Kronos Full (Java)
Contents
1. Click Cancel to stop this app or Run to allow itto continue Do not show this again for this app 4 When Kronos opens the Reconcile Timecard Daily genie is displayed providing a list of all your employees To see your own timecard under My Information click My Timecard Cornell University Log Off Setup Help 13 GENERAL v MY GENIES v SCHEDULING v MY INFORMATION v MY CALENDARS v MY LINKS v Timecard Schedule People Reports a RECONCILE TIMECARD DAILY now ERR E Last Refreshed 4 30PM a Time Period Current Pay Period Actions Punch Amount Schedule Approvals Person Y On Missed Worked Leave Holiday Total Std Pay Cost Cost Center Totals gt i Name 2 Person ID NetID Department Peas aac Ai Overtime 1 5 Paid Ti Pand Haira Supervisor Cacia Description Up To Date A apple Betty A 0000000 000 kronos01 demo AG HR 80 0 A APPLE PIE 0000 No Cost Center st H Security Warning When you re finished click Log Off and then quit the browser to make sure no one can log in to Kronos using your account Tabs and Links e Tabs across the top of the Kronos screen contain menus of functions e Quick links switch to Timecard Schedule People Record or Report views for an employee or group of employees Tabs 2 GENERAL v MY GENIES v SCHEDULING v MY INFORMAT Schedule Editor N Schedule Group Multi Line d Quick Links Schedule Group Ro2. ID Time Period ida nara A apple Gala A apple Security Save Actions Punch Amount Y Accruals Comment Y Ap A Bird Albatross Date Earnings Codes Amount In A Bird Cheep Out In hu 12 15 z A Cow Udder is xis Fri 12 16 A Flower Bouquet _ v Sign Off Timecards Best Practices e Review and approve your direct report employee timecards first e Use the deadlines set by your department or unit for approvals e Be sure that you are signing off the timecard for the correct pay period If necessary use the Time Period box to switch to the Previous Pay Period For more information see Change the Pay Period Dates You re Viewing Pay reps sign off timecards Employees approve their timecard supervisors approve an employee s timecard Employees can approve their timecard after the supervisor has approved it They can t edit the timecard however and they must approve before the pay rep s sign off Once an approval is entered it can only be removed by the person who entered it Supervisors and pay reps can edit timecards after employee approval The employee receives an email notification that the timecard has been edited e Click Approvals and then click Sign Off You can sign off on groups of timecards by selecting them in a genie i Actions Punch Amount Schedule Y Approvals Pers Appro ve Name Person ID A apple Betty A 0000000 000 krof Sion Off A apple Crisp 1234569 000 kroj Remove S
3. time or not 2 Use the Time Period box to see a different pay period date or range of dates For non exempt biweekly pay period and pay date calendars click My Links and then Pay Calendars Kronos for Pay Reps v 3 2 20 2013 Page 2 Full Documentation http Mwww dfa cornell edu payrollservices services kronos howtoguides cfm Payroll Kronos Website htto www dfa cornell edu kronos Select Employees or Groups of Employees Best Practice Use this procedure to select a group of employees and then quickly sign off their timecards You can view timecards schedules people records or run reports for employees or groups of employees by selecting them in a genie After you select a group of employees you can quickly move through them to review information 1 Ina genie select an employee or group of employees e Select one employee Double click to open the employee s timecard e Select a group of employees Click and drag to select a group or hold the CTRL key and click multiple employees e Select all employees Click Actions and then click Select All 2 After selecting employees click Timecard Schedule People or Reports to switch to the appropriate view The information timecard schedule etc for the first selected employee is displayed To move through the group click the arrows next to the Name amp ID box or select a name from the list in the Name amp ID box TIMECARD Loaded 12 52PM Name amp
4. 607 255 8990 e helpdesk cornell edu Kronos for Pay Reps v 3 2 20 2013 Page 7 Full Documentation http Mwww dfa cornell edu payrollservices services kronos howtoguides cfm Payroll Kronos Website htto Awww dfa cornell edu kronos
