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KRONOS USER MANUAL - Cornell University

1. 20 ADDING LEAVE TIME EXEMPT EMPLOY EE C u husni tomi v jy time same mme s sess 21 ADDINGGCOMNEN Loire inasin ea a sus K s m Nutisist vet ssi Kiti estat Era OAT eE E E a aa 21 TRANSFER ONA TIM COLD ee ee 2D HOLIDAY ON A TIMECARDammmassmmse A EA eee 25 SAVING THE TIME GARD u u uuu onana aeaa E OaE a aaa eE Trara iTe aAa Traa as ikaykilpumaiisaskayqunkuwasamaqsikuswqussphh 25 EDIS TOA IME AL Dran E va ilmi ee eee eee 26 HMECARDAPPROVA G cc sun ama O A O A 26 TIMECARD SIGN OFFS Pay Reps ONIY l uuu ann aa aasasasaaakasakaqkasesqaaqawikashusqakayyeshaksqukaskasssskasayiyas aaqukaqas 27 USING GENIES Online Reports For Supervisor And Pay Rep Use Only I I U U U u 28 GENIE USES AND DES ERIPIION u usasapa susan E Eai 30 DESCRIPTIONS OF GENIES USED BY BOTH SUPERVISORS AND PAY REPS nies 31 DESCRIPTIONS OF GENIES USED BY PAY KEPS ONLY sammuessa aasan eee eana aaea aka EA eaa 35 KRONOS BASIC HTML USER MANUAL YU Y Y C Page2 Ver 04 23 12 lI POIKIA EE DIES u gt i E 39 ACCRUAL INFORMATION AND ADJUSTMENTS U U u 39 AD HOC QUERIES Supervisors And Pay Reps I U U U U u u u 39 SCHEDULING Supervisors And Pay Reps sos assa ies Aasiaan EaR Aa aAA aE aiaia 39 PEOPLE EDITOR Superyisors And Pay Reps nirisan aranana raaa Aaaa Ea MENA AAAA EEEE raa IAEN wa 40 USING REPOR T iraa E E E E qa NSN OI Goes 41 REPORT TORK ENMPEON EES orsa E E AA
2. KRONOS USER MANUAL BASIC HTML 05 25 2012 Cornell University University Payroll Office TABLE OF CONTENTS OG ON ne ee ee ee eee 4 Ti OG ss uuu awan taba esa geet A E E te utasa usia isu er RSieM T Ti 4 WEHATIS KRONOS usu u A n st cee eee seve cece Sipe tee see E E tue easteecaetecen ace eee 5 WAAT VO NEED TORNO W uum uwawan epee es reve cate vases ne eed chance sacs HTA Kova Gans E HUONOON veeeueeeaeseseat ieenvetesaes 5 USER ROLES AND RESPONSIBILITIES WHO ARE YOU I 6 ENIPLOYE DES nun a amu n au naumanni nuan 6 SUPERVISOR 0 a SE A E EAE N E A E AE sss ssp sss 7 PAY REPS PAY ROLGREPRESENTA TIVES ariun RAA aa AEAEE 8 MULTIPLE JOBS AND TIME COLLECTION PROCEDURES U u 10 WED EME TOYE ESK E E A E A EE E E EA A T 10 OG EMPLOYEES 2 suan unayan anaaununnpapyyaaa A E STSNT OaK N HL 11 NAVIGATION IN KRONOS 22 aun caches tenses aaah aaaea aa Aaa aa a aa aiaa aiaa iaaa aiaa REE aaea 12 TIMECARDOVYER VIE Wre A usa 15 OPENING THE TINE AL D norinni 15 REVIEWING THE TIMECARD uu uu u aaaea couch a iea Aaaa aa ER AAE REER 15 PIME RD ACHON TI YIL E E EE E E AE 15 HMECARD ORI oriee E E E a Ae T 17 EM AILAND PRIN e AAE A E E sees a AA 18 RECORDING EDITING AND APPROVING TIME l l 2 aus aan R 19 ADDING TIME WORKED AND MEAL BREAKS iu a ua maaaaaaiasasasaskasawaqkhiawsaksaiasaqakaEquswiaqkakaws aksa kasaq iaaa iania 19 ADDING EARNINGS CODES Benefits Eligible Employees Only I I U
3. HTML works on most browsers and can be used by employees to perform standard tasks such as recording work and leave time adding comments applying transfers checking accrual balances and approving timecards Pay Reps and supervisors and occasionally employees need to use Kronos Full Java for advanced functions such as historical edits prior pay adjustments creating or adjusting work schedules setting up or changing people records adjusting or suspending accruals and viewing the audit trail For a detailed list of HTML limitations refer to Missing Functionality in Kronos Basic HTML For Kronos Full Java system requirements refer to http www dfa cornell edu payrollservices services kronos requirements cfm KRONOS BASIC HTML USER MANUAL Page 5 Ver 04 23 12 USER ROLES AND RESPONSIBILITIES WHO ARE YOU EMPLOYEES BASICS M Record time punches daily as worked M Record meal breaks daily in accordance with Cornell policy and NYS law M Immediately report problems with time entry to a supervisor or payroll representative Approve timecards at the end of each pay period by the department issued deadline Time Clock Employee e Employee must have a Cornell issued employee ID or an assigned badge e IN OUT time is recorded by swiping sliding the ID or badge through the time clock reader Kronos 4500 Time Clock e ID badge numbers can also be manually entered using the time clock keypad e Punches ac
4. KRONOS BASIC HTML USER MANUAL Page 32 Ver 04 23 12 3 PAY PERIOD CLOSE GENIE Available To Supervisors and Pay Reps PAY PERIOD CLOSE Show All Home v Time Period Previous Pay Period v Refresh Select an Action w Person Employee Managers Who Expected Total Paid Time Holiday Unexcused Name 17 Approval Approved Timecard PP Hours Worked Time i i Absence A apple Betty Reichert Michele S 80 0 The Pay Period Close genie defaults to All Home all your non exempt employees and Previous Pay Period This genie should be used biweekly at the end of the pay period to monitor for and correct missing timecard approvals missing punches unexcused absences and total time worked Itis also useful to check for missing sign offs The Expected PP Pay Period Hours are an employee s expected standard hours as defined in the HR Payroll system This data provides a reference point to quickly identify employees who have not entered a full complement of hours for the pay period 4 QUICKFIND GENIE Available to Supervisors and Pay Reps QUICKFIND Name or ID Time Period Current Pay Period vw Select an Action w Name 1 ID Active Badge Primary Labor Number Account SAP Grade Step s The QuickFind genie is a hyper find search process using the Name or ID and Time Period fields to define search parameters m The asterisk in the Name or ID field is a required wildcard used for the search process If the asterisk
5. Refer to Genie Uses and Descriptions for recommended functions and details on genies available to supervisors PAY REPS PAYROLL REPRESENTATIVES Pav Reps and Pay Reps with Reset have responsibilities that require the use of Kronos Full Java Kronos Basic HTML lacks important functionality including the ability to enter or view historical edits prior pay adjustments to view and change employees People information to set up and change work schedules to create ad hoc reports and to adjust accrual balances reset suspend or reinstate For details refer to Missing Functionality in Kronos Basic HTML Refer to the Kronos Full Java User Manual for full functionality procedures M Review timecards frequently for missing information in preparation for pay end approvals Monitor for missing time missed punches and meal breaks overtime exceptions and missing approvals M Set up employees new to Kronos daily M At pay period end review direct report employee timecards and apply approvals to each timecard m Sign offs can be applied to individual timecards or by a mass function M Pay Reps who are also hourly employees access their own timecards from Home My Timecard Use a variety of genies online reports to set up new employees and to ensure an accurate timely and successful payroll Pay Reps should open the Reconcile Timecard Daily genie at log on This genie displays all non exempt employees in
6. multiple jobs who use the transfer function on the timecard to move time worked from one job to another EXAMPLE OF EMPLOYEE S PRIMARY ACCOUNT PRIMARY ACCOUNT A apple Betty A beginning of amet time 1 11 2004 ENDYRO0T00 Stafkings 300 Poole Diane 0972 000 Endowed R0700 Stafkings AF amp F CBSCampStore Admin Poole Diane Temp Serv Clerk Job 000 c D0D00 70000 0000 0D0000 0000 000D0 0000 Generated during v4 0 DB uporade Generated during v4 0 DB uparade Generated during v4 0 DB upgrade No Cost CenterASenerated during v4 0 DB uparade Generated during v4 0 DB upgrade Generated during v4 0 DB upgrade 0000 0000 00 007 0000 000 0 0 0 00 000 Generated during v4 0 DB uporade Generated during v4 0 DB uparade Generated during v4 0 DB upgrade No Cost CenterASenerated during v4 0 DB upoarade Generated during v4 0 DB 65 05 2004 1192006 11 15 2006 Totals Summary Displays the total hours recorded by pay code earnings code for the selected range of dates on the timecard Primary Account information is also available from this window EXAMPLE OF TOTALS SUMMARY ON A TIMECARD TOTALS SUMMARY Mame A appue Mahy Time Period Previous Pay Penod 1262012 20842012 ACCOUNT SUMMARY STATES TAG HIR ADO OCA Apple Pim 001 00 Slatutoryv S G wae for Tsad avi pass Arar Figacunrc gatio Cosi Co kk pipi Meee oats Hop les Ofte x Ar ocd Pay Coste Mony Hois Wika es AEC 10 0 ae Se SMO ra 113 10 VANS Bo 116 00 PA
7. CI Ca Chu OOOO ATOA roar AdIEMAererated during 2 0 DB uporadeSenerated durig 0 OO Saree rated during 4 0 DB upgrade gt enerated during 4 JO OOOO OOOO OOO OOOO OOO Oe Generated during w4 0 DE uporade Generated during 4 0 DE uporade Ljenerated during wg C DEB upqriade Mo Cost Center Oooo Serrated during 4 0 DE uporadesJIob OOO EIDO OOO OOOO AOOO AOOO AOOO EMPLOYEE S PRIMARY ACCOUNT HISTORY KRONOS BASIC HTML USER MANUAL Page 22 Ver 04 23 12 To Transfer Time Worked Work Rule transfer is done for non exempt employees working occasional shifts earning inconvenience pay or during a holiday when choosing a holiday option of pay and comp time that differs In Transfer Enter an IN punch In the Transfer column click the search icon In the Transfer Selection box use the Account drop down menus to select different account items or change the Work Rule Click OK then click SAVE from the employee s default holiday work pay rule BEST PRACTICE Transfer both job number and the matching supervisor to ensure that the supervisors for each job can view the employee s timecard NOTE The employee may not be paid if incorrect job numbers are used in a transfer action Or the employee may be paid incorrectly or the wrong accounts may be charged Confirm the correct job number and supervisor for each multiple job transfer action To Transfer On A Split Shift M Employee works for more than one job in the
