number of vacation and holiday hours you have available; Most employees can also use Kronos to request time off of work. The only employees who do not have this feature available to them are Patrol, Jail, and salaried employees. A few important things to keep in mind about using Kronos: Punch in at the beginning of the day Punch in/our for lunch break (if unpaid) Punch out at the end of the day The Kronos system rounds time to the nearest 15 minutes so: Do not punch in more than 7 minutes prior to the start of your shift Do no punch our more than 7 minutes after the end of your shift Notify your supervisor if you forget to punch in or out You can access Kronos through your computer or at the time clock. ACCESSING KRONOS THROUGH YOUR COMPUTER County Computer When you use a County computer to access Kronos you will log on to Workforce Central. Go to: (shortcuts are loaded on most County desktops). The first time you logon your username and password will be your five digit employee number. You will then be prompted to change your password. Your new password must be at least 5 digits/characters long. Your username will remain your five digit employee number. You can log on to Kronos anywhere you have access to the internet. If you are using a computer that is not on the County network: Enter the following URL: You have to have the correct Java scrip on your home computer for this to work. Kronos uses version 1.5.0_11, but Information Systems has successfully deployed 1.5.0_16. Any version in the family class of 5 between 7 and 16 should work fine. Please note that the Information Systems Department cannot provide support for home computers. 2

3 Punching In/ut Using Your Computer: When you access Kronos through your computer the home page that will come up is the time stamp page. Simply click Record Time Stamp. You will receive notification immediately of a successful Time Stamp. Other Information Available To You On Demand The following information is available to you both at the time clock and at a computer. It is easiest to view this information using a computer. All of these functions are accessed through the My Information Tab that appears when you log on to Kronos. When you click on the My Information Tab you will see the following options: My Actions My Reports My Actions Page Use this page to send a time off request to your supervisor. This function is for accrued leave only sick, vacation, holiday, compensatory or adjustment time. Do not use this function to request to flex your hours. This feature is available to all employees except: Patrol, Jail and salaried employees. These employees should request time off directly from their supervisor. To use the Time off Request function: 1) Click Time Off Request 2) Complete the Time Off Request Form Time Off Request Form - Current leave balances will be listed at the top of the form. 1) Use drop down menu to select leave type. Sheriff s Department and JDC employees should select either Full Time or Part Time benefit type (i.e. full time vacation or parttime vacation) 2) Enter the from and to dates of your leave request. Note: The end date of the leave will be the last day you will be using the benefit. 3) Select Specify Hours 4) Enter the start time and the total hours that you are requesting. Total hours should be expressed as a whole amount (example 8.0) or to the quarter hour (example 7.50) Note: When requesting sick time the amount requested cannot be more than the amount available. 5) Click Scheduled Days 3

4 6) Click Next Confirmation will appear if your time off request was successfully sent to your supervisor. Click Save and Close. You will receive an notifying you that your request was successfully sent as well as your supervisor s response. When Requesting Time Off Complete one request form for each request that includes: Consecutive days and The same benefit type and The same amount of benefit per day Example: You are requesting Monday, Tuesday and Wednesday off and you will be using 7.5 hours of vacation for each day. You would complete one Time Off Request form. Complete multiple request forms for requests that: Span over your scheduled days off or Are for different benefit types (ex: Vac/Hol/Vac) or Are for different amounts of benefit per day Example: You are requesting Monday, Tuesday and Wednesday off, but you will be using vacation time on Monday and Tuesday and floating holiday time on Wednesday. You would complete two Time Off Request forms 1 for the Monday/Tuesday vacation time and 1 for the Wednesday holiday time. My Reports All of the reports can be viewed as of a certain date or selected time period. These are view only reports you can only view the information you cannot change it. The reports available to you are: Accrual Balances and Projections Schedule Time Detail Accrual Balances and Projections You can view your accrual balances by using the Accrual Balances and Projections option. Accruals can be viewed as of today s date by clicking the View Report button or you can select a future date. To select a future date: 1) Click Specific Date 2) Enter Date and click OK 3) Click View Report 4) Accrual Balance and Projections report will generate. 4

5 A future date will provide you with a Projection of your accrual balances with any already scheduled time off deducted from the balances. View Schedule You can view your schedule by using the Schedule option. 1) You can view your schedule for the current pay period, previous pay period or a specific date or range of dates. 2) Once you select the time period, click View Report 3) Your schedule report will generate. Time Detail You can view a history of your punches and total hours by using the Time Detail option. 1) You can view your time for the current pay period, previous pay period or a specific date or range of dates. 2) Once you select the time period, click View Report 3) Your time detail report will generate. ACCESSING KRONOS THROUGH THE TIME CLOCK Time Clock Features Terminal Display Displays the current date, time and soft key labels Soft Keys Press soft keys to perform transactions such as labor transfers Navigation Keys Use these like cursor keys to move within fields and menus on the display 3:14 PM Wed May View Timecard View Totals View Accruals Request Time Off Read Messages Status Lights The top light is green and flashes when the terminal successfully reads a badge The middle light is orange and flashes when the terminal does not successfully read a badge The bottom light is orange and indicates whether the terminal is receiving power Badge Reader Read bar code Keypad Use to enter data when performing transactions ESC Use the ESCAPE key to cancel current transaction and return to the home screen. ENTER Key Press the ENTER key to save data that you enter on the keypad 22 How to Punch in or Punch Out Hold the badge so that the bar code is facing the badge reader (your photo facing you). Swipe the badge through the reader from top to bottom 5

6 If the punch is successful, the terminal beeps once and the top status light flashes green Using the Soft Keys Always select a soft key (press the blue button) FIRST (If you swipe your badge first the clock will consider it a punch in/out). To Access additional soft keys, select More To cancel a transaction before you complete it OR To return to the previous screen without saving your changes: Press the ESC key What happens if your Punch is rejected? Your punch may be rejected because of: An error reading badge An unknown home employee Other error You may not have swiped the badge properly, from top to bottom. Try again. If you are swiping correctly and continue to see this error, the quality of the badge may be the problem. Contact the Personnel Department. 6

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