How-To Guide: Kronos® Timekeeping For Supervisors

1 How-To Guide: kronos Timekeeping For Supervisors How-To Guide: kronos Timekeeping for Supervisors 2 How-To Guide: kronos Timekeeping for Supervisors 1 What is kronos ? The kronos electronic Timekeeping system is a web-based tool used to track employee leave and attendance. Data is collected three ways: 1. Employees swipe their badges on a time clock 2. Employees use the timestamp function via the application on a desktop computer 3. Supervisors use the web-based timecard to manually enter time worked and accruals taken for their employees This guide covers the following topics: Logging on to kronos & Basic kronos navigation Accessing and editing employee timecards Determining employee salary plan and FLSA Status Pay Codes Adjusting Employee Punches Adjusting Duplicate Punches Addressing Missed Punches Editing Lunch Breaks The 7-Minute Rule Auditing Punches Employee Leave Accruals Comments and Notes Viewing Previous Periods On-call/Call Back Time FMLA Leave & Workers Compensation Leave Standard Payroll Processing Approving Timecards Reports Special Payroll Processing: o Early Payroll Processing o Weather-related University Closure o Football Game Day related events How-To Guide.

2 kronos Timekeeping for Supervisors 2 Logging On to kronos 1. In the address bar at the top of the Internet Explorer screen, type . 2. Press the Enter key. This will pull up the kronos logon screen. 3. Type in your User Name and Password where indicated.* 4. Click on the symbol. The QUICKFIND screen will be displayed (see next page). The F&S HR staff assigns each supervisor (and/or employee by request) a user name and password. In most cases, the user name will be formatted as follows: [first letter of the employee s first name + the employee s full last name]. For example, Ima Knight = iknight. The default password for all employees is Password. When you log on to kronos for the first time, you will be prompted to change your password. If you forget your password or are locked out of the system, email the F&S HR Office at to reset your password.

3 How-To Guide: kronos Timekeeping for Supervisors 3 Accessing and Editing Employee Timecards The QUICKFIND Screen This screen is the gateway to all Timekeeping information for your employees. Most of the functions you will use are found under the MY GENIES tab. A Genie is a snapshot of data organized into different views. Genies can provide detail and/or summary information for your employees. This can help you quickly identify exceptions and attendance issues. 1. Click on the MY GENIES tab to view available options. 2. Scroll down and click to select your desired option. How-To Guide: kronos Timekeeping for Supervisors 4 To view an employee s timecard : 1. On the QUICKFIND screen, type the employee s name or Employee ID (EmplID) number in the Name or ID field. 2. Click on the Find button. 3. Double-click on the employee s name to display his/her individual timecard .

4 How-To Guide: kronos Timekeeping for Supervisors 5 If you would like to review each of your employees timecards, you can save time by pulling up a list of all of your employees at once instead of one at a time. 1. On the QUICKFIND screen, use an asterisk (*) in the Name or ID field (the asterisk is there by default). 2. Click on the Find button. A complete listing of your employees will be displayed. How-To Guide: kronos Timekeeping for Supervisors 6 3. To select all employees listed, click on the Actions drop-down menu and click on Select All. The complete list of your employees will be highlighted in orange. How-To Guide: kronos Timekeeping for Supervisors 7 4. To access and make changes to your employees timecards, click on the timecard link at the top left of the screen (see previous page).

5 The timecard for the first listed employee will be displayed. 5. To view the next employee s timecard , click on the right-arrow at the top of the screen (next to the Name & ID field). How-To Guide: kronos Timekeeping for Supervisors 8 UNE = USPS Non-Exempt PP = Physical Plant 30 = 30 minute lunch ONCALL = on-call status Determining Employee Salary Plan and FLSA Status (Pay Rules) The employee s classification determines how you enter time in kronos (see Employment Classifications on page 1). To determine an employee s classification: 1. While viewing an employee s timecard , hover the computer cursor over the person s name. 2. A yellow pop-up box will appear that shows the employee s Pay Rule in this format: Salary Plan/FLSA Status Department Lunchbreak Code Salary Plan/FLSA Status ORP A&P Exempt ORPUNE A&P Non-Exempt UNE USPS Non-Exempt UEX USPS Exempt How-To Guide: kronos Timekeeping for Supervisors 9 Salary Plans Defined: University Support Personnel System (USPS) Non-Exempt o Employees in the Non-Exempt classification clock in and out each day, but do not swipe for lunch time.