8. IN OUT punches for time worked 4 Or on the second dayrow enter the next earnings code and number of hours to pay 5 SAVE the action KRONOS BASIC HTML USER MANUAL Page 20 Ver 04 23 12 an Kronos HTML will not prevent entering time punches and earnings codes on the same line However time entered cannot be processed correctly and will not be paid for that day Use the add a day icon E to record IN OUT time punches and earnings codes on separate lines ADDING LEAVE TIME EXEMPT EMPLOYEE gt gt Exempt employees who track their time in Kronos choose from a leave only list of earnings codes and log their leave time by number of hours taken Exempt time is taken in half day 3 9 hours or full day 7 8 hours increments Hours Worked recorded as 0 0 hours is available for the convenience of exempt staff who track non leave days requiring them to be out of office ex funeral time meetings etc This is not required but allows the employee to attach a comment to a non leave day if desired ADDING COMMENTS BASICS F444 Comments clarify actions or edits on a timecard Comments can be added to IN OUT punches and Earnings Codes amounts For audit purposes comments should be added whenever edits are made to a timecard Comments are viewed on the timecard and are available to anyone with access to the timecard employee Supervisor pay rep payroll services audit etc Com
9. Kronos Basic HTML lacks the full functionality provided by Kronos Full Java Primary functions not available in Kronos Basic HTML include setting up new employees accrual adjustments recording historical edits creating schedules and an easier mass sign off process at pay end Refer to Missing Functionality in Kronos Basic HTML for a full list of missing or limited functions Pay Reps who are also supervisors can use Kronos Basic HTML for simple tasks associated with reviewing editing and approving employee timecards Genies to help with these tasks include Reconcile Timecards Daily Pay Period Close and Payroll Readiness KRONOS GENIES USED BY BOTH SUPERVISORS AND PAY REPS 1 Reconcile Timecard Daily recommended as the default genie for supervisors and pay reps 2 Accrual Biweekly Balance leave accrual information for vacation sick personal family health care etc 3 Payroll Readiness pay end preparation 4 QuickFind a search function with access to all employees exempt nonexempt students and temps KRONOS GENIES USED BY PAY REPS ONLY 1 Payroll Readiness 2 Employee Information 3 Hours and Pay 4 Pay Code Check 5 Emergency Pay Review 6 Students with Pay 7 Holiday Review 8 Seniority Listing 9 Managers in my Security DESCRIPTIONS OF GENIES USED BY BOTH SUPERVISORS AND PAY REPS 1 RECONCILE TIMECARD DAILY GENIE Recommended as the default genie for Supervisors and Pay Reps
10. RECONCILE TIMECARD DAILY Show All Home Time Period Current Pay Period v Refresh Select an Action v Name 1 Person ID NetiD Department Worked Overtime Leave Holiday ada Cost Center Premises Punch E k Paid Time Period Hours Supervisor Center tyi Time ime ime Description A apple Betty 0000000 000 kronos01 AG HR 80 0 A APPLE PIE 0000 No Cost Center dama M The Reconcile Timecard Daily genie lists all non exempt employees All Home in the Pay Rep s or Supervisor s security and defaults to Current Pay Period KRONOS BASIC HTML USER MANUAL Page 31 Ver 04 23 12 m Use the Show field to expand or narrow the employee list examples People with Biweekly Pay Exempt Payrules People to Be Set Up People with Student Biweekly Pay People with Holiday Pay and All Active Students Use the Time Period field to select a different pay period or range of dates This genie is an effective tool to select and sort timecards which need review for missing punches or to monitor whether or not employees are entering time on a daily basis Columns can be sorted by exception and selected employees can be highlighted Use the Timecard quick link on the menu bar to open and toggle between employee timecards The Reconcile Timecard Daily genie includes information such as Worked Time Leave Time and Overtime It also shows any employee who has logged a punch and is On Premises for the day 2
11. Services provides the employee with specific log on information and special passwords for each job e The Payroll assigned passwords expire and must be reset to a personal password by the employee prior to the expiration date e The first web job is tied to the employee s Cornell assigned NetID and Kerberos password e Subsequent jobs second third or more are assigned different log on ID s and passwords e Each subsequent ID is the employee s NetID with the job number concatenated KRONOS BASIC HTML USER MANUAL Page 10 Ver 04 23 12 Example of an employee NetID with three jobs log on IDs and passwords Job 0 Log on NetID Password employee s Kerberos password Job 1 Log on NetID 001 Special password is provided by Payroll employee resets the password Job 2 Log on NetID 002 Special password is provided by Payroll employee resets the password CLOCK EMPLOYEES Time is recorded either by swiping an assigned ID card or badge or by using the clock keypad to enter an employee ID number or badge number A badge number is specific and distinct to a single job and cannot be assigned to more than one job timecard Employees with only one clock job can have their employee ID assigned as their badge number Employees will have multiple badge numbers if they have jobs in multiple departments An employee ID or other badge number assigned to a clock job cannot be reassigned unless the job is terminated All su
12. Supervisors and Pay Reps TRANSFERS ON A TIMECARD BASICS sb 3 3 4 5 Jv NOTE Transfers move time worked to a different labor account job number supervisor cost center department pay rep group job code or company Transfers to job number supervisor and cost center are most common Departments use Cost Centers to denote different projects or duties for reporting purposes Most transfers are done by non exempt student employees with multiple jobs in the same department and Pay Rep Group Transfers are done from the home job timecard A transfer is entered after the IN punch which is the start time for the work hours being transferred The Totals Summary tab on the timecard displays the labor account the pay code and the total hours transferred Transferred accounts are identified by an X The employee s pay for transferred hours is based on the job information in the HR Payroll system The Primary Account button on the timecard identifies the employee s labor account home job information for that timecard job sa ca ma aa ee Ec Fu E P Zx arwa ker rucx corme ll _edu timeperiodid Ll amp timepentodDescr U F gt FZ Ipu Zx FZ Ww ACC OUM T a appkos Betty beginning f tii 1 41 11 gt 004 EMDYRO F OO Sta TEKin gs 3O0 Po ols Damer T 0972 0000 Endon dy E00 0 5ta things FF CBS CampStore Admin Poole Diane T emp Sere Clerk Jo b gt DOO pa ie SSI COoOOv OOOO OO Cy Cy Ch
13. This genie is also helpful for tracking employee and supervisor approvals and pay rep sign offs Use the Action menu to email students and supervisors to follow up on missing time and approvals 8 HOLIDAY REVIEW GENIE Available to Pay Reps Only HOLIDAY REVIEW Show People with Biwkly Holiday Pay w Time Period Previous Pay Period v Select an Action w Job Job Std Daily Pn Momo Emplid Netid Dept TI Comp E Over Leave Worked Paid Hire 5 NS bs ae time Time Time Time Date Pay ae Holiday Holiday Hol Wk Comp net Credit Worked 25 ad eaa 1 0 A 1 5 1 0 HSP Time HWF pai CTE n CTF s The Holiday Review genie defaults to People with Biweekly Holiday Pay and Previous Pay Period m Use this genie to identify employees with holiday earnings codes on their timecards and to confirm holiday earnings codes were used correctly For example the earnings code for holiday time worked 1 5 HTH is often misused to record health related leave m Standard hours overtime leave time and comp time are also displayed for the selected time period 9 SENORITY LISTING GENIE Available to Pay Reps Only SENIORITY LISTING Show None v Time Period Current Pay Period v Refresh Select an Action w Job Description 17 Person Name Department Seniority Date SAP Grade Step m The Seniority Listing genie defaults to Current Pay Period and requires a hyper find selection from the Show field menu to sort by employee type
14. any of the individual components Company Pay Rep Group Department Cost Center Supervisor Job Code or Job Number m Sort by the Supervisor column to group the direct report employees for each supervisor KRONOS BASIC HTML USER MANUAL Page 35 Ver 04 23 12 4 HOURS AND PAY GENIE Available to Pay Reps Only HOURS AND PAY Al Home v Time Period Previous Pay Period v Refresh Select an Action w Person Name 17 Empiid Std Weekly Hours Expected Holiday aa Leave Worked Paid Wage Pay period Worked Time Time Time Time Rate Hire Date s The Hours and Pay genie defaults to All Home and Previous Pay Period m This genie provides a snapshot of timecard activity and includes basic information about the employee such as Hire Date Pay Rule Job Code and Standard Hours m Use this genie to scan for timecard problems and select email from the Action menu to communicate with supervisors and employees for corrective actions To display all employees active and terminated who have timecard activity for the previous pay period select People with Biweekly Pay from the Show field menu Wage Rate is displayed only to managers with high security access 5 PAY CODE CHECK GENIE Available to Pay Reps Only PAY CODE CHECK Show None v Time Period Current Pay Period v Refresh Select an Action w Person ID 1 Person Name M The Pay Code Check genie defaults to the Current Pay Period and requires a
15. following links gt Kronos Basic HTML with Special ID gt Kronos Full Java with Special ID Security Notice To make sure that no one can connect to Kronos using your account you must Logout from Kronos and Exit Ouit the browser application See Clearing Your CUWebLogin Credentials 2012 Cornell University LOG OFF BEST PRACTICE To end a Kronos session click Log Off located in the upper right corner of the screen then close the browser Kronos Documentation Payroll Website ETS v Questions gt Should I use Basic or Full gt What is a Special ID Full Kronos FAQ a Still Need Help Contact the HelpDesk 607 255 8990 helpdesk cornell edu Mon Fri 8 am to 5 pm During the academic year telephone support hours are extended until 6 pm on Mon Thu Human Resources Payroll Policies Log Off hange Password Help NOTE Closing the browser rather than using the Log Off link may delete unsaved actions on a timecard It also keeps an open connection behind the scenes up to 30 minutes which can lead to performance issues on busy days KRONOS BASIC HTML USER MANUAL Ver 04 23 12 Page 4 WHAT IS KRONOS Kronos is a web based time collection system A Kronos user can be a manager an employee or both Time worked and leave time is collected through a variety of methods such as e Swiping a badge on a time clock e Using a desktop computer terminal to register a time st
