Broward County EasyPay Time And Attendance System User Guide
The Broward County EasyPay Time And Attendance System is a web-based application designed to automate timekeeping activities, ensuring accurate paychecks and timely payroll processing. This User Guide provides step-by-step instructions for supervisors on how to manage employee timecards and schedules within the system.
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Time and Attendance
Managing Timecards and Schedules
SUPERVISOR ROLE
User Guide
TABLE OF CONTENTS
............................................................... 1
................................................................... 2
.......................................................................................... 3
.......................................................................................... 5
............................................. 6
......................................................... 10
............................................................................. 11
.............................................................. 13
........................................................... 14
CHAPTER 4: EDITING TIME AND ATTENDANCE DATA ........................................... 17
................................................. 17
................................................................... 18
...................................................................................... 19
............................................................................. 20
.......................................................................................... 21
............................................. 22
..................................................................... 24
................................................... 25
4.8.1 Acceptable Formats for Entering Pay Code Amounts .................................. 25
....................................................................................... 27
.............................................................. 27
CHAPTER 5: SCHEDULING EMPLOYEES ................................................................. 29
....................................................................... 29
....................................................................... 30
.......................................... 31
............................................................................. 32
..................................................... 34
.................................................. 38
.............................................................. 39
.................................................. 40
................................... 43
.................................................................... 43
....................................................................... 45
............................................................ 48
.............................................................................. 49
................................................................................ 50
...................................................................... 53
........................................................................ 55
.......................................................................... 56
........................................................................... 58
............................................................................................. 58
CHAPTER 8: DELEGATING TO A BACKUP SUPERVISOR ....................................... 61
...................................................... 61
......................................................................... 64
.................................................................................... 64
......................................................................................... 67
............................... 70
CHAPTER 10: PERFORMING HISTORICAL EDITS .................................................... 73
............................................................................................... 73
APPENDIX A: COMMONLY USED PAY CODES ........................................................ 75
APPENDIX B: KRONOS MINUTES CONVERSION TABLE ........................................ 77
Revision History
Date Revision
3/25/2014
Version 1:
Final User Guide Published
5/16/2014
Version 2 Edits:
3.1 Log On: Revised with direct link to access Kronos
4.1 Accessing and Viewing Employees’ Timecards: o
Removed image for Salary Employee in Step 5 o
Updated image heading to be applicable for all employees
5.3 Assigning a Schedule Pattern to a new Employee: o
Revised Step 4 o
Revised Step 8 o
Added Step 10 and 12
5
.5 Changing an Employee’s Schedule Pattern o
Modified Introduction o
Revised step 8
5.6 Creating a Schedule Pattern without a Pattern Template o
Modified Introduction o
Revised Note
6.2 Pre-Approved Time-Off Requests o
Updated Step 2 with Schedule Editor image and added note o
Added Step 7 to include how to view the details of a leave request o
Revised Step 8 based on additional
7.1 Reviewing Time Data Using the Pay Period Close Genie o
Changed Title to Reviewing Time Data Using Genies and added introduction o
Added 7.1.1 Pay Period Close Genie with previous procedure o
Added 7.1.2 Daily Time Adjustment Genie and included new procedure
8.2 Added Note to end of section
6/25/2014
Version 3 Edits:
Table of Contents: Appendix C: Glossary formatted properly
3.6 Accessing Employees’ People Records o
Added Step 2 to standard process. o
Revised Step 5 to clarify the need to click the Person and Assignment tabs
4.5 Overriding Punches o
Updated Activity to include initial steps to perform in order to set up the procedure and prior to following the procedure o
Updated Step 5 to include reference the procedure 4.3 Adding a Missed
Punch, if necessary
4.8 Making Pay Code Adjustments to Timecards o
Moved the Note referencing the Appendix C to the end of the procedure o
Placed the Note about not adding a pay code to a row that contains punches, before the procedure
5.5
Changing an Employee’s Schedule Pattern: Revised Step 4 to state Shift >
Add Pattern
5.6 Creating a Schedule Pattern Without a Pattern Template: removed activity
because not available in training database
Date
8/8/2014
Revision
6.2 Pre-Approved Time-Off Requests o
Added Note to the end of procedure to state that Supervisors are to
Approve or Refuse leave requests and Approve cancelled leave requests that have been submitted.
7.1.2 Daily Time Adjustment Genie: o
Revised Step 1 to state Daily Time Adjustment Total. o
The Daily Time Adjust
– Moved Day from Step 3 remains although it does not appear in the training database.
8.1 Requesting Backup coverage/Delegation: o
Updated Step 2 with revised screen shot o
Revised text to refer to reflect change to name on screen: Supervisor &
FMLA from Delegation Manager
Corrected page numbers on Appendix A, B, C and D
Appendix B added Kronos Minutes conversion table
8.1 Requesting Backup Coverage/Delegation o
Added note about no Outlook notifications be sent
8.4 Cancelling Delegation o
Added best Practice about notify the Payroll Liaison
CHAPTER 1: OVERVIEW
1.1
O
VERVIEW
This User Guide is a training and reference manual, designed to assist Broward County users with day-to-day payroll and timekeeping responsibilities related to the Supervisor Role.
The following symbols are used throughout this document:
Best Practice
– Recommended procedure
Caution
– Requires special attention
Tip
– Recommended idea
Note
– Special notation
1.2
T
IME AND
A
TTENDANCE
S
YSTEM
M
ODULES
The Time and Attendance System is a web based application made up of several modules that seamlessly work together to automate Broward County’s time keeping activities.
Workforce Timekeeper
Time Clock with Touch ID
Timestamp with PC
Mobile Application
View and Manage
Timecards
View and Manage
Schedules
Reports
Workforce Absence Manager
Manage Leave and
Attendance
Reports
Workforce Activities
Transit Trip Report
Management
Grants Administration
Module definitions are as follows:
Workforce Timekeeper (WTK)
– Automates the timekeeping process including Union and
County rules into one enterprise solution. Used to process and manage employee timecards and schedules.
Workforce Absence Manager (WAM)
– Used to manage County leave policies, including time off and FMLA (Family Medical Leave Act) requests.
Workforce Activities
–
Used to track Transit
’s timesheet exceptions for Bus Operators. In addition, it will be used to track time spent on grant activities.
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1.3
I
MPORTANCE AND
B
ENEFITS OF
K
RONOS
The Kronos system contains all County and Union pay rules, providing an automated and streamlined appr oach to the County’s previous manual business processes for managing employee time and attendance.
In addition to automation, the benefits of using the Kronos system include:
Accurate
paychecks for Broward County employees
Timely
payroll closeout and data processing to Payroll Central
Consistent
agency processing of timecards at the end of each pay period
Efficient
preparation and approval of timecards between employees and their supervisors
Another beneficial aspect of using an automated time and attendance system is that it promotes
Broward County Best Practices in time management. It encourages positive behaviors as it relates to the users’ daily routines of employee time and attendance management. Business processes are streamlined into one centralized enterprise-wide system.
While using the system, users will also realize the following benefits:
Efficiently manage employee work schedules and timecards
Easily track employee attendance and hours worked
Conveniently view employee timecards upon system entry
Quickly identify, review, and acknowledge timecard discrepancies at a glance
Routinely and frequently make necessary timecard adjustments.
Easily monitor attendance and leave requests, including vacations, sick days and FMLA
Quickly identify which employees are clocked in, and when they reported to work
Easily review employee accrual balances to approve or deny time off
Promptly approve or deny employee time off requests
Conveniently run reports when needed
Delegate their authority to a backup supervisor with a few simple clicks of the mouse
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1.4
G
OALS AND
O
BJECTIVES
Time and attendance automation reduces the opportunity for payroll processing errors and the amount of manual data-entry required. The Kronos system allows timely processing of payroll through real-time calculations, and ensures consistency in countywide interpretation of pay rules from union contracts and pay policies. Kronos also delivers better management efficiency in the way we capture time and process payroll and allows Broward County to realize environmental benefits through the reduction of paper use and storage costs.
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CHAPTER 2: GETTING STARTED
2.1
T
HE
P
AYROLL
P
ROCESS
The
BC-102 Personnel Action Form
drives Broward County’s payroll process. Efficiency of agency processing is paramount to employees being paid accurately and timely.
Tip
Agencies should ensure that the staff responsible for processing the BC-102
Personnel Action Form completely understands the dynamics of the Cyborg fields required to update the form. Questions related to completion and submission of the
BC-102 Personnel Action Form should be clarified by contacting Payroll Central.
