Top 5 things to know about Kronos

Transcription

1 Using Kronos Tips for Using Kronos (Table of Contents) How to find a specific employee s timecard... 1 How to enter time into a missed punch... 2 How to use Calculate Totals... 2 How to change the type of punch... 3 How to cancel or change duration of a meal deduction... 5 How to move overtime to comp earned time... 6 How to approve time for one employee... 8 How to approve time for a group of employees... 8 How to use the New Kronos Time Clock (Badge Reader) Quick Steps How to Punch In/Out or Transfer Time on Cisco Phones Top 5 things to know about Kronos 1. Kronos is the official time keeping record for hourly employees at Miami. 2. Classified and hourly unclassified employees punch in/out and enter information into Kronos at the time clocks, on the Cisco phones or at the computer on the Kronos website. 3. Student employees punch in/out at the time clocks or at the Cisco Phones. 4. Supervisors may only enter or edit information on behalf of employees with the employee s written permission. This written permission can be a signed form, an message or the signature of an individual employee on a sheet with information for multiple people. If information applies to multiple people, it needs to be clear which employee requests the change and the employee s signature must appear next to the employee s request. a. Requests need to be specific and include: Employee s name Date of requested change (for example, yesterday 1/19/2011) Time punch should read (for example, punch in 8:02 am) What happened (for example, forgot to clock in, worked through lunch ) b. Retain these requests for 3 years in or on paper. 5. All information entered or edited in Kronos is traceable and visible in the audits area of a timecard. Top 3 things to NOT do in Kronos 1. Do not remove hours that an employee worked. 2. Do not remove overtime hours that an employee worked. 3. Do not change an entire time card to edit one punch. Kronos New & Refresher Manager Training Handout Page 1 of 11

2 Kronos 6.1 Practice/Training Website (Classic) Please use this website to practice or try steps in Kronos before doing them in the production website. 2. Data in the test/training site is current to September, 2011 Kronos 6.1 Practice/Training Website (optional New Manager Interface) Please use this website to practice or try steps in Kronos before doing them in the production website. 2. Data in the test/training site is current to September, 2011 How to find a specific employee s timecard 1. Go to My Genies 2. Click Quick Find 3. Enter the employee s last name followed by an * in the Name & ID field and click Find 4. Choose the appropriate time (Current Pay Period, Previous Pay Period, Range of Dates) in the Time Period area 5. Double click on the employee s name to open the timecard How to enter time into a missed punch 1. Click in the solid red box indicating the missed punch. 2. Enter the time that the employee punched in. Use the exact time the employee provided in his/her documentation. 3. Click the blue Save button. How to use Calculate Totals Background: Calculate totals shows you totals of how a punch will impact a time card before the timecard changes are saved. This can help a Kronos user make sure that edits are correct. 1. Make an edit in a timecard. 2. Click the Actions drop-down menu. Kronos New & Refresher Manager Training Handout Page 2 of 11

3 3. Click Calculate Totals 4. Look at the Shift, Daily and Cumulative totals on the timecard to see if the edits make the desired impact. a. If yes, click Save. b. If no, adjust the edit to the timecard and repeat steps 1-3. How to change the type of punch 1. Right click on a punch and chose Edit Punch. 2. The Edit Punch dialogue box opens where many punch problems can be fixed. 3. Go to the Override area (5 th line down from the top). 4. Choose the type of punch that is needed: out punch, in punch, new shift, etc 5. Click Ok. 6. Click the blue Save button. Kronos New & Refresher Manager Training Handout Page 3 of 11

4 7. Example A: Four punches on one line. a. To have the punches appear on two lines for the same day: b. Right click on the second in punch (in this example, the one at 2:30 pm) c. Click Edit Punch d. Go to Override area e. Choose New Shift f. Click Ok g. Click Save on the timecard h. Notice that the 2:30 in and 5:00 out punches appear on a new line for that same day 8. Example B: Employee missed punching in and his/her out punch appears as in punch and shifts calculated incorrectly a. Change the first 5:00 pm punch to an out punch. Here are the steps: b. Right click on the 1 st 5:00 pm punch. c. Choose Edit Punch d. Go to Override area e. Choose Out Punch f. Click Ok to go back to timecard g. Click Save h. Notice that the first 5:00 punch moves to an out punch and there is a red box for the missed in punch. Kronos New & Refresher Manager Training Handout Page 4 of 11