16. holiday time and accrual balances Genies also allow easy access to employee timecards for review and approval Refer to Genie Uses and Descriptions for details and the recommended use of each genie Genie reports are selected from the HOME menu Supervisors have basic genie selections and functionality Pay Reps have additional genie selections with enhanced functionality Each genie has a default Show and Time Period parameter Show and Time Period hyper find selections can be used to further narrow data results Data in a genie can be sorted by column Timecards for individual employees or groups of employees can be accessed from a genie Actions such as Email and Export to Excel CSV are available from genie reports Use the Reconcile Timecard Daily genie to monitor employee timecards on a regular basis for red flag issues such as missing time overtime and missed punches GENIE MENU FOR PAY REPS GENIE MENU FOR SUPERVISORS My Genies R My Genies R Reconcile Timecard Daily Reconcile Timecard Daily QuickFind Accrual BiWeekly Balance Accrual BWeekly Balance N Pay Period Close Payroll Readiness QuickFind Pay Period Close Employee Information Hours and Pay Pay Code Check Emergency Pay review Students With Pay Excluded Hours and Pay Holiday Review Seniority Listing Managers in my Security Log Of Change Passwo KRONOS BASIC HTML USER MANUAL Page 28 Ver 04 23 1
17. hyper find selection from the Show field menu to sort by employee type or All Home m Use this genie to monitor employees overtime vacation sick and regular hours 6 EMERGENCY PAY REVIEW GENIE Available to Pay Reps Only EMERGENCY PAY REVIEW Show People with Biweekly Pay Time Period Previous Pay Period KE Select an Action w Person ID 1 Person Name Job Desc s The Emergency Pay Review genie defaults to People with Biweekly Pay and Previous Pay Period Use this genie to monitor employees who perform special work that might result in overtime hours such as working during University closed situations or emergency call backs KRONOS BASIC HTML USER MANUAL Page 36 Ver 04 23 12 7 STUDENTS WITH PAY GENIE Available to Pay Reps Only STUDENTS WITH PAY Show People with Student BiWeekly p Time Period Current Pay Period Select an Action Person q K s LEE K User Employee Approved Signed Name sena Ni Empii nean ss n Hame Approval Manager Off Reports Faid Time if Names i s gt The Students with Pay genie defaults to People with Student Biweekly Pay and Current Pay Period s Use this genie to see total time worked for the pay period for just student employees with active or terminated jobs who have time recorded on their timecards s To identify students with active jobs who do not have time on their timecards from the Show menu select All Active Students then sort by the Paid Time column m
18. is removed the search will fail To View All Employees exempt and non exempt including student employees and temps 1 Select a Time Period then click the EE button To Find Individuals 1 Inthe Name or ID field type the name part of the name or the emplid followed by the asterisk Examples o S Returns all employees whose last name starts with s e Smith Returns all employees whose last name is Smith e Smith A Returns all employees with last name of Smith and first name starting with a e 123 Returns all employees whose emplid starts with 123 e 1234567 Returns the employee with this emplid e 1234567 001 Returns the employee with this emplid and job number 001 KRONOS BASIC HTML USER MANUAL Page 33 Ver 04 23 12 To Select Employees from a List 1 Use the Shift or Ctrl keys with the mouse to highlight individuals groups of employees or all employees 2 Selected employees can be carried to the Timecard link for further actions chedule People Reports QUICKFIND Name or ID a Time Period Current Pay Period Selectan Action w Active Badge Primary Labor 17 Number Account 0000 TEST 0000 611 0000 0000 000 Generated during v4 0 DB upgrade A Bird Albatross 0000008 0000 TEST 0000 0000 A PPLE PINK Generated during 3 Fromthe Timecard link use the Person amp ID menu to view individuals or use the arrow keys to toggle throug
19. mb University recognized holidays are automatically added to employee timecards by the Kronos system approximately 14 days prior to the holiday Holiday Leave Time is paid based on an employee s work rule and standard hours Time worked on a holiday is paid based on the employee s work rule and is automatically deducted from the holiday paid time The department can select from three different holiday pay options to compensate employees who work on a holiday Refer to the Recording Time Worked on a Holiday manual for information and procedures about applying a different holiday work rule To Record Holiday Time Worked NOTE IN OUT punches for time worked on a holiday cannot be recorded on the same row as the holiday Highlight the holiday row Click the Add Row icon to create another row for the same day On the new row enter IN OUT punches for time worked Click the Add Row icon to record meal break punches and additional work shifts SAVE the action ae 2 N PS NOTE Areas that do not want an automatic holiday default can choose a work rule without holiday built in SAVING THE TIMECARD BASICS sb Save early and often mb Save after entering a time punch an earnings code comments or after applying timecard edits A red flag displays when an edit on the timecard affects non exempt accruals The SAVE action applies the adjustment and removes the red flag Navigating away from the page or closing the Kronos sessio
20. or All Home KRONOS BASIC HTML USER MANUAL Page 37 Ver 04 23 12 m Use this genie to view and sort union employees by seniority date The employees must have a seniority date in PeopleSoft in order for the data to populate in this genie M To group non exempt employees who meet the seniority criteria select All Home from the Show menu and then sort by the Seniority Date column 10 MANAGERS IN MY SECURITY GENIE Available to Pay Reps Only MANAGERS IN MY SECURITY Show Manager Active v Time Period Today vw Select an Action w Name 1 Emplid User Name Company Department Email Address Phone Number Security Group NetID The Managers in My Security genie defaults to Manager Active and Today m Use this genie to review supervisor information such as pay rep group security access phone numbers email address department and role KRONOS BASIC HTML USER MANUAL Page 38 Ver 04 23 12 HISTORICAL EDITS Historical Edits are additions deletions or edits to punches or earnings codes made in signed off pay periods also called prior pay adjustments A Historical Edit automatically adjusts time paid leave accruals and overtime based on the employee s pay rule and the number of hours previously paid NOTE Historical Edits cannot be processed on Kronos HTML Edits to previous pay periods must be processed on a computer that has Kronos Full Java installed Contact your Supervisor or Pay Rep for assistance ACCRU
21. provide this access the employee must use Kronos Full Java for those functions or ask their supervisor or pay rep for assistance KRONOS BASIC HTML USER MANUAL Page 6 Ver 04 23 12 Web Employees e Employees log in with NetID and Kerberos password e Employees manually enter IN OUT punches time worked and meal breaks on a timecard grid cna Pesca s ea DNB e Time keeping functions are done from the Test Cetin Pe EES EZ E o ES Za ru ya kamarit E Tumi timecard including Leave time A Transferring time worked to different Bai ES Q B Ba tS T kes J I Ban z ea wA p 13 jobs supervisors cost centers Approvals e Information available from the timecard includes overtime hours cumulative work time totals by pay code and comments NOTE Historical Edits prior pay adjustments can only be applied using Kronos Full Java SUPERVISORS Supervisors can use Kronos Basic HTML for daily tasks such as reviewing and editing employee timecards monitoring leave accruals and overtime applying timecard approvals and creating simple reports However Kronos Basic HTML lacks some important functionality that a supervisor may need such as applying historical edits prior pay adjustments creating or changing employee work schedules viewing or changing people records and creating ad hoc reports For those tasks supervisors need to use Kronos Full Java For details review Missi
22. same pay rep group with an unpaid break between jobs m Multiple transfer actions are required M Depending on the employee s work rule the SAVE action may split the shifts onto separate rows s Each transfer action is added after an IN punch 1 For the first job enter an IN punch then select the transfer elements 2 Atthe end of the shift enter an OUT punch for the start of the unpaid break period 3 For the second transfer click the Add Row icon for the same day 4 Enter an IN punch then select the transfer elements for the next job 5 Atthe end of the shift day enter an OUT punch 6 SAVE the action Sample Timecard with 2 Job Transfers on a Split Shift N i Date Earnings Codes Amount i Transfer Out No Meal N st 1 Twit N mume Qm i A Tu dl Y osmo 4 Ym KRONOS BASIC HTML USER MANUAL Page 23 Ver 04 23 12 To Transfer On A Continuous Shift A continuous shift has no break between jobs M Time worked is transferred from one job to the next job without a break M Each transfer is added after an IN punch 1 On the work day click the Add Row icon to create two sets of IN OUT and transfer cells for that day 2 For the first job on the first day row enter an IN punch 3 Inthe Transfer column click the search icon then select the search elements Do not enter an OUT punch for job transfers when there are no breaks between the two jobs For the second job on the second row enter an IN punch
