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KPME v2.0 User Guide - Kuali Wiki

1. System Scheduled Time Off Leave Payout Timekeeping Rules Department Administrators can establish and maintain business rules that determine how their department will interact with KPME and what available options they will use Business rules allow you to customize the system to work in the most productive fashion for your department Establishing business rules for your Work Areas is an important part of configuring KPME for use in your department If used correctly business rules can help make everyone s job easier and make KPME Time reflect your departmental policies and procedures A few departmental rules are briefly described below Clock Location Rule Allows you to specify if employees should be clocking in and out from a particular computer identified by that computer s IP address Department Lunch Deduction Rule Determines if you will use a default lunch deduction lt also allows you to set a maximum number of minutes for an employee s lunch and that value usually 30 minutes or 60 minutes is deducted from the employee s clocked hours Time Collection Rule Determines whether your employees will record their work hours by clocking in and out Clock Entry or by adding hours manually to their timesheet Manual Entry Note that your Department may have requirements indicating which employee types must use which method KPME User Manual 56 October 2013 How Rules Work Most rules such as the Departmental Lunch Deducti
2. Approvers will be unable to approve timesheets with the following problems Overlapping Time Blocks Time Blocks which include the same hours Hours charged to an invalid assignment This means hours were charged to an assignment that was later deleted or end dated on a prior date A warning message will be displayed when viewing a timesheet with invalid Time Blocks To correct this problem simply open the timesheet and make any needed corrections to the employee s hours or assignment Expected Hours not met Appointed staff employees have a number of expected hours that must be accounted for each week For example a full time Biweekly employee must account for 40 hours while a half time Biweekly employee needs to account for 20 hours each week Corrective action should be taken to fix any errors or warnings that violate departmental policies Approving Timesheets Detailed steps are presented below for performing individual and bulk timesheet approvals Please note these procedures list all the possible steps including ones where you may need to distribute work hours or enter a correction on a timesheet If you have already performed that step or find it unnecessary please go to the next step in the procedure Detailed steps are presented below for individual and bulk approvals To approve an individual timesheet follow these steps 1 Log into KPME Time and go to the Time Approval tab 2 Select the Department you wish to approve fr
3. Active box for that role The person removed will then show under the Inactive Roles sub section of the document 7 When finished editing the Work Area document click Submit 8 Click Close to close out of the document Inactivating a Work Area You can inactivate a Work Area if there are no active Assignments under either the Tasks or the Work Area To inactivate an existing Work Area 1 Log into KPME go to the Department Admin tab and click on Work Area Maintenance link to open the Work Area Lookup 2 Inthe Work Area Lookup screen enter your search criteria e g Department ID and or Work Area and click Search In the search results find the Work Area you want to inactivate and in the Actions column click edit Enter a document Description To inactivate the Work Area which will inactivate all the Tasks and Roles under that Work Area a In the New section on the right enter the Effective Date on which you want the Work Area to be inactive b Then UNCHECK the Active box for that Work Area Note You will be unable to inactivate a Work Area or a Work Area with Tasks that is currently being used in an active Assignment 6 Click Submit 7 Click Close to close out of the document CIA Inactivating a Task You can inactivate a Task if there are no active Assignments under that Task To inactive a Task for a Work Area 1 Log into KPME go to the Department Admin tab
4. The image below shows an example of a timesheet warning o Aug 2011 Sep 2011 Warning Total hours entered 1 00 for Accrual Category SCK has exceeded balance 0 Problem Time Blocks are Earn code SCK Hours 1 00 on Date 08 23 2011 Sun Mon Tue Wed Thu Fri Cust Serv Desk Cust Serv Desk x SCK 1 00 hours 08 00 AM 10 00 AM RGH 2 00 hours Leave Calendar Leave eligible employees in KPME will have Leave Calendar tab that displays the leave reporting period for the employee Leave reporting periods can be set up to fit department needs such as weekly biweekly or bimonthly Non exempt employees will report their leave usage on their timesheet and will use future leave calendars to plan and request leave Exempt employees will report leave on their current and previous reporting leave calendars and will use future leave calendar periods to plan and request leave Exempt employees reporting leave calendars Kuali Rice Workflow documents Kuali Rice Workflow is a routing and approval engine used to manage who can view and take actions on a particular leave calendar Exempt employees with an active KPME Assignment will have a leave calendar automatically created when accessing the current leave calendar period Navigating the Leave Calendar is similar to the Time Detail tab described earlier in this document There are two additional leave related links next to the go to Current Leave Calendar link Leave Ledger is a tabular
5. ccccccoconccnncccconccnncnononcconononanononononancnonononancnnnnnnnnnnnnnnnnnanenanononanennnoss 16 Oleo E ONT asine EP a 16 PTO a Nissed PUNCH tito 16 Mn A ET E A ese eteceees denn 17 Adding Leave Hours to a TiMesheet ooocccccccconncnnccccnnnconcnonnnncnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnrnnnnnnnnnnrnnnnrinnrnnnannons 17 Editing Leave Hours on a Timesheet coooncnnccnncnncccncnncocnncnncnnnnononnnnnnnononnnnnnnnnnnnnnnnnnnonnnrnnnnnnnnnnnnnrarenannnnennananes 19 Deleting Leave Hours from a TiMesheet occcooonnncccnnnncoccnnoncconnnnnonannnnononcnnonnnnnnnonannnnononnnnnnnnnnnnnnannnnennnnanennnnaness 19 Correcting a Time Block Clocked on the Wrong Job ASSIgNnMent occcccccocncnnccccconcnnncnonancnononnnanennnonnnanennnnnnnnos 19 Viewing Recorded Time Blocks on your Pay Period Calendar ooooocoooonnccccccicnnnccccccnononnnnnannnnncncnnnnnnnnncncnonnnnns 19 Viewing a Summary Of Worked HOUrS ccccccccsssseceeeceeseeeeecueeeececeseeeseeeeeseeseeeeesseaeeeeessaaeceeessaageeeeessaeesess 19 Viewing and Correcting Automatic Lunch Meal Deductions ccccccccocnconcccnonnconcnononnnononononnnonononancnnnononanenos 20 HIST VOS QUES etica 20 Manual Entry Timekeeping vecinet NA AR tii 22 How to Record Hours on the Time Detail tab ooocccnccccconccnncccnoncnnncnnnancnnnononanennnonnnnncnnnononanennnononanennnoss 22 Adding Time Blocks to a TiMesheet oooccccccccccccnncccnnnncnncnnnnnncnnnnnnnnncnnnnnnnnnnnnnnon
6. lZuali foundatione KPME v2 0 User Guide Time and Attendance Leave Management KPME User Manua 1 October 2013 October 2013 The Kuali Foundation Revision History Version Description 10 Sept 2011 version 1 0 1 2 1 Nov 2012 1 5 MN Version 1 2 1 NN Version 1 5 Version 2 0 KPME User Manual 2 October 2013 Table of Contents IFLFOGUCTION to KPME sico idas 6 AA ES To aran cin erate sates ea en setae seek nie oe cae oie A EET Sepa sat AEE NAE AE EE 6 A FO Ee TIME ec eee ats teeter A 6 What iS KPME Leave Management uns AE AD OEA 6 VAIS ITUSCOS encaminar rice 6 WHO USES oir nit cdi rico 6 AA A A 6 HOW GOC MINO tna idos peor oia Z WORK ATOda EXAMP O aeie E E E E EEA E E E 7 Recommended System Specifications oooccccconccccononnncnonononononannnonnnnnonononnnnnnnnnnnnnnnnnnrnnnnnnnnnnnnnnrnnnnnnnnnnnnnnennnnnnnss 8 DOSKO WC VIC A E E EE A PES OO E O A 8 o PA A 9 KPME User ROES racial eiiiiii 9 yg e Loy SS ONS sates acc tes A E E E ace 11 Timesheets xi srrasinsdarasctecesajotesarniadu santas neapaelacitasidaineabadettantatedsaniadisbaiideineahadedbiadiisdianselicetajndeinanbalsihiadeiataeesadactiariarss 11 Timesheet Creation A 11 Clock Entry vs Manual AA A PP P A 11 Timesheet Overview and Navigation ccccccccssssscccceeeeeeeeseecceeeeeeaeeeeeeeeeeesesseeeeeeeeeessueeaeeceeeeesssaaeseeeeeeeessaas 11 Clock Entry TIMES ODIA scsi tati iio 15 How to Record Hours on the Clock tab
7. If an employee should input an error when adding or modifying time blocks the Add Time Block entry box will show an error message highlighted in red at the top of the box Corrective action should be taken to fix the fields noted in the error message Add Time Blocks x Error The start date time is outside the pay period Date range 2 23 2011 l 2 23 2012 C Assignment Customer Service 2 27 Rcd 0 UA FMOP Possible entry errors include KPME User Manual 24 October 2013 The time or date is not valid Start time and end time cannot be equivalent Time entry field cannot be empty Hour field cannot be empty Amount field cannot be empty Amount cannot have more than two digits after decimal point The start date time is outside the pay period The end date time is outside the pay period One time block cannot exceed 24 hours The time block you are trying to add overlaps with an existing time block Assignment is not valid for start end date The Time Detail tab will also display error and warning messages at the top of the timesheet in red text Most entries such as using sick or vacation time in excess of available balances will issue a warning If there are only warnings the timesheet will advance for approval but the warning stays on the timesheet so the Approver will see it during approvals Corrective action should be taken to fix any errors or warnings that violate University or departmental policies
8. Overtime Hours Totals SHHR HR Shift Earn Code IN DEPT HR Work Area 55 00 Red 1 IN DEPT Week 2 10 06 10 12 3 To close the summary view click the Minus button by the expanded week Note You can open the summary view of hours worked for more than one employee at a time Opening a Timesheet To view an employee s timesheet or to enter corrections you can open it from your action list of timesheets on the monitor and approval page 1 Log into KPME Time and go to the Time Approval tab 2 Use the sort and filter or search by fields to find the timesheet you want to open Click on the underlined Document ID number That opens the employee s timesheet calendar on the Time Detail tab The calendar header is clearly marked to indicate you are working on an employee s timesheet Here you can review or edit any Time Blocks recorded by this employee or click on other tabs to view the employee s Leave Accruals Person Info or last Clock action On the Clock tab you could clock the employee in out or submit a Missed Punch document to record a missed clock action 3 To close the timesheet calendar for this employee click the Return button at the top of the page This returns you to the monitor and approval page Adding Time Blocks to a Timesheet To add work hours leave hours or fixed rate dollar amounts to an employee s timesheet you must add
9. Time Hour Details Earn Code Hours Amount Expand All Collapse All 10037 3219 0 1400 RGN 09 30 2013 09 00 AM 09 30 2013 06 00 PM g false 10099 10101 false 09 29 2013 11 23 PM RGN 7 Click Back to close the search results page and return to the Department Admin tab Time Block History Inquiry Reviewers Approvers and Department Administrators who have employees in KPME can use the Time Block History Inquiry lookup screen to view the history of the Time Blocks entered on a particular timesheet or for a specific employee The history recorded here will show when Time Blocks were added updated or deleted from the employee s timesheets Time Block History Lookup Important Time Blocks are never deleted from the system they are just inactivated Document Id Q a Principal Id Q EJ User Principal Id Q E Document Status Pending Statuses Begin Date Es to HE Modified Time 5 to HE Search Clear Values Cancel To perform a Time Block History Inquiry follow these steps 1 Log into KPME go to the Department Admin tab and in the Inquiries column click the Time Block History Inquiry link 2 Enter the Document ID of the timesheet you want to view the history of any Time Blocks clocked added KPME User Manual 50 October 2013 Show 10 Actions view view view view view view view or deleted on that particular timesheet e You can also search
10. a Inthe Hours box enter the number of leave hours the employee is taking e f your entry is to add a fixed rate dollar amount e g tips a Inthe Amount box enter the dollar amount e g 65 or 55 32 9 When checked the Apply time to each day checkbox will enter the same time blocks each day for the range of dates you entered Uncheck this box for an overnight shift 10 When finished click Add This adds a Time Block either for the regular hours worked the leave hours taken or the fixed dollar amount you entered KPME User Manual 39 October 2013 gt e Example of Cust Serv Desk X Cust Serv Desk Cust Serv Desk X the three 08 00 AM 12 00 PM SCK 8 00 hours TPO 20 00 types of RGN 4 00 hours Time Blocks This image shows time blocks entered for regular hours leave hours i e sick and fixed dollar amounts i e tips Editing Existing Time Blocks To edit Time Blocks already clocked or entered on an employee s timesheet as regular work hours leave hours or fixed rate dollar amounts 1 Use the sort and filter or search by fields to find the employee s timesheet you want to edit 2 Click on the underlined Document ID number to open that timesheet on the Time Detail tab 3 Inthe Pay Period calendar click on the underlined name of the Assignment you want to edit In the illustration above you would click on Cust Serv Desk 4 This reopens the Add Time Blocks en
11. and click on Work Area Maintenance link to open the Work Area Lookup 2 Inthe Work Area Lookup screen enter your search criteria e g Department ID and or Work Area and click Search 3 Inthe search results find the Work Area where the Task you want to inactivate belongs and in the Actions column click edit 4 Enter a document Description 5 To inactivate a Task under that Work Area a In the New section on the right enter the Effective Date on which you want the Task to be inactive b Then UNCHECK the Active box belonging to that Task Note You will be unable to inactivate a Task that is currently being used in an active Assignment 6 Click Submit 7 Click Close to close out of the document Inactivating an Approver Approver Delegate or Reviewer Role You can inactivate a Approver Approver Delegate or Reviewer role for a Work Area Note For the Approver role at least one person or position must be assigned to that role You will be unable to inactivate this role if that person is the only Approver for this Work Area KPME User Manual 69 October 2013 To inactive a Role for a Work Area 1 Log into KPME go to the Department Admin tab and click on Work Area Maintenance link to open the Work Area Lookup 2 Inthe Work Area Lookup screen enter your search criteria e g Department ID and or Work Area and click Search 3 Inthe search results find the Work Area where the Role you w
12. 0 00 hours OVT 3 00 hours Submit for Approval Summary Sun Mon Tue Wed Thu Fri Sat Week 1 Sun Mon Tue Wed Thu Fri Sat Week 2 Period Total 03 03 03 04 03 05 03 06 03 07 03 08 03 09 CCS 03 10 03 11 03 12 03 13 03 14 03 15 03 16 SSF as Worked Hours 0 00 8 00 8 00 8 00 8 00 8 00 0 00 40 00 0 00 9 00 9 00 9 00 9 50 9 00 0 00 45 50 85 50 LP VAC U LP Vacation Usage ISU Dept 2 10 00 Rod O ISUDEPT 8 00 8 00 16 00 16 00 Other 8 00 8 00 16 00 16 00 RGH Regular Hourly H O u r S ISU Dept 2 10 00 Rcd O ISUDEPT 8 00 8 00 8 00 24 00 24 00 gt AAA A EEE TO Summary Regular Hours 8 00 8 00 8 00 24 00 9 00 9 00 9 00 9 50 3 50 40 00 64 00 OVT Overtime ISU TEST 10 00 Red O ISUDEPT 2 50 2 50 AA O i OOO a IS Overtime Hours 5 50 5 50 5 50 gt Route Log Note Below the calendar is a Summary section that shows the total Worked Hours for each day along with a breakdown of the hours worked by assignment day and by earn code regular vacation sick overtime shift etc It also provides a Weekly and Period Total Note amp Route Log sections An Earn Code is a classification of earning that represents the hours worked or some special earning like shift time sick time or overtime An Assignment is a unique combination of your Job Job Number and Work Area and Task and is used to record the hours that you work The bottom of the timesheet on both the Clock and Time Detail tab contains a Note section which allows you your appr
13. 50 3 50 40 00 64 00 OVT Overtime ISU TEST 10 00 Red O ISUDEPT ISU Dept 2 10 00 Red O ISUDEPT 3 00 300 3 00 Overtime Hours 9 30 3 30 3 30 An earn code is a classification of earnings that represents regular hours worked or special type of earnings like sick time shift or premium pay Regular hours that contribute toward weekly overtime eligibility are totaled and displayed Sick or Vacation PTO hours will also appear in separate rows Overtime or Compensatory hours if they exist will appear in a row below your regular hours Additional pay hours such as shift rates or premiums will appear in rows above or below that Viewing and Correcting Automatic Lunch Meal Deductions Some departments set up automatic lunch deduction rules for Clock Entry employees In those departments all employees have to do is clock in and clock out and work the required minimum number of hours and the timesheet will automatically deduct the meal whether breakfast lunch or dinner usually 30 minutes 0 50 hours or 60 minutes 1 hour Timesheets will show the amount of time deducted for a meal highlighted in a yellow bar at the bottom of a clocked time block Example of a clocked time block that shows an automatic lunch meal deduction This image demonstrates how the automatic lunch meal deduction will appear to employees on a timesheet If an employee works through a scheduled meal or skips it for some reason
14. AAA Example of the three SCK 8 00 hours TPO 20 00 Opes or Time Blocks RGN 4 00 hours This image shows time blocks entered for regular hours leave hours i e sick and fixed dollar amounts i e tips Editing Existing Time Blocks To edit a time block 1 Click on the underlined Assignment name in the example above you would click on Cust Serv Desk 2 This reopens the Add Time Blocks entry box and you can edit the Date Range and or the Earn Code 3 Depending on the Earn Code selected you can also edit the In and Out times the number of Hours or the Amount KPME User Manual 23 October 2013 4 When finished with your entries click Update 5 Verify that the Time Blocks are correct before you exit the timesheet Deleting Time Blocks To delete any time block from a timesheet click on the red X button E in the upper right hand corner of the time block See Time Block examples above When asked to confirm the deletion click OK to delete it Employees can continue to edit their timesheets until it is approved by their timesheet Approver If you have any questions about which Assignments or Earn Codes you should use please contact your Approver Viewing a Summary of Worked Hours On the Time Detail tab below the calendar is a section showing a Summary of the hours that you have recorded on your timesheet This section shows you the total Worked Hours for each day along with a breakdo
15. Address Action Number Principal MM DD YYYY HH MM AM Timezone Timestam Missed Punch x a gt Fi A f f gt 7 f gt gt 0 9 2 8 20 1 3 edit view 3183 10038 1202 O 67 224 44 225 CI 0 10038 09 28 2013 07 00 AM America Chicago 01 03 PM Yes E Pee Me Dame 09 28 2013 edit view 3184 10039 1202 0 67 224 44 225 CI 1 10039 09 28 2013 04 31 PM America Chicago 04 31 PM No edit view 3168 10049 1102 lo 67 224 44 225 clI 0 10049 09 28 2013 04 33 PM America Indiana Indianapolis fi fia No A Bee a y DA E ee 09 28 2013 edit view 3169 10050 1102 0 67 224 44 225 CI 1 10050 09 28 2013 04 34 PM America Indiana Indianapolis 04 34 PM No a rm aman 4 Optional step If you click on an employee s underlined Principal ID Work Area or Task it is a link that on opens an Inquiry page which shows details about that person work area or task Click Close to exit this Inquiry page Click Cancel to close the search results page and return to the Department Admin tab Missed Punch Inquiry Reviewers Approvers and Department Administrators who have Clock Entry employees can use the Missed Punch Inquiry lookup screen to find Missed Punch documents that were submitted by employees to report missed clock in s and clock outs or missed lunch outs and returns from lunch To perform a Missed Punch Inquiry follow these steps La 2 Log into KPME go to the Department Admin tab and in the Inquiries column click the Missed Punch link T
16. Calendar Employees can use this tab to view an employee s leave balances plan and request leave Exempt employees will use this tab to report and submit leave usage e Person Info Available to all users Displays job assignment and role information for each of the employee s job records e Help Displays information to help employees approvers and reviewers use the system View Only tabs include e Time Detail View Only users use this tab to view timesheets but do not have any editing capabilities e Leave Calendar View Only users use this tab to view leave calendars but do not have any editing capabilities e Department Admin View Only users can view only global location or departmental rules depending on their level of access e Person Info Available to all users Displays job assignment and role information for the selected employee e Help Displays information to help employees approvers and reviewers use the system Approver tabs include e Clock Approvers can use this tab to clock an employee out if they missed their last clock out e Time Detail Approvers can use this tab to enter time block adjustments to an employee s timesheet e Leave Calendar Approvers and administrators can use this tab to approve an employee s leave calendar usage and view leave balances KPME User Manual 9 October 2013 Time Approval Approvers use this tab to review and approve all timesheets for their employees Leave Approval Approvers
