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Welcome to Kronos Employee Training

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Welcome to Kronos Employee Training Entering Time in Kronos Entering a Time Record Notes for Exempt Employees Normally exempt employees will not need to enter ... – PowerPoint PPT presentation

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Title: Welcome to Kronos Employee Training


1
Welcome to Kronos Employee Training Entering
Time in Kronos
2
Entering a Time Record Notes for Exempt
Employees
  • Normally exempt employees will not need to enter
    their exact hours worked each day. Instead, they
    will need to enter 8 hours per day (if they are
    full-time) Monday through Friday to account for
    their 40 hours each week, even if they worked 10
    hours one day and 6 hours another day.
  • Some exempt employees will be required to enter
    their exact work hours each day. Human Resources
    and/or Financial Services will inform exempt
    employees if they are expected to enter time on a
    daily basis.

3
Entering a Time Record Quarter Hour Rule
  • All time records for hours worked must be entered
    in .25 (quarter hour) increments using standard
    rounding practice. For example working from 653
    a.m. to 330 p.m. with a 30 minute lunch would be
    8 hours.
  • Absences from work must also be reported in
    quarter-hour increments. However, employees may
    use multiple types of leave in odd amounts to
    cover their absence. For example, if an employee
    has 0.38 hours of comp time on the books that
    he/she wants to use and then wants to use
    vacation for the rest of the time, he/she could
    add .37 vacation to the comp time to equal .75
    hours of leave. Total leave must be in .25
    (quarter hour) increments.

4
Entering a Time Record Holiday and Leave
  • Leave taken for each day is entered as time
    records in Kronos. Exception holidays will
    automatically be entered.
  • On the selected date, in the Punch Hours Field,
    enter the number of hours used. Time records for
    leave usage may be entered in advance.

5
Time Records Adding A Single Base Pay Time
Record for a Date
  • Time worked for each day is entered as time
    records in Kronos.
  • On the selected date, in the Punch Hours Field
    enter the number of hours worked.
  • Enter or select Save from the Function Bar to
    save the entry.
  • Do not enter anything in the Pay Code for Base
    Hours Worked.

6
  • Once a time record is saved the total Shift Hours
    is displayed.
  • The Pay Code Hours Breakdown as well as a Total
    for the two week time record is displayed at the
    bottom of the screen.
  • A letter Y will appear in the Notes column but
    means nothing to the user.

7
Time Records Adding Multiple Time Records for a
Date
  • To add more than one record to a single date
    click on the Add a New Row icon for that date.
  • On the selected date, in the Punch Hours Field
    enter the number of hours worked. Do not enter
    anything in the Pay Code Field for hours worked.
  • On the second row enter the number of leave hours
    taken.
  • Click on the magnifying glass next to Pay Code to
    see the listing of possible pay codes.
  • Note No pay code is entered for Base Hours
    worked.

8
Entering a Time Record Some Notes
  • Employees are not allowed to enter their work
    hours in Kronos before they have actually worked
    them. This is a federal time reporting policy
    that all employees must follow. When time
    records are entered, they are time stamped in the
    Kronos audit trail.
  • All time entries should be in .25 (quarter hour)
    increments using standard rounding practice. For
    example working from 653 a.m. to 330 p.m. with
    a 30 minute lunch would be 8 hours.

9
Pay Code Listing Page 1
  • The pay code listing is accessed by clicking on
    the magnifying glass next to the pay code field
    on the timecard.
  • Pay Codes are listed alphabetically. To see the
    second page select Next.

10
Pay Code Listing Page 2
  • Most commonly used Pay Codes such as Sick (SICK)
    or Vacation (VAC) are on the second page.
  • Double click on the code you wish to use.

11
Entering Pay Codes
  • You may also type the abbreviation for the Pay
    Code directly in the Pay Code column.
  • The abbreviation must be correct, but does not
    have to be typed in all caps.
  • Remember to save all records by pressing enter or
    selecting Save from the Function Bar.
  • Note Refer to http//www.dhhs.ne.gov/kronos/docs
    /4.pdf for the pay codes you are allowed to
    enter. Some codes are system generated and
    others may only be entered by Human Resources.

12
Deleting a Time Record
  • Occasionally you may need to delete a time
    record. For example the record is incorrect (you
    entered 8 hours of BAS Pay instead of 8 hours of
    VAC.) or you might have entered a record on
    Saturday or Sunday by mistake.
  • On the Timecard Entry screen, single click to
    select the entry you wish to delete. The
    selected line item will turn yellow in color.
  • NOTE When selecting a line, do not click on the
    green arrow because a new line will appear.
    Also, do not click in the Pay Code field.