23. using the Person amp ID menu Person amp ld Aapple Betty O 0000000 000 s of 3 or toggle arrows NOTE Schedule People and Reports functions are not available from the Ouick Links menu in Kronos Basic HTML Schedule and People functions must be handled using a computer that has Kronos Full Java installed Report functions in Kronos Basic HTML can be accessed from General the Home menu page by selecting Reports gt Group Edit Results KRONOS BASIC HTML USER MANUAL Page 14 Ver 04 23 12 TIMECARD OVERVIEW OPENING THE TIMECARD BASICS Hourly employees select My Timecard from the Home menu page M Supervisors and Pay Reps select the Reconcile Timecard Daily genie to access non exempt employee timecards for review edits approvals and sign offs m Supervisors and Pay Reps access their own timecards from Home My Timecard NOTE Supervisors and Pay Reps cannot edit their own timecards from a genie NOTE Supervisors and Pay Reps should also refer to Using Genies for details and procedures REVIEWING THE TIMECARD BASICS M The timecard opens with a full view of the Current Pay Period two weeks M The non exempt pay period starts on Thursday at midnight and ends two weeks later on Wednesday at 11 59 pm m Exempt leave time periods are semi monthly 1st 15t and 16 31st of each month SAMPLE TIMECARD TIMECARD Person amp kd A sgple Betty A 0000000 000 Timecard Action Menu Time Period Cur
24. 2 To Use a Genie 1 Onthe Home menu page click on a genie such as Reconcile Timecard Daily to open the report 2 Each genie opens with a pre set Show and Time Period parameter The Show field defaults to All Home or None or another hyper find selection depending on the genie Accruams Bivveehly Moine nastve and Termena ted All Aosta student Al Horns and Scheduled Job Transfers Al H r and Trans terred in Al Monee and Transferred In Employses CU Web Users Exempt Payrules macthve Employees Manager Activs People to be Set Up People with Biweekly Pay People with Biw kiy Holiday Pay People with Excluded TEMP pay People with Student Biveckh p People vw non active BMV Pay e All Home lists all the employees in your security group students non exempt and temp e Narrow the employee list by selecting a different Show menu option such as All Active Students The Time Period field defaults to Current Pay Period or s N Previous Pay Period Previous Pay Period depending on the genie Next Pay Period r Previous Schedule Period LYNN Current Schedule Period e Specific dates or range of dates can be selected from Next Schedule Period the Time Period menu Today e Click Apply Week to Date Last Week Specific Date Range of Dates To Sort and Group Similar Data in a Genie 1 Clickon the column header for a primary sort 2 Clickon a different column header for a seco
25. 41 REPORTS FOR SUPERVISORS AND PAY REPu iu a uaaaassssastakasaaasaqkaqhasakananqupataqaqaasasdastakassaspnqasatawaqatasswkaskayqussakassaanas 41 MISSING FUNCTIONALITY IN KRONOS BASIC HTML I U 43 RESOURCES AND CONTACT eracy i E O E O 44 KRONOS BASIC HTML USER MANUAL Page 3 Ver 04 23 12 LOG ON https www kronos cornell edu EXAMPLE OF THE CORNELL UNIVERSITY KRONOS LOG ON PAGE Search Cornell es Cornell University Kronos Cornell Employee Time Reporting System To begin choose either the Basic or Full edition of Kronos If you use a Special ID log on with the links under Have a Special ID below Kronos Basic HTML Streamlined for Cornell NetID A Entering Time yx Approving Timecards click to lo gon A Checking Accruals Recommended for Most Users The Basic edition of Kronos works on most browsers and does not require Java It provides quick access to essential tasks Have a Special ID Kronos Full Java Basic functionality plus Y Historical Edits Y Audit Functions Y Schedules Cornell NetID click to log on O System Requirements for Kronos Full The Full edition of Kronos reguires Java and a supported brovser and operating system Read the Technical Reguirements for Kronos Most users log on to Kronos with their Cornell NetID Special IDs may be issued to users without a NetID or users who require multiple logins If you have a Special ID use the
26. ACCRUAL BIWEEKLY BALANCE GENIE Available To Supervisors and Pay Reps ACCRUAL BIWEEKLY BALANCE show All Home Time Period Current Pay Period v Refresh Select an Action w Vacation Person ID Acemi Tiie Hire Date Daane Sick Balance PER Balance FHC Balance Comp Time State Only Person Name 17 Period End Period End Period End Balance SIC Overflow Period End Period End Employee Signed Approval Off Department Approved Manager Names Empl Class A apple Betty 0000000 5 12 1999 178 28 1 82 6 4 23 4 21 8 AG HR 000 M The Accrual Biweekly Balance genie defaults to Current Pay Period and requires a hyper find selection from the Show field menu m Use this genie to monitor accrual balances and to identify employees with negative leave balances or employees who are in danger of losing unused leave time M To see accrual information for non exempt employees select All Home from the Show field M Accrual information is as of the Time Period selected Although Kronos cannot display the maximum vacation allowed the Hire Date column is next to the Vacation Balance column for comparison to help identify who is in danger of losing unused leave time M To view the Cornell policy for maximum accrual amounts click the My Links tab then select Time Away from Work NOTE In the units which use Kronos to record exempt employee leave and accruals Pay Reps also have access to the Accrual Exempt Balance genie
27. AL INFORMATION AND ADJUSTMENTS Nonexempt Benefits Eligible Employees View their leave accrual information from Home My Reports NOTE In Kronos Basic HTML accrual balances are available only as of a specific date not by range of dates Employees who wish to view Accrual Balances and Projections for a range of dates must use Kronos Full Java Refer to Using Reports Reports for Employees for report information and procedures to view and print accrual reports Supervisors and Pay Reps View employee accrual information through the Accrual Biweekly Balance genie or by running areport Refer to Genie Uses and Descriptions and Using Reports for information and procedures Pay Reps with Reset Only Accrual adjustments are handled in Kronos by Pay Reps with Reset access An accrual adjustment changes the leave accrual balance or suspends reinstates the leave accrual process NOTE Adjustments to leave accruals cannot be processed on Kronos HTML Accrual adjustments must be processed by a Pay Rep with Reset access using Kronos Full Java AD HOC QUERIES supervisors ann pay REPS Ad Hoc queries allow supervisors and pay reps to create non standard temporary reports from Kronos data NOTE The Ad Hoc Query function is not available in Kronos HTML Refer to Reports for Supervisors and Pay Reps for available report functions SCHEDULING supervisors AND PAY REPS The schedule functions in Kronos allow Supervisors and Pay Reps to set
28. Accrual Balances and Projections Hours by Labor Account Accrual Detail Schedule by Labor Account Weekly Badge Numbers Time Detail CU Timecard Audit Trail Timecard Sign off Request and Approval NOTE Kronos Full Java provides full report functionality and the ability to create ad hoc queries Reports can be printed emailed or saved on your computer Supervisors in Kronos do not see wages so reports that normally include a dollar amount will print without that information Supervisors who need to see wages for their employees jobs should discuss options with their Kronos Representative The Pay Rep may have a higher security access that allows him her to schedule a report for the supervisor to include the employee wage detail needed KRONOS BASIC HTML USER MANUAL Page 41 Ver 04 23 12 To Create a Report in Kronos Basic HTML 1 From the Home menu click Reports 2 From the Select Reports tab open a report category and select a report epops 3 A report description box opens to allow changes to Mo oo Seamus the default settings for the selected report 4 Click Run Report Mom Suhel sim Paopia AJ Home aa Time Period Current Pay Perea Output Formet Adqcoe Acrobat Documenti paf w CU Acers Sanitary Description Deszdays accrual summary mianmation wih opnona paze breai between each emobyee To View A Report 1 Createareportthen open the Check Report Status tab and click Refresh Status to update status
29. In the Transfer column click the search icon then select the search elements for the second job Enter an OUT punch for the end of the shift day SAVE the action The Save action completes the transfer and automatically generates the missing Out punch in a purple font A ABA 5 Sample Timecard with 2 Job Transfers for a Continuous Shift i Date Earnings Codes Amount Transfer Out No Meal h ma st O Tua v LOAN T Q Q osu Tu 4i r MOISAN MMN Q iam lt 5 A ma lob These actions prevent a gap in time and pay If the same actions were entered manually two sets of IN OUT punches a warning message will display indicating there s a duplicate punch Time worked for each IN OUT transfer shift is added to the Totals Summary tab at the top of the timecard Transfer labor accounts are prefaced with an x TOTALS SUMMARY E A Flower Bouguet Time Period Current Pay Period 4 19 2012 5 02 2012 ACCOUNT SUMMARY Account Pay Code Money Hours 0000 TEST 0000 683 A pple Pink Lady 0000 000 Generated during v4 0 DB upgrade To be used for Test swipes Generated during v4 0 DB upgrade Science Center demo Generated during v4 0 DB upgrade Job 000 OTH 3 3 REG 59 1 VAC 7 8 n Generated Urm F taepa TE sed for Test swipes Generated during v4 0 DB upgrade Science Center demo Generated during v4 0 DB upgrade Job 010 REG 2 0 KRONOS BASIC HTML USER MANUAL Page 24 Ver 04 23 12 HOLIDAY ON A TIMECARD BASICS