17. Description Hr Distribution 01 01 2010 1200 IA DEPT NE Work Area Employee CPN IA DEPT IA DEPT NE Work Area No Active Yes Tasks v hide Principal Role Members v hide v hide Principal Role Member Effective Date 01 01 2010 Principal Id 10047 Principal Name reviewer1 iowa Role Name Reviewer Expiration Date v hide Principal Role Member Effective Date 01 01 2010 Principal Id 10037 Principal Name approverl iowa Role Name Approver Expiration Date Inactive Principal Role Members v hide Position Role Members v hide Inactive Position Role Members w hide close 5 Clock Close to close the inquiry page 6 Click Cancel to close the search results page and return to the Department Admin tab Creating a New Work Area or Task Work Area numbers are unique and assigned by the system When creating a new work area the WA Description is important because that is what the employee sees when choosing an assignment to clock into The Approver role is assigned on the Work Area maintenance document The Work Area must have at least one valid Approver to route for approval You can also assign the Reviewer role which allows someone in that role to view and edit timesheets leave calendars and the Approver Delegate role to set up a temporary delegate to approve timesheets or leave calendars To add a new Work Area or Task 1 Log into KPME go to t
18. Help and Reporting Proba add 31 EIN us A ie tad ee Gas ea Wie eae ee ae eee eee oagee 31 ADP OVT ODHOD S amistosa lidia lio aisa 32 Overview of the Time and Leave Approval tabS ooccccccccccccconncccnnncccononanncnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnannnnnnnnnonannns 32 Timesheet Monitoring Reviewing and CorrectinQ cccooooncnncccconnconcnonnnncnnnnononcnnnnnonancnnnnononncnnnnonnnnrnnnnnnnnnrnnnnnnnnnenons 34 FINanaHIMe Snes ni E A A AAA A AA A A A a 35 Viewing Previous and Next Timesheets oocccccconccncccoccncoconcnncnoncnnconannnnonnnronnnnnrnnnnnnnrnnnnnnrnrnrnnrnnrrnnnnrnnanrinnnnnros 35 Viewing Employee Work Status tasar nro aras oO any ioe a Aca tac adas 36 Viewing Timesheet Warnings and Notes oooccccccocnnccconconoconconncnnnnnnononnnnononnnnnnnnnnnnnnannnnononrnnnnnnanennnnnnconanens 36 Opening and Closing the Summary View of Employee Hours cccccessecceeeeceeeeceeeeseueeseeeeeeeesaueesaueesaees 37 DEMING a TIMES ide attache a et tlt dal aed neta ltt dae cw sates 38 Adding Time BIOCKS toa TIMESNE SU eii dit 38 EGIAG EXISHAG Time BOC Sian ie o iia 40 Deleting TIME BIOCK S ira ere OS en 0 ean ster aaic Go Viens rac alae Ge mana tance alee aa 40 Adiwsting shite Ditlerential MOUSE see 40 Timesheet Approval and ROUNO avia AA a ALA ATA ld ae laa AAA 40 EMPIOY ES SUBMISSION 1 ES AAA AA EA 40 APPrOVErAPDrOValS iii A ii 40 Timesheets Not Ready to APpprOVE cccooooccnnccccnoccnnccononncnnnnonnnnconnno
19. Manual Entry assignment your timesheet will open on the Time Detail tab where you manually add the time blocks you have worked or the leave hours you have taken KPME User Manual 11 October 2013 Navigation tabs l uali kpme Current Time 09 16 47 am Document Header with Logout link Logout Employee Name Public John Employee Id Public John Q Document Id 6270 Document Status Saved Leave Calendar Person Info Help Work Status Clocked out since Wed March 6 2013 10 18 00 AM Eastern Standard Time Clock Assignment select an assignment gt a Note section This image demonstrates the Clock Entry tool that employees use to clock in out Other navigational tabs you may see on your timesheet include the Time Detail tab the Leave Calendar tab Person Info tab and the Help tab If you are an employee who is also an approver for a Work Area you may also see a Time Approval and or a Leave Approval tabs All timesheets display a Document Header in the top right corner that includes your identifying information such as Employee Name Employee ld timesheet Document Id and Document status Saved Enroute or Final This area also includes a Logout link that you will use to log out of the system and close your timesheet If you click on your underlined Employee Name here it will open the Person Info tab where you can view details about your time assignments jobs and roles Or you can cli
20. System Admins will submit this document to payout accruals at time of termination retirement Leave Payout documents will appear as a leave block on the calendar with the amount of leave paid out KPME User Manual 64 October 2013 Administrative and HR Payroll Functions Department Administrators will use the Work Area Maintenance document to create new Work Areas and Tasks to manage Approver roles and to add temporary Approver delegates Work Areas are used to divide a Department into groups based on Approvers Employee Assignments are associated with a Work Area Approvers are also assigned by Work Area therefore the Work Area drives routing for employee timesheets or leave calendars Each Work Area can have one or more Approvers assigned to it Tasks are optional sub divisions of Work Areas Assignments in KPME can associate employees with a Work Area and with that Work Area s Tasks Tasks allow departments to use increased tracking capabilities within a Work Area for example keeping track of the hours worked on a particular project Work Area Maintenance Use this document to view create or edit the Work Areas and Tasks that will exist for your Department You can also establish the Approver and Reviewer roles to review edit and or approve timesheets or leave calendars for those Work Areas To view the details for a Work Area including Tasks and Roles 1 Log into KPME go to the Department Admin tab and click on Work Area Mainte
21. a Time Block 1 Log into KPME Time and go to the Time Approval tab 2 Use the sort and filter or search by fields to find the timesheet you want to open 3 Click on the underlined Document ID number That opens the employee s timesheet calendar on the Time Detail tab 4 Onthe Pay Period calendar select the day or date range on which to add the Time Blocks e To adda Time Block for one single day click on the day you want to add e To add the same Time Block across multiple days such as Monday through Friday click and hold down the left mouse button on the first day of your date range Monday and simultaneously drag the cursor over to the last day in the range Friday then release it KPME User Manual 38 October 2013 When you select multiple days it highlights those days in blue and the Add Time Blocks entry box opens showing the date range you selected A single day entry just opens the Add Time Blocks screen with the date range showing as the same day If the employee works an overnight shift you can use the click and drag method to select both days in the shift But you must UNCHECK the Apply time to each day checkbox e Once the Add Time Blocks entry box is open you also have the option to type in the date range or click on the calendar button Es beside each date field to pop up a monthly calendar and select the range of dates For example you could type in or use the cal
22. button E in the upper right hand corner of the time block See Leave time block example above 2 When asked to confirm the deletion click OK to delete it Correcting a Time Block Clocked on the Wrong Job Assignment If you clock in on one job assignment and find that you have clocked in on the wrong assignment you should continue to work and clock out at the end of your work period That will record a Time Block for that assignment During the current pay period only you can change the assignment for a Time Block you clocked and recorded under the wrong assignment so it shows for the assignment you actually worked To move a clocked Time Block and the hours worked over to the correct Assignment Go to the Time Detail tab on your timesheet Find the time block you need to change Click on the underlined Assignment link in that time block which opens the Add Time Block entry box In the Assignment dropdown select the assignment that you actually worked Click Update ate eS This will update your timesheet so that Time Block and the work hours will show under the Assignment that you actually worked Viewing Recorded Time Blocks on your Pay Period Calendar Click on the Time Detail tab to open the Pay Period calendar and view the current pay period See the illustration of the Calendar under the section Timesheet Overview and Navigation This tab displays all the time blocks you have clocked or manually enter
23. d Leave Active box checked as the default value unless you want to inactivate this Assignment 5 You can add or remove the Accounts funding this Assignment a Toadd a New Assignment Account go to the blank fields at the top left of the Assignment Account sub section and enter values in all the required fields then click Add b Toremove an existing Account uncheck the Active box That keeps it from being used to fund this assignment 6 You can also reallocate your funding and change the Percent for each Account as long as ALL accounts total 100 7 After you ve completed entering your changes to the Assignment document click Submit 8 Click Close to close out of document Removing Inactivating an Assignment You can use the Assignment maintenance document to inactivate an employee s Assignment and that will remove it from the employee s timesheet or leave calendar If you inactivate all Assignments for an employee they are no longer in KPME and the system will not generate timesheets or leave calendar for them 1 Onthe Department Admin tab click on the Assignment link 2 Onthe Assignment Lookup enter your search criteria to find the Assignment you want to remove 3 Inthe search results click edit to modify that Assignment This initiates anew Assignment maintenance document which shows the current assignment and funding information for that Assignment 4 Enter a document Descripti
24. either clock entry or manual entry of hours worked Non exempt employees with leave benefits will also have access to a leave calendar to plan and request leave along with accessing their accrual balances Exempt employees will log into KPME Leave Management to access their leave calendar with accrual balances to plan request and report leave time A department must first create Work Areas in KPME to control the Approval Routing and to set up Assignments that the employee uses to record work hours and leave time KPME also allows for further definition of Work Areas called Tasks Tasks are optional sub divisions of Work Areas and allow departments to keep track of the hours an employee works on a particular project Work Area Example Organization DP BOOK Organization DP BOOK Work Area Cashier Work Area Warehouse Approver Approver John Doe Sally Farnsworth Employees Employees Daniel Smith Ray Johnson Ramona Sinclair Daniel Smith The above example shows one Organization with two different Work Areas in KPME Notice that one employee Daniel Smith works in both Work Areas When employees are associated with a KPME Work Area it appears as an Assignment on their timesheet and or leave calendar Employees can have many different Assignments and can even have multiple Assignments associated with the same job Non exempt Employees either clock in out or manually edit the timesheet to record hours worked in their various Assignments
25. handle uncommon pay conditions Employees also use KPME to record leave usage such as days off when sick or on vacation and request future planned leave e Approvers use KPME to review edit and approve the hours worked their employees have recorded and or leave reporting calendars Approvers can also approved leave requested submitted by their employees e Reviewers are KPME users who have the same view and edit timesheet options as Approvers but are unable to approve timesheets or leave calendars e Department Administrators are able to access the administrative or HR Payroll functions in KPME allowing them to create Work Areas add approvers for approval routing and change the rules in their department e System and Location Administrators are able to access all timesheets administrative and system functions and provide support to answer questions or assist users e View Only users are granted access to view but not modify timesheets for a given department When is it used KPME s Timekeeping and Leave Management is available 24 hours 7 days a week and 365 days a year for employees to record hours worked and report leave and for approvers to process timesheet approvals KPME User Manual 6 October 2013 How does it work KPME is a web based application and can be accessed from any network connected device with a web browser Non exempt employees will log into the KPME Time central portal which provides access to timesheets for
26. rule In general the results retrieved when doing a rule search displays values for many of the fields used as search criteria on that specific Rule Lookup screen lt always shows the Effective Date of that rule and whether or not the rule is Active The KPME system provides the following Departmental Rules that you may be able to view if applicable for your department e Clock Location e Department Lunch Deduction e Time Collection sets employee as Clock Entry vs Manual Entry The rules that impact a Department are discussed in more detail in the administrative section of this manual Viewing Work Area Maintenance You can use the Work Area Maintenance Lookup to view information about the work areas in your department Click on the Work Area Maintenance link under the HR Payroll column to open the Work Area Maintenance Lookup The results of a search on this lookup screen will show you the Department the Work Area Description the Effective Date the Default Overtime Earn Code and if it is an Active work area KPME User Manual 54 October 2013 WorkArea Lookup 7 reguired field Department BL CHEM A Work Area Description Effective Date From Fe Effective Date To Es Active Yes al No e Both Show History C yes g No search clear cancel 3 items retrieved displaying all items 1 __ Actions Department Work Area Description Default Overtime Earn Code _ Effective Date Ac
27. so they can define attributes associated with their departments work areas and employees Person Info Available to all users Displays job assignment and role information for each of the employee s job records Help Displays information to help employees approvers and reviewers use the system System Administrator tabs include Clock Administrators can use this tab to clock an employee out if they missed their last clock out Time Detail Administrators can use this tab to enter time block adjustments to an employee s timesheet Leave Calendar Administrators can use this tab to verify an employee s leave balances and ensure usage is correct Department Admin Administrators can access all the system maintenance and rules pages to define attributes associated with employees work areas departments and system level settings Batch Job Administrators use this tab to run various batch jobs Person Info Available to all users Displays job assignment and role information for each of the employee s job records Help Displays information to help employees approvers and reviewers use the system KPME Home System administrations can use the Rice Portal s Maintenance tab to access all the system maintenance and rules pages If you have more than one role in KPME you will see all the appropriate tabs for each role KPME User Manual 10 October 2013 Employee Options This section provides a description of the timesheet and leave
28. status of FINAL indicates the timesheet was approved and is final When a timesheet is ready to be approved the Action column will show an active Approve button Above that button will display the route level the approval is for Approver or Payroll Processor To bulk approve timesheets ready to approval click the select box next to the employee you wish to approve and click the Approve button at the bottom After doing an approval action click the Refresh button at the bottom to update the document statuses This completes the approval and any notifications are removed from your Action List Timesheets Not Ready to Approve Some timesheets may have problems that prevent them from being approved In this case the Approver should enter needed corrections to the timesheet before approving it For some departments this is the only approval and it verifies that it is okay to pay employees for the hours worked and the timesheet becomes Final The Time Detail tab will display error and warning messages at the top of the timesheet in red text If there are only warnings the timesheet will advance for approval but the warning stays on the timesheet so the Approver will see it during approvals Timesheets with problems will not have an active approval button in the Action column the button will be grayed out or the column will be blank These timesheets must be individually opened and corrected before approval can occur
29. to understanding the hierarchy so the criteria has been abstracted to IJ tt simple values of X Y or Z Example Department ID Principal ID Job Number Rule Criteria cj BA BA BKST Rule 1 indicates that all employees in the Department BA BKST follow rule X The symbols in all the other identification criteria fields indicate that all Work Areas employee IDs and associated employee records apply this version of the rule If you want to establish one version of a rule for the entire department this is a simple way to do that KPME User Manual 57 October 2013 Rule 2 indicates that members of Work Area 0001 apply rule criteria Y This means that all employees and all employee record numbers associated with Work Area 0001 are an exception to the general rule established in example 1 Employees in this Work Area will have rule Y applied instead Rule 3 takes it one step further and says that a specific employee identified by the employee ID number 0001234567 needs a different version of this rule applied All this employee s jobs associated with BA BKST Work Area 0001 will apply rule Z It s unlikely that many users will need the level of flexibility provided by employee Principal ID and employee Job Number Most users will find being able to apply rules to the Department and Work Area level are sufficient for their needs However the flexibility exists to make rules specific to in
30. usage since the beginning of the Leave Plan s start date to the last date of the leave calendar being displayed i e above example totals include March 30th Accrued Balance is sum of the Prior Year Carryover and YTD Earned minus YTD Usage and future leave usage Available Balance is the Usage Limit minus the YTD Usage Usage Limit is the accrual category s rule applicable for the displayed leave calendar When new usage leave blocks are added to the calendar the total YTD usage cannot exceed the Usage Limit if there is one Future Planned Usage is the total usage leave blocks that have been added to future leave calendars YTD FMLA Usage is the total usage of leave blocks with an FMLA flagged earned code that exists on the current and previous leave calendars The leave summary on leave calendars for the previous leave plan year will show the leave plan year s totals KPME User Manual 27 October 2013 Leave Requests Leave blocks are added to future leave calendars they can be added to the leave calendar as a leave block with status of planned To submit planned leave click on the Leave Request link on the left under the document header The Leave Request page has 4 different sections that leave blocks by leave block statuses planned leave requested leave that is pending approval approved leave requests and disapproved leave requests The Planned Leave section displays leave blocks that can be submitted for approval From
31. version of all the leave blocks on the leave calendar showing planned requested usage and accrual leave entries in chronological order with balances for identified accrual categories Previous and future year leave usage and accruals can be accessed by using the scrolling buttons shown on each side of the displayed year The Leave Ledger also displays a record of the Days removed in correction and Inactive Leave Entries A link to the Current Leave Period at the top right side of the page takes returns to your leave calendars KPME User Manual 25 October 2013 The Leave Request link from the leave calendar displays planned leave blocks that have been placed on future leave calendars and can be submitted for approval This page also contains Leave Request Pending Approval Approved Leave Requests and Disapproved Leave Requests Past and future year leave requests and approvals accruals can be accessed by using the scrolling buttons shown on each side of the displayed year A link to the Current Leave Period at the top right side of the page takes returns to your leave calendars Adding Editing Deleting Leave Blocks to a Leave Calendar An employee who accrues leave hours such as paid time off PTO vacation VAC or sick hours SCK will enter those hours either on their current timesheet if non exempt or on their current leave calendar if exempt employee Adding editing and deleting leave blocks to Leave Calendar works the same adding tim
