K R O N O S - Kean University
Contents
1. al hs my wed 1 Maaco E G ET a T ee 9 Click View Report Refer to Appendix for sample reports 11 ADDING COMMENTS IN THE TIMECARDS Managers and timekeepers have the option of adding comments to timecards For example if an employee is working off campus to attend a training or seminar a comment should be inserted on that particular day l 2 6 Once in the employee s timecard select the date Click either In or Out column Click Comment in the menu bar Click Add Comment Select a comment or create your own by selecting See Additional Notes and add any notes you wish add Comment NE sfer mM zi Comments u 5 30PM T Approved by Supervisor 5 30PM IPIE Conference Double Shift M Graduate Asst Orientation x injury no time charged baal Issues with new shift 5 30PM Missed Punch 5 30PM 5 30PM Hote 5 30PM Management Training New York Click 7 Click Save A tiny comment icon shows on the line 12 A Comment tab is also added in the timecard TOTALS amp SCHEDULE ACCRUALS AUDITS SIGN OFFS REQUESTS amp APPROVALS COMMENTS Date Note 8 A comment can be deleted or modified In the COMMENTS tab right click the comment from the comment tab and select Delete Not2. 0 Prior Period Adj kh Prit IS Summary IS summary option provides employees detail profile information Informational purposes only IS SUMMARY Show Last Refreshed 11 06AM Time Period Current Pay Period Actions Punch Amount Schedule Approvals Name TEST1 TESTS TEST4 TESTS Test amp TEST FACULTY MEMBER TEST2 Manager Primary Labor Account 101000 10001 A RESERVED 81280 0100001 101000 10001 P RESERVED 23233 0100003 101000 10001 AJRESERVED 81280 0100004 101000 10001 A RESERVED 81280 0100005 101000 10001 A RESERVED 812850 0100006 101000 10001 A RESERVED 81280 1000007 101000 10001 TEST U RESERVED 81335 1000008 101000 10001 P RESERVED 81260 0100002 All Home Person ID 0100001 0100003 0100004 0100005 0100006 1000007 1000008 0100002 Email Active Assigned Address Badge Mo Manager Pay Rule Summer Professional Summer Professional Summer Professional Summer Clerical OTBA Summer Professional Clerical CITBANK Professional OTBANE Summer Professional Last Totalization 8 15 2014 10 164 85 2014 10 184 8 15 2014 10 154 8 5 2014 10 154 85 2014 10 16AM 8 5 2014 10 18AM 85 2014 10 16AM 85 2014 10 15AM Accrual Reporting Period This option displays the accrual balances for all employees within the department As a default the time period will be set to T
3. 7 hrs day employees Ex Regular hours worked 63 prior year vacation 7 70 Total hours TOTALS amp SCHEDULE ACCRUALS AUDITS All Account 4 Pay Code Amount TOTO 10001 VAVRESERVEDI81260 0100005 Regular 63 0 101000H 0001 A RESERVED 81260 0100005 Prior Year Vaca 7 0 The Cumulative last column in the time card should add up to total pay period hours as well 5 If an employee is taking a PARTIAL day off Example came in 2 hours late a Select the date in which time is being taken b Change the In time 1f employee came in 2 hours late change 8AM to 10 Click the and arrow button left of the date This will insert a blank row for the same date 5 Tue 5 13 gt d On the new blank row in the Pay Code column select which type of time was used in this example Sick In the Amount column enter the number of hours being used 2 hrs in this example Date Pay Code Amount In Tra Out X 5 Mon 5 12 Tue 513 Sick 20 X Tue 5 13 4 00PM Ex 2 hrs sick used on 5 13 3 amp Fl wea sra f Click Save 6 To verify that the sick and vacation time was entered accurately check TOTALS amp SCHEDULE at the bottom of the screen The total hours should always equal to 70 for 7 hrs day employees Ex Regular hours 61 Prior Year Vacation 7 Sick 2 total 70 TOTALS amp SCHEDULE ACCRUALS