5. CCRUALS AUDITS COMMENTS Date Comment Thu 12 15 Bereavement Notes e To delete a comment or note in the Comments tab right click the comment or note and then choose Delete e Comments in signed off pay periods cannot be deleted e Deleted comments remain in the audit trail Enter Time in the Current Pay Period Best Practice Add a comment and or note every time you make a change to a timecard Comments and notes are added to the audit trail to provide documentation of all changes It may be necessary for you to enter time for an employee 1 Click the In box and enter the time the employee started work 2 Click the Out box and enter the time the employee finished work If the employee took a meal break enter the time they left for the break and then use the second set of In and Out boxes to enter the time they started work after the break and the time they ended the shift 3 Ifnecessary to enter time for a third shift on the same day click the Arrow icon for the day 4 Click Save Note After you save the timecard the data is entered in the audit trail You must add a comment explaining any changes you ve made For more information see Add and Delete Comments and Notes j Actions Dhc MY TIMECARD Loaded 3 26PM Kronos for Pay Reps v 3 2 20 2013 Page 4 Full Documentation http www dfa cornell edu payrollservices services kronos howtoguides cfm Payroll Kronos Website http www dfa c
6. Kronos for Pay Reps Quick Reference Log On to Kronos Kronos Cornell Employee Time Reporting System 1 Navigate to https www kronos cornell edu 2 E Click Lo g On To begin choose either the Basic or Full edition of Kronos If you use a Special ID log on with the links under z i Eoas Have a Special ID below Note A Special ID is provided to specific employees who are notified directly by Payroll Services with instructions Kronos Basic HTML Kronos Full Java and password information To log on with a Special ID click Kronos Full Java under Have a Special ID Streamlined for Basic functionality plus Y Historical Edits Y Audit Functions Cornell NetID click to log on Cornell NetID Y Entering Time click to log on y Approving Timecards Y Checking Accruals Y Schedules If you have problems with your log on contact helpdesk cornell edu O Recommended for Most Users O System Requirements for Kronos Full 3 You may see a security warning Check the Do not SHOW _ ives notrequre dave Ir provices suieaccese to browser and operating system Read the Nach i j 1 essential tasks Remiirements for Kronos again for this app box and then click Run R ts for K Security Warning Do you want to run this application An application from the location below is requesting permission to run Location www kronos cornell edu mgr viewld 1570 amp J
7. Rule CUNU 7Hr No Day Date Earnings Codes Amount In Transfer Out In Transfer Out x amp PER 78 x amp fFris23 X 8 00AM 1 00PM X X 6 Sat 3 24 X p x 6 Sun 3 25 v r Add Historical Amount with Retroactive Pay Calculation Pay Code lt None gt A apple Crisp 1234569 000 Enective Date 4 0 2012 z Historical Dates 3 22 2012 4 04 2012 Current Pay Rule CUNU 7Hr No Day Calculate Differences gt H Effective Histori A Ea Cade A Impact include Acc y E A Date Date gt Accruals in Totals Comments 5 Atab labeled Historical Amounts is added to the timecard After you edit time the hours will appear in the Historical Amounts tab on the edited timecard and on the current timecard in the Totals and Schedules tab When the supervisor and the employee approve the current timecard the approval will also apply to the historical edited amounts The employee s next paycheck will include payment for those hours or reflect leave time taken For more information see the the Kronos Java Full user manual 4 10 2012 3 23 2012 EST 0000 611 0000 0000 000 REG 5 0 C incorrect Calcuiat Kronos for Pay Reps v 3 2 20 2013 Page 6 Full Documentation http Mwww dfa cornell edu payrollservices services kronos howtoguides cfm Payroll Kronos Website htto www dfa cornell edu kronos Print a Timecard e Inatimecard click Actions
8. and then click Print Email an Employee from a Genie or Timecard To send an email to e Single employee In a timecard click Actions and then click Email In a genie select the employee and then click Actions and then Email Your email program will open with a blank message addressed to the employee e Groups of employees In a genie select a group of employees click Actions and then click Email Your email program will open with a blank message addressed to the group of employees Check Accrual Balances Check accrual balances for vacation sick family health care personal time and p TOTALS amp SCHEDULE ACCRUALS JAUDI comp time Accrual Profile CUNU Accruals 7 8 d e Use the Accrual Biweekly Balance genie with