5 i. Go to the 8:00 am in punch that appears as an out punch and change it to In Punch using steps b-g above, choosing In Punch instead of Out Punch for the 8:00 am in punch. j. Note that the shifts now appear as expected except for missed punch information. k. Get missed punch documentation from the employee and enter it. How to cancel or change duration of a meal deduction 1. Go to the timecard for the day where you need to cancel/change the meal. 2. Click the arrow in the Transfer cell. 3. Does the meal deduction change/cancellation you need appear? a. If yes, choose it, click the blue Save button and you are done. then b. If no, click Search and go to step A new window will open called Select Transfer. 5. Go to the bottom left of that window, to the Work Rule drop-down menu. Kronos New & Refresher Manager Training Handout Page 5 of 11

6 6. Choose the appropriate No Meal, for example SATSS FT No Meal. 7. Note the selection appears under Selected Transfer 8. Click Ok. 9. The Select Transfer pop up window closes and you are back in the timecard. 10. Click Save. 11. Note that the cancelled or changed meal information appears in the Transfer column. 12. Note that the time for a cancelled meal is not counted in the Shift hours for that day. a. Before the meal was cancelled b. After the meal was cancelled How to move overtime to comp earned time 1. Login to Kronos using the appropriate Time Entry link on 2. Go to the timecard. 3. Look at the timecard and determine in which week the overtime occurred. 4. Click on the Friday of the week the overtime occurred. 5. Go to the Totals & Schedule area of the timecard (below the punches). Kronos New & Refresher Manager Training Handout Page 6 of 11

7 6. Right click on the Overtime row. 7. Click Move. 8. Note that the Move Amount dialogue box will open. 9. Go to the To area of the Move Amount box. 10. Click the Pay Code drop down menu 11. Choose Comp Earned. 12. Enter the number of hours the employee wants to move to Comp Earned. It is the employee s decision to move overtime to comp earned. 13. Check that the Effective Date is the Friday of the week in which the overtime was earned. Adjust the date if necessary. 14. Click Ok. Note that the pop-up window will close and you will now be back in the timecard. 15. Click Save. 16. If overtime hours happen in both weeks of the pay period and the employee desires that any or all overtime from each week to be moved to Comp Earned, steps 4-15 must be done for each week. 17. Note that the Totals & Schedules area will now show the Overtime reduced by the amount moved and an addition of a row with Comp Earned hours. 18. Note that the Moved Amounts area shows details about the time moved from Overtime to Comp Earned. Kronos New & Refresher Manager Training Handout Page 7 of 11

8 How to approve time for one employee 1. Go to My Genies 2. Click Quick Find 3. Enter the employee s last name followed by an * in the Name & ID field and click Find 4. Choose Previous Pay Period in the Time Period area 5. Double click on the employee s name to open the timecard 6. Review the information in the timecard 7. Resolve any missed punches or other issues. Do not approve a timecard with a missed punch. 8. Go to the Approvals drop-down menu. 9. Click Approve 10. Note that after a timecard is approved, the approval must be removed editing the timecard. How to approve time for a group of employees 1. Login to Kronos with the Time Entry Full link on MyMiami. 2. Go to My Genies 3. Choose Pay Period Close 4. Select All Home and Transfer Employees in the Show drop down menu 5. Look at the information and check for: a. Missed Punches 1. If an employee has a check mark in the Missed Punches column, get information for the Missed Punch before approving that employee s time card. Edit the time card using the steps on page 2, part A of this document. b. Employee Approval Kronos New & Refresher Manager Training Handout Page 8 of 11

9 1. If your area has employees approve time cards on the computer, a check mark should appear in the Employee Approval column. 6. When all Missed Punches are resolved go to step Click the Actions drop-down menu. 8. Choose Select All 9. Click the Timecard link above the words Pay Period Close 10. Notice that the Timecard of the first employee will appear. 11. Review the Timecard. Resolve any missed punches indicated by the solid red box. 12. Go to the Approvals drop-down menu. 13. Click Approve 14. Click the right arrow button next to the Name & ID information to go to the next employee. 15. Repeat steps for each employee. 16. Note that after a timecard is approved, the approval must be removed editing the timecard. Information on Leave Reporting is in a separate handout and is available online at e pdf Questions Policy and procedure questions to the Department of Human Resources, or [email protected] Questions on a particular time card to the Payroll Office, or [email protected]. Kronos New & Refresher Manager Training Handout Page 9 of 11