32. work area Admin Description This can be the same or different from the Description Leave Active box checked as the default value hide A Effective Date IIS Fa Task Description l Admin Description Active ca _ add 5 Optional step Skip to step 6 if you are not adding Tasks To enter a New Task for the work area a b 220 In the Tasks sub section enter the Effective Date on which you wish this task to be effective Enter the task Description This is what the employee sees when selecting this Assignment to clock or enter hours Enter the task Admin Description Can be the same or different from the Description Leave Active box checked as the default value Click Add The system will then assign a new Task number Repeat the Task steps step 5 for each Task you wish to add under this Work Area KPME User Manual 67 October 2013 Roles v hide New Role Effective Date Principal Id a a LEs Position Number Name Role Name Approver Active a 6 To add a New Role for the work area a Inthe Roles sub section enter the Effective Date on which you want this role to be effective b Enter the Principal ID of the person you are assigning to this role c Optional step You can enter the Position Number of this employee This assigns the role to that position and automatically assigns it to any employee who is hi
33. 0 PM view 3292 10045 D 10046 RGN 1200 D 10 false 1040 2013 1040 2013 08 00 AM 06 00 PM view 3202 10045 D 10046 RGN 1200 0 10 OVT false 10 91 2013 1041 2013 08 00 AM 06 00 PM view 3487 20002 0 20002 RGH 1107 0 TAT false 10 03 2013 10 04 2013 04 50 PM 1200 AM view 3487 20002 o 20002 RGH 1107 0 732 false 10 04 2013 10 04 2013 1200 AM 07 19 AM view 3287 10038 0 10038 RGH 1202 0 2 false 10 03 2013 10 04 2013 11 00 PM 01 00 AM view 3287 10038 o 10038 RGH 1202 0 8 76 false 10 04 2013 10 04 2013 01 00 AM 09 45 AM view 3650 20011 0 admin RGH 1107 0 7 09 false 10 05 2013 10 06 2013 04 54 PM 12 00 AM Showing 1 to 10 of 55 entries Pre 112 3 4 5 Next Last entries 6 Optional step You can click on the view link in the results to open a page that shows a full description KPME User Manual of that Time Block The details displayed are the Joo Number Work Area Earn Code Begin Time End Time and the Hours or Amount along with a confirmation indicating whether or not the entry was logged by the clock At the bottom of the page are the Time Hour Details which show the Earn Code Hours and or Amount including any minutes deducted for a lunch meal Click Back to exit this page 49 October 2013 Time Block Inquiry TimeBlock ld Document bd Job Number Work Area Earn Code Begin Time End Time Hours Amount Clock Log Created User Principal ld Principal ld Overtime Preference Lunch Deleted Time Stamp
34. 0 false updateTimeBlock 10056 10 02 2013 08 00 AM 08 00 PM 11 35 AM 3214 10056 10065 1100 0 0 RGN 10 10 2013 10 10 2013 12 0 false updateTimeBlock 10056 10 02 2013 08 00 AM 08 00 PM 11 35 AM 3214 10056 10065 1100 0 0 RGN 10 10 2013 1040 2013 12 0 false updateTimeBlock 10056 10 02 2013 08 00 AM 08 00 PM 11 35 AM 3214 10056 10065 1100 0 0 RGN 10 10 2013 10 10 2013 12 0 false updateTimeBlock 10056 10 02 2013 08 00 AM 08 00 PM 11 35 AM 3214 10056 10066 1100 0 0 RGN 10 11 2013 10 11 2013 12 0 false addTimeBlock 10056 10 02 2013 08 00 AM 08 00 PM 11 35 AM Showing 1 to 10 of 71 entries 12 3 4 5 Next Last 5 l 8 Optional step You can click on any of these following active links in the search results view Document ID Time Block ID to open a full description of that historical Time Block The details shown in this Inquiry screen are the User Principal ID Time Stamp Document ID Job Number Work Area Earn Code Begin Time End Time Hours or Amount along with the Clock Log Created confirmation and the Action History indicator Optional step You can click on the underlined Principal ID or User Principal ID links in the search results to open an Inquiry screen for that person which shows their Kuali Affiliation Type staff guest student along with their basic job information Optional step If you open any Inquiry page click Back to exit from it Click Cancel to close the search results page and return to the Department Admin ta
35. 3 PM 03 01 2012 expand all collapse all required field Document Overview hide Document Overview Description Explanation Organization Document Number 7 Clock Location Rule Maintenance v hide Effective Date ES Department Id a a Work Area SH Principal Id aw La Job Number SL Active 7 fi IP Addresses hide New IP Address IP Address aaa You must enter or select values in all required fields Required fields are marked by an asterisk Enter a Description at the top of each rule document enter the Effective Date which will be the date when the new rule takes effect and enter your Department ID Next enter values for the Work Area Principal ID and Job Number and then verify the Active checkbox is checked Using Wildcards You can enter the percent sign as a wildcard value in the Work Area Principal ID and Job Number fields When you enter the percent sign in a required field it indicates you want this rule to affect ALL Work Areas ALL Principal ID s or ALL Jobs Note For the Clock Location Rule document shown in the illustration above you are also required to add one or more IP Addresses to specify Clock Locations In the IP Address field enter a valid IP address for example 200 200 95 10 or 200 200 95 and then click Add Repeat this step for each IP Address you need to add Note For the Department Lunc
36. 8 2013 E 3 8 2013 E Assignment ISU TEST 10 00 Red OISUDEPT Earn code LP SCK U LP Sick Usage Y Leave Hours W Apply time to each day ingude weekends Add Cancel 4a Select the Earn Code for the type of leave you are taking such as SCK sick PTO VAC vacation etc In the Hours field enter the number of leave hours you are taking If you selected a range of dates make sure the Apply time to each day checkbox is checked so the hours you entered are applied to each day 6 Click Add and verify that the time block s for your leave hours are correct on your timesheet oe oS B El Example of a Leave time block Shows the Assignment Earn Code that describes the type of leave i e sick and number of Hours of leave taken KPME User Manual 18 October 2013 This image demonstrates how a Leave time block will appear on a timesheet Editing Leave Hours on a Timesheet To edit a leave time block 1 Click on the underlined Assignment name in the example shown above you would click on Cust Serv Desk 2 This reopens the Add Time Blocks entry box and you can modify the Date Range the Earn Code VAC PTO SCK CPT etc or the number of Hours of leave you are taking 3 When finished click Update and verify that the time block s are correct on your timesheet Deleting Leave Hours from a Timesheet 1 To delete a leave time block from a timesheet click on the red X
37. Department I4 DEPT Work Area 1202 Pay Type HRRGH Clock User Vez User Principal Id Active Yes Effective Date 01 01 2010 close 5 Clock Close to close the inquiry view 6 Click Cancel to close the search results page Department Lunch Deduction Rule Use this rule for employees who clock in and out to determine the automatic deduction for their meal breaks Default Lunch Deduction You can establish a default amount of meal hours usually 30 minutes or 60 minutes that are automatically deducted from the employee s work shift once they have worked the defined number of shift hours usually a minimum of 6 hours Note This rule does not apply to Manual Entry employees 1 Log into KPME go to the Department Admin tab and click on Department Lunch Rule link 2 This opens the Department Lunch Rule Lookup e Tocreate a new rule click Create New and skip to step 4 e To edit or inactivate an existing rule enter your search criteria Department ID Work Area Principal ID and or employee Job Number Continue to step 3 wy HINT Use the symbol as a wildcard value in the Work Area Principal ID and Job Number fields to indicate ALL KPME User Manual 63 October 2013 Department Lunch Rule Lookup gt Department iN PAY yad Work Area yO Principal Id va Job Number SLL Active Yes E No C Both search clear cancel One item retneved 1 Department W
38. Ed a xplanation Organization Document Number v Assignment Maintenance w hide New Effective Date Ea Principal Id y E Name Job Number 3 4 LA Department Name rr Work Area HG Es Task 0 a Active iva Assignment Accounts v hide New Assignment Account COA Account Number a La Earn Code I a SubAccount Number y aa Object Code a SubObject Toda 6 Project Code y La Org Ref Id r l Percent Active ma add Notes and Attachments 0 show Ad Hoc Recipients gt show A Route Log gt show submit save blanket approve close cancel 3 Attop of document under Document Overview enter the document Description 4 Inthe Assignment Maintenance sub section enter the information to add the assignment a Enter the Effective Date that you wish this assignment to be effective b Enter the Principal ID of the employee you are adding to this assignment This fills in the Name c Select the Job Number from the lookup d Select the Work Area from the lookup e Optional If applicable enter or select the Task from the lookup f Leave Active box checked as the default value 5 Inthe Assignment Accounts sub section enter the account information to fund this assignment Select the Account Number from the lookup b Select the Earn Code from the lookup You must define the regular earn code for the
39. Employees can also enter the leave hours taken during a pay or leave calendar The timesheet or leave calendar at the end of each period is submitted by the Employee to an Approver and the Employee can access it up until it is approved Each Approver must then review and approve all hours worked and or leave taken for their specific Work Area Once the Approver has reviewed and approved all of the work and leave hours the timesheet or leave calendar is Final and can only be changed at that point by the System Administrator In the example above Daniel s timesheet will route to both John Work Area Cashier and Sally Work Area Warehouse for approval of hours worked in their work area John will be able to see Warehouse hours on Daniel s timesheet but he is not able to add modify delete those hours because he does not have a KPME role in that Work Area The same is true for Sally After all timesheet approvals are recorded the hours for that employee can be transferred to your institution s payroll system KPME User Manual 7 October 2013 Recommended System Specifications Note These configurations are current as of the publication of this User Manual Desktop Devices Workstations must run Windows 7 XP or Vista with Internet Explorer version 5 5 Service Pack 2 or newer KPME also functions with other operating systems and browsers such as Mozilla Firefox and Google Chrome KPME User Manual 8 October 2013 Logging in to KPME To a
40. Sal Group S Job Location a Position Number yo Pay Type y Lo Pay Grade a Compensation Rate 0 Standard Hours FTE 0 Primary Indicator FLSA Status Non Exempt C Exempt Active Y Notes and Attachments 0 show Ad Hoc Recipients show Route Log gt show submit save blanket approve approve disapprove FYI acknowledge close cancel KPME User Manual 71 October 2013 3 Attop of document under Document Overview enter the document Description 4 Enter the Effective Date on which you wish this hire to be effective 5 Enter the Principal ID of the person you are hiring into this job 6 7 8 Enter or select the Department Name Select the Salary Group from the lookup Enter or select the Job Location 9 Select the Position Number from the lookup Select the Pay Type from the lookup Select the Pay Grade from the lookup Enter the Compensation Rate Enter the Standard Hours If none enter 0 primary job Click Close to close out of document Adding an Assignment If this is the employee s primary job check the Primary Indicator box An employee can only have one Select the correct FLSA Status for this employee either Non Exempt or Exempt Leave Active box checked as the default value After you ve completed your Job hire document click Submit You can use the Assignment maintena
41. This opens a Workflow document form showing the Old values on the left The rule form will carry over the existing values into a section called New on the right side of the form and you use those fields to modify the current values Fields requiring values are marked by an asterisk expand all collapse all required field Document Overview v hide Description FO Explanation Organization Document Number C4 aif i Clock Location Rule Maintenance hide K Old New Effective Date 06 20 2011 Effective Date 06 20 2011 EX Doa Id lUA FMOP Department 1d UAFMOP SSS a a Work Area 1002 Work Area i002 yO Principal Id frank Principal Id w yo Job Number 11 Job Number 7 yO Active Yes vs Active 7 IP Address 1172 16 254 1 IP Address 17216 2541 if Notes and Attachments 0 gt show A Ad Hoc Recipients gt show Y Route Log gt show A submit save blanket approve close cancel You must enter a Description at the top of each rule document make sure the Effective Date you want as that is the date the modified rule takes effect and then update the values in any fields you need to change Make sure all the required fields are completed and the Active box is checked unless you are inactivating this rule When finished click the Submit button and then click Close to close out of the rule document Note To get rid of a rule you
42. W1 Accts Paybl 00 00 Rcd 0 UA FMOP 8 00 7 83 7 88 8 29 8 40 00 8 7 75 9 00 6 92 8 33 40 00 80 00 Regular Pay Hours 8 00 7 83 7 88 8 29 8 40 00 8 7 75 9 00 6 92 8 33 40 00 80 00 4 If necessary enter any changes to the Time Blocks leave hours or dollar amounts on the timesheet You can also delete automatic meal deductions if an employee worked without taking a meal and you can also distribute work hours to the proper Assignments a Click on the Document ld to open that timesheet on the employee s Time Detail tab In the calendar you can now add edit or delete regular Time Blocks leave hours or amounts To add a new Time Block or a block of leave hours or dollar amounts click on a day complete the fields on the Add Time Blocks entry box and click Add li To edit any Time Block on that timesheet click on the underlined Assignment name within that block to open the Add Time Block entry box You can modify the Date Range and or the Earn Code The fields in the entry box change based upon the Earn Code selected so you may need to modify the In Out times the Hours or the Amount to complete your correction Then click Update iii To delete any Time Block from the timesheet click on the red X button E in the upper right corner of the block A confirmation message opens asking you to click OK to confirm the delete or click Cancel to cancel it iv To delete an automatic lunch or meal deduc
43. Work Area 5 00 Red 0 IA DEPT Missed Action Date MM DDIYYYY 09 28 2013 Missed Action Time 06 00 AM Missed Clock Action Clock In gt Notes and Attachments 0 Ad Hoc Recipients gt Route Log lt Back 5 Click Back to close the Missed Punch Document and return to your search results 6 Click Cancel to close the search results page and return to the Department Admin tab Timekeeping Rules All Rule maintenance screens will take you to a rule lookup screen You can enter search criteria or simply click Search to view existing rules It s recommended that you enter the Department ID in the search criteria if you wish to see all the rules for your particular department Using the Show History and Active radio buttons When a rule row is edited the system adds an inactive row for that rule with the same effective date as the new row being edited added This will inactivate the old values and the new values will be in place as of the effective date A key is established which then allows the search to know which rows are prior edited rows vs new rows Show History The purpose of this radio button on a rule or maintenance lookup screen is to allow you to see the highest effective dated row only for a record or the entire history of a record If Show History No The results will be the highest effective dated row as of the system date and any future rows If Show History Yes The results will be all
44. ablished and you still cannot login verify that you logged in under the right username and password 3 If you still cannot login contact your operational support team Logging Out To log out of the system and close your timesheet click on the Logout link located at the upper right hand corner of the page Logout Fuali 5 ual I Employee Name Publ a kpme Employee Id Public John Q Document Id 6270 Document Status Saved Time Detail Leave Calendar Person Info Help KPME User Manual 31 October 2013 Approver Options This section discusses the key tasks that Approvers can perform in the KPME system such as approving timesheets entering modifying Time Blocks reviewing missed clock punches adding Notes to a timesheet or viewing Route Logs KPME can have two types of approvers depending on the employee s assignments on their timesheet or leave calendar First required approval will be by the assignments Work Area approver An optional second level routing can be designated by Department for approval of a department s Payroll Processor Work Area Approvers and Department Payroll Processors will use the same Time and Leave Approval tabs for approving timesheets and leave calendars Overview of the Time and Leave Approval tabs When you log into the system as an a work area approver or department payroll processor you will have the Time Approval and Leave Approvaltabs Time Approval is used for approving their non exempt empl
45. an be opened from the Leave Approval tab by clicking on the Document ID number Here you can add edit or delete Leave Blocks for the employee When a leave calendar or set of leave calendars are ready to approve you will use the Approve buttons on this tab to do your approvals KPME User Manual 45 October 2013 Leave Request Approval When an employee submits leave request for approval the approver will see the request in their action list and be directed to the Leave Request Approval page that lists all of the pending leave requests for their employees This page can also be accessed via the Leave Request Approval link on Leave Approval tab P Logout Ir wali Actions to be taken on Employee Name Approver ISU pending leave request Employee Id Approver ISU Leave Approval Time Approval Person Info Help Department Work Area Li n k to Leave Team Calendar Pay Calendar Group LM BW v ISUDEPT Show All Ap p rova Ta b AAA Employee Public John Q Take action Ta r a Bie A T No on each Date Hours Description Code Submitte a Disapprove Defer Action All 7 Extra travel employes A 04 01 2013 4 oe ca SEa pe nd in g holiday 14 16 2 weekend eave ote 203 8 Yanan pac ua requesis Submit actions on pending leave requests Pending leave requests will be listed grouped by each employee An approver can approve each leave request individually or act on all of an employee s pending requests Select All checkbo
46. and verify the Assignment showing in each one is correct Use the Assignment dropdown in any row where you need to change the Assignment to the one you actually worked c Go through each row and verify the Begin Date and End Date are correct for the selected Assignment To change a date click on the calendar button Es and then select a date from the pop up calendar Or type a date into the field formatted as DD MM YYYY KPME User Manual 21 October 2013 Note You probably won t need to adjust these dates unless you worked a Time Block in that Assignment that was overnight and spans over two days d Gothrough each row and enter your Begin Time and End Time for the selected Assignment e In Row 1 all you can enter is your actual End Time for that Assignment The Begin Time cannot be changed e Go to the next row on the form and enter the same Begin Time as the End Time you entered in the row above Then continue in that same row and enter the End Time Repeat this step for each row on the form unless it is the last row e lf this is the last row on the form all you need to enter is the Begin Time and leave the End Time unchanged The form will then show each Time Block and calculate the hours you worked in that Time Block for each Assignment wy HINT Roll your cursor over the Question Mark 2 to see what formats are accepted by time entry fields e Verify the Total Hours you distributed to all your Assignments match th
47. ant to inactivate belongs and in the Actions column click edit 4 Enter a document Description 5 To inactivate an Approver Approver Delegate or Reviewer role under that Work Area a Inthe New section on the right enter the Effective Date when you want the Role to be inactive b Then UNCHECK the Active box for that Role Note You must have at least one person or position assigned to the Approver role 6 Click Submit Inquiries KPME provides Inquiry screens that are useful tools for looking at the Time Blocks recorded on a timesheet the historical Time Block entries on a timesheet the clock transactions logged for an employee or the Missed Punch documents submitted by or for an employee e Use the Time Block lookup screen to view the recorded Time Blocks present on a particular timesheet e Use the Time Block History Detail lookup screen to view the history of Time Blocks added updated or deleted on a particular timesheet e Use the Clock Log lookup screen to view the real time clock transactions logged on a particular timesheet including the IP Addresses where the transaction was clocked e Use the Missed Punch Document Search screen to view any missed clock in s or clock outs for an employee KPME User Manual 70 October 2013 Adding Employees to KPME This section explains the maintenance screens available to hire an employee into a Job and to add modify or remove an employee from a Assignm