6 Each pay period, an employee must log 40 hours for Week 1 and 40 hours for Week 2, with a total of at least 80 hours logged for the pay period. University Support Personnel System (USPS) Exempt o USPS employees in the Exempt classification are not required to clock in and out each day. The supervisor is responsible for entering employee leave time for each pay period. Administrative and Professional (A&P) Exempt o Similar to the USPS Exempt classification, these employees are not required to clock in and out each day, and the supervisor is responsible for entering employee leave time each pay period. Administrative and Professional (A&P) Non-Exempt: o Professional employees earning less than the current annual threshold salary for Exempt employment. Employees in this Non-Exempt classification clock in and out each day, but do not swipe for lunch time.

7 For each pay period, an employee must log 40 hours for Week 1 and 40 hours for Week 2, with a total of at least 80 hours logged for the pay period. Other Personnel Services (OPS) o OPS employees are typically student assistants or part-time workers. They are not required to have a set number of hours worked each week like USPS employees, and they do not receive benefits such as paid time off accruals ( , annual and sick leave). OPS employees must clock in and out. How-To Guide: kronos Timekeeping for Supervisors 10 Pay Codes Standard Pay Codes Reason Regular Time Time worked; also use when projecting hours during early payroll processing On Call Documents time when a Non-Exempt employee is required to carry his/her cell phone outside of working hours; on call hours are designated by management Accruals Reason Annual Leave Vacation/personal leave requested in advance, per timeframe noted in F&S Leave Policy Annual Leave Unauthorized Employee takes annual leave but does not submit a request within the timeframe noted in the F&S Leave Policy Personal Holiday Eight (8) hours of leave granted to Non-Exempt employees; may only be used in a full 8-hour block.

8 Non-Exempt employees are issued one personal holiday per year. Sick Leave Taken Employee provides notice per the F&S Leave Policy for doctor's appointments or personal/family medical leave situations Sick Leave Unauthorized Employee calls in sick, requests time off for a personal or family medical doctors appointment, and does not provide advanced notice per the F&S Leave Policy Administrative Reason Administrative Leave Leave entered for USPS and A&P employees for specified University closures (including, but not limited to, weather conditions/hurricanes and weekday football games) Admin Leave Active Duty Employee is on active military duty and provides orders to the F&S HR Office Admin Leave Bereavement Non-Exempt employees are granted up to two days of administrative leave upon the death of an immediate family member (spouse, grandparents, parents, children, grandchildren, siblings)

9 Of the employee or the employee s spouse. Document in kronos the name and relationship of the deceased relative for recordkeeping purposes. Admin Leave Veteran Appt Employee submits paperwork to the F&S HR Office confirming his/her veteran disability status. Such employees are entitled to 48 hours of Administrative leave per calendar year for appointments with the VA related to his/her disability. All documentation should be submitted to F&S HR prior to entering this code. Admin Leave Military Training Employee is required to be out of work for military training; orders must be submitted to F&S HR confirming the absence How-To Guide: kronos Timekeeping for Supervisors 11 Pay Codes (continued) LWOP Reason Leave Without Pay Code used to document time when all accruals are exhausted Leave Without Pay NCNS Employee misses work and does not follow call-in procedures (No Call/No Show) Workers Comp & FMLA Reason Disability Pay (Entered by F&S HR staff) Employee is injured on the job and receives 40 hours of "DIS" for medical appointments or if s/he needs to be out of work FML FMLA for PS (Entered by F&S HR staff) Used to track FMLA usage only and does not stipulate leave usage while the employee is on FMLA ( , FMLA Sick)

10 FMLA Sick Approved FMLA Leave of Absence, when the employee uses sick leave FMLA Annual Approved FMLA Leave of Absence, when the employee uses annual leave FMLA LWOP Approved FMLA Leave of Absence, when the employee exhausts all leave accruals Worker Comp Taken (Entered by F&S HR) Employee is injured on the job, is placed out of work, and exhausts the 40 hours of Disability Pay, s/he will receive hours Workers Compensation pay each day Worker Comp Sick (Entered by F&S HR) Employee is on Workers Compensation leave and chooses to supplement the hours of Workers Compensation pay, use this code for hours each day Worker Comp Annual (Entered by F&S HR) Employee is on Workers Compensation leave and chooses to supplement the hours or Workers Compensation pay with annual leave after exhausting all Sick leave, use this code for hours each day Worker Comp LWOP (Entered by F&S HR) Employee is on Workers Compensation leave and exhausts all leave balances, use this code for hours each day How-To Guide: kronos Timekeeping for Supervisors 12 Adjusting Employee Punches When an employee works extended hours beyond their normal work shift, the system will often show their out-punch as an in-punch on a separate line.