Kronos Employee Training at Dartmouth College. Copyright 2010 Kronos Incorporated

Transcription

1 Kronos Employee Training at Dartmouth College Copyright 2010 Kronos Incorporated

2 What is Kronos? Kronos is a time and attendance system that will be used to: Capture time in/out for work, apply complicated pay rules and send information to Payroll for calculating employees pay. Track attendance and leave balances Enhance scheduling time Reduce payroll errors and paper flow, increase data accuracy. Help with compliance, and save time through payroll process improvements

3 Technology Web enabled application Hourly employees use Dartmouth ID badges to punch in/out using Kronos time clocks or by indicating time in/out using a web-interface on their desktop. Electronic time approvals Electronic interface to payroll Kronos data fed to data warehouse to facilitate management reporting

4 Who s Using Kronos? DDS hourly-paid employees have been using Kronos for 15+ years. The Hanover Inn was too. The current Kronos implementation includes all CP&F hourly paid employees and union employees in other departments (ORL, DMS, Tuck, Thayer). Employees from the Skiway and Hanover Country Club will not use Kronos at this time. Dartmouth hopes to transition all hourly-paid employees from paper timesheets to Kronos over the next few years.

5 Clock Locations McKenzie CR shop McKenzie EL shop McKenzie EE shop McKenzie EM shop McKenzie Paint Shop (outside) Hinman Mail Room Dewey Field Road (2) Vail New Hamp (2) Carpenter Collis Burke Steele Kemeney 37 Lafayette Cummings Buchanan Hopkins Center Gilman Tuck LLC Sachem South Block Leverone Alumni Gym

6 Time Clock Process for Employees With Kronos Time Clocks in place, employees will: Clock in / out at the Kronos Clock at beginning and end of shift, and for lunch breaks. NOTE: Employees assigned to a building with a Kronos Clock must punch in/out for lunch. Other employees will sign a statement indicating their scheduled lunch period and will have 30-minutes autodeducted from their total hours worked each day. Document any corrections to Kronos using the Time Exception Form. If any changes are made, employees must sign a hard-copy time card that details their time for the entire pay period. Request leave time in advance by submitting the Leave Request Form to Supervisor

7 Time Clock Process for Employees Employees should: continue to document Work Order hours on FAMIS Time Form (We ll automate the capture of Work Order hours directly into FAMIS in early 2011.) View current or prior timecards at the Kronos clock.; there is no need for employees to keep their own records. View leave balances on their latest paycheck / direct deposit advice

8 Time Clock Process for Supervisors and the Admin Financial Center Supervisors will: Review employees time and makes adjustments or corrections as necessary via the Kronos website. Approve leave requests. Enter employees leave time into Kronos or ask Pat Amidon to enter leave time into Kronos Verify total time in Kronos = total time in FAMIS Approve employees time prior to submission to Payroll Pat Amidon in the Admin Finance Center will: Update employees schedules and leave requests in Kronos Review employees time prior to submission to Payroll Reconcile Kronos to HRMS, and Kronos to FAMIS Support CP&F employees by running reports, answering questions, etc.

9 Manual Forms Employees should use the following manual forms. All forms should be submitted to your supervisor: Form Name Purpose 1. Leave Request Form To request and document any leave/sick time. Your supervisor will use this information to indicate leave/sick time in Kronos. 2. Exception Log To document any time in/out that is not recorded correctly via the Kronos clock. Initial each change as authorization for your supervisor to make the change in Kronos. 3. Printed Time Card with any Kronos Changes If any change is made to your Kronos timecard, you must authorize the change(s) by signing a paper copy of the timecard. These signed timecards will be maintained for audit purposes. 4. FAMIS Time To document labor hours by work order, and total leave time associated with each pay period. This time will be input into FAMIS. Total hours worked + leave time in FAMIS should equal total time reported in Kronos.