48. at leave calendar and view details of the leave taken during that reporting period Also note under each employee s name you can view the last approved leave calendar Leave calendars must approved in chronological order so a submitted leave calendar will not be available to approve until the previously submitted leave calendars are approved If 2 or more previous leave calendars have not been approved the employee s name will be shaded in red A Status is shown of the current routing status of each leave calendar A status of SAVED indicates a leave calendar was created and is still in the employee s hands A status of ENROUTE indicates the employee has submitted the leave calendar to route it for approval and a status of FINAL indicates the leave calendar was approved and is final When a leave calendar is ready to be approved the Action column will show an active Approve button Above that button will display the route level the approval is for Approver or Payroll Processor To bulk approve leave calendars that area ready to approve click the select box next to the employee you wish to approve and click the KPME User Manual 46 October 2013 Approve button at the bottom After doing an approval action click the Refresh button at the bottom to update the document statuses This completes the approval and any notifications are removed from your Action List Some leave calendars may have pend
49. b Clock Log Inquiry Reviewers Approvers and Department Administrators who have employees in KPME can use the Clock Log Lookup screen to view the clock transactions logged on a particular timesheet KPME User Manual 51 October 2013 Clock Log Lookup 7 required field Document Id Principal Id Vu Work Area a Task 4 IP Address Clock Timestamp MM DD YYYY HH MM AM From al Es Clock Timestamp MM DD YYYY HH MM AM To search clear cancel To perform a Clock Log Inquiry follow these steps mb Log into KPME go to the Department Admin tab and in the Inquiries column click the Clock Log link In the Clock Log Lookup enter the Document ID or Principal ID of the timesheet or employee you wish to view You can also search by other criteria including Work Area Task IP Address or Clock Timestamp From and Clock Timestamp To Click Search The results of this search are displayed in a tabular format and include Document ID Principal ID Work Area Task IP Address Clock Action Job Number User Principal ID Clock Timestamp Clock Timestamp Timezone and Timestamp Clocked by Missed Punch 200 items retrieved displaying 1 to 100 First Prev 1 2 Next Last Clocked E User z p a Document Principal Work Clock Job a Clock Timestam Clock Timestamp E By Document Principal Work Job Clock Timestamp s pl Id Id Area Task IP
50. bl 00 00 Red 0 UA FMOP 8 00 7 83 7 88 8 29 8 40 00 8 7 75 9 00 6 92 8 33 40 00 80 00 Regular Pay Hours 8 00 7 83 7 88 8 29 8 40 00 8 7 75 9 00 6 92 8 33 40 00 80 00 Lr Approve Refresh Status lt o Note This image presents all the options available on the Time Approval tab and is intended only to demonstrate those options Please note you will only be able to open and view one set of timesheet Notes or Warnings at a time The letters located next to each option below are used to show that option on the illustration Let s look s at the options available to you on the Time Approval tab You can A Select a specific Department from the dropdown list at the top of the page to view all the employee timesheets for that department KPME User Manual 33 October 2013 B After selecting a Department select a specific Work Area from the dropdown list at the top of the page to view the timesheets for that work area C Search for a specific timesheet in that pay period by Principal ID or by Document ID In the Search By field select Principal ID or Document ID from the dropdown then enter the specific ID number of the employee or timesheet you want to find in the Value field and click Search D Click the Previous or Next arrow buttons when present to view the previous or next set of timesheets for your employees in sequential order by pay period E Click on the Document ID of the timesheet to open
51. blish rules for your department Most rules use the same basic criteria to identify whom a particular rule applies to We can think of this information as being identification criteria information that exists to tell KPME Time who to apply the rule to Each rule also contains criteria that identify the rule itself indicating employees must clock in and out for lunch for example We can think of this as rule criteria information that tells KPME Time what kind of rule limits to apply to the identified group The identification criteria used listed from most general to most specific are Department The Department ID such as PARK or ATHL Work Area The ID number for a particular Work Area and used to identify a group of employees within a department Principal ID The ID number that uniquely identifies a specific employee Job Number The identifying number for an employee s job Employees with multiple jobs will have multiple Job Numbers You can only specify a Job Number if you have also specified an employee s Principal ID Rules established using more specific criteria override those using less specific criteria Below is an example of different versions of the same rule using different identification criteria The symbol is a wildcard symbol that is used in rules to indicate a selection of ALL We ve numbered the rules so they can be identified and discussed below The rule criteria itself is unimportant
52. block you are adding If you only have one Assignment it will already be selected A time Assignment is a unique combination of your Job Job Number Work Area and Task and is used to record the hours that you work 5 The Earn Code field will default to the regular earn code for your job RGH RGW RGN RGP or RBP If you need to change it select the appropriate Earn Code from the dropdown 6 You can enter Time Blocks for hours you have worked hours of leave time or for fixed dollar amounts e f your entry is to add a time block for hours you have worked a Inthe In box enter the time you started working wy HINT Roll your cursor over the Question Mark 2 to see what formats are accepted by time entry fields b In the Out box enter the time you stopped working e f your entry is to add a time block of Leave Hours e g sick vacation a Inthe Hours box enter the number of leave hours you are taking e f your entry is to add an amount e g tips a Inthe Amount box enter the fixed dollar amount e g 29 or 100 or 79 75 7 When checked the Apply time to each day checkbox will enter the same time blocks each day for the range of dates you entered Uncheck this box for overnight shifts 8 When finished click Add This adds a time block either for the hours you worked the leave hours or the fixed amount you entered 12 Cust Serv Desk x 08 00 AM 12 00 PM Cust Serv Desk
53. by other criteria including the Principal ld employee User Principal Id person who added removed the Time Block Document Status and the Date From and Date To fields Click Search The results of this search are displayed in a tabular format and include Document ID Principal ID User Principal ID Work Area Task Job Number Earn Code Begin Time and End Time and Hours or Amount along with a confirmation indicating whether or not the action was recorded in the clock log and what Action History was performed on that Time Block add update or delete entries csv xmi xs Time Clock User Documeft Principal Block Work Job Eant gt gt gt Log gt Principal Modified gt Id Id Area Task Number Code Begin Time End Time Hours Amount Created Action History ld Time 3219 10101 10037 1400 0 0 RGN 09 30 2013 09 30 2013 9 0 false addTimeBlock 10099 09 29 2013 09 00 AM 06 00 PM 11 23 PM 3219 10101 10038 1400 0 0 RGN 10 01 2013 10 01 2013 9 0 false addTimeBlock 10099 09 29 2013 09 00 AM 06 00 PM 11 23 PM 3214 10056 10065 1100 0 0 RGN 10 10 2013 10 10 2013 12 0 false updateTimeBlock 10056 10 02 2013 08 00 AM 08 00 PM 11 35 AM 3214 10056 10065 1100 0 0 RGN 10 10 2013 10 10 2013 12 0 false updateTimeBlock 10056 10 02 2013 08 00 AM 08 00 PM 11 35 AM 3214 10056 10065 1100 0 0 RGN 10 10 2013 10 10 2013 12 0 false updateTimeBlock 10056 10 02 2013 08 00 AM 08 00 PM 11 35 AM 3214 10056 10065 1100 0 0 RGN 10 10 2013 10 10 2013 12
54. calendar used in KPME including the navigational options In addition it describes the two methods used to record work or leave hours explains how to use the timesheet to record hours distribute work hours and report missed clock punches and how to request future leave Timesheets Non exempt employee in KPME has one timesheet for each pay period Pay periods can be set up to fit departmental needs such as weekly biweekly or bimonthly Each FSLA Fair Labor Standards Act period meets the standard for overtime hours overtime pay and collected unpaid overtime Each timesheet represents a document in the Kuali Rice Workflow system a routing and approval engine used to manage who can view and take actions on a particular timesheet Timesheet Creation Employees with active KPME assignments during the pay period will have timesheets created automatically before the next pay period begins or when the batch job is scheduled The batch job can be run nightly If an employee is missing a timesheet one may need to be created by the System Administrator who can use the timesheet Create maintenance document to do so Please contact your Department Administrator or System Administrator and include the employee s Principal ID number in the request Clock Entry vs Manual Entry There are two methods an employee may use to record regular hours 1 Clock Entry is used when capturing exact in and out times After logging in the timesheet opens on
55. ccess the system you will log in via a central portal with your username and passphrase Login Username jqpublic In KPME you are assigned a user role that determines which system tabs you will see after you log in The illustration below demonstrates all of the navigational tabs that are available in the system An Employee will see tabs depending on their assignment to clock in or to add work hours or to verify benefit leave hours An Approver will see a tab that allows them to approve timesheets An Administrator will see tabs related to department or system administrative functions y Logout ual o h ual Employee Name Public John Employee Id Public John Q Clock Time Detail Leave Calendar Leave Approval Time Approval Department Admin Help The next section describes each of the user roles from Employee to System Administrator and explains what each role can see and do using the system tabs KPME User Roles Below is a description of each User Role and the tabs that are visible once that user logs into the system Employee tabs include e Clock Clock Entry employees use this tab to clock in and out e Time Detail All employees with a valid Time Assignment can see this tab Clock entry employees use this tab to review their daily weekly or total hours for the pay period and to add benefit leave time blocks Manual Entry employees use this tab to add all of their work hours and benefit leave time blocks e Leave
56. chment Jj Browse View Notes Author Date v Note 2 Action E Public John 08 30 2011 I was out for doctor appt on 8 25 from 8 am to 10 am edit delete 11 36 AM Doctor appt docx download T le mi o You can also add an attachment such as a Word Excel or email file to a note 1 Inthe Attachment field just below the Note textbox click the Browse button 2 This opens the Choose File to Upload dialog box where you select the name of a file to upload and click Open 3 Verify the Attachment field shows the selected file is ready to upload then click Save The title of the file you attached will appear next to a download link If you click the download link it allows you or others such as your timesheet approvers to view the attached file In the timesheet Notes do NOT enter text or attach a document that contains Warning sensitive information such as SSN s or HIPPA related data Use the Edit or Delete buttons to modify a note or to remove an existing note that you added You cannot remove any notes other than the ones you added Viewing the Route Log Click on the Route Log section to open that section and view the approval routing for your timesheet You will receive a warning on your timesheet if you attempt to use more than your available balance Check with your supervisor to find out about University and or departmental rules about going into negative balances Viewing your Jobs Assignm
57. ck on the Person Info tab to open the same page Your Person Details Principal ld Principal Name Name Service Date 10094 jqpublic Public John Q 2013 01 01 Accrual Category Current Rate Accrual Earn Interval Unit of Time LP VAC Vacation 16 00 Mi H Your Jobs Your Roles KPME User Manual Clock 12 Leave Calendar Help October 2013 Let s take a closer look at the Time Detail tab See Time Detail tab illustration on next page All employees whether Clock Entry or Manual Entry will have the Time Detail tab which opens a calendar view of the pay period covered by the timesheet A pay period can be weekly biweekly bimonthly or monthly depending how your organization wishes to define it Clock Entry employees will use this tab to review the time blocks they have clocked on the timesheet and to manually enter any leave hours such as sick vacation or PTO they took during the pay period Manual Entry employees will use this tab to manually add time blocks for the hours they have worked and the leave hours they have taken during the pay period There are Previous and Next arrow buttons located on each side of the Pay Period heading that allows you to scroll back and forth by pay period in chronological order and view a previously approved timesheet or to go forward to the next timesheet in the order This tab also provides two dropdown search fields Calendar Year and Pay Period where if you jointly select
58. click on the day you want to add e To add the same Time Block on multiple days such as Monday through Friday click and hold down the left mouse button on the first day of your date range Monday and simultaneously drag the cursor over to the last day in the range Friday then release it If you select multiple days it highlights those days and the Add Time Blocks entry box opens showing the range of dates you selected A single day entry just opens the Add Time Blocks screen with the date range showing as the same day If you work an overnight shift you can use the click and drag method to select your two days But make sure you UNCHECK the Apply time to each day checkbox e Once you open the Add Time Blocks entry box you can also type in the date range you want or click the calendar button Es located with each date field to pop up a monthly calendar and select a range of dates For example you could type in or select the date range as 02 27 2012 to 03 01 2012 KPME User Manual 22 October 2013 Sun Mon Tue Wed Thu Fri Sat Add Time Blocks x Date range 2 21 2012 E 2 24 2012 E Assignment Customer Service 18 19 Rcd 0 UA FMOP Earn code RGN Regular Pay Nonexempt Staff hd In Out Y Apply time to each day Add Cancel hs This image shows the Add Time Blocks entry box which opens above the timesheet calendar 3 Verify the Date Range is correct 4 Select the Assignment for the time
59. correct click Submit 12 Click Close to close out of document Use this rule to view how the employees in your department will interact with KPME Time Will they clock in and out Clock Entry or will they record time blocks or leave hours directly on their timesheet Manual Entry Time Collection Rule Time Collection rules will follow University Campus and or Departmental polices concerning how employees should enter their time so they are set up by the System Administrators KPME User Manual 62 October 2013 1 Log into KPME go to the Department Admin tab and click on Time Collection Rule link 2 Onthe Time Collection Rule Lookup enter your search criteria Department ID Work Area and or Pay Type TimeCollectionRule Lookup gt create new required field Department 4 L Work Area 4 La Pay Type ya Active Yes z No Both Show History la Yes g No search clear cancel 4 items retrieved displaying all items Department Work Area Pay Type Effective Date Clock User Active BA RPAS 14071 o 09 07 2010 No Yes BL ACSP 7142 Wo 09 03 2009 Yes Yes BL ACSP 4150 Yo 09 28 2007 No Yes Export options CSV Excel XML 3 Click Search 4 Inthe search results you can click the View link to open an Inquiry screen and view the rule details Time Collection Rule Inquiry expand all collapse all f Time Collection Rule hide Effective Date 01 01 2010
60. current calendars by calendar period in sequential order You can open quick views of any Notes and Warnings present on the timesheet or leave calendar and scroll back and forth by calendar period to view and open previously approved timesheets and previous or future leave calendars On Time Approval you can monitor a Clock Entry employee s work status in real time If one of your timesheet employees fails to clock out after 12 hours their Name is shaded in red to flat it for attention When necessary you can click on a Document Id number to open that employee s timesheet or leave calendar to enter corrections to delete an automatic meal deduction on a timesheet when the employee did not take one and if applicable to distribute work hours between multiple Assignments Additionally you can open any historical timesheet or leave calendar to review the recorded time or leave blocks for that employee Or you can use the Name link to access the Person Info tab and view the jobs assignments and KPME roles held by that employee On Time Approval a summary view of the employee s timesheet can be viewed by using the Plus buttons to pop open the summary minus to close This view can be used to monitory their daily hours review their daily weekly and total pay period hours by assignment Leave Approval has Plus buttons that expand to show the leave usage and balance for the period These approval tools allow you to monitor
61. cursor onto the quick view window and use the scroll bars located on the right to scroll up and down and read the entire Note Creator T Content Date 2012 03 08 12 left earty personal approved by supervisor 03 08 rs 17 40 03 0 locked ou 7012 Subject RE Timesheet Yes if you can use my holiday and then vacatio 03 09 Thank you was going to E mail you but stayed late with supervisor a Doe Mi co worker to get things caught up approved by supervisor and cha 00000007 No previous clock Notes button Scroll bars information k Log into KPME Time and go to the Time Approval tab 2 Toopen the Warnings quick view window for a timesheet roll and hold your cursor over the Warnings button located with the Document ID 3 Ifa Warning contains several lines of text move your cursor onto the quick view window and use the scroll bars located on the right to scroll up and down and read the entire Warning wie ee Warnings Warning Total hours entered 8 00 for Accrual Category Sick SCK h Doe Ni exceeded balance 0 Problem Time Giocks are No previous clock information Warnings button Scroll bars Opening and Closing the Summary View of Employee Hours On the monitor and approval page you can open and close a summary view of the hours that an employee recorded on their timesheet Th
62. d clickable icons are provided to open and close a brief summary view of all hours and dollar amounts recorded by Assignment on an employee s timesheet When a timesheet or set of timesheets are ready to approve you will use the Approve buttons on this tab to do your approvals Once a timesheet is fully approved Final the information is then processed and can be extracted to an automated Payroll system Finding Timesheets When you first open the monitor and approval page it finds a list of all the departments that you supervise or approve If you approve timesheets for only one department that value is already loaded in the Department field Use the sort and filter fields see illustration below to sort timesheets by Department and then to filter the list down by Work Area to view only the timesheets for the employees in that work area Pay Calendar Group IU Y Department Select a department Y Work Area Show All v No values match this search 1 Log into KPME Time and go to the Time Approval tab 2 Select the Department you wish to view from the Department dropdown That displays a list of timesheets you can monitor review and at the end of the pay period approve Note lt may take the system several seconds to find all of your timesheets the bar at the bottom of the page will show waiting for response from iu edu while this search occurs 3 You can use the Work Area field to filter and vie
63. ddress is correct this is the IP address of the computer or kiosk that you wish this group of employees to clock in and out from b If you entered a new IP Address click Add to add that address to the document Click Delete to remove an existing IP Address that is no longer valid d Repeat this step step 9 for each IP Address you need to add or delete Doc Nbr 10117957 Status INITIATED ClockLocationRuleDocument ieai raze n Initiator ktrinkle Created 12 11 PM 03 05 21 expand all collapse all required field Document Overview v hide Document Overview Description updating CL rule for WA 1111 s j Explanation Organization Document Number v Clock Location Rule Maintenance hide Effective Date 03 05 2012 LA Department Id UA FMOP yO Work Area 1111 9e Principal Id ya Job Number 0 yo Active IP Addresses hide New IP Address IP Address add hide IP Address IP Address 33 33 33 33 delete v hide IP Address IP Address 129 49 12 12 delete Notes and Attachments 0 gt show Ad Hoc Recipients gt show Route Log gt show 10 Leave the Active box checked as the default value unless you want to undo a rule In that case when you establish a new version of a rule leave the active box unchecked 11 When finished entering editing or verifying the rule settings are