4. Balance Forward 0 00 Total Debits 0 00 Total Credits 0 00 Personal Hours Sat 5 31 2014 Balance Forward 21 00 Wed 6 25 2014 Taken 1 50 19 50 Personal Timecard Editor Mon 7 7 2014 TEST2 Total Debitz 1 50 Total Creditz 0 00 Prior Year Vacation Hourz Sat 5 31 2014 Balance Forward 70 00 Mon 6 2 2014 Taken 8 75 61 25 Prior Year Vacation Thu 6 19 2014 Taken 8 75 52 50 Vacation Mon 6 30 2014 Taken 7 00 45 50 Prior Year Vacation Wed 8 13 2014 Taken 7 00 38 50 Prior Year DURER Vacation Total Debitz 31 50 Total Creditz 0 00 Sick Hours Sat 5 31 2014 Balance Forward 193 00 Tue 6 10 2014 Taken 0 50 192 50 Sick Timecard Editor Thu 5 29 2014 TEST Mon 6 16 2014 Taken 2 00 190 50 Sick Timecard Editor Mon 7 7 2014 TEST2 Total Debitz 250 Total Creditz 0 00 Page 1 Vacation Hours Sat 5 31 2014 Balance Forward 84 00 Total Debits 0 00 Total Credits 0 00 Total Number of Employees 1 Page 2 16 Accrual Summary Data Up to Date 8 20 2014 12 52 48 PM Executed on 8 20 2014 12 52 48 PM Printed for TEST2 Time Period 6 01 2014 8 20 2014 Query Previously Selected Employee s Accrual Code Starting Date Starting Earnings and Takings and Ending Balance Reset Balance Credits Debits TESTI 0100001 Comp Accrued Hours sun 6 1 2014 7 25 0 00 7 25 0 00 Donated Leave Hours sun 6 1 2014 0 00 0 00 0 00 0 00 Paid Leave Bank Hours sun 6 1 2014 0 00 0 00 0 00 0 00 Personal Hours sun 6 1 2014 21 00 0 00 1 50 19 50
5. a function on the menu bar or right click menu such as Approvals gt Sign Genies that display time and labor data about groups belonging to a particular labor account This Genie is designed for supervisors who view summary information for a group of employees and perform a task such as applying sign off Ihese are called roll up views In the Genies workspace you can Change the employees displayed by changing the HyperFind query in Show Change the time period Double click an employee to view the employee s timecard 2 Pay Policies Set Using Setup Wage profiles Adjustment Rule y Percent Allocati lt gt Click on this icon to find topics about specific Genies Selectone or more employees and then use the launch buttons to open Timecard Scheduler the People Editor and More 14 APPENDIX Data Up to Date 8 20 2014 12 26 57 PM Accrual Detail Executed on 8 20 2014 12 26 57 PM Time Period 65 01 2014 8 20 2014 Printed for TEST Query Previously Selected Employee z Accrual Code Effective Date Action Amount Running Pay Code Source Edit Date Edited By Balance TEST1 ID 0100001 Comp Accrued Hours Sat 5 31 2014 Balance Forward 7 25 Wed 6 25 2014 Taken 725 0 00 Comp Timecard Editor Mon 7 7 2014 TEST2 Total Debitz 725 Total Credits 0 00 Donated Leave Hours Sat 5 31 2014 Balance Forward 0 00 Total Debits 0 00 Total Credits 0 00 Paid Leave Bank Hours Sat 5 31 2014
6. AUDITS All bal b Account 4 Pay Code Amount 1010000001 A RESERVED 81260 0100005 Regular 61 0 101000 10001 A RESERVED 81260 0100005 Sick 2 0 101000 10001 A RESERVED 81260 0100005 Prior Y ear Vac 7 0 The Cumulative column last column in the time card should add up to total pay period hours as well APPROVING TIMECARDS 1 From the home screen click Pay Period Close under Timekeeping Timekeeping Pay Period Gose 2 A list of all employees will display Previous Pay Period will be the default time period You have the option of approving one timecard at a time or you can Select all timecards and approve them all in one shot To do this click Actions and Select 3 Once you are sure that all timecards are accurate and all time has been entered Click Approvals Click Approve Click Yes when asked if you are sure you want to approve Click Refresh Manager s name will appear in Managers Who Approved Timecard column ao of PAY PERIOD CLOSE Show All Home Last Refreshed 3 23PM Time Period Previous Pay Period Actions Punch Amount Schedule Approvals ID T 1 Employee Managers Who Signed Approval Approved Oft Regular Prior Period Adj 1000009 FACULTY MEMBER 0100001 TEST 0100002 TEST2 Manager 0100003 TEST3 0100004 TESTA 0100005 TESTS Rm mmn T Lt 4 Once the timecard is approved if a correction is needed t
