Manager Guide for Kronos Time & Attendance

1 HUMAN RESOURCES MANUAL. Manager Guide for Kronos time & Attendance General Information Regional Vice Presidents, Regional Managers and Department Managers will be responsible for entering missed employee punches, processing time off requests, reviewing employee timesheets and approving timesheets. All timesheets must be reviewed and approved no later then 10:00am eastern time the Monday following the completion of the pay period. Community Managers will be responsible for entering missed employee punches, processing time off requests and reviewing employee timesheets. Community Managers will not be responsible for approving timesheets within the system. However, Community Managers are required to review and make necessary corrections to their direct reports' time sheets no later than 9:00am eastern time the Monday following the completion of the pay period.

2 Managers may access Kronos by doing one of the following: o Enter the web address into your browser o Select the Kronos Icon on the RHP Properties Connect screen, under the HR, Learning &. Development tab. Questions: Please e-mail with questions. Please note there are several procedures listed below to help Guide you through the Manager responsibilities. Entering Missed Punches for Employees In the event an employee forgets to punch in or out, you will need to make that time entry on their timesheet in Kronos Workforce Ready in order to ensure they are properly paid and time is properly tracked. When an employee forgets to punch the clock, the employee will need to submit a written and signed statement, to their supervisor, indicating the date, time and reason for the missed punch.

3 Upon receipt, Managers will login into Kronos Workforce Ready and make the correction. All written, signed statements must be retained. All managers will have the ability to perform this function. When you log in to Kronos Workforce Ready, you will be directed to the Dashboard. Select "Manage time " at the top of the page. Select Manage Timesheets from the drop down list. Select By Pay Period from the drop down list. If the employee you are searching for is not listed, you may search by entering either their first or last name in the "First Name" or "Last Name" box found above the list of employees. If you prefer, you may change the number of employees you see on the employee list page: o Select the number of rows you would like to see from drop down menu located above the employee list.

4 Manager Guide for Kronos time & Attendance | Chapter 2: Kronos | HR 1. o Select the "Settings" drop down menu located towards the upper right corner of the screen. o Select "Save Settings". o Name the report. o Check "Default" and "Run Immediately". o Select "Save". Select the Edit Timesheet icon next to the appropriate employee. This is the first icon on the left side of the page and looks like a pencil. Place your cursor in the box missing the time entry and enter the time in or out. Please be sure to indicate am or pm when entering time ( 8:05a or 4:32p). Select "Save" at the top of the page. If you need to add a line for the day, select the blue plus sign next to the applicable date. If you need to delete a line entry, select the gray "X" next to the applicable date.

5 Reviewing Paid time Off Balances for Employees Paid time off balances are reflected on employee paycheck stubs. However, in the event an employee has questions or you wish to view their available balance, you may view this information in Kronos Workforce Ready. All managers will have the ability to perform this function. When you login to Kronos Workforce Ready, you will be directed to the Dashboard. Select "My Employees" form the top of the page. Select "Employee Information" from the drop down list. If the employee you are searching for is not listed, you may search by entering either their first or last name in the "First Name" or "Last Name" box found above the list of employees. If you prefer, you may change the number of employees you see on the employee list page: o Select the number of rows you would like to see from drop down menu located above the employee list.

6 O Select the "Settings" drop down menu located towards the upper right corner of the screen. o Select "Save Settings". o Name the report. o Check "Default" and "Run Immediately". o Select "Save". Select the "Employee Information" icon. This is the first icon on the left side of the page and looks like a person. Locate the section entitled "Accruals". o This section will provide a brief overview of time accrued, time taken and available balances. Please ensure you check available paid time off balances prior to approving time off requests. Accrual balances are not permitted to go negative. Manager Guide for Kronos time & Attendance | Chapter 2: Kronos | HR 2. Approving/Rejecting/Modifying time Off Requests for Employees Employees who are able to access Kronos Workforce Ready will be able to submit time Off Requests through the system.

7 Please note employees who do not have access to the system ( Maintenance Technicians, Groundskeepers, Cleaners, etc.) will continue to submit their time Off Requests via the Request for time Off form found in ManageAmerica. All managers will have the ability to review, modify, approve or reject the time off requests through the system. An email will be sent to you when an employee submits a time off request. You will be able to access the request in one of two ways. o Within the e-mail, please click the Login link provided and log into Kronos Workforce Ready. The link will take you directly to the time Off Request section. o You may also go directly to the Kronos website to log in. Select Manage time at the top of the page.

8 Select time Off Requests from the drop down list. Select Pending Approval from the drop down list. You will see a list of pending time off requests. You may view accrual balances by selecting the hour glass icon next to the time off request. Check the box next to the request you are reviewing and select either Approve Checked Requests or "Reject Checked Requests at the top of the page. If approving, a pop up box will appear indicating You are about to approve time off request(s). Do you want to continue? . Select Ok to confirm approval. If rejecting the request, a pop up box will appear indicating "You are about to reject time off request(s). Do you want to continue? . Select Ok" to confirm rejection.

9 To modify a time off request, check the box next to the request and select "Modify Request" at the top of the page. o You will then be prompted to change the type of request or number of hours. o Select "Ok". o You will then need to approve the modified request as indicated above. A system generated email will be sent to the requesting employee advising them if their request has been modified, approved or rejected. Please note, this is only applicable to employees who have access to Kronos Workforce Ready To approve requests for multiple employees, select the check box for each employee time off request you wish to approve and select "Approve Checked Requests". To reject requests for multiple employees, select the check box for each employee time off request you wish to reject and select "Reject Checked Requests".

10 Employee accrual balances are not permitted to go negative. In the event an employee is approved to take time off they do not have accrued, the time will need to be taken as unpaid. You will need to account for this unpaid time off in the timesheet by selecting "Approved Manager Guide for Kronos time & Attendance | Chapter 2: Kronos | HR 3. Unpaid Absence" from the time Off drop down menu, next to the appropriate date and time entry. In the event an employee is unable to submit a time Off Request through the system, a paper Request for time off will need to be submitted and you will need to enter paid time off, bereavement, jury duty or approved unpaid time into the employee's timesheet. o Select "Manage time " at the top of the page.