64. dividuals and individual jobs if necessary Effective Dates All Rules are effective dated allowing them to be changed on specified dates while maintaining a historical record of previous rules The Effective Date is the date that a rule takes effect Rules don t have an end date but instead end the day before a new rule takes effect For example you could have two rules established as shown below Effective Date Department ID Principal ID Job Number Ml A is ae A gt O OO In this case rule A would be in effect starting on January 1st 2013 and would stay in effect through August 31st 2013 Beginning on September 1st 2013 rule B would take effect Searching for Rules All Departmental Rule maintenance screens will take you to a Rule Lookup screen You can enter search criteria or simply click Search to view existing rules It s recommended that you enter only Department ID in the search criteria if you wish to see all the rules for your particular department Creating a New Rule In the Time Keeping column click on the name of the rule to open that specific Lookup screen Then click the Create New button at the top right of the page This initiates a new Workflow document form where you enter the required values to add the new rule see document example below KPME User Manual 58 October 2013 Nbr 10086728 Status INITIATED ClockLocationRuleDocument aoe ter OS Initiator ktrinkle Created 08 5
65. don t want add a new rule that supersedes it with a more recent effective date or by entering a new version of the rule with the same effective date as the current one Each rule also contains an active flag If you just want to undo a rule establish a new version of it with this active flag unchecked This new inactive rule will take precedence effectively removing the former rule Inactivating a Rule To inactivate an existing rule go to the Department Admin tab and then the Time Keeping column and select the rule you want by clicking on the link underlined name of the rule That opens the rule Lookup screen KPME User Manual 60 October 2013 Enter your search criteria e g Department ID and or Work Area to lookup the rule you want to inactivate Once you find that rule in your search results go to the Actions column and click on the edit link for that rule This opens a Workflow document form showing the Old values on the left The rule form will carry over the existing values into a section called New on the right side of the form You must enter a Description at the top of each rule document and enter an Effective Date which is the date when the rule will no longer apply Find the Active box in the left pane under New and UNCHECK it When finished click the Submit button and then click Close to close out of the rule document This will inactivate the rule on the effective date you entered Cloc
66. ds 58 KPME User Manual 4 October 2013 EIA alle oran canta td oleo tod botella dect rrendia orders tania dodo ed 59 Nactivalna a luar ricota velitas aan Uco rason ecents 60 Ea A A ere et rena ee nee oe 61 Time Solecto nue ist is renee a ee en eg Pn en ene ee ene eee 62 Department Lunch DSGUCtiO RFU iesene see ed ls 63 save Mamtenance MUN CUONS wicascates marke cialis tddi ios 64 Administrative and AR Rayroll EUNCUONS surcar AN 65 Won Area Malten aC rest Odd cana 65 Gr atind a New Wok Ara Task eenden cet tac Sagucigecdae rac a 66 Editing a Work Area Task OF Ol sir ad 68 mMactivatind a WOK ATC dni E OA N 69 mactivating a LASA AA AS ATA TASA ee me eee 69 Inactivating an Approver Approver Delegate or Reviewer Role ccc oooccccccoccoccconconccnocnnconononcnnoncnnononnononnanenoos 69 MAULE Stadt rodivas 70 Adding Employees to KPME vrai coa 71 Piring an EEIMDIOV CC poa 71 Adding an ASS MN tii 72 Edda mr ASSIM Narda ta chcatenac tenet a ones Men avant poaenaasta manera aiat comin 73 Removing inactivating an ASSIM iria id da 74 KPME User Manual 5 October 2013 Introduction to KPME What is KPME KPME is an open source Comprehensive HR Payroll system built for Higher Ed By Higher Ed The KPME roadmap can be found at http kuali org kome The first KPME module release was Time and Attendance and the latest release is Leave Management that includes integration with Time and Attendance KPME modules handle multiple jobs pay type
67. e is clocked out The second employee s Name cell is flagged highlighted in red which indicates it s been more than 12 hours since the employee clocked in Doc Id 3287 SAVED This allows you to spot an employee who missed a punch out so you can contact them to submit a Missed Punch document and record their clock out You also have the option to submit a Missed Punch document for this employee to record their missed punch on the timesheet Refreshing Employee Timesheet Status At the bottom of the monitor and approval page there is a Refresh Status button When you click that button it updates the current work status of the employees and their timesheets Viewing Timesheet Warnings and Notes You can view the Warnings and Notes entered on a timesheet without having to open it The monitor and approval page provides special roll over buttons that appear with the Document ID number whenever that timesheet contains any Warnings or Notes When you roll and hold your cursor over either one of these special buttons it will pop up a quick view window of any Warnings or Notes on that employee s timesheet 1 Log into KPME Time and go to the Time Approval tab 2 To open the Notes quick view window for a timesheet roll and hold your cursor over the Notes button located with the timesheet Document ID KPME User Manual 36 October 2013 3 Ifa Note contains several lines of text move your
68. e number of Hours you worked in the original Time Block at the top of the screen If not enter any adjustments to the Time Blocks in your Assignment rows as needed 4 Click Save That will distribute the hours and return you to the Clock tab If you open your Time Detail tab you can view the new Time Blocks and hours worked under each Assignment Manual Entry Timekeeping Employees with Manual Entry assignments will use the Time Detail tab to manually add time blocks for the hours they work or the hours of leave they take When you login to KPME Time your timesheet will open on this tab How to Record Hours on the Time Detail tab If you have a Manual Entry assignment you will use the Time Detail tab on your timesheet to record your work hours Here you enter your time In and time Out which adds a Time Block to your timesheet If you accrue benefit leave hours you will also enter a Time Block to record the type of leave sick vacation PTO and number of Hours that you took This tab also allows designated employees to add a Time Block to enter a fixed rate dollar Amount such as tips Adding Time Blocks to a Timesheet To add work hours leave hours or fixed dollar amounts on your timesheet you must add a Time Block 1 Log into KPME Time Timesheet opens on the Time Detail tab 2 On the pay period calendar select the day or date range to add your Time Blocks e To adda Time Block for one single day
69. e to the Time Detail Future leave hours can be added by scrolling forward to desired leave calendar period and adding a leave block When adding a leave block the request for leave can immediately be submitted for approval by checking Submit leave request for approval or the leave block can be added to the calendar as planned leave and later submitted for approval from the Leave Request page Add Leave Blocks x Date range 10 16 2013 10 16 2013 Assignment JA DEPT NE Work Area 5 00 Red 0 A DEPT Earn Code TWAC Vacation Hours 5 Wacation Day Description Add Cancel KPME User Manual 26 October 2013 Viewing a Leave Summary Below the calendar is a section showing the leave summary March 17 March 30 2013 last approved February 17 March 2 2013 i i Prior Year YTD YTD Accrued Available Usage Future Planned g Accrual Category Carryover Earned Usage Balance Balance Limit Usage YTD FMLA Usage LP VAC 0 00 32 00 16 00 16 00 16 00 0 00 0 00 LP SCK 0 00 24 00 0 00 24 00 24 00 0 00 0 00 Accrual Category totals Prior Year Carryover is the final accrued leave balance from the leave plan s previous year YTD year to date Earned is the total accruals along with any leave adjustments that have occurred since the beginning of the Leave Plan s start date to the first date of the leave calendar being displayed i e above example shows accruals up to March 17th YTD Usage is the total
70. ed such as time blocks you added to record any leave hours that you took during the pay period If you work more than one time assignment they are color coded so you can see the time blocks and hours that you have accumulated under each assignment There are Previous and Next buttons next to the pay period dates that allow you to scroll back and forth to view your previous timesheets A Document Header includes your Name Employee Id and the Document Id of the timesheet Viewing a Summary of Worked Hours Below the calendar is a section showing a Summary of the hours that you have recorded on your timesheet This section shows you the total Worked Hours for each day along with a breakdown of the hours you worked by assignment day and by earn code regular vacation sick overtime shift etc It also provides a weekly total FLSA total and period total KPME User Manual 19 October 2013 Summary Sun Mon Tue Wed Thu Fri Sat Week 1 Sun Mon Tue Wed Thu Fri Sat Week 2 Period Total 03 03 03 04 03 05 03 06 03 07 03 08 03 09 03 10 03 11 03 12 03 13 03 14 03 15 03 16 Worked Hours 0 00 8 00 8 00 8 00 8 00 8 00 0 00 40 00 0 00 9 00 9 00 9 00 9 50 9 00 0 00 45 50 85 50 LP VAC U LP Vacation Usage ISU Dept 2 10 00 Red 0 ISUDEPT 8 00 8 00 16 00 16 00 Other 8 00 8 00 16 00 16 00 RGH Regular Hourly 9 00 9 00 9 00 9 50 3 50 CIN ISU TEST 10 00 Red O ISUDEPT e 8 00 8 00 8 00 24 00 9 00 9 00 9 00 9
71. endar button to enter a date range such as 02 27 2012 to 03 01 2012 Sun Mon Tue Wed Thu Fri Sat Add Time Blocks x Date range 2 21 2012 Ts 2 24 2012 Fs Assignment Customer Service 18 19 Rcd 0 UA FMOP Earn code RGN Regular Pay Nonexempt Staff v In Out v Apply time to each day Add Cancel This image shows the Add Time Blocks entry box which opens above the timesheet calendar 5 Verify the Date Range is correct 6 Select the Assignment for the time block you are adding If the employee has only one Assignment it will already be selected A time Assignment is a unique combination of Job Job Number Work Area and Task and is used to record the hours that an employee works 7 The Earn Code field will default to the regular earn code for the employee s job RGH RGW RGP RGN or RBP e lf you need to change it select the appropriate Earn Code from the dropdown list such as ABS SCK VAC PTO CPT etc 8 You can enter Time Blocks for regular hours worked hours of leave time taken or for fixed rate dollar amounts e lfthe entry is to add a Time Block for regular hours worked c Inthe In box enter the time that the employee started work Roll your cursor over the Question Mark 2 to see what formats are accepted by time entry fields d In the Out box enter the time that the employee ended work e f your entry is to add a Time Block of Leave Hours being taken e g sick vacation
72. ent in KPME Hiring an Employee You can use the Job Maintenance document to hire an employee into an active job in the system A single person may have multiple jobs and each job can have only one pay rate Each job can have one or many assignments work areas tasks for which they will be able to record their time or leave Each job for a given employee is assigned a unique job number Other attributes on the job maintenance page are used to determine which rules to apply These attributes can be mapped to an existing payroll HR system 1 Onthe Department Admin tab go to the HR Payroll column and click on the Job link to open the Job Lookup page Job Lookup 7 create new required field Principal Id II a Es First Name Co Last Name NA Job Number IES Department Name y Pay Type y E Effective Date Fro E Effective Date To EX Active e Yes e No e Both Show History e Yes g No search clear cancel 2 Click Create New button This initiates the Job Maintenance document form 1379 2 IN ATE JobMaintenanceDocumentType 7 A 9799 IS INITIATED Initiator test Created 03 33 PM 11 07 20 _expand all collapse all required field Document Overview hide Description aes i xplanation Organization Document Number X Job Maintenance v hide New Effective Date E Es Principal Id yo Name Job Number Department Name a Ll
73. ents or Roles The Person Info tab will show you details about your person jobs and roles KPME User Manual 30 October 2013 Clock Time Detail Leave Calendar Your Person Details Principal ld Principal Name Name Service Date 10094 japublic Public John Q 2013 01 01 Accrual Category Current Rate Accrual Earn Interval Unit of Time LP VAC Vacation 16 00 M H LP SCK Sick 12 00 M H gt Your Jobs gt Your Roles The Your Person Details section shows your employee name and employee ld number If you are a leave eligible employee the leave accrual for the employee s leave plan will appear The Your Jobs section is a reference tool that shows you what Jobs and Assignments you have including your Organization Work Area Task and the name of your approver s It includes active links that allow you to send an email to your approver s to notify them of an issue or to ask questions The Your Roles section is a reference tool that shows if you have any KPME approver or administrative roles Getting Help and Reporting Problems The Help tab on your timesheet provides online tutorials if you need help in clocking in out or adding time blocks and leave hours Links to online system documentation are also provided there If you have trouble logging in or clocking on your timesheet 1 Check with your departmental Supervisor or Approver to make sure that your Assignment was established 2 Ifthe Assignment was est
74. er is correct Enter as a wildcard to indicate ALL job numbers for the specified employee s 9 You can enter or edit the number of Lunch Deduction Minutes usually 30 or 60 minutes 10 Enter or edit the number of Shift Hours the employee must work before a meal is deducted usually 6 hours 11 Leave the Active box checked as the default value unless you want to undo inactivate a rule In that case when you establish a new version of a rule leave the Active box unchecked 12 When finished entering editing or verifying that the rule settings are correct click Submit 13 Click Close to close out of document ee Leave Maintenance Functions Leave Department Administrators have access to initiated Leave Adjustments Balance Transfers and Leave Payouts for their department s employees Leave Adjustment Ability to modify an employee s accrual balance On submit a Leave Adjustment leave block will be generated and displayed on their leave calendar An employee will not have ability to modify their own leave balances Balance Transfers Balance Transfer maintenance document is used by department admins or system admins to change leave from one Accrual Category to another When the Balance Transfer document is final leave blocks representing the transfer of leave will appear on the employee s leave calendar Leave Payout Payout maintenance document is used to payout earned accruals Department or
75. ests Requested Date Earn Code Hours Description Date Time Approved 11 27 2013 Vacation LVAC 8 10 07 2013 11 36 AM Disapproved Leave Requests Requested Date Earn Code Hours Description Reason Date Time Disapproved 11 25 2013 Vacation LVAC 8 test disapprove 10 07 2013 11 30 AM KPME User Manual 28 October 2013 Other Employee Timekeeping Options Changing Comp Hours to Overtime and vice versa Departments set up rules that determine whether or not employees for their department s work areas earn comp time or overtime when accumulating more than 40 hours in a week Your department may give you the option to change comp time to overtime hours and vice versa 1 If you have this option go to the Time Detail tab and find the Time Block you want to change 2 Roll your cursor over the underlined overtime earn code text in that Time Block and the cursor will change to a hand cursor which indicates the underlined text serves as a link 3 Click on that link to pop open the Change the overtime earn code box then go to the dropdown field and change the earn code to the one you want and click Update Change the overtime earn code OWT Overtime Update Cancel The hours will update to that earn code in the Time Block and on the timesheet hours Summary Notifying Approvers Employees without access to e mail or immediate access to their timesheet approvers or supervisors can use the Person Info tab on the
76. h Deduction Rule document you are also required to add the number of Lunch Deduction Minutes to be deducted usually 30 or 60 and the minimum number of Shift Hours an employee must work before the meal break is deducted When finished entering your values in the document click the Submit button and then click Close to close out of the rule document Editing a Rule To edit an existing rule under the Time Keeping column select the rule you want by clicking on the link underlined name of the rule and that opens the rule Lookup screen Enter your search criteria e g Department ID and or Work Area to lookup the rule you want to edit Once you find that rule in your search results go to the Actions column and click on the edit link for that rule KPME User Manual 59 October 2013 Department Lunch Rule Lookup gt create new required field Department UA FMOP y a Work Area y E Principal Id y E Job Number y a Active Yes No Both search clear cancel 2 items found Please refine your search criteria to narrow down your search 2 items retrieved displaying all items 1 Department WorkArea PrincipaliId Job Number EffectiveDate Time Stamp Active UA FMOP 1002 admin _ 30 05 02 2011 06 27 2011 01 26 PM_ Yes UA FMOP 1002 admin 130 05 02 2011 05 31 2011 04 48 PM Yes 2 items retrieved displaying all items 1 Export options CSV Excel XML
77. he Department Admin tab and click on Work Area Maintenance link to open the Work Area Lookup 2 Click Create New button to create a new rule which opens a Work Area Maintenance document Each Work Area Maintenance document is divided into four sub sections Document Overview Work Area Maintenance Tasks and Roles Note New Work Area numbers and Task numbers are automatically generated by the system KPME User Manual 66 October 2013 Document Overview hide Description Explanation Organization Document Number P f Work Area Maintenance v hide Effective Date a A Work Area 10011 Description Overtime Edit Role e Default Overtime Earn Code A Department Admin Description Hr Distribution Active Y 3 Attop of document under Document Overview enter the document Description 4 Inthe Work Area Maintenance sub section a b C Tasks New Task Enter the Effective Date that you want this Work Area to be effective Enter the Work Area Description This is what the employee sees when selecting this Assignment to clock or enter hours Select Overtime Edit Role i e Employee Approver Approver Delegate or Department Admin This determines which role can edit an employee s timesheet to change overtime hours to comp time and vice versa Select your Department code such as BL RPAS or IN SPEA Enter the
78. his opens the Document Lookup screen e Enter the Document ID of the Missed Punch document that was submitted by the employee e f you don t have the Document ID go to the Document Type field and input the value MissedPunchDocument enter capitals at the start of each word with no spaces between them or else verify that this value is already showing in the field Then search for any Missed Punch documents by Initiator username of the employee or by a date range in the Date Created From and Date Created To fields Y HINT Use the lookup button next to the Initiator field to search for a specific employee Click Search This will find any Missed Punch Document that meets your search criteria KPME User Manual 52 October 2013 The information displayed in the search results includes the Person Name Timesheet Document ID Assignment Missed Action Date Time and Missed Clock Action 4 Click on the view link to open a copy of the Missed Punch Document that was submitted for an Assignment so you can view the clock action and date and time of the punch that was missed M issed p unc h Document Number 3189 Document Status FINAL Initiator Network Id aclock1 Creation Timestamp 01 03 PM 09 28 2013 indicates required field vy Document Overview Description Missed Punch 10038 Explanation Organization Document Number Missed Punch Person Name clock1 iowa Timesheet Documentid 3183 Assignment IA DEPT HR
79. ill appear here as initiated by the employee though the KPME system initiates them on behalf of the employee Timesheets are completed and submitted by the employee for approval at the end of the pay period The Pending Action Requests section shows who still needs to take action on the document It is possible that multiple requests exist at the same Time This situation will occur if the employee has multiple KPME Assignments with different Approvers KPME User Manual 44 October 2013 e The Future Action Requests section shows who will need to take future action on the document Leave Calendar Monitoring Reviewing and Correcting During the leave calendar s reporting period and before calendars are routed for approval you can use the Leave Approval tab to open your monitor and approval page This page provides a one stop portal to monitor clean up and approve your employee s leave calendar and leave requests Navigation of the Leave Approval tab is similar to the Time Approval tab described earlier in this document On the Leave Approval page a list of employees you supervise will appear with options to filter by department and work area Non exempt employees that report leave on their timesheet are displayed to show leave active usage and accruals and summary with period usage and available balances The Leave Approval page for exempt employees will be used to approve previous leave calendars where the employee reported leave