30. Pay Reps o When navigating from a genie to timecards and back to the genie previous genie selections and sorts are not retained data must be selected and or resorted as needed Navigation Functions o Cannot click and drag to select groups of individuals from a list Cannot double click to open a timecard Right click mouse functions are limited and generic Cannot resize columns rows or windows Delete a row icon is unavailable on Basic HTML timecards incorrect punches must be manually highlighted and deleted or over written o Mass process functionality is missing for groups of timecards add delete punches must be entered individually O O O O RESOURCES AND CONTACTS ACCESS To Kronos https www kronos cornell edu How To MANUALS QUICK REFERENCE GUIDES AND FAQs http www dfa cornell edu kronos TECHNICAL REQUIREMENTS FOR KRONOS http www dfa cornell edu kronos QUESTIONS OR PROBLEMS helpdesk cornell edu HelpDesk Phone 607 255 8990 KRONOS BASIC HTML USER MANUAL Page 44 Ver 04 23 12
31. Y CODE SUMMARY ory ceo Meanoy H rg vages RES 10 0 aro 90 BP T B 113 10 WAG 6 0 115 080 als OU 44 8 MU a Rasul Refresh pulls recent changes into the timecard or restores data from the last Save action KRONOS BASIC HTML USER MANUAL Page 16 Ver 04 23 12 NOTE Refresh does not duplicate the Save function Select an Action w Supervisors and Pay Reps Only The Select an Action button is available to Supervisors and Pay Reps on timecards and on genies On a timecard e Thisfunction provides supervisors and pay reps with the ability to email employees directly from the timecard e Italso allows Pay Reps to apply Sign Off or Remove Sign Off functions to timecards Refer to Timecard Sign Offs for procedures On a genie such as Reconcile Timecard Daily e Functions include Email Approve Remove Approval Export to Excel and Export to CSV e Pay Reps have the additional functions of Sign Off and Remove Sign Off TIMECARD GRID BASICS mb Provides date rows and columns to record IN OUT time punches meal breaks transfers and comments Benefits eligible employees not student employees also record leave time earnings codes such as vacation VAC sick SIC personal PER family health care FHC and paid leave PDL Hours worked are totaled by shift by day and cumulative for the pay period s Exceptions missed punches absences or IN OUT punches out of sync with the employee s schedule are ind
32. ak punches a duplicate day row must be added to the timecard Work shifts and meal breaks should be entered daily Punches can be entered as standard time 8a 8am 430p 4 30pm or as military time 1800 Time entered without indicating AM or PM will default to AM To Add a Work Shift and Meal Breaks m Do not use the Earnings Code column to enter regular work time REG M To enter meal break punches add a day row by clicking the icon 1 Enter start time in the IN cell 2 Inthe OUT cell enter meal break start time 3 Addarow for the meal break and enter the meal break end time in the IN cell TK HAN ES tee Sout OP Wore SAMPLE TIMECARD WITH WORK SHIFTS AND MEAL BREAKS day end time roa 5 Add a day row for each additional shift i feo m meal break transfer or leave code 4 m G j amp j recorded on the same day 6 SAVE the action KRONOS BASIC HTML USER MANUAL Page 19 Ver 04 23 12 Automatic Meal Deducts This override should rarely be applied and must be pre approved by the employee s supervisor Hourly employees are subject to Cornell policy and state regulations requiring meal breaks refer to Cornell HR Policy 6 7 10 Standard Workweek and Pay Periods Pay Rules for some employees have automatic meal deducts In very rare and special circumstances an employee may have to work through a required meal break When this happens the automatic meal deduct can be overridden on th
33. amp e Manually entering start and end IN OUT time worked on a web based timecard the most common type of access e Using a combination of these methods The supervisor and Payroll Services inform the employee which method to use Kronos also provides Payroll Reps Pay Reps and Supervisors with a variety of tools to help them manage employees and payroll Employees are assigned a work pay rule in Kronos which automatically applies the correct earnings codes and determines appropriate pay for regular work overtime shift differentials holidays etc The Pay Rule also determines how the employee s time rounds WHAT YOU NEED TO KNOW Employees and their managers should learn the following functions to be successful with the Kronos Time Keeping System and to assure an accurate and timely payroll gt 5 gt gt gt gt EN gt gt Basic Navigation log on log off and use of the navigation quick link and action menus How to enter time worked meal breaks and leave time earnings codes such as SIC VAC PER etc How to edit timecards in the current pay period and from prior pay periods How to attach comments and notes to timecard punches and earnings codes How to use genies online reports for supervisors and pay reps How and when to approve timecards How and when to sign off timecards pay reps only How to view and create reports How to use Kronos print and email functions Kronos Basic
34. at all employee and manager approvals have been applied m After sign off time is pulled for the pay period as part of the interface process between Kronos and the payroll system regardless of the approval status on the timecard Pay Reps who are also supervisors must review and approve their direct report employee timecards individually m Pay Reps who are hourly employees cannot sign off on their own timecards Sign off must be done by another Pay Rep NOTE Sign offs close the pay period and lock timecards from further edits Sign offs applied in the current pay period should be done after timecards have been finalized and approved NOTE All timecards approved or unapproved with or without time must be signed off to prevent pay processing problems KRONOS BASIC HTML USER MANUAL Page 27 Ver 04 23 12 USING GENIES on ine REPORTS FOR SUPERVISOR AND PAY REP USE ONLY NOTE Employees who are not supervisors do not have access to genies NOTE Pay Reps and Supervisors should be using Kronos Full Java for full functionality historical edits approvals and sign offs BASICS nb eeeee FF NAVIGATION NOTE The HOME button works similar to the browser back arrow Click on HOME to move between genies or between timecards and genies or to choose other menu Selections Genies are customized online reports that provide an overview of employee payroll information such as total work time overtime leave time
35. bsequent clock jobs must have different badge numbers for that employee Some benefits eligible employees who use time clocks are also granted access to web based timecards to record leave time such as sick vacation personal etc KRONOS BASIC HTML USER MANUAL Page 11 Ver 04 23 12 NAVIGATION IN KRONOS BASICS gt 44 HO mell University The HOME menu Quick Links and Action menus provide access to timecards reports resources and to functions to record manage edit and monitor payroll related information and processes Menu bars are located above timecards and open genies on line reports Employees have basic navigation functionality Supervisors and Pay Reps have enhanced navigation functionality Functions available only to Supervisors and or Pay Reps are noted as such ME MENU FOR EMPLOYEES My Information Sty Calendar Hy Linke My Tiii jiy Work amp dbeence Summary inv dur Parcel My Reperta Come Pay Camden Enric Cede Denti Tere oray fom Wiest He Winn Comets Kronos Web page e Select My Timecard to enter time worked work rule transfers and leave time e Select My Links to view your paychecks identify earnings leave codes and access payroll and Kronos resources HOME MENU FOR SUPERVISORS AND PAY REPS Cornell University s n Log ON Change Password Help General Scheduling My Calendars K Group EdE Pesula E CU Work amp Absence Summary E By Wor
36. card was adjusted by whom when and where to view the change NOTE An employee can approve but not edit a timecard after the supervisor s approval if the timecard has not been signed off KRONOS BASIC HTML USER MANUAL Page 26 Ver 04 23 12 To Approve a Timecard 1 From the menu bar on a timecard click Approve mo 2 The Approve action is automatically saved and a date stamp displays to indicate who approved the Approvate timecard and when it was approved n To Remove an Approval Approvals 1 From the menu bar on a timecard click Remove Approval 2 The Remove Approval action is i i i ec automatically saved and a date stamp displays indicating when the approval was removed TIMECARD SIGN OFFS pay REPs ONLY Pay Reps should be using Kronos Full Java for access to full functionality historical edits and sign offs Refer to the Kronos Full Java User Manual for Sign Off procedures BASICS A sign off is the final approval applied to a timecard by a Pay Rep or Payroll Services m Sign off closes the pay period and locks timecards from further edits M Pay Reps can apply mass sign offs or sign off on individual timecards M At pay period end use the Pay Period Close genie to follow up on missing Worked Time Missed Punches and missing employee and manager approvals On the Thursday after pay end use the Payroll Readiness genie for a final review and confirmation th
37. ch as Reset Suspend and Reinstate must be handled using Kronos Full Java gt Reporting Supervisors and Pay Reps o Reporting functions are not as robust as Kronos Full Java o There is no Ad Hoc Query functionality gt People Editor Supervisors and Pay Reps o Access to the People Editor is not available o Employees new to Kronos must be set up by Pay Reps using Kronos Full Java o Pay Reps and Supervisors cannot change the Pay Rule for employees gt Schedules Supervisors and Pay Reps o Supervisors and Pay Reps cannot set up or adjust work schedules for an employee or group of employees o Schedules can be viewed by Supervisors and Pay Reps from Scheduling on the Home menu by selecting CU Work and Absence Summary or by using the Reports function KRONOS BASIC HTML USER MANUAL Page 43 Ver 04 23 12 Audit Trail o The history of all timecard actions dates times action and user is available to supervisors and pay reps in Kronos Basic HTML through the Reports function Historical Edits and Comments are not included Transfers o Transfer searches are not retained for future use and must be created for each new transfer action Email o Employees do not have access to email functionality in Kronos f Select an Action w o Supervisors and Pay Reps can email from timecards or genies by using the menu Notes o Free form notes to clarify edits and punches cannot be added to Comments Genies Supervisors and