2.1.1
BC-102 W
ORKFLOW
P
ROCESS
The diagram below depicts the process of the BC-102 form and the importance of its relationship between the
Cyborg
system, where employee data is stored,
Kronos,
where employee time and attendance is captured and managed, and
Time Clock
devices, where information is recorded.
Caution
Employees cannot begin to work at Broward County or transfer to another agency until their BC-102 form has been processed in Cyborg.
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2.2
E
MPLOYEE
/S
UPERVISOR
R
OLES AND
R
ESPONSIBILITIES
Every employee in Broward County will touch the Kronos system, whether to approve timecards or to request time off. Following is a list of roles along with their respective responsibilities related to time and attendance.
2.2.1 N
ON
-E
XEMPT
(H
OURLY
) E
MPLOYEE
Must clock in and out (punch in/out) and perform the following tasks at the Time Clock:
Enroll at their Home Group Time Clock
(one of the agency’s assigned devices) using the last 6-digits of their Employee ID and register a finger for Touch ID verification.
View schedules
View accruals
View timecard
Approve timecard
Submit time off requests
Note(s)
Time Off Requests can only be canceled at the Time Clock before it has been submitted for approval.
Hourly employees must access a PC or kiosk to cancel a submitted Time Off
Request.
If an employee has no access to County email, they will access the Kronos email system (kmail) for confirmation and communication.
2.2.2 E
XEMPT
(S
ALARIED
) E
MPLOYEE
Do not clock in or out (punch in/out) at the Time Clock. Schedules for salaried employees are already stored within the Kronos system. Salaried employees are required to use the
PC to access the system to perform the following tasks:
View accruals
View timecard
Approve timecard
Submit time off requests
(if not working on a specific day)
Cancel time off requests
2.2.3 S
UPERVISORS
The Supervisor role has direct reports and is responsible for approving or rejecting a timecard and/or time-off request. This is a system function only and in no way affects their actual Broward County position or job classification.
Tip
Supervisors should reconcile employee timecards on a daily basis or as frequently as possible to review and/or clear any timecard exceptions in preparation of timecard approval at the end of the pay period.
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Supervisor role responsibilities are as follows:
Manage Employee Timecards
Review flags
Resolve exceptions
Edit prior periods (historical edits)
Selecting leave or earnings codes
Add comments and notes to changes
Approve timecards by 10:00 a.m. every payroll Monday
Schedules
Create schedules for part-time employees
Assign schedules to employees
Adjust schedules as needed
Other Tasks
Activate and deactivate delegation
Approve or deny time off requests
Approve or deny FMLA requests
Monitor attendance
Edit timecards after employee approval
Perform clock registration for new non-exempt (hourly) employees
Resolve issues direct reports may have related to the new automated process
Handle and report issues with Kronos/Cyborg systems and payroll processing to
Payroll Liaisons and/or ETS Service Desk
2.2.4 HR/P
AYROLL
L
IAISONS
HR/Payroll Liaisons are the first line of communication between agency employees and
Payroll Central. HR/Payroll Liaisons are responsible for the following timekeeping tasks:
Employee Data
Receive, enter and verify real-time employee record data in both Cyborg and
Kronos screens and update in Cyborg as needed.
Employee Timecards
Review and notify supervisor of unattended timecard discrepancies and exception flags in the system.
Payroll Closeout
Ensure that employees and supervisors approve agency timecards.
Perform final review, close-out and sign-off on Division by 11:00 a.m. every payroll
Monday.
Other Support Tasks
Ensure at all times backup support is available to perform tasks when not in office.
Receive and communicate information between Payroll Central and the Agency as required.
Support agency employees and supervisors with questions related to payroll and timekeeping.
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CHAPTER 3: NAVIGATION BASICS
3.1
L
OG
O
N
The log on process helps to ensure that only authorized users can access information in Kronos.
Best Practice
It is recommended that the supervisor log on to the Kronos application at least once a day to review and work with their employees’ timecards and scheduling data.
Follow the steps below to log into Kronos.
Step Action
1 Access the Kronos website via
browardemployee.org
OR
BC-Net > EasyPay >Time and
Attendance System OR
browardcounty.kronos.net
2 Enter your Active Directory Username and Password (Broward County
Network Log On) in the designated fields.
3 Click the blue icon with the white arrow next to the password field to log in.
Note
: Contact your Service Desk if you have log in problems.
(Refer to Appendix C: Getting Support)
Screen
Caution
Users have five (5) attempts to log on to Kronos. Failure to log on after five times will lock the system. If you are unable to log on after five (5) attempts, please contact your
Service Desk.
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3.2
L
OG
O
FF
Log off Kronos once you are finished working with the system. This will ensure that someone else cannot access or modify information if you step away from the computer.
Important
: Due to the information contained in Kronos, you should log off when not actively working in the system.
Step Action
1
Click the
Log Off
link in the upper right corner of the
Kronos screen.
Screen
2 Click the Close (X) button of your browser window to completely exit the Kronos system.
Caution
Clicking the Close (X) button without first logging off can leave your connection to the application open, which might allow unauthorized people to view and edit information.
3.3
I
NACTIVITY
T
IMEOUT AND
W
ARNING
M
ESSAGE
The inactivity timeout helps to protect information in Kronos in case you step away from your computer without logging off. The inactivity timeout protects sensitive information in the application.
If the application does not detect activity within a specific amount of time, it attempts to automatically log you off. To remain logged in you must click
YES
when the
Timeout Warning
message appears. When you regain access, the application restores the last screen you were viewing.
Inactivity Timeout Warning Message
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Best Practice
The inactivity timeout warning appears if there is no activity for approximately 15 minutes. The warning will remain visible on screen for approximately 3 minutes before you are actually timed out.
Caution
To remain logged in you must click
YES
when the
Timeout Warning
message appears. Otherwise, you will be logged out of the application and lose all unsaved edits.
3.4
N
AVIGATING
K
RONOS
S
CREENS
The screen that appears after you log on is the
Reconcile Timecard
genie. A genie is a predefined view that summarizes and organizes information according to common tasks you perform on a regular basis. Genies are located under the My Genies tab on the banner.
3.4.1
K
EY
A
REAS
O
F
K
RONOS
S
CREENS
#
1
2
Area
Banner
Workspace
3 Show and Time Period
Description
Located at the top of each timekeeping screen, the banner contains tabbed menus with links to the features you need to perform your tasks.
Located under the banner, the workspace contains detailed information about the employees in the selected Time Period.
Show
field where you can select a specific set of employees. Select
All Home
from the drop-down list in order to view your current direct reports.
Time Period
field where you select the timeframe for which you want to view schedules and timecard data.
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4
5
Actions Bar
Quick Links
Contains options for editing data.
Provides access to other areas of the application. You select the employees you want to review and use the quick links to access their information.
Use to update data on screens after changes have been made.
6 Refresh
Caution - Do Not Use the Back Button
Kronos is a browser-based application. However, do not use browser’s navigation controls
- the Back button on the toolbar, for example. Only use the links inside of Kronos to do your work.
3.4.2
S
HOWING AND
H
IDING THE
B
ANNER
You can click the Show/Hide button to toggle the display of the banner.
3.4.3
U
SING THE
T
OOLS
W
ITHIN THE
B
ANNER
You can navigate to any timekeeping screen using the tabs in the banner. When you click on a tab, it displays a drop-down list of other screens to which you have access.
3.4.4
U
SING THE
T
OOLS
W
ITHIN THE
W
ORKSPACE
Quick links are located at the top of the workspace and allow you to access information specific to one or more employees. For example, you can select one employee and click the Timecard quick link to access his or her timecard. Or you can select multiple employees and click the
Schedule quick link to view schedules for just those employees whom you selected.
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3.5
L
OCATING
E
MPLOYEES
U
SING
Q
UICK
F
IND
When an employee notifies you about an issue with their timecard, the quickest way for you to access their timecard is using the
QuickFind
genie. It is located under the My Genies tab on the banner. You can use other genies to find the timecard, but this genie is designed to help you locate an employee by the employee’s name or ID.
If you are unsure of the spelling of an employee’s name or know only some of the digits in an employee’s ID number, you can include
wildcard characters
to help you find the employee with only partial information.
Description Wildcard Character Example
An asterisk character or a percent symbol indicates multiple characters can occupy a position in the searchring.
Note:
Use asterisk (*) as default
A question mark or underline character indicates a single character occupies a position in the search string
*
%
?
_
*, s*
finds all employees whose first name begins with the letter S.
%1
finds all employees whose ID number ends with the number 1.
07??
finds all employees whose ID contains 4-digit numbers starting with 07.