80. ing actions that prevent them from being approved These leave calendars will typically have a warning message indicating a max balance action occurred on the leave calendar and a balance transfer or payout document needs approved prior to the leave calendar being approved Non exempt employee with pending balance transfer or payout document will have a warning displayed on both the Time Approval and Leave Approval tab records KPME 2 0 implementations have the option to automatically approve submitted leave calendars at designated times The automated process is not to be in lieu of Approvers reviewing and correcting timesheets KPME User Manual 47 October 2013 More Options for Administrators This section discusses other options that KPME2 0 provides for Administrators which were not discussed in the previous sections of this manual lt also includes a brief review of how to view the timekeeping and leave rules set up for your department Using Inquiry Pages On the Department Admin tab KPME provides four Inquiry screens that are useful tools to look at the time blocks recorded on a timesheet to view the history of time blocks added or deleted from a timesheet to see the clock transactions logged by an employee and to find any missed clock punch documents submitted by or for an employee Time Block Inquiry Reviewers Approvers and Department Administrators with employees in KPME Time can use the Time Block Inquiry to view the time bloc
81. ir timesheet to send an e mail message and report a problem or convey other work related information To send an e mail to your approver s Open your timesheet and go to the Person Info tab Click on the Your Jobs section to open it The names of your approver s are listed there Click on the underlined Name of your approver If that opens an Internet Explorer Security window click the Allow button This opens a blank email screen in Outlook already addressed to your approver Type in the subject and message you wish to send 6 When finished click Send fee Adding Editing or Deleting a Timesheet Note Anyone with access to a timesheet employee approver reviewer or administrator can enter a note in the Note section KPME User Manual 29 October 2013 To add the first note click add notes and the notes entry page will appear You can also attach documents and images as desired Be sure to click save on the notes line to save your note Notes are saved in the Workflow system where the timesheet documents route 1 Click on the Note section to expand it 2 To add the first note click the Add Note button in that section 3 In the Note textbox that appears type a note and click Save Once a note has been added the timesheet displays that note and provides a blank textbox where you can enter and save a new note v Note Create Note y Author Date Note Action Public John 08 30 2011 3 m Atta
82. is summary view is the same as the hours Summary located on the employee s Time Detail tab Both will show you the total Worked Hours for each day along with a breakdown of the hours worked by Assignment day and by earn code regular vacation sick overtime shift etc It also provides a week total FLSA week total and period total 1 Log into KPME Time and go to the Time Approval tab 2 To open the summary view for an employee s week click the Plus button by the week you wish to expand for an employee clockdetailt indiana 10050 Week Mon Tue Thu Fri Sat FLSA Clocked out mm since 10 01 201 Week 1 09 29 10 05 8 00 10 50 8 00 8 00 0 00 42 50 09 15 AM EDT 8 00 3 00 5 00 5 00 Week 2 10 06 10 12 0 00 Doc Id 3211 SAWED This opens just beneath that row the summary view of worked hours by the employee KPME User Manual 37 October 2013 clockdetaill indiana 10050 Clocked out since 10 01 201 09 15 AM EDT Week Sun on Tue Wed Thu Fri Sat FLSA Week 1 09 29 10 05 0 00 8 00 10 50 8 00 8 00 8 00 0 00 47 50 42 50 AGH Regular Pay Hourly IN DEPT HR Work Area 55 00 Red 1 IN DEPT 2 50 Doc Id 3211 SAWED RGN Regular Pay Non Exempt IN DEPT NE Work Area 55 00 37 50 Red 0 IN DEPT Regular Hours Totals 10 50 OVT Overtime IN DEPT NE Work Area 55 00 Red 0 IN DEPT
83. it or inactivate and go to the first column of that rule and click edit 4 This opens the Clock Location Rule document e If creating a new rule the document is blank and required fields are marked with an asterisk e f editing an existing rule it shows the Old values for that rule in the left pane and you can edit any of the appropriate fields in the right pane under New e lf all you want to do Is inactivate an existing rule UNCHECK the Active box in the right pane under New and enter a document Description and the Effective Date when the rule will no longer apply Then skip to step 11 and submit the document KPME User Manual 61 October 2013 a Enter a document Description b For Effective Date enter or verify the date when you want this rule to take effect 5 Enter or verify the Department Id is correct for your department 6 Enter or verify the Work Area is correct You can enter as a wildcard value to indicate ALL work areas 7 If you want this rule to affect only one employee in that Work Area then enter a specific Principal ID You can enter as a wildcard value to indicate ALL employees in the specified work areas 8 Enter or verify the Job Number is correct You can enter as a wildcard value to indicate ALL job numbers for the specified employee s 9 You can enter one or multiple IP Addresses as clock locations a Enter or verify the IP A
84. job c Select the Object Code from the lookup d Enter the Percent 100 is maximum allowed value but total of ALL Accounts added together must equal 100 e Leave Active box checked as the default value f Click Add button to add the account funding O Repeat the Assignment Account steps for each Account you need to add 6 After you ve completed all the required fields and section on the Assignment document click Submit 7 Click Close to close out of document Editing an Assignment You can use the Assignment maintenance document to edit the current Assignment for an employee You can change the Work Area or Task add or remove Accounts that fund the Assignment or change the Percentage of each Account that funds it KPME User Manual 73 October 2013 h On the Department Admin tab click on the Assignment link 2 On the Assignment Lookup enter your search criteria In the search results click edit to modify an existing Assignment 3 Enter a document Description 4 You can modify the Work Area or a Task assigned under this Work Area a To modify the Work Area go to New on the right side of the Assignment Maintenances sub section and select a New Work Area b To add or modify the Task assigned under the current Work Area select a New Task number c Be sure to check the Effective Date as that is the date when the Assignment will change on the employee s timesheet or leave calendar
85. k Location Rule Use this rule to specify that you want a particular group of employees to clock in and out from a specific location Clock Location Please specify the IP Address of the computer where you want your Clock Entry employees to clock in and out You can specify more than one IP address as the workstation locations where your employees can clock If clock actions are entered at other machines this rule will generate warnings on the timesheet Note This rule does not apply to employees who manually add hours to their timesheet 1 Log into KPME go to the Department Admin tab and click on Clock Location Rule link Clock Location Rule Lookup Department Id aL Work Area WL Principali gt AL Job Number S L4 Effective Date From Es Effective Date To Ea Active Yes i No C Both Show History e Yes g No soarch clear cancel 2 This opens the Clock Location Rule Lookup e To create a new rule click Create New and skip to step 4 e To edit or inactivate an existing rule enter your search criteria Department ID Work Area Principal ID and or employee Job Number Other lookup parameters include Effective Date From and Effective Date To Then continue to step 3 wy HINT Use the symbol as a wildcard value in the Work Area Principal ID and Job Number fields to indicate ALL 3 Click Search In the search results find the rule that you want to ed
86. ks recorded on a particular timesheet or for a specific employee Important Time Blocks are never deleted from the system they are just inactivated Time Block Lookup Document ld Q a Principal Id Q a User Principal Id Q E Document Status Pending Statuses A Begin Date to To perform a Time Block Inquiry follow these steps 1 Log into KPME go to the Department Admin tab and in the Inquiries column click the Time Block Inquiry link 2 Enter the Document ID of the timesheet you wish to see to view the Time Blocks entered on that particular timesheet You can search by other criteria including the Principal ld and Document Status Time Blocks within a specified date range can be search Click Search di The result of this search is displayed in a tabular format and includes Document ID Principal ID Job Number User Principal ID Earn Code Work Area Task Hours or Amount and Begin Time and End Time KPME User Manual 48 October 2013 Show 1410 ne xml Document Principal Job User Eam Work me Overtime Lunch e Actions ld Mm Number Principalld Code Area Task Hours Amount Preference Deleted Begin Time EndTime view 3219 10101 0 10099 RGN 1400 0 g false 09 30 2013 09 30 2013 09 00 AM 06 00 PM view 3219 10101 0 10099 RGN 1400 0 g false 10 01 2013 10 01 2013 09 00 AM 06 00 PM view 3292 10045 D 10046 RGN 1200 0 10 false 10 09 2013 10 09 2013 08 00 AM 06 0
87. mit their leave calendars for approval On the Leave Approval page employees leave calendar will be available to approve individual or in bulk The following illustration of the Time Approval tab demonstrates the options available on both the approval tabs B Person Info Batch Job Admin Help Pay Calendar Group IU w Department UA FMOP v Work Area Show All Search By Principal Id v Value Calendar Year 2012 y Al gt 09 30 2012 10 14 2012 da 09 30 2012 10 14 2012 Go to Current Period Ne Week Peri Select 10 07 10 08 10 09 10 10 10 11 10 12 10 13 Week Period PU X Search Warnings 8 ID Warning Total hours entered 8 00 for Accrual Category SCK has A 2 Total au E exceeded balance 0 Problem Time Blocks are 9 AMA Az H Z 19280 we eee 112 50 8 8 0 0 0 O 28 50 68 50 E y SAVED Approve Hd t 19266 FINAL 8 0 8 0 8 0 8 8 40 00 8 0 8 8 40 00 80 00 No previous NE 5 J 7 informati Notes A creator Cee Content 0 8 00 8 5 7 50 0 40 00 80 00 00 00000073 cra No previous cic cay yee 012 10 8 had personal appt Used my lunch hour as part of it informatio 10 08 13 57 02 0 2 8 8 8 40 00 8 A a Approve Clocked out since ey 10 08 2012 10 12 2012 03 06 PM Doe No 19375 FINAL 0 8 00 7 83 7 88 8 29 8 0 40 00 0 8 7 75 9 00 6 92 8 33 0 40 00 80 00 0000000017 o previous clock information RGN Regular Pay BW1 ccts Pay
88. n this tab P l Logout a ua ill a Employee Name Public John Q Employee ld Public John Q Document ld 6270 Document Status Saved Time Detail Leave Calendar Person Info Help Current Time 12 56 23 pm Work Status Clocked out since Wed March 6 2013 10 18 00 AM Eastern Standard Time Clock Assignment select an assignment Clock In Missed Punch Distribute Time Blocks t Note KPME User Manual 15 October 2013 Let s review the fields and buttons available on this tab The Current Time field shows you the current clock time The Work Status field shows you the last clock action you recorded on your timesheet lt shows your last action clocked in clocked out and the date and time of that action A time Assignment is a unique combination of your Job Job Number Work Area and Task and is used to record the hours that you work The Clock Assignment field will show you a list of your current assignments so you can select the specific Assignment you are going to clock in on If you only have one assignment or are already clocked in there won t be an assignment dropdown The Clock In and Clock Out buttons allow you to clock in or out If you forgot to clock in or clock out the Missed Punch button allows you to submit a missed punch document to notify your approver or supervisor and record the missed punch on your timesheet The optional Distribute Time Blocks button when pre
89. nance link 2 Onthe Work Area Maintenance Lookup enter your search criteria Department ID Work Area Description Effective Date From or Effective Date To uy HINT Use the symbol in any field except date fields as a wildcard value to indicate ALL 3 Click Search to find any existing rules WorkArea Lookup gt create new required fielc Department IN PAY ya Work Area Description Effective Date From E Effective Date To E y LE Active Yes No Both Show History yes No search clear cancel 3 items found Please refine your search criteria to narrow down your search 3 items retneved displaying all items 1 s Department Work Area Description Default Overtime Earn Code Effective Date Active IN PAY 1204 Hourly Assistant 01 01 1901 Yes IN PAY 12696 Training Computer Support CPE 10 22 2006 Yes IN PAY 2747 Payroll CPE 04 06 2008 Yes items retneved displaying all items 1 Export options CSV Excel XML 4 Inthe search results click view to view the details for that Work Area That opens the Work Area Inquiry page where you can view details on the Work Area Tasks and Approver Reviewer or Approver Delegate Roles KPME User Manual 65 October 2013 Work Area Inquiry Work Area v hide expand all collapse all Effective Date Work Area Description Overtime Edit Role Default Overtime Earn Code Department Admin
90. nce document to define the assignment and funding attributes for a given employees job record It allows you to create modify or remove an Assignment for an employee An employee can be given one or many assignments and the funding per assignment must total to 100 Multiple assignments can be used when the employee reports to different Approvers or when different accounts should be charged based on the work done The employee records the hours against assignments An assignment is a unique combination of job job number work area and or task 1 On the Department Admin tab go to the HR Payroll column and click on the Assignment link to open the Assignment Lookup page Assignment Lookup Effective Date From Effective Date To Principal Id Job Number Department Name Work Area Active Show History search create new required field il EX yO y 0E Yes C No C Both clear e ves E No 2 Click the Create New button to add a new Assignment which initiates the Assignment document Each Assignment document is divided into three sub sections Document Overview Assignment Maintenance and Assignment Accounts KPME User Manual 72 October 2013 BY Doc Nbr 53075 Status INITIATED AssignmentDocument gt Initiator admin Created 02 02 PM 09 02 20 expand all collapse all required field Document Overview hide Description
91. ng a timesheet and explains how to approve one timesheet or multiple timesheets Employee Submission Employees click on the Submit button to route their timesheets for approval and they can continue to enter edits on them up until the moment they are approved After all the approvals are completed the employee may no longer enter any changes on their timesheet final document status Approver Approvals Timesheets route from the employee to the work area approver using Workflow When you log into the system as an Approver you will see the Time Approval tab Here you can see all of the employees you supervise The status of the approval is shown for each timesheet as is a summary of worked hours for each employee KPME User Manual 40 October 2013 If the information on the monitor and approval page is not sufficient for you to do your approval then click on the Plus buttons to view a summary of the hours worked You can also click on the underlined Document ID number to open that timesheet and view a detailed breakdown of the hours recorded by Assignment Also note under each employee s name you can view their last clock action if any There is also a Status that shows you the current routing status of each timesheet A status of SAVED indicates a timesheet was created and is still in the employee s hands A status of ENROUTE indicates the employee has submitted the timesheet to route it for approval and a
92. nnnnnnnnnnnnrrnnnnnnnnnrnnrnnnnnrnnnrnnnanens 22 CMG EXEN TMe BOCAS screen cocino 23 Deleting Time BIOCKS cisne berri 24 Viewing a Summary of Worked HoOUFS ooccccccccocccnncccconccnncnononenononononcnnnonnnancnnnnnnnnnrnnnnnnnnnrnnnnnnnnnrnnrnnnnnnnnnnnnnnnens 24 Timesheet Eros and VV AIFS sereis E aa cbc 24 OAV Calendar A A A N E N E T dneveodenauenardaceuesssccuendsudeusessusavnenavecsaudesaduraweusguuusdevespecetans 25 Adding Editing Deleting Leave Blocks to a Leave Calendar ooonccnccccoconccnncccnonccnncnononcnnnononannnnnonnnnnnnnncnnnannons 26 Viewing a Leave SUMIMALY ceccccccccssecceeceeesecceccaeusecececsaaeeeesssauseceeseueaseeeesssaaeeeeessaaaeeeesssaaeeesessaaeeeesessageeess 27 ES Ve ROQUES S menor ost oara 28 Other Employee Timekeeping Options civic iaa 29 Changing Comp Hours to Overtime and vice VersSa cccccooonncnncccconccnnccononncnnonnnnncnnnnnnnnncnnnnonnnnrnnnnnnnnnrnnenonanenss 29 NOtUNVINO ADD OVET S perrera RE a Ra E a a Ria a R 29 Adding Editing or Deleting a Timesheet Note ccooonccnncccccoccnncccnnnncnncnononnnnnnnnnnnnonnnonnnnnnnnnnnnnnnnnnnnnnnnrennnnnnnaness 29 KPME User Manual 3 October 2013 Viewing the Route LO ccccsesceccseseeccceseeccceseecceuseeecsaeeecseusecessugeecssageeeeseaseeeseaseeessageeessegeeeeseseeessaseeessaeees 30 Viewing your Jobs Assignments Or Roles oooccccccccnccnncccccnncnnncnnnoncnnnoonnnncnnnnnnonncnnnnnnnnncnnnnonnnnnnnnnonanrennnnnnnnnes 30 Getting
93. nnnnrnnnnnnnnnnnnnnnnnnnnnnnnnnnnrrnnnnnnnnnrnnnnnnnnrrnnrnnnanenns 41 APProvIRO HIMCSMCCTS iniciara 41 A eee ee 44 Adding a Note to Employee Timesheets wixsc teoeeseetivteute ae oes ia 44 Checking the Route Log e alae 44 Leave Calendar Monitoring Reviewing and Correcting ccooocccnnccccocncnncnononcnonononancnnnnnnnnnnnnnononanrnnnonnnanennnonnnanennnoss 45 Leave RegUSStAPPrOVal cir e a a chiuamninacaus 46 Leave Calendar Approval and ROUtINQ ccccccccooncnnccccnnnnoncncnonccnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnrnnrnnnnnrnnnnnnnnnnnnnrnnnnnnnanennnos 46 More Options fOr AdMINISTAtO Saos sat A i iaaa a aea aE 48 SMA IN PS e N 48 MMS BIOKO o an 48 MINE BIOCK PISO INQUI carril 50 Ock LOG INGUIN Y erario a 51 Missed TB ated aid INOUN pc pda eee ee eee 52 Timekeeping RUES aarun taa 53 Using the Show History and Active radio buttons occccocnccccncccnccccnccnnncnncnonanonnnnnnnnncnnnnonnrnnnnnonannnnncnonons 53 RUS LOOKS UD EXA Ole ai AA AA EA A A A A A A 53 Viewing Work Area Maintenance ccccccsseeeccceeeeeeceeeeeecneeeeeeseeeeeeseeseeeesaueeeeseeeeessaueeeseeeeessegeeesseeseeeseaeeeesseeeeeeas 54 Department Administrator Options iii a ai 55 Timekeeping Rules AAA PP PA POIS PE O Aiebnges sd adonestdaisaasddnenoasMabueet detuaasacubbursdbes 56 How SO AA do a OPE OO o OE OO o O A Darie 57 ci o eE ECC 0 A 57 PICCIVE Dates atari a oo iaa oi adiecida 58 Secar a N use oan wade ease 58 ceating a NOW Alle o a
94. o mark a timesheet in your list for approval click the Select checkbox for that timesheet You canselect more than once timesheet in your list to approve KPME User Manual 43 October 2013 6 de To mark all timesheets in your list for bulk approval use the select all checkbox at the top of the Select column This will select all timesheets that are available to be approved To take the bulk approval action click the Approve button at the bottom of the timesheet list This completes the approval grays out the Approve button for those timesheets If timesheet requires payroll processor approval Payroll Processor label will appear above the disabled Approve button If Approver is the final step for the timesheet clicking refresh will update the Status field of the timesheet to show Final When finished approving your timesheets you can logout Automated Approvals KPME Time will automatically approve an unapproved timesheet at designated times if the timesheet is deemed ready to approve Timesheets are deemed ready to approve if they meet all the approval conditions required for Approver approval Please note that the automated approval process is not to be used in lieu of Approvers reviewing and correcting timesheets It is a fail safe measure designed to ensure that employees are paid prompily if a problem keeps an Approver from completing their approvals Adding a Note to Em
95. ock a special form displays and shows that Time Block as already split into two rows so you can enter Time Blocks for each of those two different Assignments If you are distributing the hours from your original Time Block to more than two Assignments use the Add button to add additional Assignment rows to the form Then complete each row on the form to enter the distinct Time Blocks you worked in each Assignment Clock Time Detail Leave Accrual Person Info Help Distribute Hours Assignment Begin Date Time End Date Time Hours Payroll Indy 13 00 Red 0 IN PAY PAYROLL 10 06 2012 12 00 AM 10 06 2012 6 00AM 6 00 All form fields are required Count Assignment Begin Date Begin Time End Date End Time Hours Action 1 Payroll Indy 13 00 Rcd O IN PAY PAYROLL 10 06 2012 12 00AM 10 06 2012 El 3 06 00 AM 2 Total Hours 2 Payroll Indy 13 00 Rcd 0 IN PAY PAYROLL 10 06 2012 10 06 2012 Ex 2 Save Cancel gt Note 3 To complete the form and distribute your hours a Determine how many Assignment rows you need on the form You need one row on the form for each Assignment you actually worked To distribute hours to three Assignments you need three rows for four Assignments four rows and so on To add an additional row to the form click Add and repeat for each row you need to add This inserts a duplicate of the second row onto the form b On the form go through every row
96. om the Department dropdown That displays a list of timesheets you can approve KPME User Manual 41 October 2013 You can use the Work Area field to sort and view your timesheets by a specific work area b You can use the Search By field to search for a specific timesheet by Document ID or Principal ID University ID Select the parameter you wish to search by and in the Value field enter the specific value you want to find and then click Search 3 Review the Summary of hours for each week of the timesheet You can click on the plus button next to the week to open a view of the timesheet summary section and view the hours recorded under each Assignment Click the minus button to close the Summary section clockdetaill Week indiana 10050 Week Sun Mon Ure moe Ui Fri al ee Clocked out since 10 01 2013 MN Week 1 09 29 10 05 0 00 8 00 10 50 8 00 8 00 8 00 0 00 42 50 42 50 09 15 AM EDT RGH Regular Pay Hourly IN DEPT HR Work Area 5 00 2 50 2 50 Doc ld 3211 Red 1 IN DEPT SAVED RGN Regular Pay Non Exempt IN DEPT NE Work Area 55 00 37 50 Red 0 IN DEPT 10 50 Regular Hours Totals OVT Overtime IN DEPT NE Work Area 55 00 Red 0 IN DEPT Overtime Hours Totals SHHR HR Shift Earn Code IN DEPT HR Work Area 55 00 0 50 0 50 Red 1 IN DEPT Week 2 10 06 10 12 0 00 8 00 3 00 3 00 5 00 5 00 0 00 24 00 RGN Regular Pay B