38. cruals and schedules can be viewed on the clock e Employees can use the function buttons to transfer to different labor levels such as cost center or job number Work rules can also be transferred as needed e Functions that cannot be done on atime clock include Transfer of time worked to different supervisors Entering earnings codes such as VAC SICK PER FHC etc used by benefits eligible employees only These functions can be done by a supervisor or by the employee if s he also has access to a web based timecard which allows those functions to be applied from a computer Time Stamp Employee e Allows employees to use their desktop terminals as a time clock e Employees log on with NetID and Kerberos password e The Record Time Stamp button registers IN or TIME STAMP OUT time punches without logging onto a Record Time Stamp timecard or using a time clock Tuesday May 15 2012 11 31AM GMT 05 00 Eastern Time e Time stamp employees can transfer labor Transfer Q E Cancet ali meal deductions levels such as cost center supervisor or job They can also do work rule transfers e Time stamp access is recommended only if there are adequate computers or dedicated kiosks to allow employees easy access NOTE Time stamp employees at Cornell also have access to web based timecards which allows them to enter leave and other earnings codes view accruals and approve their timecards However Kronos Basic HTML does not
39. d locks timecards from further edits To Edit or Change a Timecard in the Current Pay Period 1 On the timecard select the cell to be changed and apply the change 2 Adda Comment to justify the edit for audit purposes 3 SAVE the action To Edit or Change a Timecard in a Signed Off Previous Pay Period 1 Refer to Historical Edits in the Missing Functionality section for information and procedures TIMECARD APPROVALS BASICS An approval is an electronic signature confirming that all actions on the timecard are valid and true The person approving the timecard is verifying direct knowledge of the time worked and leave taken for that pay period Approvals can be applied daily by a range of dates or by pay period Timecards are approved in the current pay period and must be approved by the departments pay end deadline At pay end the employee reviews and edits the timecard as needed then applies an approval Supervisors review and approve individual timecards there is no mass approval process Approvals lock the timecard from further edits unless the approval is removed Only the individual who applied an approval can remove the approval ELIET FF FF Supervisors and pay reps can edit employee timecards without removing the employee s approval NOTE An email notice is automatically sent to the employee when someone other than the employee edits the employee s approved timecard The email informs the employee that the time
40. dard tasks such as recording work time leave codes applying transfers checking accrual balances and approving timecards Pay Reps need to use Kronos Full Java for advanced functions such as historical edits prior pay adjustments creating or adjusting work schedules setting up or changing people records and for adjusting or suspending accruals Supervisors and employees may occasionally need Kronos Full Java for some of the same tasks listed above The following information identifies the missing or limited functionality in Kronos Basic HTML gt Shift Limitations on the Timecard for Recording Work Leave Times and Meal Breaks o Kronos Basic HTML provides only one set of In Out columns per day o Aduplicate row must be added to each day in order to record meal breaks or more than one work shift leave code or combination of work time and leave time gt Historical Edit function o Historical edits changes corrections to timecards in previous signed off pay periods must be done using Kronos Full Java There is no work around in Kronos Basic HTML to record prior pay corrections gt Timecard Information o Information about employee timecards such as Time Detail and Accruals Balances can be accessed through the Reports function gt Accrual Reset Suspend Reinstate Pay Reps with Reset Only o Pay Reps with Reset cannot adjust accruals vacation sick personal family health care etc o Accrual functions su
41. e hour and must record start time and end time for work shifts and meal breaks Work hours are tracked by web based timecard time clock time stamp or a combination of these time collection methods Student employees are the largest group of multiple job holders although an increasing number of benefits eligible employees are also working more than one job Payroll Services sends employees who have multiple jobs a special password and log on instructions for each job The transfer function on a timecard automatically moves time worked to a different job supervisor or cost center WEB EMPLOYEES A web based timecard is used to manually record IN OUT punches and leave time The time stamp method uses a computer like a time clock to automatically record IN OUT punches when the employee logs on Web employees receive a confirmation email from Payroll Services with log on information for Kronos A web employee with Multiple Jobs in the Same Pay Rep Group has only one timecard e The primary job is called the Home Job which is the default job number and pay rate on the timecard e Anemployee uses the home job timecard to transfer hours worked to a different job supervisor cost center or other labor account item when the employee works for another job in the same pay rep group A web employee with Multiple Jobs in Different Pay Rep Groups will have different log on NetIDs and passwords for jobs in each pay rep group e Payroll
42. e timecard by clicking the No Meal box Totals Shift Daihy 55 5 8 In Transfer Out 8 45 40 A 3 30PM NOTE AddaComment to the OUT punch to clarify the action Mo Meal ADDING EARNINGS CODES BENEFITS ELIGIBLE EMPLOYEES ONLY BASICS Earnings Codes are also referred to Pay Codes in Kronos Earnings Codes identify specific leave time such as vacation VAC sick SIC personal PER family health care FHC etc Non benefits eligible temps and student employees do not use earnings codes Earnings codes and time punches or different types of earnings codes cannot be entered on the same row Definitions for earnings codes are available at Home Earnings Code Descriptions 44 Time worked must be entered as IN OUT punches Do not use the earnings code REG to record total time worked for the day To Enter an Earnings Code 1 In the Earnings Codes column select a cell Totals Summary Amani n From the Earnings Codes menu select an earnings code 3 Tabtothe Amount field and enter the number of hours to pay against that code 4 SAVE the action To Enter IN OUT Punches With An Earnings Code or Multiple Earnings Codes on the Same Day 1 Click the Add Row icon E to add a new day line 2 On the first day row select an earnings code tab to the Amount cell and enter the number of hours to pay EARNINGS CODES AND TIME PUNCHES ON THE SAME DAY 3 On the second day row enter the
43. ecards and reports by using the browser s File Print functions Supervisors and Pay Reps can also use the print functions available on Report toolbars The Email function is available only to Supervisors and Pay Reps from the Select an Action menu on timecards and genies C an Action w Select an Action Export to Excel Export to CSV KRONOS BASIC HTML USER MANUAL Page 18 Ver 04 23 12 RECORDING EDITING AND APPROVING TIME BASICS FF F Employees enter time worked and meal breaks as IN OUT times on a daily basis Leave time is entered as taken VAC SIC PER FHC by benefits eligible employees Employees with multiple jobs in the same department pay rep group have one timecard from which time worked is transferred to other jobs and supervisors The Save action records actions and edits applied to timecards Save Early Save Often Timecards must be approved by both employee and supervisor on a biweekly basis Supervisors can make changes to employee approved timecards before sign off Approvals lock the timecard Prior to sign off an approval can be removed to allow timecard edits Sign off locks the timecard for the pay period SAMPLE NON EXEMPT TIMECARD TIMECARD ADDING TIME WORKED AND MEAL BREAKS BASICS AA A shift is a set of IN OUT punches A shift can cross into the next day past midnight Each meal break lunch and or dinner requires a set of IN OUT punches To enter meal bre
44. h the list one employee at a time To Isolate A Specific Type Of Employee Benefit Eligible 02 Employee Timestamp 09 Exempt full time kronos09 Person amp ld Time Period A apple Bett SAP Grade Step NOTE The QuickFind genie does not separate exempt employees from non exempt employees or your direct reports from the employees of supervisors you back up 1 Choose a different genie such as Reconcile Timecard Daily 2 Select one of the following Show field parameters a Exempt Payrules returns only employees who have an exempt pay rule in the PeopleSoft system b People with Biweekly Pay displays hourly employees including student employees and temps who have time on their timecards c All Active Students displays only employees with active student jobs whether or not there is time on their timecards d People to be Set Up displays employees who need to be set up in Kronos Exempt Payrules 3 SITTE ahd Hon Act All Home and Scheduled Job Trans All Home and Transferred in All Home and Transferred In Emplc People with Excluded TEMP pay People with Student BiWeekly p People w non active BiWkly Pay FF rks B mdi Moe m Dn n 4 I H KRONOS BASIC HTML USER MANUAL Ver 04 23 12 Page 34 DESCRIPTIONS OF GENIES USED BY PAY REPS ONLY 1 PAYROLL READINESS GENIE Available to Pay Reps 0nly PAYROLL READINESS Show None M Time Period Previous Pay Pe