10 How to use the New Kronos Time Clock (Badge Reader) To Clock In or Out 1. Hold the ID card so the magnetic stripe is facing away from you. 2. Put the ID card into the slot on the right side of the time clock. (The front of the ID card is facing you like in the picture.) 3. Slide the ID card down through the time clock in one steady motion. How Do I Know My Punch Was Accepted? 1. The time clock will beep once. 2. The top light on the time clock turns green. 3. The time clock shows the message Accepted with your name, Kronos ID#, date and time. How Do I Know if the Punch was Not Accepted? 1. An error message appears on the screen. 2. The time clock beeps three times. 3. The middle light is orange. 4. If this happens, do the To Clock In or Out steps again. To Transfer Time 1. Press the blue button next to More on the Time Clock screen. 2. Press the blue button next to Dept, Location, Position on the Time Clock screen. 3. Enter your transfer information: a. Time Sheet Org: Enter the department four digit code. b. Use the down arrow button to go to Location. c. Location: Enter 000 (or use the number given to you by your department) d. Use the down arrow button to go to Position-Suffix. e. Position-Suffix: Enter the eight digit position code. f. Use the down arrow button to go to Enter Badge ID. g. Swipe your ID card. 4. The screen on the time clock will show your data with an Accepted message. 5. Remember that you do not need to transfer your time when clocking out. To Cancel Action and Return to Time Clock Home Screen Use the cancel button on the time clock, the button to the left of the number 4. Questions Call the Payroll Office during business hours or the Help Desk during other times. Kronos New & Refresher Manager Training Handout Page 10 of 11

11 Quick Steps How to Punch In/Out or Transfer Time on Cisco Phones Punch In/Out 1. Press the button next to the word Punch on the phone screen or press the Services button on the Cisco Phone. 2. Highlight Punch and press the button under the word Select. 3. Enter your Kronos Badge ID# (same as Banner number, use 8 instead of +) and press the button under the word Submit. 4. View confirmation of punch on the phone screen. (If you see someone else s name, make note of the name, press Exit and follow steps 1-3 again using your Badge ID#, then contact the Payroll Office , [email protected] so the incorrect punch can be fixed.) 5. Press the button under the word Exit on the phone screen. Punch In with Transfer 1. Press the Services button. (The button looks like a globe and is below the messages button.) 2. Use up/down arrows to highlight Punch with Transfer and press the button under the word Select. 3. Enter your Kronos Badge ID# (same as Banner number, use 8 instead of +) and press the button under the word Submit. 4. Use the up/down arrows to highlight Time Sheet Org. Press the button under the word Select. 5. The Time Sheet Org number(s) will appear. Highlight the correct number and press the button under the word Select. 6. Use the up/down arrows to highlight Location and press the button under the word Select. 7. The Location number(s) will appear. Highlight the correct number and press the button under the word Select. 8. Use the up/down arrows to highlight Position-Suffix and press the button under Select. 11. The Position-Suffix number(s) will appear. Highlight the correct number and press the button under the word Select. 12. A screen will appear with information for all three pieces, Time Sheet Org, Location, and Position-Suffix. 13. Press the button under the word Submit to submit the Punch with Transfer. 13. A confirmation screen will appear showing your name and the numbers to which you transferred your time. 14. Press the button under the word Exit. Note: You do not need to transfer your time when punching out, please follow the Punch In/Out steps above. Please Note Red time clocks will not work after July 15, Black time clocks with gray and blue buttons will work on and after July 15, To cancel a meal deduction, please use the website or contact your supervisor. To punch from the phone for Call Back, punch in as normal and ask your supervisor to apply Call Back code. Questions Contact the Payroll Office at or [email protected] for questions. Kronos New & Refresher Manager Training Handout Page 11 of 11