97. on 5 Enter the Effective Date when you want this Assignment to no longer be active 6 Under the Assignment Maintenance sub section uncheck the Active box 7 Click Submit to submit the document 8 Click Close to close out of document KPME User Manual 74 October 2013
98. on and submit it for approval Once you submit this document the missed clock action is added to your timesheet and the missed punch document is routed to your timesheet approver for approval KPME User Manual 16 October 2013 Missed Punch x Doc Nbr 3525 7 Status INITIATED Missed Punch Document gt sai Initiator notsys Created 10 34 AM 10 08 2012 _expand all collapse all required field Document Overview v hide Description Missed Punch notsys Organization Document Number Missed Punch v hide Explanation Timesheet Doc Id Principal Id Assignment Missed Clock Action Missed Action Date MM DD YYYY Missed Action Time 00 00 AM 3508 notsys Bus Office 20 00 Rcd 1 BL CHEM Clock In pS Notes and Attachments 0 show Route Log show submit save close cancel Only submit a Missed Punch document if you missed your last clock action A Warning Employees can only submit one Missed Punch document per work shift Time Block To submit this document please follow the steps below 1 From the Clock tab click on Missed Punch This opens the Missed Punch maintenance document 2 and inserts your timesheet Document ID and your Principal ID 3 Select the Assignment where you missed clocking in or out If you only have one Assignment the field will default to that value Note The Missed Clock Action field will defaul
99. on rule or the Clock Location rule will not prevent your employees from using KPME Time in any way They are intended to establish limits which will generate exceptions when those limits are exceeded For instance let s say you set a Clock Location rule requiring the employees under Work Area 1002 to clock in on a specific workstation with an IP Address of 129 29 29 10 KPME Time will not in any way stop an employee from clocking in or out at a different workstation but the timesheet will display a Warning message that stays with the timesheet indicating the employee clocked elsewhere The Time Collection rule differs from the other rules in that it impacts what options will be available for employees to record their work hours It determines whether a time Assignment for a Work Area will be Clock Entry or Manual Entry Rule Hierarchy KPME Time is flexible in that it allows you to apply different rules to different groups of employees For instance you might want most of your employees to clock in and out for lunch but perhaps there s a group of employees for which this choice is impractical You d like to establish a general rule for all employees to clock in and out for lunch yet make an exception for this particular group To support this flexibility rules exist in a hierarchy where rules that are more specific override rules that are more general Understanding how this hierarchy functions makes it easier and more efficient for you to esta
100. ork Area Principal Id Job Number Effective Date Time Stamp Active IN PAY e 0002248997 wi 01 01 2012 02 28 2012 03 29 PM Yes 3 Click Search In the search results find the rule that you want to edit or inactivate go to the Actions column at left side of page in that result row and click edit 4 This opens the Department Lunch Rule document e lf creating a new rule the document is blank and required fields are marked with an asterisk e f editing an existing rule it shows the Old values for that rule in the left pane and you can edit any of the appropriate fields in the right pane under New e lf all you want to do is inactivate an existing rule UNCHECK the Active box in the right pane under New and enter a document Description and the Effective Date when the rule will no longer apply Then skip to step 12 and submit the document a Enter a document Description b For Effective Date enter or verify the date when you want this rule to take effect Enter or verify the Department ld is correct for your department Enter or verify the Work Area is correct Enter as a wildcard to indicate ALL work areas Enter or verify the Principal ID is correct If you want this rule to affect only one employee in that Work Area then enter a specific Principal ID Enter as a wildcard to indicate ALL employees in the specified work area s 8 Enter or verify the Job Numb
101. ou are viewing VOZ Click on the Go to Current Period link to jump from a previous timesheet back to the one for the current pay period O Search for historical employee timesheets by year and then pay period by using the Calendar Year field jointly with the Pay Period field Note Many of the same features listed above for the Time Approval tab are also available on the Leave Approval tab Timesheet Monitoring Reviewing and Correcting During the Pay Period and before timesheets are routed for approval you can use the Time Approval tab to open your monitor and approval page This page provides a one stop portal to monitor clean up and approve your employee s timesheets Here you will see a list of timesheets for all the employees you supervise or approve with options to sort them by Work Area or to search for a specific timesheet Timesheets are accessible throughout the pay period which allows you to monitor employee status in real time to catch employees flagged as being clocked in greater than 12 hours so you can get them clocked out and if warranted to open and edit that timesheet to enter corrections KPME User Manual 34 October 2013 The Work Status of clock entry employees clocked in out for lunch returned from lunch clocked out is shown along with the status of each timesheet saved enroute or final You can roll your cursor over icons that open up quick views of Notes and Warnings an
102. overs and administrators to add and save notes on the timesheet The Time Detail tab also includes a Route Log section that allows you to view the approval routing for your timesheet KPME User Manual 14 October 2013 If you click on the Leave Calendar tab you see leave recorded on the timesheet When you scroll forward to future calendars leave blocks can be added similar to time detail that will be used to plan and request time off Calendar Period Year Search fields Go to Leave Period Previous amp Next Leave Calendars Buttons Leave Ledger Leave Request links P ali Logout S I E Name Public John Q kpme mployee Name Public John Employee Id Public John Q Clock Time Detail Person Info Help Current Leave Period Ledger View Leave Request Year 2013 Current Leave Period 03 03 2013 03 16 2013 March 2013 Tue Sat 2 4 5 ISU Dept 2 ISU Dept 2 usage LP VAC U 8 usage LP VAC U 8 10 11 12 16 March 3 March 16 2013 last approved February 17 March 2 2013 Accrual Category Prior Year Carryover YTD Earned YTD Usage Accrued Balance Available Balance Usage Limit Future Planned Usage YTD FMLA Usage LP VAC 0 00 32 00 16 00 16 00 16 00 0 00 0 00 i LP SCK 0 00 24 00 0 00 24 00 24 00 0 00 0 00 Leave Summary Clock Entry Timekeeping Employees with Clock Entry assignments use the Clock tab to clock in and out When you login to KPME Time your timesheet will open o
103. oyees timesheets Leave Approval is used for approving exempt employees leave calendars Work Area approvers can also access the Leave Request Approval page from the Leave Calendar to approve employee submitted leave requests The approval tabs open the monitor and approval page which provides a one stop portal for approvers to monitor clean up and approve timesheets or leave calendars The Calendar Period heading on these tabs will show what period you are in This page provides the ability to sort and filter by Department and Work Area to find those timesheets or leave calendars which you monitor and approve and the ability to search by Principal ID or Document ID and find a specific timesheet or leave calendar However these fields only search within the calendar period you are viewing at that time It also provides two other dropdown search fields Calendar Year and Calendar Pay Leave Period when used jointly gives you the ability to instantly jump to any set of employee timesheets or leave calendars Once you go to any historical timesheets or leave calendar the Go to Current Period link will appear and serves as a shortcut you can click to return to the same set of employee timesheets or leave calendars in the current calendar period Finally there are Previous and Next arrow buttons located on each side of the Calendar Period heading that allow you to scroll back and forth through a set of historical or
104. ployee Timesheets Approvers can add a Note to an employee s timesheet and view any other notes already entered on the timesheet Please go to the topic heading entitled Adding a Note under the employee section of this manual for detailed steps on how to add a Note or how to attach a file as an Attachment within a Note Checking the Route Log The Route Log for a timesheet shows who has approved a timesheet and who still needs to approve it refresh Route Log ID 41084 v hide Title TimesheetDocument Type TK Timesheet Created 03 43 PM 08 01 2011 Initiator Employee Edna Last Modified 03 28 PM 08 08 2011 Route Status ENROUTE Last Approved Node s Timesheet Attribute Finalized Actions Taken w hide Action Taken By For Delegator __Time Date Annotation COMPLETED Employee Edna 03 28 PM 08 08 2011 Routing for Approval Pending Action Requests w hide Action Requested Of Time Date Annotation show ponte aa admin admin 03 28 PM 08 08 2011 Dept UA FMOP Work Area 1002 Future Action Requests show To check the Route Log for a document click on the Route Log section at the bottom of the timesheet The Route Log will open and show who has taken action and whose action if any is still pending The Document ID section contains identifying information about the document itself The Actions Taken section shows who has taken action on the timesheet and when Note that timesheets w
105. r the current pay period Future leave hours can be requested from the Leave Calendar tab reviewed later in this section KPME User Manual 17 October 2013 This requires that you enter the number of hours to track your usage Once the appropriate benefit earn code is selected the Add Time Blocks entry box will change to display an Hours input field instead of the usual In Out fields To enter leave hours on your timesheet 1 Log into KPME Time and go to the Time Detail tab 2 On the timesheet pay period calendar select the day or date range on which you want to add leave hours This will open the Add Time Blocks entry box e To add leave hours for one single day click on the day you want to add e To add the same number of leave hours on multiple days go to the first day you are taking leave in the calendar and simultaneously click and hold down your left mouse button and drag the cursor across the days you will be out and then release the button For example click and hold on Monday drag cursor across to Friday and release it and that will enter a date range of Monday through Friday e You can also type in or select a range of dates in the Date Range fields on the Add Time Blocks entry box to enter the same number of leave hours on each day If you type in the dates use this format M D YYYY e g 2 4 2012 or 10 22 2012 Add Time Blocks x All form fields are required Date range 3
106. red under that position number d Inthe Role Name field select the role you are assigning i e Approver Approver Delegate or Reviewer e Leave Active box checked as the default value for the role f Click Add g Repeat the Role steps step 6 for each role you wish to add Note You must have at least one person or position assigned to the Approver role 7 After you ve completed the work area document click Submit 8 Click Close to close out of the document Editing a Work Area Task or Role Use the Work Area Maintenance document to edit an existing Work Area the Tasks under that Work Area or the Roles Approver Reviewer and Approver Delegate you have assigned to review or approve timesheets for that Work Area To edit an existing Work Area including the Tasks and Roles for that Work Area l 2 Log into KPME go to the Department Admin tab and click on Work Area Maintenance link to open the Work Area Lookup In the Work Area Lookup screen enter your search criteria e g Department ID and or Work Area and click Search In the search results find the Work Area you want to edit and in the Actions column of that search result click edit Edit the appropriate fields in the Work Area Maintenance sub section Be sure to enter a document Description and to check the Effective Date Leave the Active box checked as the default value unless you want
107. review and clean up your employee s timesheets or leave calendar prior to approval and during the calendar reporting period KPME User Manual 32 October 2013 If you are a work area approver you should check your Action List notification emails during each pay period to Approve or to Correct and Approve any Missed Punch documents routed to you These documents inform you of any missed clock ins or clock outs by the employees you supervise and allow you to correct a document submitted with an inaccurate clock time Leave requests are also routed to only the Work Area Approvers Balance Transfers and Payouts triggered by max balances on the leave calendar are routed for approval to the work area approver and department s payroll processor if applicable for that department At the end of each pay period work area approvers must approve timesheets The monitor and approval page provides you the option to approve an individual timesheet or do bulk approvals Work area timesheets that require the second level Department Payroll Processor approval will be routed for approval On monitor and approval page timesheets that enroute will have a label above the Approve button to indicate the next approval action Approver or Payroll Processor The information on a fully approved Final timesheet is then processed and can be sent to an associated Payroll system After the leave calendar period an exempt employee can sub
108. rows in the database for the values entered Active The purpose of this radio button is to allow you to filter rows based on their active status To find the row which is in effect as of today search for active Both show history No Rule Look up Example In the example below for Clock Location Rule we entered a Department ID UA FMOP and clicked Search KPME User Manual 53 October 2013 By default the Show History button is set to No and the Active button is set to Yes to find the highest effective dated row This search found the active rules established for our sample department Clock Location Rule Lookup gt create new required field Department Id UA FMOP ya Work Area SLU Principal Id HH 8 ES Job Number S A Effective Date From Es Active Show History 1 items found Please refine your search criteria to narrow down your search One item retrieved 1 Actions Department Id Work Area Principal Id Job Number Effective Date Time Stamp Active IP Address view UA FMOP 1002 frank 11 06 20 2011 06 13 2011 12 05 PM Yes 172 16 254 1 One item retrieved 1 Export options CSV Excel XML In this example the rule results retrieved show the date and time the Clock Location rule was established when it became effective and the department work area and ID of the employee who is required to clock at the IP Address listed in the
109. ry box change based upon the Earn Code selected so you may need to modify the In Out times the Hours or the Amount to complete your correction Then click Update iii To delete any Time Block from the timesheet click on the red X button E in the upper right corner of the block A confirmation message opens asking you to click OK to confirm the delete or click Cancel to cancel it i To delete an automatic lunch or meal deduction and credit the meal hour s as regular work hours find the Time Block s with the lunch meal deduction that needs to be removed In the yellow bar showing the meal deduction click on the red X button xi iv Optional step To distribute work hours go to the employee s Clock tab and click the Distribute Time Blocks button On the Time Blocks to Distribute screen select the Time Block you want to distribute and click Edit This opens the Distribute Hours screen which shows the selected Time Block and Hours at the top In the form fields on that page you can change the Begin Date and End Date and enter or change the Begin Time and End Time or assign the hours to another assignment by selecting that assignment in the Assignment field Use the Add button to add more Assignment rows on the form When finished clock Save b When finished with the timesheet click Return in the header to return to your Time Approval tab c Repeat this step step 4 for each timesheet you need to adjust 5 T
110. s and pay cycles based on employee s active appointment in your department The system also provides approval routing based on jobs so your designated approvers can view and approve employee timesheets and leave online What is KPME Time KPME Time provides a 24 7 electronic timekeeping system to record hours worked hours in pay status and absent time in an easy to use always accessible web based interface It also calculates all special rates of pay such as overtime shift differential premium and holiday pay What is KPME Leave Management KPME Leave Management also provides a 24 7 electronic leave management system for organizations and their employees to accrue request report and track the use of benefit time eg Vacation Sick for exempt and non exempt faculty and staff Why is it used The primary purposes of the timekeeping and leave management system are e Elimination of paper based departmental or outsourced systems e Provide for appropriate approval routing based on jobs and labor distribution e Provide for consistent application of an department s policy as well as state and federal labor laws e Provide for easy auditing of records and reports Timekeeping and leave data can also be used to generate relevant reports that are useful for tasks such as labor budgeting Who uses it e Employees use the system to record the time worked and or leave The system supports hourly and flat rate employees which allow it to
111. sent allows you to clock in and out of a single assignment to create one time block and then distribute those hours at the end of your shift to multiple assignments The Note section allows you to add a Note on your timesheet The Logout link located with the Document Header in the upper right hand corner of the page allows you to log out of the system and close your timesheet How to Record Hours on the Clock tab On the Clock tab you will use the clock buttons to clock in and out This tab also allows you to submit a Missed Punch document if you missed a clock in lunch out lunch in or clock out to add a Note to your timesheet and if applicable to distribute work hours clocked on one assignment over several assignments Clocking In and Out To clock in 1 Log into KPME Time Timesheet opens on the Clock tab 2 Inthe Clock Assignment field select an Assignment If you only have one assignment it will already be selected 3 Click on Clock In button Work Status will show you are clocked in To clock out 1 Log into KPME Time and click on Clock Out button Work Status will then change to show you are clocked out Adding a Missed Punch If you missed your last clock action you can click on the Missed Punch button to add that missed clock in lunch out return from lunch or clock out to your timesheet This opens the Missed Punch maintenance document where you enter your missing clock action informati
112. t to the clock punch that you missed i e clock out if you missed clocking out or lunch in if you missed clocking your return from lunch 4 Enter the date of your missed clock punch into the Missed Action Date field The Date format to use is MM DD YYYY You can type in the date or select it using the calendar button ES located with each date field 5 Enter the time then enter a space followed by AM or PM of your missed clock punch into the Missed Action Time field The format to use is hh mm AM PM i e 10 54 AM or 9 06 PM 6 Click Submit to enter the missed punch on your timesheet 7 Click Close to close out of the document Time Detail Tab The Time Detail tab is visible to all employees As a Clock Entry employee you will use this tab to view the time blocks clocked on your timesheet to add time blocks that record any leave hours you are taking and to correct the assignment for a time block that was accidently clocked on the wrong assignment You can also use this tab to view a summary of your worked hours to add a timesheet Note to view the Route Log to see who approves your timesheet and if applicable to view any automatic meal deductions that were subtracted Adding Leave Hours to a Timesheet Any employee whether Clock Entry or Manual Entry who qualifies to accrue benefit Leave Hours such as paid time off PTO vacation VAC or sick hours SCK will use the Time Detail tab to enter those hours fo