45. icated with red outlines or solid red boxes SAMPLE TIMECARD WITH EXCEPTIONS AND A MISSED PUNCH TIMECARD Person amp id A apple Gala 2222222 000 Time Period Current Pay Period w 4 19 2012 5 02 2012 Select an Action w an Date Earnings Codes Amount In Transfer Out No Meal m iy ai o a raa M EN Sat 4 21 v Q 10 15AM 1 3 1 3 Sun 4 22 Q a a r a a Red Outlines L indicate exceptions to the employee s standard or expected work schedule Exceptions include absences early and late punches and unscheduled work times Solid Red Boxes ES identify missed punches an unmatched pair of IN OUT punches NOTE If the missing punch is not completed before the timecard is approved and signed off time worked for that day is incomplete and will not be paid KRONOS BASIC HTML USER MANUAL Page 17 Ver 04 23 12 To Define An Exception 1 Position hover the cursor over the exception box for a pop up description EXAMPLES OF MARKED EXCEPTIONS and FLAGGED DEFINITIONS 12 00PM 5 00PM IE Fri 4 27 5 14PM om Unexcused Absence Missed Out Punch A 0PM Exceptions are flagged if the employee has a work schedule set up in Kronos and the time punch is out of sync with the schedule Exceptions display on timecards on genies and on the employee s Work and Absence Summary reports Missed punches look for an incomplete pair of IN OUT punches EMAIL AND PRINT Users can Print tim
46. k amp Abaence Summary Hepurts iy Information My Links My Genies R gt Wiksu Your Paycheck gt H i i Heconcae Timecard Daty My Reperis Comet Piy Calendars Accrual Bi veekh Balance Earniys Code Descyudion e Pay Prrind Cinar 8 Time Aveny from Werk Mon linien GuickFavd 4 Comers Kronos Web page Trarmg Gocumenls kronos FAG e Pay Reps have a larger My Genie list than supervisors and enhanced functionality e Managers who are also hourly employees select My Timecard to enter work times work rule transfers and leave time BEST PRACTICE Supervisors and Pay Reps should select the Reconcile Timecard Daily genie on a frequent daily basis to monitor payroll activity for their employees This report lists all your non exempt employees and includes information such as missed punches overtime leave time total time worked and total time paid KRONOS BASIC HTML USER MANUAL Ver 04 23 12 Page 12 HOME MENU The Home menu provides access to employee information and a variety of tools to manage edit and monitor employee timeards leave accruals and payroll Other information is available including access to Kronos How To user materials frequently asked questions and payroll resources The navigation bar at the top of each page provides the Log Off function and Kronos Help information Log Off Change Password Heh Timecard Schedule People Reports lt H
47. ments can be deleted from the timecard if the pay period has not been signed off Deleted comments remain in the audit trail To Add a Comment 1 Select a cell containing a punch or earnings code amount ONMMMIAMTS 2 Click on the menu bar 3 From the Available Comments menu select a comments kA comment n 4 Clickthe blue arrow to move the comment to the Selected Comments frame 5 Click OK Then click SAVE A yellow memo pad icon will appear in the selected cell NOTE Free form notes cannot be added to comments in Kronos HTML To further clarify a comment and for audit purposes add a free form note to the employee s timecard in the Full Java version of Kronos or add hard copy documentation to the employee s departmental file KRONOS BASIC HTML USER MANUAL Page 21 Ver 04 23 12 To View a Comment Select a cell containing a comment bom Click on the yellow comment note in the cell to open and view it The comment displays in the Selected Comments frame COMMENTS Biar 2 ooo Bethy Click Cancel to close the window To Delete a Comment Select a cell containing a comment Click on the menu bar From the Selected Comments frame highlight the comment and click the blue arrow to remove the comment Click OK Then click SAVE The yellow memo pad icon will disappear in the selected cell NOTE A deleted comment can still be viewed on the Timecard Audit Trail refer to Reports for
48. n triggers a reminder to save Closing the browser lt x will not trigger a reminder and unsaved actions will be lost To Save an Action or Edit on a Timecard Save 1 Click the 2 Ifthe save is successful the button on the menu bar TIMECARD legend will change from orange to blue and a timestamp for the save action is displayed 3 Ifthe save action is not successful the MECARD legend TIMECARD remains orange and an error message prefaced with an exclamation mark displays above the timecard KRONOS BASIC HTML USER MANUAL Page 25 Ver 04 23 12 EDITS TO A TIMECARD BASICS s Edits are changes additions or deletes on a timecard and can include actions to time punches transfers leave codes and comments notes The employee can apply edits to the current pay period if the timecard has not been approved Historical Edits prior pay adjustments can only be done by using Kronos Full Java Contact a supervisor or pay rep for assistance Approval by a supervisor locks the employee s timecard from further edits Supervisor and employee approvals can be removed from a timecard prior to sign off to allow edits Supervisors and Pay Reps can edit timecards approved by an employee without removing the employee s approval When an approved timecard has been edited by someone other than the employee an automatic email notification is sent to the employee v FF4 FF m Sign Off closes the previous pay period an
49. ndary sort 3 Double click on a column header to resort the data from top to bottom Primary and secondary sorts are indicated with the icons and std TIMECARD SORTED BY 1 MISSED PUNCH AND 2 WORKED TIME COLUMNS RECONCILE TIMECARD DAILY show All Home vw Time Period Current Pay Period v Select an Action v Person ID Worked Overtime Leave Holiday Name NetID Punch gt y Paid Time ic Time 2 Time Time A apple Gala 2222222 000 kronos04 E 244 demo A Apple Butter 1234567 000 kronos03 i 23 4 To Select All Employees Individuals or Groups of Employees 1 Toselectall employees on a genie click Select an Action then Select All 2 Toselectindividuals or groups of individuals use the cursor with the CTRL or SHIFT a keys to highlight specific rows Pan EXAMPLE OF TWO SELECTED EMPLOYEES Mame E JE Mbeti KRONOS BASIC HTML USER MANUAL Page 29 Ver 04 23 12 To Access Timecards 1 Highlight an employee or group of employees 2 From the Quick menu above the timecard click Timecard 3 To move through a selected group of timecards use the drop down menu or the toggle arrows To Email or Export Data to Excel CSV AAppie Butler A Bird Albatross A Rird Cheep A Coqui Fra A A apple Betty 1 Fromthe Select An Action menu click Email to send an email directly to selected employees Email can be sent to individuals or groups of employees 2 Click Export to Excel or Export to CSV
50. ng supervisor cost center and job number e Changes to an employee s Pay Rule must also be done through Kronos Full Java NOTE The PEOPLE record functions are not available in Kronos HTML KRONOS BASIC HTML USER MANUAL Page 40 Ver 04 23 12 USING REPORTS REPORTS FOR EMPLOYEES Employees can view the following payroll reports in Kronos gt Accrual Balances and Projections This report displays leave code VAC SIC PER FHC balances as of the selected date Note Employees can only see balances as of a specific date not a range of dates in Kronos Basic HTML gt Schedule If the employee has a schedule set up in Kronos this report lists the daily weekly work schedule gt Time Detail This report displays work and leave totals recorded on the timecard for the selected time period gt Primary Account Provides a historical list of changes to the employee s primary account To View and Print a Report 1 From the Home menu open My Reports a 2 Select a report and specify Time Period or As of date 3 Click AVAILABLE REPORTS a 2 4 To print the report select File Print from the browser menu File Edit View Favorites Tools Help 5 Toruna different report click Return My Accrual Balances and Projections REPORTS FOR SUPERVISORS AND PAY REPS Pay Reps and Supervisors including those with read only access can run limited reports in Kronos Basic HTML including
51. ng Functionality in Kronos Basic HTML BASICS Review employee timecards frequently daily to monitor for missed punches exceptions to the work schedule missed meal breaks and time not entered on a daily basis At pay end review and approve each employee timecard by the department issued deadline Supervisors who are also hourly employees access their own timecards from Home My Timecard Use of the following three genies online reports will ensure a successful payroll Reconcile Timecard Daily Accrual Biweekly Balance and Payroll Readiness Supervisors should open the Reconcile Timecard Daily genie at log on This genie displays an overview of timecard information for all their non exempt employees for the Current Pay Period and is used to 844 identify and resolve timecard problems to assure an accurate and timely pay end process Reconcile Timecard Daily Genie KRONOS BASIC HTML USER MANUAL Page 7 Ver 04 23 12 Supervisors use the Reconcile Timecard Daily genie to regularly scan employee timecards to check for missed time missed punches overtime and use of appropriate leave time At pay period end supervisors review and approve individual timecards to confirm direct knowledge of the employees worked hours The Pay Period Close genie provides an overview of actual time worked for the pay period leave time holiday time missed punches and unexcused absences It also identifies missing employee approvals
52. ome e Log Off closes the session To close a Kronos session click Log Off then close the browser a e Help provides Kronos assistance for the function or genie in use e Home returns to the main menu page from open genies or other open menu selections NOTE The Change Password function should not be used HOME MENU SELECTIONS My Information My Timecard MY INFORMATION Employees access their own Timecards and Reports from this section My Calendars MY CALENDARS MY WORK amp ABSENCE SUMMARY Is specific to the employee who is logged on and provides a color coded overview of the employee s worked and non worked days by pay period a range of dates or daily My Work amp Absence Summary My Links View Your Paycheck MY LINKS Provides direct links to the employee s pay check and payroll calendars dali cca as for both biweekly non exempt and semi monthly exempt pay dates Eamings Code Description Time Away from Work Non Union canis crce ts paqa My Links also provides connections to the Time Away From Work policies the Training Lett uments user s manual and Quick Reference Guides FAQs and Kronos Technical Requirements k Kronos FAG GENERAL Supervisors and Pay Reps Only Group Edit Results details any mass actions such as sign offs or special time punches for emergency closings that are sometimes applied by managers or central Payroll Reports allow users to create pdf reports to monit