Sm_th
finds all employees whose last name starts with “Sm” and ends with “th” and has one letter in the center.
Activity:
Explore how you can use QuickFind to search for all employees whose last name begins with the same letter
“M.”
Step Action Screen
1 Select
MY GENIES
>
QuickFind
.
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Step Action
2
Enter your search criteria in the
Name or ID
box.
3 Click
Find.
Screen
3.6
A
CCESSING
E
MPLOYEES
’
P
EOPLE
R
ECORDS
The People record stores each employee’s pay policy rules and personal definitions. It contains personal information, such as employee name and ID number, as well as job-related attributes such as shift differentials, automatic breaks, and overtime limits. This information ensures the employee is paid correctly for worked and non-worked hours. The personal information is contained on the Person tab, and the job information is contained on the Job Assignment tab.
Activity:
“Henry Hallandale”
is a new employee hired last week. Over the weekend, data for the new hire was imported into Kronos. You want to review the
“
Person Summary
” information that was imported.
Step Action
1
Note:
The People record can be accessed from any Kronos genie.
Access any genie, such as the
Reconcile Timecard
genie.
Select
MY GENIES
>
Reconcile
Timecard
2
Select
All Home
from the
Show
drop-down list to view all the employees you are authorized to view.
(The default is ‘All Home’)
.
From the
Time Period
drop-down list, select the specific time period or enter the
Range of Dates
.
3 Select the employee whose People record you want to view.
Screen
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Step Action
4
Click the
People
quick link.
Screen
5 Review the employees
’ personal and job data by clicking on the
Person
and
Job Assignment
tabs.
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C
HAPTER
4: E
DITING
T
IME AND
A
TTENDANCE
D
ATA
4.1
A
CCESSING AND
V
IEWING
E
MPLOYEES
’
T
IMECARDS
You can open employees’ timecards so that you can make any adjustments prior to payroll processing.
Activity:
Using the time period range
10/27/2013
– 11/02/2013,
Review the Reconcile Timecards for
“Henry Hallandale”
,
“Morris Margate”
,
“Patrick Plantation
” (hourly employees) and
“Sonia
Sunrise”
(salary employee).
Note that several employees have time and attendance exceptions.
O pen each employee’s timecard to review.
Step Action
1 Select
MY GENIES > Reconcile
Timecard
.
Screen
2
Select
All Home
from the
Show
dropdown list to view all the employees you are authorized to view.
(The default is ‘All Home’)
.
From the
Time Period
drop-down list, select the specific time period or enter the
Range of Dates
.
3
Click the name(s) of the employee(s) whose timecards you want to review.
To select multiple employees, hold the
Ctrl
key and click each employee’s name.
4
Click the
Timecard
quick link.
Important:
When selecting multiple employee timecards from the Reconcile
Timecard Genie and then accessing the
Timecard Quick Link
–
REFRESH
is no longer next to Time Period, it is now located on the
Actions
drop-down menu.
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Step Action
5
If you selected more than one employee, do one of the following:
Click the
Next
scroll button to move to the next employee. You can use the
Previous
scroll button to move to a previous employee.
Select an employee from the
Name &
ID
drop-down list.
6
Place your cursor over the exception to display its description in a pop-up message.
Screen
4.2
V
ISUAL
I
NDICATORS ON THE
T
IMECARD
Visual indicators appear on a timecard when exceptions occur.
The color-coded visual indicators are indicated below.
5
1
4
6
2
3
7
# Visual Indicator Description
An excused absence for the day, such as Vacation, Bereavement, or Jury Duty
1 Blue-border Date
2 Red-border Date
An unexcused absence for the day
3 Red-border Punch
An exception, such as a late or early punch, or a short or long break
4 Green-bordered Punch
Exception has been marked as reviewed
5 Solid-red Cell
A missed punch
6 Purple Text
A transaction that was added by the Kronos application
7 Yellow Note Icon
One or more comments are attached to the punch or amount
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4.3
A
DDING A
M
ISSED
P
UNCH
When an hourly employee forgets to punch in or out (clock in/out), a solid-red box appears in the missed in or out cell.
Activity:
“Morris Margate”
is an hourly employee that did not clock in. The supervisor needs to edit the timecard and add the missing punch because the employee failed to clock in. Use time period range
10/27/2013
– 11/02/2013
and enter an
11:00AM
In punch on
10/30/2013.
Step Action
1 Access the
Reconcile Timecard
genie.
Select
MY GENIES
>
Reconcile
Timecard
(Refer to Chapter 4.1, Accessing and
Viewing Employees’ Timecards)
2
Select
All Home
from the
Show
dropdown list to view all the employees you are authorized to view.
(The default is ‘All Home’)
.
From the
Time Period
drop-down list, select the specific time period.
3
Sort the
Missed Punch
column in descending order by clicking on the
Missed Punch column heading.
4
Double-click the name of employee who has a check mark in the Missed Punch column and access their timecard(s).
5
Click the cell containing the missed punch exception.
Screen
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Step Action
6
Enter the missing times using an acceptable format.
Note:
Do not use “:” when entering time.
(Refer to Chapter 6.1, Acceptable
Formats for Entering Pay Code
Amounts)
Always add a
Comment
to any edits made. (Refer to Chapter 4.4, Adding
Comments and Notes)
7
Click the
Save
button.
Screen
Note:
Right click - Select
Edit Punch
and notice
Rounding Rule on:
10/29 - Out
10/31 - In
11/01 - Out
See Appendix D Glossary
‘Rounding Rule’ for additional information.
4.4
A
DDING
C
OMMENTS AND
N
OTES
Comments are predefined descriptive phrases that you attach to a punch or amount to provide additional information about that transaction. You can attach as many comments as needed to explain the punch or amount. Add free-text notes to comments for additional clarification.
Best Practice
Supervisors should add comments and relevant notes whenever editing an employee timecard in accordance with employment law and public records (HIPAA, ADA, etc.).
All comments and notes become part of the timecard’s audit trail.
Note(s)
When employees use flextime, supervisors
must
add comments.
Notes cannot be added without selecting a comment.
Activity:
Listed below are the steps to add a comment along with a note. Using
Morris Margate’s
timecard, add a comment to the
11:00AM
in punch on
10/30/2013
explaining why the edit was made.
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Step Action
1 Select
Comment
>
Add Comment
Result:
The Add Comment screen appears.
Tip:
You can also right-click the cell and select a Comment from the shortcut menu.
2
Select a predefined phrase from the list of
Comments
.
See Appendix B
‘Predefined
Comments’
Enter free-text to the
Note
section for additional clarification, if applicable.
Screen
3
Click the
OK
button.
Result:
The comment and the applicable notes appear within the date where the comment was made.
4 Click the
Save
button.
4.5
O
VERRIDING
P
UNCHES
Employees may occasionally forget to punch in and out (clock in/out) at the start of their shift, at lunchtime, or at the end of their shifts. To calculate that the employee has worked time correctly, the system needs to have the same number of in punches as out punches. If they do not match, override the incorrectly labeled punch to correct it.
Activity:
On
10/31/2013
, an hourly employee,
“Patrick Plantation”
, punches in (clocks in) in the morning at
8:00AM
and forgets to punch out (clock out) for lunch at
12:00PM,
but then punches in (clocks in) after lunch at
1:00PM
and finally punches out (clocks out) at the end of the day at
5:02PM.
The
12:00PM
punch needs to be added as punch out, and the
1:00PM
punch needs to be changed to an in punch. Use time period range
10/27/2013
– 11/02/2013.
Note:
Perform the following steps to set up the scenario and before proceeding with the procedure.
1.
Right-click
on
10/31 1:00 PM Punch
2. Select
Edit
3. Select
Out Punch
in the
Override
field.
4. Click
OK
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Step Action
1 Access the
Reconcile Timecard
genie.
Select
MY GENIES
>
Reconcile
Timecard
Select
All Home
from the
Show
dropdown list to view all the employees you are authorized to view.
(The default is ‘All Home’)
.
From the
Time Period
drop-down list, select the specific time period.
2
Double-click the name of the employee whose timecards you want to review.
In the timecard, select the punch you want to override. Select
Punch >
Edit
.
Screen
3
Select the punch type from the
Override
drop-down list to change punch from
Out Punch
to
In Punch.
4 Click the
Ok
button.
5 Repeat steps 1-4 for any additional punch fields or Refer to Chapter 4.3,
Adding A Missed Punch
, if necessary.