7. KRONOS Time and Attendance System USER S MANUAL TABLE OF CONTENTS I OVINI 2 2 Accessing the Kronos System rere eh Re PER dea 2 Os SS CE earn E O 2 d User MO 3 5 Editing Employee Timecard cese 5 Ox 8 7 What Does 51 2 9 8 How to Check Accrual 9 9 Editing An Employee 9 NO INC AEE 10 11 Adding Comments in the 12 om mS 14 Overview The Kronos system provides an easy way to track employee time and attendance and administer payroll and HR services This system also eliminates the need for paper time sheets Hourly employees can use Kronos to record their work hours by punching in and out using time clocks or computers For employees not required to punch in and out their schedules are fixed and entered in the Kronos system Managers can then review change or approve employee time cards They can also set schedules and generate reports Managers must approve employee timecards on a bi weekly basis Time card approvals are due every other Monday following the end of the pay period Kean University s pay period schedule can be accessed through the Kean web site http www kean ed
8. Prior Year Vacation Hours sun 6 1 2014 70 00 0 00 31 90 38 50 sick Hours sun 6 1 2014 193 00 0 00 2 50 190 50 Vacation Hours sun 6 1 2014 84 00 0 00 0 00 84 00 Total Number of Employees 1 17 Accrual Debit Activity Summary Data Up to Date 8 20 2014 12 56 10 PM Executed on 8 20 2014 12 56 10 PM Printed for TEST2 Time Period 6 01 2014 8 20 2014 Query Previously Selected Employee s TEST1 ID 0100001 Accrual Code Day of Week Effective Date Amount Pay Code that Affected Accrual Comp Accrued Wednesday 6 25 2014 7 25 Comp Personal Wednesday 6 25 2014 1 50 Personal Prior Year Vacation Monday 6 2 2014 8 75 Prior Year Vacation Thursday 6 19 2014 8 75 Prior Year Vacation Monday 6 30 2014 7 00 Prior Year Vacation Wednesday 8 13 2014 7 00 Prior Year Vacation Sick Tuesday 6 10 2014 0 50 Sick Monday 6 16 2014 2 00 Sick Number of Accrual Debits Taken on Sunday Monday Tuesday Wednesday Thursday Friday Saturday 0 3 1 3 1 0 0 18
9. as of a specific date Accrual Detail A detailed breakdown of all time earned and used through a specific range of dates and Accrual Summary A list of all vacation sick comp etc days used and the date in which they were used HOW TO RUN REPORTS 1 Click your department under My Genies 2 Choose the Time Period you wish to view 02 20 2014 8 20 2014 Range of Dates Time Period Select Range of Dates Start Date 5 01 2014 End Date 2 20 2014 Loc ossi 3 Select the employee s 4 Click Reports Timecard Schedule Reports TEST Last Refreshed 12 04PM Actions Punch Amount Schedule A Name le FACULTY MEMBER 10 5 A list of available reports will display Expand the accruals category to see complete list Accruals Accrual Balances and Projections Accrual Carryover Limits Accrual Codes Accrual Date Configurations te Patterns Accrual Earned Grants Accrual Earning Limits Accrual Fixed Grants Accrual Policies Accrual Pool Balances Accrual Probation Periods 6 Select any report 7 Click Run Report Categories All E Accruals Accrual Balance Accrual Carryo Accrual Codes Accrual Date Ce Accrual Date Accrual Debit A Accrual Detai 8 Click Refresh Status to update the status to Complete SELECT REPORT SET OPTIONS CHECK RUN STATUS Date Done RID MG CE C c c c I am d Pe