All Home to view balances for ae See all of your employees ae a e Click the Accruals tab at the bottom of an individual s timecard to see m y om balances PER 15 4 Hour Balances are shown as of the day highlighted on the timecard Accrual time is a mesi ina added when work time is entered and deducted when leave is entered More Information The following topics are covered in the the Kronos Java Full user manual e Reports e Ad hoc Queries e Schedules e Holiday Pay Getting Help Full documentation http www dfa cornell edu payrollservices services kronos e FAQ http www dfa cornell edu payrollservices services kronos fag cfm CIT HelpDesk Monday through Friday 8 a m to 5 p m e
9. d the changes you made will appear in the audit trail on the timecard Kronos for Pay Reps v 3 2 20 2013 Page 5 Full Documentation http Mwww dfa cornell edu payrollservices services kronos howtoguides cfm Payroll Kronos Website htto Awww dfa cornell edu kronos Edit Timecard in Prior Pay Period Best Practice Add a comment and or note every time you make a change to a timecard Comments and notes are added to the audit trail to provide documentation of all changes You may need to correct an entry on a timecard from a prior pay period This is called an Historical Edit 1 On the timecard change the display to show the time period you need to correct In the Time Period box choose Previous Pay Period or enter a specific date or range or dates Name amp ID A apple Gala 2222222 000 Time Period Current Pay Period v Frevious Pay Period UTTE Pay FETO Next Pay Period Previous Schedule Period Current Schedule Period mment Ap Trans fe 2 Click Amount and then click Add Historical with Retroactive Pay Calculation 3 A window will open showing a duplicate timecard Enter the In and Out times for the missing hours and then click Calculate Differences 4 Use the comments menu to add a Comment Note Finally click Save gt Add Historical Amount with Retroactive Pay Calculation 1234569 000 A apple Crisp Historical Dates W22 2012 4 04 2012 Current Pay
10. earnings codes or to enter an earnings code on the same day as regular time for example half day work and half day sick click the Arrow icon for the day A new line is added to the timecard 4 Right click to add a Comment For more information see Add and Delete Comments and Notes 5 Click Save Note After you save the timecard the data is entered in the audit trail You can add a comment explaining any changes you ve made For more information see Add and Delete Comments and Notes Edit Timecard in the Current Pay Period After Timecard is Approved You may need to correct an entry on an employee s timecard The employee will receive an email notification that someone edited their timecard The edits are listed on the Audit tab at the bottom of the timecard 1 Toremove your sign off click Approvals and then click Remove Sign Off Note If Payroll has pulled time the correction must be done as an historical edit in the previous pay period Actions Punch Amount Schedule Y Approvals Approve Name Person ID ee ee Remove Approval A apple Betty A 0000000 000 kroj Sign Off A apple Crisp 1234569 000 krof Remove Sian Off 2 Edit the timecard 3 The changes you made will appear in the audit trail for the timecard Add a comment note explaining any changes you made For instructions see Add and Delete Comments and Notes 4 Click Save 5 Reapprove the timecard Note After you save the timecar
11. ign Off Notes e Ifthe employee needs to make a change after you ve signed off on the timecard you need to remove the sign off and the supervisor needs to remove his her approval Then the employee removes his her approval makes the change and reapproves Supervisor reapproves and you sign off again Supervisors can only remove their own approval Click Approvals and then click Remove Sign Off e If your employee needs to make a change you ll also need to remove your approval and then reapprove after the change is made Kronos for Pay Reps v 3 2 20 2013 Page 3 Full Documentation http Mwww dfa cornell edu payrollservices services kronos howtoguides cfm Payroll Kronos Website htto Awww dfa cornell edu kronos Add and Delete Comments and Notes You can add a comment to a time entry 1 Inthe In Out or Earnings Codes cell right click and then choose Add Comment Date Earnings Cod Amount In Transfer Thu 12 15 7 00AM Fri 12 16 v 3 00PM Add Comment Sat 12 17 v 2 Choose an appropriate comment from the list After you choose a comment from the list you can add additional information in the Notes box Comments and notes are visible in the audit trail so remember to be professional 3 Click OK and then click Save A yellow memo pad icon appears in the cell where you added the comment To view the comment and any notes click the Comments tab at the bottom of the timecard TOTALS amp SCHEDULE A