6
Click the
Save
button and add
Comment
. (Refer to Chapter 4.4,
Adding Comments and Notes)
4.6
P
AYING
E
MPLOYEES FOR
W
ORKING
T
HROUGH
M
EALS
In the Kronos system, work rules define basic time and labor conditions, such as how breaks and meal deductions occur during shifts. For example, a work rule might stipulate that an employee must work a minimum of five hours before a meal deduction of 30 minutes is applied automatically to their time. This automatic deduction is reflected in the shift hours total. There may be times
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when an employee works through their meal, so you will need to cancel the automatic meal deduction to add the time worked to the timecard.
Activity:
“Penelope Pembroke”,
is an hourly employee who worked through lunch. Cancel the automatic meal deduction and add the appropriate comment. Use the time period range
10/27/2013
–
11/02/2013
and cancel the
30 minutes
deduction on
10/30/2013.
Step Action
1 Access the
Reconcile Timecard
genie.
Select
MY GENIES
>
Reconcile
Timecard
(Refer to Chapter 4.1, Accessing and
Viewing Employees’ Timecards)
2
Select
All Home
from the
Show
dropdown list to view all the employees you are authorized to view.
(The default is ‘All Home’)
.
From the
Time Period
drop-down list, select the specific time period.
3
Select the employee, right-click and then select
Timecard
.
Screen
4
Click the
Out
punch cell on the date you want to cancel the deduction.
5
Select
Punch > Edit
.
6
Select the deduction you want to cancel from the
Cancel Deduction
drop-down list.
Note:
You can restore a meal deduction cancellation by selecting
<None> from the Cancel Deduction drop-down list.
7
Click the
OK
button.
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Step Action
8
Click the
Save
button and add
Comment
. (Refer to Chapter 4.4,
Adding Comments and Notes)
Screen
4.7
M
ARKING
E
XCEPTIONS AS
R
EVIEWED
Once you review an exception, mark the exception as reviewed and a green border will appear around the cell containing the exception. The exception remains visible in the timecard and in genies, but no longer appears in exception reports or queries. You can unmark an exception as reviewed at any time.
Activity:
When an hourly employee,
“Henry Hallandale
”, comes in late on
10/30/2013
, review the exception in the system and mark the item as reviewed. No comments are necessary. Use time period range
10/27/2013
– 11/02/2013.
Screen Step Action
1 In the timecard, select the cell containing the exception.
2
Determine if you want to
mark
or
unmark
an exception as reviewed.
If you want to…
T hen… mark
an exception as reviewed,
unmark
an exception as reviewed, select
Punch >
Mark as
Reviewed
select
Punch >
Unmark as
Reviewed
Note:
You can also right-click the cell and select these options from the shortcut menu.
3 Review the results.
Note
: Once the exception is marked as reviewed, a green border appears around the cell containing the exception.
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4.8
M
AKING
P
AY
C
ODE
A
DJUSTMENTS TO
T
IMECARDS
Pay codes keep track of the type of worked and non-worked time that is entered in the timecard.
Examples of pay codes include: Regular, Overtime, Sick, Vacation.
Best Practice
It is important to track hours to the correct pay code so that the employee is paid correctly.
Note
You cannot add a pay code to a row that contains punches; you must add a separate row for the pay code transaction.
4.8.1
A
CCEPTABLE
F
ORMATS FOR
E
NTERING
P
AY
C
ODE
A
MOUNTS
Important:
Use colons to properly enter pay code amounts. If you enter an amount without a colon, Kronos interprets your entry as is, which may be a much larger amount than you meant. For example, if you enter 730 (without the colon), Kronos interprets that as 730 hours.
Acceptable Format Example
Leading zeroes
(optional)
07
Colon
08
7:30
Decimal
Full Schedule Day/
Half Schedule Day
8.5 full sched day/half sched day in the
Amount field
Interpretation (System)
7:00 hours
8:00 hours
7:30 hours
Important:
Please see note above.
8:30 hours
Employees receive hours based on their scheduled assignments for that day
Calculation
7 hours
8 hours
7 hours and 30 minutes
8 hours and 30 minutes same
Activity:
“Teresa Tamarac”
, is an hourly employee leaving work early. The supervisor adds pay code
USK
(Unscheduled Sick Leave)
to the employee’s timecard to account for 3 hours of sick leave to
Friday,
11/01/13
. Use time period range
10/27/2013
– 11/02/2013
.
Step Action Screen
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Step Action
1
Access the
Reconcile Timecard
genie.
Select
MY GENIES
>
Reconcile
Timecard
(Refer to Chapter 4.1, Accessing and
Viewing Employees’ Timecards)
2
Select
All Home
from the
Show
dropdown list to view all the employees you are authorized to view.
(The default is ‘All Home’)
.
From the
Time Period
drop-down list, select the specific time period.
3
Select the employee, right-click and then select
Timecard
.
Screen
4
Identify the day with the unexcused absence and determine if the day already has punches.
If
… then on the row of the date where you want to enter the pay code amount…
Yes, click the
Insert Row
icon.
No, select the pay code from the
Pay Code
drop-down list.
5
Click the
Amount
cell next to the pay code you selected.
Enter the number of hours, using an acceptable format, or select one of the scheduling amount options.
6
Click the
Save
button, and add
Comment
. (Refer to 4.4, Adding
Comments and Notes)
Note
Additional Pay Code types can be found in
Appendix A, Commonly Used Pay Codes
.
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4.9
S
TANDBY AND
C
ALL
O
UT
Example:
A supervisor assigns an hourly employee to be on standby.
If an employee is on standby, there are three variables. a) The employee will be paid for a minimum numbers of hours (typically 2 hours) regardless of being called in. b) If the employee is called in, he will get paid for the hours plus the set rate (2 hours). c) If an employee gets called in, he will also be guaranteed to be paid a set number of hours plus his minimum set rate (2 hours), depending on the union contract.
Best Practice
Transactions that might override the employee’s default work rule assignment have been identified as
Emergency Call Out
and
Standby
, which requires the supervisor to perform rule override edits in the employee’s Timecard.
For more information see BC-Net
>
easyPay Website
>
Learning
4.10
R
EVIEWING
T
IMEKEEPING
D
ATA IN
G
ENIES
Genies present customized views of employee information in a summarized, easy-to-read format to quickly analyze and respond to time, labor, scheduling, and attendance needs.
Activity:
Show the Reconcile genie and review the meaning of colored flags (checks), column headings, sorting, etc.
Step Action
1
Access the
Reconcile Timecard
genie.
(Refer to Chapter 6.2, Accessing and
Viewing Employees’ Timecards)
Screen
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Step Action
2
Select
All Home
from the
Show
drop-down list to view all the employees you are authorized to view.
(The default is ‘All Home’)
.
From the
Time Period
drop-down list, select the specific time period.
(Refer to Chapter 6.2, Accessing and
Viewing
Employees’ Timecards)
3
To sort information by one or two columns, click the column for the secondary sort first, and then click the column for the primary sort.
Note
: Black flags
indicate unreviewed exceptions and green flags indicate exceptions have been reviewed.
Screen
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CHAPTER 5: SCHEDULING EMPLOYEES
Using the application’s scheduling capabilities, you can quickly compare the differences between worked and scheduled time, and identify additional workload needs. Supervisors can also track employees’ absences as well as early or late arrivals. To take full advantage of these capabilities, you need to create, review, and maintain accurate schedules for employees in the application.
Organizations use schedules for two key reasons: to match staffing to workload requirements and to manage time and labor data for individual employees.
When you manage time and labor data for individual employees with schedules, you can:
Track attendance
Specify how to enforce restrictions and round punches
Track exceptions such as when an employee is early, late, or absent
Associate work rules with the correct schedules
Schedule and view non-worked hours, such as vacations, in advance
Pre-populate employee timecards with standard schedule information
Best Practice
All employees must have their schedule updated in Kronos .
5.1
A
CCESSING THE
S
CHEDULE
E
DITOR
Follow the steps below to access the Schedule Editor.
Step Action Screen
1
Select
SCHEDULING > Schedule
Editor
2
From the
Show
drop-down list view all the employees you are authorized to view. (The default is
‘All Home’
).
3
Select the specific time period from the
Time Period
drop-down list. (The default is
‘
Current Schedule Period
’
)
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5.2
N
AVIGATING THE
S
CHEDULE
E
DITOR
Use the Schedule Editor to schedule worked and non-worked hours. By using the Schedule Editor, you can:
Add, edit, and delete scheduled shifts
Add pay codes for worked or non-worked hours
# Column, Row or Cell
Displays or Lists…
1 Name Employee names.
2
3
Sch Hrs.