10. e or Add Note 13 HELP Kronos provides an extensive online help option The system knows which area of KRONOS you are working on and by clicking Help a Manager Timekeeper can access a list of FAQs from every screen In this example a Manager and Timekeeper needed help in the employee list screen Please note on the left side panel a complete list of FAQs Timekeeping help Time Stamp The timecard Managing timec z Employee data 3 QuickFind Employee data views or Genies enable you to group employees for actions such as timecard edits accruals schedules and approvals Aright click displays your options View Helper Tabs Show Full Screer Employee data views Using Genies Group edits HyperFin d Queri Genies XD is ES labor details about selected employees These are HyperFin d Profile called Genies in other parts of the System 001 as Setup and Reports New Person Pe Each row in the stevia cosh corresponds 2 an individual employee The 2 Grouping by ioh HyperFind query in the Show drop down list selects the employees Grouping by Ind Calendars Event Manager Workflow Notific Reports Report Setup Rules Analysis Record Retentio Working Time Di Table Import Access Profiles Accruals setup Display Preferen Employment Labor Level Seti Selectone or more employees and then select
11. he supervisor must remove the approvals by selecting Approvals and Remove Approval Once the correction is made please be sure to approve the timecard again WHAT DOES SIGN OFF MEAN Once all timecards are approved Human Resources will then Sign off on the timecards Once they are signed off on no adjustments can be made for that time period without contacting Human Resources first HOW TO CHECK ACCRUAL BALANCES If an employee asks for a balance of their time an easy way to check 1 Go to the employee s timecard 2 Highlight the last date that was approved 3 At the bottom of the screen click the Accruals tab 4 The balance of time is listed here in hours as of the date highlighted Example x 5 Sat 5 17 TOTALS amp SCHEDULE ACCRUALS AUDITS Accrual Profile hr Classified hired 1 8 Accrual Balance on Code Selected Date Comp Accrued 7 0 Donated Leave 0 0 Paid Leave Bank 0 0 Personal 21 0 Prior Year Vacation 96 0 Sick 134 0 Vacation 105 0 EDITING AN EMPLOYEE SCHEDULE Any permanent change to an employee schedule should be reported to Time and Attendance in Human Resources A Manager Timekeeper can make a temporary change by changing the In or Out time on the employee s timecard REPORTS Managers Timekeepers have access to every report in the KRONOS System However the reports that are most helpful are Accrual Debit Activity Summary Balance of Accruals
12. ile TEST 0100001 101000 10001 A RESERVED 81260 0100 Summer Professional OTBANK Empty Profile TEST2 Manager 0100002 101000 10001 P RESERVED 81260 0100 Summer Professional OTBANK TEST TEST3 0100003 101000 10001 P RESERVED 23233 0100 Summer Clerical OTBANK Empty Profile This screen will show 2 drop down options The first Show window shows the name of the department you will only have access to your own department The second drop down Time Period is the period of time in which you wish to work on As a default the time period will always be set to Current Pay period If you wish to work on a different time period you can use the dropdown to select previous pay period Next pay Period or any other Range of Date Timekeeping Timekeeping has the following options Pay Period Close This is where Managers will go to approve time cards at the end of each pay period As a default the time period displayed will be Previous Pay Period Time card Schedule Reports PAY PERIOD CLOSE Last Refreshed 11 04AM Show Time Period Actions Punch Amount Schedule Approvals ID 1000008 0100001 0100002 0100003 0100004 01 0100006 1000007 FACULTY MEMBER TESTI TEST2 Manager TEST3 TEST4 TESTS Test TEST Employee Approval Managers Who Approved Tim Signed Off Regular Previous Pay Period 70 0 70 0 70 0 70 0 70 0 70 0 70