12. ll up i CU Work amp Absence Summary d f Kronos for Pay Reps v 3 2 20 2013 Page 1 Full Documentation http www dfa cornell edu payrollservices services kronos howtoguides cfm Payroll Kronos Website http www dfa cornell edu kronos Reviewing Information Genies Genies are reports you can use to look at employee data For example the Pay Period Close genie shows approvals and sign offs by employee supervisor and pay rep Genies make it easier for you to complete your work in Kronos For pay reps genies allow you to complete some tasks for large groups of employees such as signing off timecards and schedule assignments The following table lists some of the genies available to pay reps The complete list of genies is available in the Kronos Java Full user manual Genie Use for When to Use Reconcile Timecard Daily Review for exceptions such as missed time punches and no time worked Frequently default visible at log in Accrual Biweekly Balance Monitor leave accrual balances and identify employees with negative Toward the end balances or accruals that exceed the allowed maximum of the pay period Note Non benefit eligible employees including students and some temps do not have accruals Payroll Readiness Track approvals If employee approval is missing send email reminders End of pay period directly from the genie For more information see Change the Pay Period Dates or Employees You re Viewing Hype
13. ornell edu kronos Transfers in the Current Pay Period Best Practice Add a comment and or note every time you make a change to a timecard Comments and notes are added to the audit trail to provide documentation of all changes It may be necessary for you to transfer time for an employee 1 On the timecard use the Transfer column to transfer to a different cost center job number or supervisor For more information see the Kronos Java Full user manual 2 Click Save Note After you save the timecard the data is entered in the audit trail You can add a comment explaining any changes you ve made For more information see Add and Delete Comments and Notes Enter Leave or Other Earnings Codes Best Practice Add a comment and or note every time you make a change to a timecard Comments and notes are added to the audit trail to provide documentation of all changes It may be necessary for you to enter a leave or other earnings code for an employee 1 Inthe day for which you want to enter leave or other earnings codes click the arrow in the Earnings Code box and then select the code from the list Tip Click My Links and then Earnings Code Description for a description of the earnings codes 2 Click the Amount box and enter the correct number of hours Note The full schedule half schedule day selections in the Amount column apply only to exempt not hourly employees 3 Ifnecessary to enter two different
14. rFind Quick Find Search for individual employees by specific pay period date or range of Any time dates For more information see the Kronos Java Full user manual Sorting You can sort by any column in a genie Best Practice A check mark indicates that a column has data Sort by the column to see only employees who have data in that column For example sort by the Missed Punch column to see all employees with missing time entry punches e Click the heading of the column You can do a primary and a secondary sort Click the heading of a second column A small arrow indicates which column is being used to sort A small number 1 or 2 indicates the primary and secondary sorts Actions Schedule Person Y i b W r Name Person ID NetID Department On a par Premises Pune Ti A apple Crisp 1234569 000 kronos02 0000 A apple Gala 2222222 000 kronos04 0000 wv A apple Security 2222225 000 kronos20 0000 Change the Pay Period Dates or Employees You re Viewing HyperFind Best Practice Pay periods always end on Wednesday If you are working in Kronos after the pay period ends on Thursday for example be sure to switch the Time Period to Previous Pay Period 1 Use the Show box to see different groups of employees All Home shows all of the employees whose data you can access e All Active Students shows all student employees who have an active appointment whether they have entered
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