Date
Total number of scheduled hours by employee for the selected time period, with lunch deducted if applicable.
Shift start and end times, for each day in the selected time period. A date cell can also display pay codes to identify scheduled non-worked hours.
4 Scheduled Hours Total number of scheduled hours for all employees for the selected time period and for each date displayed
5 Number of Employees Total number of employees used to calculate total Scheduled Hours.
6 Workspace Expansion
Bar
Separates employee details such as schedules, comments, accruals, totals etc. from the employee timecard.
Important:
If the Workspace
Expansion Bar appears at the extreme bottom of the screen, Click and hold mouse over the center of the bar, then drag the bar up to desired the position to reveal additional employee details.
Last 6 digit number of employee ID number. 7 Person ID
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5.3
A
SSIGNING A
S
CHEDULE
P
ATTERN TO A
N
EW
E
MPLOYEE
Schedule patterns let you quickly apply a set of shifts to employees who work those same shifts on a regular basis. A schedule pattern consists of one or more shifts that repeat over a specified time period. When you create schedules for new employees add the shift days and times using a predefined pattern template.
Activity:
“William Weston”
, an hourly and full time employee, is working a schedule that is based on an established schedule pattern. Assign the following schedule pattern for the employee:
560MTWHF800A-430P
starting Sunday of the next schedule period.
Step Action
1 Access the Schedule Editor.
Select
SCHEDULING
>
Schedule
Editor
2
(Refer to Chapter 5.1, Accessing the
Schedule Editor)
From the
Show
drop-down list view all the employees you are authorized to view. (The default is
‘All Home’
).
From the
Time Period
drop-down list, select the specific time period.
3 Select the employee who you will schedule using a pattern template. To select multiple employees, hold the
Ctrl
key and click each employee’s name.
4 Select
Shift > Add Pattern
Result:
The ‘
Pattern Editor
’ window will open.
Screen
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Step Action
5
Click the
Insert Pattern
button.
Result:
The ‘
Select Pattern’
window will open.
Screen
6
Select a pattern from the list and click
OK
.
Note:
If no pattern exists, Refer to 5.6,
Creating a Schedule Without a Pattern
Template.
7
From the
Work Start Date
drop-down list, specify the effective date on which the employee(s) starts working the pattern.
8
From the
Pattern Start Date
dropdown list, specify the effective date on which the pattern starts.
Important
:
Leave the ‘
Pattern Start Date
as is.
9
From the
End Date
drop-down list, specify the last date the pattern will be effective. To have the pattern in effect with no end date, select
Forever
.
10
Checkmark
Override Other Patterns
if necessary to replace the existing shift pattern for those dates with the new shift pattern.
11
Click
OK
to add the pattern and the
“pattern Editor” will close.
12
Click
Yes
in the message window.
13
Click the
Save
button.
5.4
C
ANCELLING AND
S
AVING
E
DITS
When you add and modify schedule data, the application displays your edits but does not save them automatically. You must tell the application to save the data. Prior to saving your data, you can cancel your edits if necessary. Data needs to be saved periodically.
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Note
When you edit a schedule, the Schedule Editor heading turns orange, and an asterisk appears next to it to let you know that your edits are not yet saved. After you save the edits, the Schedule Editor heading will revert to black text.
5.4.1
C
ANCELLING
U
NSAVED
E
DITS
The application does not save your edits until you click the
Save
button. Until that time, you can remove or cancel your edits using the
Refresh
button. When you click
Refresh
, the application redisplays the most recently saved information, overwriting all of your unsaved edits.
Listed below are the steps to cancel edits.
Step Action Screen
1 Perform edits to a schedule.
Note:
The
Schedule Editor header is ‘Orange’ indicating unsaved data.
2
Click
Refresh
and review the schedule information.
Result:
A pop-up message will appear saying: “You will lose any changes you have made if you continue. Do you want to continue?”
If you want to… c lick…
cancel your changes, Yes. keep your changes, No.
5.4.2
S
AVING
E
DITS
When you are satisfied with your edits, you must save them because the application does not save your edits automatically.
Listed below are the steps to save edits.
Step Action Screen
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Step Action
1
Perform edits to a schedule.
Note:
The
Schedule Editor header is
‘Orange’ indicating unsaved data.
Screen
2
Click
Save
.
Result:
A fter you save the edits, the
Schedule Editor heading will revert to black text.
5.5
C
HANGING AN
E
MPLOYEE
’
S
S
CHEDULE
P
ATTERN
Although you can assign a schedule pattern to an employee without a specific end date, you can replace a schedule pattern for a specific or indefinite time period.
Activity:
Replace the schedule pattern assigned to
“Teresa Tamarac”
with a different schedule pattern for the next two weeks. Add the
560MTWHF1000A-630P
pattern starting next Sunday and ending after two weeks (on Saturday).
Step Action
1
Access the Schedule Editor.
Select
SCHEDULING
>
Schedule
Editor
(Refer to Chapter 5.1, Accessing the
Schedule Editor)
2
From the
Show
drop-down list to view all the employees you are authorized to view. (The default is
‘All Home’
).
From the
Time Period
drop-down list, select the specific time period.
Screen
3 Select the employee who you will schedule using a pattern template.
To select multiple employees, hold the
Ctrl
key and click each employee’s name.
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Step Action
4
Select
Shift > Add Pattern
.
Result:
The ‘
Pattern Editor
’ window will open.
Screen
5 Click the
Insert Pattern
button.
Result:
The ‘
Select Pattern’
window will open.
6
Select a new pattern from the list and click
OK
.
7
From the
Work Start Date
drop-down list, specify the effective date on which the employee(s) starts working the pattern.
8
From the
Pattern Start Date
dropdown list, specify the effective date on which the pattern starts.
Important
:
Leave the ‘
Pattern Start Date
’s as is.
9
From the
End Date
drop-down list, specify the last date the pattern will be effective. To have the pattern in effect with no end date, select
Forever
.
10
Select the
Override other patterns
option.
11
Click
OK
to apply the edits and the
‘
Pattern Editor
’ window will close.
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Step Action
12
Click
Yes
in the message window.
13
Click
Save
to save your edits.
Screen
Best Practice
If your employee anticipates a new schedule change, they need to discuss the change with you. It is your responsibility to approve the new schedule and apply the pattern in
Kronos . Management may dictate scheduling.
5.6
C
REATING
A S
CHEDULE
P
ATTERN
W
ITHOUT A
P
ATTERN
T
EMPLATE
If a schedule template does not exist, you can create a temporary schedule pattern manually and apply it to one or more employees.
Note
A manually created schedule pattern is temporary; therefore, it cannot be saved as a template. This means that you cannot assign it to employees later.
Step Action
1 Access the Schedule Editor.
Select
SCHEDULING
>
Schedule
Editor
(Refer to Chapter 5.1, Accessing the
Schedule Editor)
2
From the
Show
drop-down list to view all the employees you are authorized to view. (The default is
‘All Home’
).
From the
Time Period
drop-down list, select the specific time period.
3 Select the employee who you will schedule using a pattern template. To select multiple employees, hold the
Ctrl
key and click each employee’s name.
Screen
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Step Action
4
Select
Shift > Add Pattern
.
Result:
The ‘
Pattern Editor
’ window will now open.
Screen
5 Select the days by clicking on Monday and then press and hold the ‘
Shift
’ key and click on Friday.
6
Select the
Insert Shift
button.
7
Select a shift template and click
OK
.
Note:
If no shifts exist, Refer to 5.8
Adding a Shift Using the Shift Editor.
8
Click the
Insert Row icon
to add a second week to the schedule pattern.
9
Select
Monday
through
Friday
of the second week.
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Step Action
10
Click the
Insert Shift
button.
Screen
11
Select a shift template and click
OK
.
12
From the
Work Start Date
drop-down list, specify the effective date on which the employee(s) starts working the pattern.
13
From the
Pattern Start Date
dropdown list, specify the effective date on which the pattern starts.
Important
: the
‘
Work Start Date
’ and the ‘
Pattern
Start Date
’s should be the same.
14
From the
End Date
drop-down list, specify the last date the pattern will be effective. To have the pattern in effect with no end date, select
Forever
.
15
Click
OK
to apply the edits and close the ‘
Pattern Editor
’ window.
16
Click the
Save
button
.
5.7
E
DITING
S
HIFTS
D
IRECTLY IN THE
S
CHEDULE
G
RID
When your workload requirements vary or employees’ schedules change, you will need to edit employees’ schedules.