13. oday but can be changed to any desired range of dates The data can be exported to excel by selecting Actions and Export to Excel ACCRUAL REPORTING PERIOD Show All Home v Last Refreshed 3 14PM Time Period Today Punch Amount Schedule Approvals Name 17 Cost Job Code Reporting Period Units ee A FACULTY MEMBER Sick 10001 81335 U 1 01 2014 12 31 2014 Hour 0 0 0 0 46 0 50 0 9 0 0 0 41 0 FACULTY MEMBER Donated Leave 10001 81335 U 1 01 2014 12 31 2014 Hour 0 0 0 0 0 0 0 0 0 0 0 0 0 0 FACULTY MEMBER Paid Leave Bank 10001 81335 U 1 01 2014 12 31 2014 Hour 0 0 0 0 0 0 0 0 0 0 0 0 0 0 TEST1 Sick 10001 81260 A 1 01 2014 12 31 2014 Hour 102 0 105 0 16 5 190 5 0 0 0 0 190 5 TEST1 Personal 10001 81260 A 1 01 2014 12 31 2014 Hour 0 0 21 0 1 5 19 5 0 0 0 0 19 5 TEST1 Vacation 10001 81260 1 01 2014 12 31 2014 Hour 0 0 84 0 0 0 84 0 0 0 0 0 84 0 TEST1 Comp Accrued 10001 81260 A 1 01 2014 12 31 2014 Hour 5 0 7 25 12 25 0 0 0 0 0 0 0 0 TEST1 Donated Leave 10001 81260 c anana an 1 01 2014 12 31 2014 Hour 0 0 0 0 0 0 0 0 0 0 0 0 0 0 a mma amma mma EDITING EMPLOYEE TIMECARD 1 From the Home page click your department name under My Genies My Genies TEST The time period will be set to Current Pay Period by default If you need to work on a different pay period
14. u KU Payroll Accessing the KRONOS System Hourly employees manager and timekeepers are required to have a username and password to access the Kronos system Please use the following link http knet kronos2 wfc logon Sign on Screen After you are connected to Kronos system you will see the sign on screen Please type your assigned username and password LOG ON User Nam e Password 5 User Interface The following screen will display after you sign on Managers and Timekeepers will mostly be working with My Genies and Timekeeping KRONOS SESE Change Password Help General My Genies Timekeeping gt Group Edit Results TEST gt Pay Period Close Inbox 1 Summary Reports Accrual Reporting Period Actions Work amp Absence Scheduling Schedule Editor Shift Builder Results My Genies My Genies is the code or name of your department By clicking the department name a Manager Timekeeper gets access to the department employees information regarding time and attendance After clicking on your department you will see the following screen Timecard Schedule Reports Home 23 TEST Show Test Last Refreshed 12 13PM Time Period Current Pay Period v Actions Punch Amount Schedule Approvals v Name 44 FACULTY MEMBER 1000009 101000 10001 TEST U RESERVED 81335 Professional OTBANK Faculty Empty Prof
15. use the drop down menu and select the desired time period Previous Pay Period Next Pay Period Specific Date Range of Dates etc 2 Select the employee or employees which you wish to edit and click Timecard double clicking on the name of the employee will also bring you to the timecard Schedul TEST Last Refreshed 3 18PM Actions Punch Name FACULTY MEMBER TESTI Manager 3 If an employee is taking FULL day off a Select the date in which time is being taken b Click the X left of the date Then click Yes to the message to erase the data in that row VWENT Wir 2 Thu 508 Here x Si rri sinn c Under the Pay Code column select the type of the time that was used Sick C vacation personal Comp When using vacation time always choose This ensures that vacation time that was carried over from the last year will be used first If an employee does not have any prior year vacation the system will automatically deduct from the current years time d Under the Amount column enter the number of hours equal to a full day usually 7 Date Pay Code Amount x E Wed 5 07 7 Thu 5 08 Prior Year Vacation 7 0 Ex vacation day taken 5 08 mala ruriman e Click Save 4 To verify that the vacation time was entered accurately check TOTALS amp SCHEDULE at the bottom of the screen The total hours should always equal 70 for
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