10 Who to Contact for Help? Please contact any of the following people with questions about the Kronos clock, the Kronos website:or the payroll process. Pat Amidon, Payroll Manager, CP&F Robin Guay, Administrative Manager, CP&F Cathy Henault, ORL Patricia Hedin, ORL

11 How the Kronos Terminal / Time Clock Works Copyright 2010 Kronos Incorporated

12 What is the Kronos 4500 Terminal? The terminal is like an Automated Teller Machine (ATM). It helps you: Get the information that you need when you need it View and manage your own information, including View and approve timecard View current and future schedules 3:14 PM Wed May View Schedules View Vacation Job Transfer View Timecard Request Time Off Approve Timecard View Messages More Copyright 2010 Kronos Incorporated 12

13 How to Use the Terminal 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 Keypad Use to enter data when performing transactions 3:14 PM Wed May View Schedules View Vacation Job Transfer View Timecard Request Time Off Approve Timecard View Messages More 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 May be a bar code, magnetic stripe, or proximity reader ENTER Key Press the ENTER key to save data that you enter on the keypad Note: The options listed on the terminal display of Dartmouth s Kronos clocks will be different than those displayed on this diagram. Copyright 2010 Kronos Incorporated 13

14 How to Swipe a Badge If your terminal uses badges with a bar code or magnetic stripe: Hold the badge so that the bar code or magnetic stripe is facing the badge reader Swipe the badge through the reader from top to bottom If the punch is successful, the terminal beeps once and the top status light flashes green 3:14 PM View Schedules View Vacation Request Time Off View Messages Wed May Job Transfer View Timecard Approve Timecard More Copyright 2010 Kronos Incorporated 14

15 How to Enter a Personal Identification Number on a Numeric Keypad You can enter a PIN instead of using a badge: 1) Your pin number is the last 7 digits of the barcode number on your Dart ID; it is not your employee number 2) Use the keypad to type your personal identification number 3) Press ENTER 3:14 PM View Schedules View Vacation Request Time Off View Messages Wed May Job Transfer View Timecard Approve Timecard More Copyright 2010 Kronos Incorporated 15

16 Using the Navigation Keys To select a soft key, press the blue button. At Dartmouth s clocks, you ll be able to view your timecard for any pay period 3:14 PM Wed May View Schedules View Vacation Job Transfer View Timecard Request Approve Timecard Time Off View Messages More Note: The options listed on the terminal display of Dartmouth s Kronos clocks will be different than those displayed on this diagram. Copyright 2010 Kronos Incorporated 16

17 View Timecard Online View Timecard Online SELECT TIME PERIOD Previous Pay Period Next Pay Period Yesterday Current Pay Period Today Week To Date Last Week View Timecard Online Babson, Mildred Yesterday Mon 5/15 9:03AM Organization/MFG/SE/Miami/Ol sen/dist/rec/rec E Missed Out-Punch Mon 5/15 12:30PM 2:02PM Shift Total: 5:00 Daily Total: 5:00 1) Press the View Timecard Online soft key. 2) Swipe your badge or enter your PIN. 3) To select a time period, press the soft key that corresponds to the period of time for which you want to view timecard information. 4) If there is no information to show, a message tells you this. If information is available, the timecard appears. To scroll, use the up and down arrow keys. Copyright 2010 Kronos Incorporated 17

18 What Happens if My Punch is Rejected? This topic explains different types of errors: Error reading badge Unknown home employee Punch rejected Copyright 2010 Kronos Incorporated 18

19 Error Reading Badge Error 01-1: Error reading badge Possible reasons for this 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 your system administrator. Copyright 2010 Kronos Incorporated 19

20 Unknown Home Employee Rejected Punch Badge Error 06-2 Unknown home employee Possible reasons for this error: You are a new employee and your information has not been sent to the terminal yet. Contact your system administrator. You recently replaced your badge. Your new badge number has not been sent to the terminal yet. Contact your system administrator. Copyright 2010 Kronos Incorporated 20

21 Questions about the Kronos Clock or Process? Copyright 2010 Kronos Incorporated