Activity:
“Morris Margate”,
an hourly employee, will be starting and ending a shift a half-hour earlier than normally scheduled next Tuesday. Edi t the employee’s shift as start time
10:30PM
and end time
8:30AM
on Tuesday in the next scheduled period.
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Step Action
1
Access the Schedule Editor.
Select
SCHEDULING
>
Schedule
Editor
(Refer to Chapter 5.1, Accessing the
Schedule Editor).
2
From the
Show
drop-down list to view all the employees you are authorized to view. (The default is
‘All Home’
).
From the
Time Period
drop-down list, select the specific time period.
3
Locate the employee’s row and click the cell for the date that contains the shift that you want to edit.
Screen
4 Edit the shift start and/or end times.
5
Click the
Save
button
.
5.8
A
DDING A
S
HIFT
U
SING THE
S
HIFT
E
DITOR
To create and edit more complex schedules, such as several segments, shifts with transfers, shifts that cross the day divide, use the Shift Editor.
Activity:
Compare and contrast a shift using the Shift Editor verses directly editing a shift in the Schedule
Editor grid. Use
“Henry Hallandale”
and add the shift to Thursday in the next schedule period.
Use segments
6:00AM-10:00AM
Regular,
10:00AM-11:00AM
Break,
11:00AM-3:00PM
Regular.
Step Action Screen
1 Access the Schedule Editor.
Select
SCHEDULING
>
Schedule Editor
(Refer to Chapter 5.1, Accessing the
Schedule Editor)
2
From the
Show
drop-down list to view all the employees you are authorized to view. (The default is
‘All Home’
).
From the
Time Period
drop-down list, select the specific time period.
3
Locate the employee’s row and click the cell for the date that contains the shift that you want to edit.
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Step Action
4
Select
Shift > Add
.
Screen
5 Enter values in the
Start Time
and
End
Time
fields.
6 Click the
Insert Row icon
to add a second segment to the shift.
7 Select the appropriate segment from the
Type
drop-down list.
8 Enter values in the
Start Time
and
End
Time
fields.
9 Click the
Insert Row icon
to add a third segment to the shift.
10 Select the appropriate segment from the
Type
drop-down list.
11
Enter values in the
Start Time
and
End
Time
fields.
12 Confirm or modify the value in the
End
Date
field.
13 Click
OK
and then click
Save
.
Tip
– Use either 12 or 24 hour Time Format
Time is entered using either 12-hour or 24-hour time formats. You can enter 8:00 A.M. to 5:00 P.M. as 0800-1700 or 8a-5p. Kronos will automatically format the time for a 12hour clock.
5.9
D
ELETING
S
HIFTS
F
ROM
E
MPLOYEES
’
S
CHEDULES
When an employee is unable to work a scheduled shift, delete the shift from their schedule. This prevents the application from flagging the employee as absent without an excuse.
Activity:
The shift is incorrectly entered and the supervisor will need to delete it. Delete
“Minnie Cooper’s”
2:00PM-6:00PM
shift on the
Wednesday.
(Current schedule period if class held before
Wednesday at 2:00PM; next schedule period if class held after Wednesday at 200PM).
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Step Action
1
2
3
Screen
Access the Schedule Editor.
Select
SCHEDULING
>
Schedule
Editor
(Refer to Chapter 5.1, Accessing the
Schedule Editor)
From the
Show
drop-down list to view all the employees you are authorized to view. (The default is
‘All
Home’
).
From the
Time Period
drop-down list, select the specific time period.
Locate the employee’s row and click the cell for the date that contains the shift that you want to edit.
Select
Shift > Delete
.
4
5 Click the
Save
button
.
Tip
You can restore a deleted shift if it is part of a schedule pattern. Use the Restore feature on the Actions menu to insert the original shift into the employee’s schedule.
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CHAPTER 6: MANAGING TIME OFF
6.1
A
CCEPTABLE
F
ORMATS FOR
E
NTERING
P
AY
C
ODE
A
MOUNTS
Acceptable Format Example Interpretation (System) Calculation
Leading zeroes
(optional)
07 7:00 hours 7 hours
Colon
Decimal
08
7:30
8.5
8:00 hours 8 hours
7:30 hours
Important:
If you enter an amount without a colon, Kronos interprets your entry as is, which may be a much larger amount than you meant. For example, if you enter
730 (without the colon), Kronos interprets that as 730 hours.
7 hours and
30 minutes
8:30 hours 8 hours and
30 minutes same
Full Schedule Day/
Half Schedule Day full sched day/half sched day in the
Amount field
Employees receive hours based on their scheduled assignments for that day
6.2
P
RE
-A
PPROVED
T
IME
-O
FF
R
EQUESTS
Employees can submit time-off requests using the My Requests Calendar in the application. These requests are stored in the Requests tab of the Schedule Editor, where you can evaluate them and approve or reject them. This feature provides a consistent, easily accessible way for employees to request or cancel time off, as well as a quick way for supervisors to evaluate and respond to requests.
Activity:
A salaried employee has submitted a time-off request for annual leave that you need to review and approve. Log-off as supervisor
“
Larissa Lauderhill
” and then log back as employee,
“
Sonia Sunrise
” using
empxxx
(“xxx” is the same number used for trainxxx). Submit a request for 8 hours of time off using
pay code SVC
starting at
8:30AM
on the first Monday of the next month. Then log back in as supervisor,
“Larissa Lauderhill”
using
trainxxx
to approve the request.
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Step Action
1
Access the
Schedule Editor
.
Select
SCHEDULING
>
Schedule
Editor
(Refer to Chapter 5.1, Accessing the
Schedule Editor)
2 From the
Show
drop-down list, select the specific set of employees. From the
Time
Period
drop-down list, select the time period during which the employee
’s requested time off would occur.
Note:
Before approving the leave request, use the schedule grid to view all previously approved time off requests for your staff in the selected time period.
Workspace Expansion Bar:
this may be minimized hiding the
Comments and Requests tabs.
To expand, click and hold your mouse over the center of the bar, drag the bar up to the desired position.
3
Click the
Requests
tab.
4 From the
Request for
drop-down list, select
Time-Off Requests
.
5 From the
Status
drop-down list, select
Submitted
.
6
Click
Reload
.
Screen
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Step Action
7
To view more details about the leave request:
Select and
right-click
the request to access the shortcut menu
Select
Edit
Request
Then click
Cancel
to return to the request
8 Determine whether you are going to approve or reject the request.
Select and
right-click
the request to access the shortcut menu
To approve the request, select the
Approved
option
To reject the request, select the
Refused
option
Screen
9 Click
Save
.
Tip
When selecting an option from the
‘
Request for
’
drop-down list, you will not be able to view the details of any requests if you select All Requests.
Note(s)
Supervisors are responsible to Approve or Refuse leave requests.
Supervisors also Approve cancelled leave requests that have been submitted.
6.3
S
CHEDULING
N
ON
-W
ORKED
H
OURS
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Non-worked paid hours include jury duty, election work, and training. You should schedule your employees’ non-worked time when you know about it in advance.
Activity:
You need to modify an employee’s schedule to reflect
jury duty
leave. Use
“Desmond Davie”
and add 4 hours of pay code to the
First Tuesday
in the
next schedule period.
Override the currently scheduled shift.
Step Action
1 Access the Schedule Editor.
Select
SCHEDULING
>
Schedule
Editor
(Refer to Chapter 5.1, Accessing the
Schedule Editor)
2
From the
Show
drop-down list to view all the employees you are authorized to view. (The default is
‘All Home’
).
From the
Time Period
drop-down list, select the specific time period.
3
Locate the employee’s row and click the cell for the date where you want to schedule non-worked hours.
4 Select
Pay Code > Edit
.
Screen
5 In the
Effective Date
field, confirm the date selected. (Or, if incorrect, enter the correct date.)
6
From the
Pay Code
drop-down list, select the pay code.
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Step Action
7
In the
Amount
field, do one of the following:
To schedule… enter/s elect…
a specific number of hours, the amount of hours in the field the entire number of hours that the employee is scheduled to work that day,
full sched day
from the dropdown list half of the number of hours that the employee is scheduled to work that day,
half sched day
from the dropdown list
8
(Optional) If the non-worked hours must replace the employee’s existing shift, select the
Override Shift
check box and do one of the following:
If overriding … then select…
the employee’s entire shift
Whole shift part of the employee’s scheduled shift
Partial shift
Screen
9
In the
Start Time
field, enter the effective time for the non-worked hours.
If the employee already has a schedule, the shift start time is the default.
10
In the
Repeat for (D)
field, enter the number of consecutive days this edit applies. For example, if the employee has requested five consecutive days of training, enter 5.