113. that employee s timesheet F Click on an employee s Name to open the Person Info tab for that employee and view their jobs assignments and KPME roles G Click on the Plus button by an employee s name to open a summary view beneath that row so you can see the hours that employee recorded by Assignment Click the Minus button to close the summary H Roll and hold your cursor over the Warnings button amp to pop open a quick view window that shows the warnings present on that timesheet I Roll and hold your cursor over the Notes button T to pop open a quick view window that shows the notes entered on that timesheet J Select an individual timesheet as ready to approve by clicking the Select checkbox K Select all of the ready to approve timesheets on that page by clicking the Select ALL checkbox at the top of the column L Click the Approve button to approve timesheet s The Approve button at the bottom of the page allows bulk approval of all the timesheets you have selected If you select only one timesheet to approve you will use the Approve button for that specific timesheet located on the right side of the page in the Action column See the current Work Status of clock entry employees Spot employees clocked in gt 12 hours as they are flagged highlighted in red Click the Refresh Status button to refresh the current status of the timesheets y
114. the Clock Tab This tab includes a clock section with a dropdown list of active Clock Assignments and one selects the appropriate assignment to clock in or out Clock buttons that may be visible here include Clock In or Clock Out Missed Punch and Distribute Time Blocks Only assignments where you must clock in and out will show up in the Clock Assignment dropdown If you also have Manual Entry assignments you will need to click on the Time Detail tab to manually enter those work hours see Manual Entry below 2 Manual Entry is used when clocking in out is not required and the hours worked are recorded by entering blocks of time manually into the timesheet After logging in the timesheet opens on the Time Detail tab Manual Entry assignments do not appear on the Clock Tab If your only time assignment is a Manual Entry assignment you will not see the Clock Tab on your timesheet Timesheet Overview and Navigation When you open a timesheet it shows side by side Navigation tabs that you can use to navigate from page to page These tabs show where you are and where you can go within the timesheet To navigate to any other page in your timesheet just click on that tab e lf you are an employee with a Clock Entry assignment your timesheet will open on the Clock tab so you can easily clock in and out This tab also provides a Note section so you can add a note to your timesheet See Clock tab illustration below e lf you are an employee with a
115. the year and pay period it jumps to the selected timesheet so you can view it Once you open any previous timesheet the Go to Current Period link will appear on the page and serves as a shortcut you can click to return to your timesheet for the current pay period Also Clock Entry employees can click the Actual Time inquiry link to view a list of their actual clock times KPME User Manual 13 October 2013 Document Header with Logout link Pay Period 8 Calendar Year Search fields Go to Current Period amp Actual Time Inquiry links Previous amp Next Timesheet buttons Auali Lea j ant j Employee Name Public John Q Employee Id Public John Q Document Id 6270 Document Status Saved eo a Tr ei 2 J weet SST FE Current Pay Period Actual Time Inquiry Sat Year 2013 Current Pay Period select a pay period v Sun Mon Tue Wed Thu Fri 3 4 z 6 7 8 9 ISU Dept 2 ISU Dept 2 ISU Dept 2 ISU Dept 2 7 ISU Dept 2 x 08 00 AM 04 00 PM 08 00 AM 04 00 PM 08 00 AM 04 00 PM LP VAC U 8 LP VAC U 8 RGH 8 00 hours RGH 8 00 hours RGH 8 00 hours 10 Timeblocks ISU TEST ISU TEST ISU TEST ISU TEST ISU TEST 07 00 AM 04 00 PM 07 00 AM 04 00 PM 07 00 AM 04 00 PM 06 00 AM 03 30 PM 06 00 AM 12 00 PM RGH 9 00 hours RGH 9 00 hours RGH 9 00 hours RGH 9 50 hours RGH 3 50 hours OVT 2 50 hours ISU Dept 2 01 00 PM 04 00 PM RGH
116. the planned leave section leave can be requested Leave can also be requested when adding leave blocks or editing a leave block on a future leave calendar by checking Submit leave request for approval on the add Leave Block dialog box Leave requests are routed for approval to the requested leave block s assignment s Work Area Approver A leave block that has been submitted for approval will appear in the Leave Request Pending Approval section of the Leave Request page Once the leave requested is approved the leave block will appear on the Leave Request page as an Approved Leave Requests and the leave block will appear on the leave calendars as approved If leave block will appear is disapproved the requested leave block will be removed from the leave calendar and will appear in the last section of the Leave Request page Disapproved Leave Requests with the approver s reason Approvers can also defer requested leave with a reason for deferring Deferred leave blocks will return to status of planned and the reason appears in the description on the Leave Request page Leave Calendar Person Info Help 20 1 3 gt Current Leave Period v Planned Leaves Requested Date Earn Code Hours Description Submit 11 25 2013 Vacation LVAC 8 Submit Request for Approval Leave Request Pending Approval Requested Date Earn Code Hours Description Date Time Submitted 11 26 2013 Vacation LVAC 8 10 01 2013 01 09 PM v Approved Leave Requ
117. the timesheet may still show that a meal was deducted on that day If you are a Clock Entry employee and work through or skip your scheduled meal break with departmental approval and a meal was deducted on that day please notify your supervisor to correct your timesheet Distributing Work Hours Some employees will have the option to clock in and out of a single Assignment and then click on the Distribute Time Blocks button on the Clock tab to distribute those worked hours between two or more assignments Note You can also open the Note section when working in these screens to add a note to your timesheet To distribute clocked work hours 1 From the Clock tab click on Distribute Time Blocks This opens the Time Blocks to Distribute screen KPME User Manual 20 October 2013 Clock Time Detail Leave Accrual Person Info Help 09 30 2012 10 14 2012 Time Blocks to Distribute Assignment Begin Date Time End Date Time Hours Action Payroll Indy 13 00 Red 0 IN PAY PAYROLL 10 03 2012 09 12 AM 10 04 2012 01 12 AM 4 00 Edit Payroll Indy 13 00 Red 0 IN PAY PAYROLL 10 06 2012 12 00 AM 10 06 2012 06 00 AM 6 00 Payroll Indy 13 00 Rcd 0 IN PAY PAYROLL 10 06 2012 12 00 AM 10 07 2012 06 24AM 6 40 Close gt Note 2 Select the Time Block you want to distribute and click Edit This opens the Distribute Hours screen showing the Time Block you selected with the total Hours you worked Just below your selected Time Bl
118. tion and credit the meal hour s as regular work hours find the Time Block s with a lunch meal deduction that needs to be removed In the yellow bar showing the lunch meal deduction click on the red X button o v Optional step To distribute work hours go to the employee s Clock tab and click the Distribute Time Blocks button On the Time Blocks to Distribute screen select the Time Block you want to distribute and click Edit This opens the Distribute Hours KPME User Manual 42 October 2013 screen which shows the selected Time Block and Hours at the top In the form fields on that page you can change the Begin Date and End Date and enter or change the Begin Time and End Time or assign the hours to another assignment by selecting that assignment in the Assignment field Use the Add button to add more Assignment rows on the form When finished clock Save b When finished with this timesheet click Return in the header to return to your Time Approval tab 5 To approve this timesheet click the Approve button in the Action column of the employee s timesheet row or click the Select checkbox for that timesheet and click the Approve button at the bottom This completes the approval grays out the Approve button for the timesheet If timesheet requires payroll processor approval Payroll Processor label will appear above the disabled Approve button If Approver is the final step for the timesheet clicking refresh
119. tive view BL CHEM 10005 Lab KPME 01 01 2012 Yes view BL CHEM 10007 Bus Office 01 01 2012 Yes view BL CHEM 10016 Testing WA OWT 01 01 2012 Yes Export options CSV Excel XML Department Administrator Options As a Department Administrator when you open the Department Admin tab you will see links to the Maintenance pages for Timekeeping Leave Administrative and HR Payroll functions and Inquiries see illustration below You will use these pages to add and maintain departmental rules to maintain Work Areas for your Department and to search for specific employee Time Blocks historical Time Blocks Leave Blocks historical Leave Blocks clock transactions or missed punches KPME User Manual 55 October 2013 Li ut Fuali kpme Employee Name deptadmint iowa Employee Id deptadmint iowa Person Info Department Admin Help HR Payroll Inquiries Assignment e Clock Log Calendar Entry e Missed Punch Department e Time Block Inquiry Earn Code Earn Code Security Job Pay Grade Pay Step Change Target Person Pay Type Position Base Y Submit Clear Principal HR Attributes Salary Group Work Area Time Block History Inquiry Time Keeping Clock Location Rule Daily OverTime Rule Department Lunch Deduction Rule Grace Period Rule Shift Differential Rule System Lunch Rule Time Collection Rule Weekly Overtime Rule Leave Maintenance e Leave Adjustment e Balance Transfer
120. to inactivate this Work Area If you don t use Tasks skip this step You can add edit or inactivate Tasks for this Work Area e To adda New Task go to the blank fields at the top of the Tasks sub section and enter values in all required fields then click Add The system will then assign a new Task number e To edit an existing Task change the appropriate fields for that Task under the New section on the right side of the Tasks sub section e To inactivate an existing Task UNCHECK the Active box for that Task Note You will be unable to inactivate a Task that is currently being used in an active Assignment In the Roles sub section you can add new roles edit existing roles or inactivate a role KPME User Manual 68 October 2013 e Toadda New Role as an Approver Approver Delegate or Reviewer go to the blank fields at the top of the Roles sub section and enter values in all required fields then click Add You must assign a role to a person or a position e To edit an existing Role change the appropriate fields for that Role under the New section in the right pane of the Roles sub section You could change the Principal Id or the Position Number of the person in that role or you could change their role to Approver Approver Delegate or Reviewer e To remove inactivate someone from an Approver Approver Delegate or Reviewer role you can UNCHECK the
121. try box and you can edit the Date Range and or the Earn Code 5 Depending on which Earn Code was selected you can also edit the In and Out times the number of Hours or the Amount 6 When finished with your editing click Update 7 Verify that the Time Blocks are correct before you exit the timesheet Deleting Time Blocks To delete any Time Blocks already clocked or entered on an employee s timesheet 1 Use the sort and filter or search by fields to find the employee s timesheet you want to edit Click on the underlined Document ID number to open that timesheet on the Time Detail tab 3 To delete any Time Block from the Pay Period calendar click on the red X button E in the upper right corner of that Time Block See the Time Block illustration above 4 When asked to confirm the deletion click OK to delete it 2 Important Employees can continue to edit their timesheet after the pay period ends until their timesheet Approver approves it Adjusting Shift Differential Hours Approvers may have to adjust shift differential hours for Manual Entry employees working an overnight shift that starts in one pay period but ends in the next pay period e g 11 PM to 7 AM because the Minimum Hours for shift pay will not be met before the end of the first Pay Period Timesheet Approval and Routing This section explains how timesheets are routed for approval briefly reviews issues that might prevent you from approvi
122. usage All employees future leave calendars periods will show planned requested and approved leave P m Logout ual j k LL Employee Name approver1 iowa Employee Id approver1 iowa Leave Calendar Leave Approval Time Approval Person Info Department Admin Help Calendar M L v Department IA DEPT v Work Area Show All Link to approve submitted leavem f Search By Principal Id v Value 20001 Year 2013 y Search Reset 11 01 2013 11 30 2013 gt Current Leave Period 11 01 2013 11 30 2013 v m Leave Request Status Approved Usage bold Go to Current Period Planned Deferred italics Leave blocks amp statuses 4 items retrieved displaying all items 1 Action Select All Name Week Sun Week 1 11 01 11 02 Week 2 11 03 11 09 Week 3 11 10 11 16 Week 4 11 17 11 23 Week 5 11 24 11 30 LVAC LHOLA LHOLA LSCKA 0 00 0 00 12 00 For the current and previous leave calendars the status of each leave calendar document is displayed saved enroute or final You can roll your cursor over icons that open up quick views of Notes and Warnings and clickable icons are provided to open and close a brief leave summary view on an employee s leave calendar Warnings can be a Max Balance action occurred on a leave calendar such as pending balance transfer or payout requires those documents to be approved prior to approving that leave calendar Leave calendars c
123. use this tab to review and approve all leave calendars for their employees and also access leave requests waiting for their approval Department Admin Approvers are only allowed to view the rules or maintenance pages that impact their department Person Info Available to all users Displays job assignment and role information for each of the employee s job records Help Displays information to help employees approvers and reviewers use the system Reviewer tabs include Clock Reviewers can use this tab to clock an employee out if they missed their last clock out Time Detail Reviewers can use this tab to enter time block adjustments to an employee s timesheet Leave Calendar Reviewers can use this tab to verify an employee s leave balances and ensure usage is correct Person Info Available to all users Displays job assignment and role information for each of the employee s job records Help Displays information to help employees approvers and reviewers use the system Department Administrator tabs include Clock Department Admins can use this tab to clock an employee out if they missed their last clock out Time Detail Department Admins can use this tab to enter time block adjustments to an employee s timesheet Leave Calendar Department Admins can use this tab to verify an employee s leave balances and ensure usage Is correct Department Admin Department Admins can access departmental maintenance and rules pages
124. w the same set of previous employee timesheets by pay period KPME User Manual 35 October 2013 09 16 2012 09 30 2012 Go to Current Period All historical timesheets have been converted to the KPME Time system so you can use these buttons to scroll back and forth and view previously approved timesheets in chronological order for your employees Once you go to any previous or future pay period the Go to Current Period link will appear on the page and serves as a shortcut you can click to return to the current pay period You can also use the Calendar Year and Pay Period fields jointly and select a year and pay period to jump instantly to that set of employee historical current or future timesheets Calendar Year 2012 v Pay Period 10 14 2012 10 28 2012 v Viewing Employee Work Status The Name column on the timesheet monitor and approval page includes the name of the each employee their University ld and it shows the current Work Status for Clock Entry employees You can view during the Pay Period the current work status of Clock Entry employees This allows you to monitor your employees in real time during the Pay Period and spot any employees who failed to clock out The current Work Status for a Clock Entry employee appears just under their Name and Principal ID Name clock iowa 10038 nai tana Spotting employees clocked in gt 12 hours A in this example you can see that the first employe
125. w your timesheets by a specific work area Select the Work Area you want to view in the Work Area dropdown The system will find the timesheets you specified If there are no timesheets found for that Department or Work Area you will see the message no values matching this search on the page You can also use the search by fields see illustration below to search for a specific timesheet by Document ID or Principal ID University ID These fields will only appear below the sort and filter fields once you have selected a set of timesheets to view Search By Principal Id Value enter at least 3 chars Search Reset 1 Inthe Search By field select the Parameter you wish to search by and in the Value field enter the specific number you want to find 2 It may take the system a few seconds to find this value and you will see a black circle briefly spinning on the page If the value you entered is found it shows in a dropdown box under the Value field In that box click the ID number again to select it The system will find the timesheet you specified If this employee or timesheet do not belong to the Department or specific Work Area where you are searching you will see the message no values matching this search on the page Viewing Previous and Next Timesheets On the monitor and approval page you can click on the Previous or Next arrow buttons located on each side of the Pay Period heading to vie
126. will update the Status field of the timesheet to show Final To approve more than one timesheet or to do bulk approvals mb Log in to KPME Time and go to the Time Approval tab Select the department you wish to approve from the Department dropdown That displays a list of timesheets you can approve e You can use the Work Area field to sort and view your timesheets by a specific work area Review the timesheet summary of hours information for each employee You can click on the plus button by the week to pop open a summary view which shows you the hours that employee recorded by Assignment Click the minus button to close up the summary If necessary enter any changes to the Time Blocks leave hours or amounts on these timesheets and or delete any automatic lunch or meal deductions if an employee worked without taking a meal and or distribute work hours a Click on the Document Id which opens that timesheet on the employee s Time Detail tab In the calendar you can add edit or delete regular Time Blocks leave hours or amounts To add a new Time Block or a block of leave hours or dollar amounts click on a day complete the fields on the Add Time Blocks entry box and click Add li To edit any Time Block on that timesheet click on the underlined Assignment name within that block to open the Add Time Block entry box You can modify the Date Range and or the Earn Code The fields in the ent
127. wn of the hours you worked by assignment day and by earn code regular vacation sick overtime shift etc It also provides a week total FLSA total and period total Summary Sun Mon Tue Wed Thu Fri Sat Week 1 Sun Mon Tue Wed Thu Fri Sat Week 2 Period Total 03 03 03 04 03 05 03 06 03 07 03 08 03 09 03 10 03 11 03 12 03 13 03 14 03 15 03 16 Worked Hours 0 00 8 00 8 00 8 00 8 00 8 00 0 00 40 00 0 00 9 00 9 00 9 00 9 50 9 00 0 00 45 50 85 50 LP VAC U LP Vacation Usage ISU Dept 2 10 00 Red O ISUDEPT 8 00 8 00 16 00 16 00 Other o 8 00 8 00 16 00 16 00 RGH Regular Hourly SU Dept 2 10 00 Red 0 ISUDEPT 3 00 8 00 8 00 24 00 L 1 J 24 00 EJEJEJEIES MMM 40 00 40 00 Regular Hours 8 00 8 00 8 00 24 00 9 00 9 00 9 00 9 50 3 50 40 00 64 00 OVT Overtime ISU TEST 10 00 Red 0 ISUDEPT ca ee A ee ee ee ETE r A Mi A mm A mm ISU Dept 2 10 00 Red O ISUDEPT 3 00 3 00 3 00 Overtime Hours 5 50 5 50 5 50 An earn code is a classification of earning that represents regular hours worked or special type of earning like sick time shift or premium pay Regular hours that contribute toward weekly overtime eligibility are totaled and displayed Sick or Vacation hours will also appear in separate rows Overtime or Compensatory hours if they exist will appear in a row below your regular hours Additional pay hours such as shift rates or premiums will appear in rows above or below that Timesheet Errors and Warnings
128. x will select approve option for all of the employee s leave requests Disapprove and Defer requires a Reason to be entered Deferred leave requests will return to the employee s leave calendars as a planning leave block that the employee can resubmit at a later date for approval Leave requests with No Action selected will remain as a pending leave request Leave Calendar Approval and Routing Routing and approval of exempt employees leave calendars is similar to the non exempt employee s timesheet approval routing The employee will submit leave calendars after the calendars reporting period The latest leave calendar cannot be submitted until previous calendars have been submitted for approval Leave calendars are routed from the employee to Approver s using Workflow The employee s work area s determine the first level of approval Some work area may also record a second level approver from their department s Payroll Processor When you log into the system as an Approver you will see the Leave Approval tab Here you can see all the exempt and non exempt employees you supervise and their recorded leave Only exempt employees will have leave calendars to approve from this tab with non exempt employees leave being approved with their timesheet Leave accrual balances in the leave summary can be viewed by clicking the plus icon button to verify balances have not been exceeded You can also click on the underlined Document ID number to open th

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