13
Deleting a Time Record continued
  • Select the Delete option. Result A Delete
    Confirmation screen will display.
  • Select Delete again. Result The Timecard View
    screen will display with the updated records.
  • Select Save.
  • Selecting Cancel will exit the Timecard View
    screen and Save your changes.
  • Note Once your supervisor/manager has approved
    the record, you cannot edit or delete it.
    Contact your supervisor/manager regarding
    corrections.

14
Adding Comments to a Time Record
  • Occasionally it will be necessary (or) you may
    want to add a comment to a specific time record.
    For example specifying how you want to take your
    OT (predetermined list for paid or comp time), or
    what sick leave was used for employee doctor,
    family doctor, child at home sick.
  • In the Timecard View, select the Comments option.
  • Result Comments fields will appear.

15
Adding Comments to a Time Record
  • Type your comment in the field for the applicable
    date.
  • Note This field will allow up to 40 characters.
    After you have selected Save, a letter C will
    appear in the Notes column indicating there are
    comments for that date row. Your manager will be
    able to view the comments.
  • Selecting the Comments option again will hide the
    comments field.

16
Approving a Time Record Some Notes
  • After you have entered your time records and
    verified the records for the applicable pay
    period, approval will be necessary. Time records
    can be approved at any time during the pay period
    (for example daily or weekly).
  • Once youve approved your time records, your
    supervisor or manager will also go through an
    approval process. All records need to be
    approved by the deadline. Deadlines will be set
    by HR and your supervisor/manager.
  • If any change is made after approval, the record
    will return to unapproved.
  • Note once your supervisor has approved the
    records you will not be able to make any changes
    unless your supervisor unapproves the record.

17
Approving a Time Record Electronic Signature
  • Employee approvals in Kronos are the employees
    certification that the information is a true and
    accurate record of hours worked, programs charged
    and leave used each day.  By clicking the approve
    button on the Kronos Timecard Editor screen, the
    employee electronically signs the selected time
    records just as if he/she placed a personal
    signature on a paper copy of the time card.

18
Approving a Time Record Select the Record to
be Approved
  • In the Timecard Entry View, single-click (select)
    each record to be approved, or click on Select
    and then Select All. However, do not click on
    the green arrow or in the pay code field. You
    cannot click and drag. Each record is selected
    individually.
  • Note The selected records will turn yellow in
    color. This will be a helpful tool to verify you
    are approving the record(s) you intend to
    approve. If you select an incorrect record,
    single-click again to deselect the record.

19
Approving a Time Record
  • Select the Approve option.
  • Result The approval code in the AP column will
    change from 0 to 1.
  • Note if a record is changed, the approval level
    will return to 0 and need to be reapproved.

20
Printing a Timecard
  • It is not necessary to print timecards. The
    information will always be retained
    electronically in history within Kronos and you
    may view that history at any time. If you would
    like a printed copy of your timecard, you will
    need to request it from your supervisor or
    manager. Only supervisors and managers have
    print capability at this time.

21
Viewing Historical Timecards
  • Periodically you may want to view a pay period
    prior to the current pay period. Records can
    only be viewed from the date you started using
    Kronos.
  • Select Timecard View from the Navigation Pane.
  • Select the View Menu.
  • Select the Select Date Range Option.

22
Viewing Historical Timecards
  • Result A screen will display to enter a
    specified date range. Times are optional.
  • Type your applicable Date Range (example is
    03012008 to 03102008). The date range does not
    have to correspond with a pay period. If you
    wanted to view Jan. thru June, you would type
    01/01/XX-06/30/XX. Time is not required.
  • Select Save (or) Press Enter on your keyboard.

23
Viewing Historical Timecards
  • Result The Timecard View will display with your
    designated Date Range. All work and leave
    records for your date range will also display.

24
Displaying Future Pay Periods
  • Occasionally you may want to enter time records
    for a future pay period. Example you are going
    on vacation for the next two weeks and this is
    the end of the pay period. You can display the
    upcoming pay period, enter your vacation, approve
    the records and have your timecard completed
    before you leave.
  • From the Timecard Entry View select the Pay
    Period you wish to display. You will be able to
    view up to three future pay periods.

25
Displaying Future Pay Periods
  • Result The Timecard Entry View will display the
    dates for the Pay Period you selected.
  • Complete all applicable time records. Time
    records can also be approved at this time.

26
Exiting Kronos
  • Exit Kronos by clicking Log Off.
  • Click Close Window to close Kronos.

27
  • This ends Entering Time in Kronos.
  • To learn more about the Kronos Display
  • Understanding the Kronos Display
  • For more information about special circumstances,
    see
  • Entering Time for Different Programs
  • Requesting Pay or Comp Time for Overtime Worked
  • Changing Your PIN (Password)

28
Additional Resources
  • More information about Kronos can also be found
    under the Useful Documents section on the Kronos
    home page (http//www.dhhs.ne.gov/kronos)
  • Helpful documents include
  • Glossary of Payroll Terms
  • Employee FAQ
  • Pay Code Listing
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