11
Click
OK
and then click the
Save
button.
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6.4
N
ON
-P
RE
-A
PPROVED
T
IME
O
FF
R
EQUESTS
Pay codes keep track of the type of worked and non-worked time that is entered in the timecard.
Examples of pay codes include: Regular, Overtime, Sick, and Vacation.
It is important that hours are tracked to the correct pay code so that the employee is paid correctly.
There are times when you might have to edit an employee’s timecard and use a pay code to track his or her worked or non-worked time; for example, when the employee calls in sick.
Activity:
You need to modify
“Penelope Pembroke’s”
schedule to reflect bereavement leave. Add 8 hours of pay code
FRL (funeral)
on
10/29/2013.
Use time period range
10/27/2013-11/02/2013.
Step Action
1
Go to the ‘
MY Genies
’ tab and select the
‘
Reconcile Timecard
’ option from the drop-down menu. Access the
Reconcile
Timecard
genie.
Screen
2
From the
Show
drop-down list to view all the employees you are authorized to view. (The default is
‘All Home’
).
From the
Time Period
drop-down list, select the specific time period.
3 Sort the Absence Unexcused column in descending order by clicking on the
‘Absence Unexcused column heading.
4
Select employees whose timecards you want to edit and click the
Timecard
quick link.
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Step Action
5
Identify the day with the unexcused absence and determine if the day already has punches.
If… then on the row of the date where you want to enter the pay code amount…
Yes, click the
Insert Row
icon
Note:
On the new row, select the pay code from the
Pay
Code
drop-down list.
No, select the pay code from the
Pay Code
drop-down list
Screen
IF YES:
IF NO:
6
Select the
Pay Code
; click the
Amount
cell next to the pay code you selected.
Enter the number of hours using an acceptable format.
7
Click the
Save
button. Click
OK
for pop-up window.
6.5
N
EGATIVE
A
CCRUAL
B
ALANCES
When employees do not have any accrued time to apply against a pay code, you must dock the employee.
Activity:
“Mariella Miramar”
, an hourly employee, was absent from work on
10/30/2013
due to illness and has no accrued balances. This employee will be docked
8 hours
due to the lack of available accrued leave hours. Use time period range
10/27/2013-11/02/2013, pay code UNE,
and add a comment to the system reflecting the reason for the employee’s pay being docked the time missed from work.
Step Action
1
From the “
My Genies
” tab select the
QuickFind
option from the pull-down menu.
Screen
2 Type employee name in the
Name or
ID
field, then select the appropriate
Time Period
and click
Find
.
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Step Action
3
Double-click the employee name.
Screen
4 Enter the applicable code (UNE) and amount (8.0) in the Amount column.
Note:
“UNE” Pay code will remain as unreconciled on the Pay Period Close genie.
5
Click on the
Comment
tab to select
Add Comment
reflecting the reason for the employee’s pay being docked.
(Refer to Chapter 4.4, Adding
Comments and Notes)
6
Click the
Save
button.
6.6
P
ARTIAL
A
CCRUAL
B
ALANCES
When employees do not have enough accrued time to apply against a pay code, you can split the necessary amount of hours between different pay codes.
Activity:
“Sonia Sunrise”,
a salaried employee, calls in sick for
8 hours
and only has 4 hours of sick time available. As the supervisor, you need to apply 4 hours to sick pay and apply the remaining using the annual leave pay. Use the time period range
02/16/2014-03/01/2014
and add
4 hours
of
pay code SSK
and
4 hours
of pay code
SVC
on
02/17/2014
.
Step Action
1
From the “
My Genies
” tab select the
QuickFind
option from the pull-down menu
.
Screen
2
Type employee name in the
Name or
ID
field, then select the appropriate
Time Period
and click
Find
.
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Step Action
3
Double-click the employee name.
Screen
4 Delete amount of hours that was added to the specific date by the system
(hours are in purple color).
Note:
system generated hours worked are in purple.
5 Click the
Insert Row
icon.
6
On the row for the appropriate date, select the relevant sick leave pay code.
5 Enter the applicable sick leave amount in the Amount column.
6
Click the
Insert Row
icon.
7
On the new row, select the relevant pay code for the balance of the vacation day.
8 Enter the applicable amount in the
Amount column.
9 Click the
Save
button.
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CHAPTER 7: FINALIZING TIMECARDS
7.1
R
EVIEWING
T
IME
D
ATA
U
SING
G
ENIES
There are two (2) genies, the
Pay Period Close
and the
Daily Time Adjustment
genie, that can e used to review time data.
7.1.1
P
AY
P
ERIOD
C
LOSE
G
ENIE
The
Pay Period Close
genie helps to identify timecard discrepancies at the end of a pay period so that you can perform final edits.
All exceptions must be resolved before you approve timecards
. Otherwise, employees may not be paid correctly for that pay period.
Best Practice
All check marks (flags) for missed punches must be cleared prior to approving timecards .
Note
UNE” Pay code will remain as unreconciled on the Pay Period Close genie.
Activity:
Review the Pay Period Close genie for final corrections prior to approving employee timecards.
Step Action
1
Access the
Pay Period Close
genie.
Select
MY GENIES
>
Pay Period
Close
Screen
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Step Action Screen
2
From the
Time Period
drop-down list, select the specific time period.
7.1.2
D
AILY
T
IME
A
DJUSTMENT
G
ENIE
Prior to approving your employees’ timecards, use the
Daily Time Adjustment
genie to verify that all of your employees received the correct time adjustment amounts.
Step Action Screen
1 Click the
TIMEKEEPING
tab and select
Daily Time Adjustment Totals.
2
View
Daily Time Adjust
– Sched Day
for all hours of daily time adjustment that is Pending.
Note:
This column should be Blank in the Previous Pay Period. If this column is populated in a previous Pay
Period, a ticket needs to be opened with Payroll Central.
3 View
Daily Time Adjust
– Moved Day
for all hours of daily time adjustment that has been earned.
Note
: Contact Payroll Central for any hours greater than 5 in this column.
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7.2
A
PPROVING
I
NDIVIDUAL
T
IMECARDS
After you finish editing your employees' timecards, you need to approve them so that payroll knows that the timecards are ready for processing. After you approve a timecard, the employee cannot make any edits to it unless you remove your approval.
Activity:
You have reviewed an employee’s time data and performed all necessary corrections. Approve
“Penelope Pembroke’s”
timecard for the period range
10/27/2013
– 11/02/2013.
Step Action
1 Access the
Pay Period Close
genie.
(Refer to Chapter 7.1 Reviewing Time
Data Using the Pay Period Close
Genie)
Screen
2
From the
Show
drop-down list, select the specific set of employees.
From the
Time Period
drop-down list, select the specific time period.
3
Select the employee,
right-click
and then select
Timecard
.
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Step Action
4
Select
Approvals > Approve
.
Screen
5
Determine if you want to check the approval status on the
Timecard
or the
Pay Period Close
screen.
t hen click…
If checking approval on…
Timecard,
Pay Period
Close, click the
Signoffs, Requests
& Approvals
tab and review the
Approval by
Manager
information. click
Refresh
, and review the
Manager
Approval
column.
Timecard:
Pay Period Close Genie:
27
Best Practice
Supervisors must approve all timecards no later than 10:00am on payroll Monday .
7.3
A
PPROVING
M
ULTIPLE
T
IMECARDS
After you have reviewed and updated your employees’ timecards, you can approve them all at once.
Activity:
You have reviewed and completed final corrections to most of y our employees’ timecards. You will then approve multiple timecards at once. Use the time period range
10/27/2013-11/02/2013
to approve timecards for
“Desmond Davie”
,
“Donna Deerfield”
, and
“Mariella Miramar”.
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Step Action
1
Access the
Pay Period Close
genie.
Select
MY GENIES
>
Pay Period
Close
(Refer to Chapter 7.1 Reviewing Time
Data Using the Pay Period Close
Genie).
2
From the
Show
drop-down list, select the specific set of employees.
From the
Time Period
drop-down list, select the specific time period.
Screen
3
Determine if you want to approve timecards for all or specific employees.
If approving timecards for… t hen… all
employees, select
Actions >
Select All
.
specific
employees, hold the
Ctrl
key and select each employee.
4
Select
Approvals > Approve
.
5
Click
Yes
to confirm your approval.
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Best Practice
Supervisors must approve all timecards no later than 10am on payroll Monday .
7.4
U
SING THE
G
ROUP
E
DIT
R
ESULTS
When you perform edits on multiple employees’ timecards, you can use the
Group Edit Results
genie to confirm that the edits were successful.