53. or manipulate and save timecard and employee information General Grup Edit Results Reports KRONOS BASIC HTML USER MANUAL Page 13 Ver 04 23 12 PAY REP GENIE MENU MY GENIES Supervisors and Pay Reps Only Genies are online reports that can be m Gente _ used to manage employee time Supervisors and Pay Reps log on to a view of the Reconcile Timecard Daily genie and select other genie reports from the My Genies tab Genies are used to review and edit timecards employee information People Editor adjust schedules and run reports on selected individuals or groups of employees SUPERVISOR GENIE MENU My Genies R 4 4 4 i k 1 4 Genies can be filtered using pre built hyper find queries or ad hoc queries temporary personal reports Refer to Genie Uses and Descriptions for details about specific genies and their use SCHEDULING CU WORK amp ABSENCE SUMMARY Supervisors and Pay Reps Only Provides a color coded display of an employee s worked days and non worked days ina monthly weekly or daily format Scheduling Madis Aaamaa hantait CU Work amp Absence Summary QUICK LINKS MENU Supervisors and Pay Reps Only The Quick Links menu bar is active from open genies QUICK LINKS MENU FOR SUPERVISORS AND PAY REPS u ii To Access Timecards from the Quick Links Menu 1 From any genie select an employee or group of employees 2 Click on Timecards 3 View each timecard by
54. rent Pay Period Y 192012_S000012 Provides basic timecard functions and mim a KS SSS ey Date Earnings Codes Amount r s ma s ma s Sun 422 Timecard Grid Records time worked transfers leave time and comments P P XJ b D TIMECARD ACTION MENU Comments Primary Account Totals Summary Save Registers time punches leave times and edits to the timecard Refer to Saving the Timecard for details BEST PRACTICE Save early and save often KRONOS BASIC HTML USER MANUAL Page 15 Ver 04 23 12 Approve Selecting Approve adds the users approval to the time recorded on the timecard Approve locks the timecard from additional punches adds a timestamp for the audit trail and changes the button to Remove Approval Refer to Timecard Approvals for details C ts I Can be added to timecard punches earnings codes and transfers to explain or verify the punch BEST PRACTICE For audit purposes add comments whenever clarification on a punch is needed or whenever changes edits are applied to an employee s timecard Refer to Adding Comments for details Primary Account Primary Account shows the labor level history of the employee for the selected timecard The last dated row details the employee s current labor levels including cost center supervisor job number company department pay rep group and job code and title This is a helpful reference point for employees with
55. riod v Refresh Select an Action w Person Person ID Redn Pay Std Pay Employee Approved Manager Signed Supervisor Supv Totals Up Name 1 Grp Period Hours Approval Manager Names Approval Off Name NetID To Date The Payroll Readiness genie defaults to Previous Pay Period and requires a hyper find selection from the Show field menu to sort by employee type or All Home This genie is used to monitor timecard approvals and sign offs at the end of the pay period before time is pulled m Sort the data columns to review for missing approvals and sign offs and to confirm appropriate combined totals of work leave and holiday time are recorded for the pay period M To see active or terminated employees with time punches in the pay period select People with Biweekly Pay from the Show menu 2 EMPLOYEE INFORMATION GENIE Available to Pay Reps Only EMPLOYEE INFORMATION Show None v Time Period Current Pay Period v Refresh Select an Action w 5 Person Pay Rep 1 Name 1 D Emplid Company Group Department Coat User Name nter s gt The Employee Information genie defaults to Current Pay Period and requires a hyper find selection from the Show field menu to sort by employee type or All Home s This genie displays the 7 components of the employee s Primary Labor Account home account s Select All Home from the Show field menu to view data for non exempt employees s Data can be sorted by Primary Labor Account or by
56. their security access and provides an overview of the timecards for the Current Pay Period Reconcile Timecard Daily Genie Pay Reps use this genie to scan for problems such as missed punches overtime leave time missed employee and supervisor approvals and to follow up with the employees and supervisors for corrective actions prior to pay end KRONOS BASIC HTML USER MANUAL Page 8 Ver 04 23 12 Pay Reps have responsibility for reviewing and approving timecards for their direct reports and for sign off on all unit department employees after the pay period ends The Pay Period Close and the Payroll Readiness genies allow for a final review of timecards at pay end to identify possible problems and to confirmation that all employee and supervisor approvals are on the timecards before doing a final mass sign off of all timecards Other genies may be useful for identifying People to be Set Up and for specific tasks that require separating employee types exempt non exempt or student employees Refer to Using Genies for recommended functions and details on genies available to Pay Reps KRONOS BASIC HTML USER MANUAL Page 9 Ver 04 23 12 MULTIPLE JOBS AND TIME COLLECTION PROCEDURES BASICS W YV I Cornell employees can hold multiple jobs in the same and or different departments Jobs can be non exempt hourly or exempt full time or part time or any combination of these job types Non exempt employees are paid by th
57. to Complete 2 Highlight the report then click View Report REPORTS SELECT REPORTS CHECK REPORT STATUS Refresh Status Report Name Format Datein Date Done Status CU Timecard Audit Trail pdf 5 09 2012 10 47AM 5 09 2012 10 48AM Complete 3 The report displays in a new window 4 Usethe menu bar at the bottom of the report to adjust report dimensions to print or file the report N I orto open the acrobat toolbar for additional se functions such as find and email TIP eee 5 Toruna different report close any open report then click the Select Reports tab tt a 6 Toexit the Reports screen click the Home icon matan F a mar To Save or Print a Report When a report is viewed on screen a toolbar menu appears at the bottom of the report 1 To save the report as a pdf file click the Save a Copy icon 2 To print the report click the Print File icon MON nr NOTE Use the Create Favorite and Save Favorite reporting Hn functions to retain and access information needed on a freguent basis SELECT REPORTS CHECK REPORT STATUS Run Report Refresh Lamama uu Duplicate Favorite Delete Favorite KRONOS BASIC HTML USER MANUAL Page 42 Ver 04 23 12 MISSING FUNCTIONALITY IN KRONOS BASIC HTML NOTES gt gt gt Kronos Basic HTML works on most browsers and can be used by employees and supervisors to perform stan
58. to transfer data from a genie to either of those formats for further processing or filing To Print Data 1 Toprintdata on a genie from the browser menu bar open File and select Print GENIE USES AND DESCRIPTIONS BASICS FOR SUPERVISORS m Supervisors use genies to Edit View Favorites a Ensure an accurate and timely payroll process b Access employee timecards c Verify time worked and leave time d Check for missing information e Monitor overtime and accrual balances The Reconcile Timecards Daily genie should be used frequently throughout the pay period to quickly monitor employee timecards and resolve problems prior to pay end To identify timecards with incomplete or missing time sort by the Missed Punch and Total Time Paid columns and use the email function to follow up with the employee as needed M Prior to approving timecards at pay end use the Pay Period Close genie as a final check for missed punches total time worked unexcused absences and to confirm employee approvals Schedule People Reports RECONCILE TIMECARD DAILY Select an Action w Select an Action Select All E mail Remove Approval Sign off Remove Sign off Sort Table Export to Excel Export to CSV M From a genie supervisors can easily review and approve each direct report employee s timecard KRONOS BASIC HTML USER MANUAL Ver 04 23 12 Page 30 BASICS FOR PAY REPS NOTE Pay Reps will find that
59. up standard or non standard work schedules for employees Work Rule Job Number and Cost Center transfers can be built into a schedule to be automatically applied when a punch or time is entered on a timecard KRONOS BASIC HTML USER MANUAL Page 39 Ver 04 23 12 NOTE Functions for setting up and adjusting employee work schedules are not available in Kronos HTML Schedules must be set up by a supervisor or pay rep using Kronos Full Java To View Employee Schedules Scheduling 1 From the Home menu select Scheduling CU Work amp Absence Summary 2 All Home is the default employee selection 3 Use the Name amp ID field or the toggle arrows to select individual employees CU Work amp Absence Summary Show All Home Name amp ID 4A Apple Butter 4 Or choose a different selection from the hyper find Show menu 5 From the selected employee s calendar highlight a day or range of days using the mouse and Ctrl key then click Day Detail 6 Scheduling details display on the pop up window for the first selected date Use the toggle arrows to move Day Detail Legend through a selected range of dates one day at a time PEOPLE EDITOR supervisors Anp pay REPS Timecard Schedule e Supervisors and pay reps need Kronos Full Java to view or change employee People information e Pay Reps need Kronos Full Java to set up or change Primary Labor Account information for employees includi

KRONOS USER MANUAL - Cornell University

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