If one or more of the timecards are not approved, the
Details
link on the
Group Edit Results
screen identifies whose timecard was not approved and why.
Activity:
Use the
Group Edit Results
genie to confirm success or failure of the multiple timecards you just approved.
Step Action
1 Select
General > Group Edit Results
.
Screen
2
Examine the
Results
column.
Note:
Click the
Details
link in the
Results column to view details of why an approval failed.
7.5
R
EMOVE
A
PPROVALS
Approving a timecard prevents further edits to the timecard. When you need to change a timecard after it has been approved, you must first remove the approval.
Activity:
You discover that an employee’s timecard that you have approved contains a mistake. You need to remove your timecard approval. Remove the approval from
“Teresa Tamarac’s”
timecard for the time period range
10/27/2013
– 11/02/2013
and verify the time of your Removal Confirmation.
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Step Action
1
Access the
Pay Period Close
genie.
(Refer to Chapter 7.1 Reviewing Time
Data Using the Pay Period Close
Genie).
Screen
2
From the
Show
drop-down list, select the specific set of employees.
From the
Time Period
drop-down list, select the specific time period.
3
Select the employee, right-click and then select
Timecard
.
4
Select
Approvals > Remove
Approval
.
Result:
A confirmation message
“
Approval Removed”
appears on the upper left corner of the screen.
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CHAPTER 8: DELEGATING TO A BACKUP SUPERVISOR
8.1
R
EQUESTING
B
ACKUP
C
OVERAGE
/D
ELEGATION
When a supervisor is unavailable to reconcile their employee timecards or approve/deny leave requests, they have the ability to delegate temporarily their authority to another supervisor within their department. The other supervisor uses their own username and password to perform the delegated tasks. All edits they perform are recorded and assigned to their name for audit purposes. This allows the business process to keep moving, even when supervisors are not there.
Within the delegation, the delegate has the ability to see and edit the employees and tasks of the supervisor. It is possible to delegate to more than one person at a time to ensure coverage within a department. It is also possible for one individual to accept more than one delegation at a time. It is not possible to “piggyback” delegations. For example, one supervisor delegates to a second supervisor, however, the second supervisor is not able to delegate to a third supervisor because the t hird delegate will not be able to see the first supervisor’s employees and information.
Activity:
You need a delegate supervisor to cover your time and attendance responsibilities for your employees while you are out on annual leave. As Supervisor, delegate your authority to
“Peter
Pompano
”
for the period from the current date of training and end one week from today.
Step Action
1
Select
General > Actions
.
Screen
2
From the list of Actions, select
Supervisor and FMLA
or your assigned Role.
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Step Action
3
From the
Delegate
drop-down list, select the supervisor to whom you want to delegate your tasks.
4 Select the
Start Date
and
End Date
to indicate when you want to delegate your tasks.
Screen
5
From the
Role
drop-down list, select the profile that identifies the tasks that you want to delegate.
Note:
Contact the ETS Service Desk if the role profile you require does not appear in the list.
6 Click the
Save & Close
button.
Result:
The application sends the delegation request to the other supervisor’s Inbox.
Note
The Supervisor accepting the delegation will not receive Outlook email notifications; however they do have access to the delegates Kronos Inbox. The acting supervisor should also check the Schedule Editor for time off requests and cancellations for the period being covered.
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8.2 Accepting or Declining Backup Coverage/Delegation Requests
When another supervisor sends you a delegation request to cover their tasks, you will see the request in your Inbox. The delegation request specifies the start and end dates and the role you will assume. You can accept or decline the request in Kronos.
Activity:
Another supervisor has requested that you accept a delegation of authority. You want to accept the request. Log off as
“Larissa Lauderhill”
and log back in as
“Peter Pompano”
using
delxxx
as both the user name and password (where “xxx” is the same number used for trainxxx).
Step Action
1 Access the
Inbox
.
Select
GENERAL
>
Inbox
Screen
2
From the
Tasks
tab, select the delegation request and click
Edit
.
3 In the
Action
section, click the
Accept
Delegation
radio button.
4 (Optional) Enter a message to the requesting supervisor in the
Comment
field.
5
Click the
Save & Close
button.
Note:
Kronos automatically sends a message to the delegator to confirm that you have accepted the delegation request.
Note
Supervisors will need to log off and log on for the delegation action to activate in the system.
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8.3
S
WITCHING TO
D
ELEGATED
R
OLES
After you accept a delegation request, the application automatically provides you access to the tasks defined in the role profile on the specified start date. A
Switch Role
link appears as a quick link so that you do not have to log on as the supervisor who delegated the tasks to you. The link identifies which role you currently are working.
Activity:
Use the Switch Role link to switch between viewing your own direct reports and viewing the group of employees that you have been delegated.
Step Action
1
Click the
Switch Role
quick link.
Note:
If you do not see the Switch Role link,
log off
and then
log on
again using your own user name and password.
2
Click to select the supervisor whose tasks you will perform as his or her delegate.
Screen
3
Click the
Switch Role
8.4
C
ANCELLING
D
ELEGATIONS
Once the end date of delegation occurs, the application automatically removes the rights of the other supervisor. You can end the delegation earlier than the designated time period (anytime) by removing the assignment.
Activity:
Use the delegation manager to cancel the existing delegation you assigned to your backup supervisor.
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Step Action
1
Select
General > Actions
2
From the list of actions, select
Manager
Delegation
.
3
Click
Remove Existing Delegation
.
4 Click the
Next
button.
5
Select the existing supervisor delegation that you want to cancel and click
Delete
.
Screen
Best Practice
It is recommended that the Supervisor requesting delegation coverage, notify the
Payroll Liaison of who has accepted the delegation request, and for what time period.
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CHAPTER 9: REPORTS
9.1
G
ENERATING
R
EPORTS
You can generate reports on a daily, weekly, or pay period basis, or any time you need information to accomplish your business tasks.
Activity:
Run the Time Detail Report to view timecard details for each of your employees for the current pay period.
Step Action
1 Determine if you want the report to include specific employees or all employees.
If you want to include… then…
one or more employees,
Access a genie.
Select the employees to include in the report by clicking the first employee in list and holding shift and clicking last employee in range.
Then click the
Reports
link. all employees,
Select
General >
Reports
.
Screen
2 On the
Select Report
tab, click the plus
(+)
to display a category’s contents.
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Step Action
3
Click a report name.
Note:
The report’s description appears at the bottom of the screen.
Screen
4
Select the specific time employees from the
People
drop-down list.
5
Select the specific time period from the
Time Period
drop-down list.
6
Select one or more available options to identify the report information you need by selecting the specific
Available
options on left and clicking single right pointing arrow to move into the
Selected
column.
Note:
Options can vary by report.
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Step Action
7
Select an
Output Format
.
Note
: Reports that have (Excel) at the end of their names allow you to run the report in
Microsoft Excel Document
(.xls)
format.
All other reports can only be run in
Adobe Acrobat Document (.pdf)
format.
8
Determine if you want to generate a report and send the report via email.
If… then…
Yes, click
. Fill in the
Recipients
field in the
Email dialog box and click
OK
.
No, click
Run Report
and proceed to Step 9.
Result:
the Check Run
Status tab appears.
9
Click
Refresh Status.
Result:
The
Status
column displays,
Running
,
Complete
or
Failed
once the application has finished the report.
Screen
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Step Action Screen
10
To view a report, click a report name to highlight it and do any of the following:
To use menu options, click
View
Report.
To use mouse options, double-click the report name.
Note
: Reports will periodically need to be purged if no longer needed. This can be done by selecting report and clicking the
Delete
button.
9.2
C
REATING
H
YPER
F
IND
Q
UERIES
B
OTH
A
D
H
OC AND
P
ERSONAL
HyperFind
queries are used to search People records and return employees that meet a specific set of criteria. All the options in the
Show
drop-down list are HyperFind queries. If an existing
HyperFind query does not return the employees you need, you can create your own
Ad Hoc
query or
Personal
query.
Ad Hoc queries are temporary and are available only during your current session. Once you log off, Ad Hoc queries are no longer available. Personal queries are available only to you and remain available until you remove them.
Activity:
Create an Ad Hoc query to see your direct reports, and review time and attendance data for the employees in one of your departments.
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Step Action
1
Select
Edit Ad Hoc
from the Show dropdown list on any detailed genie.
2
Click
Include
or
Exclude
to include or exclude employees who match the selected condition.
3 Select a filter from one of the filter categories.
4
Click one or more conditions and specify any necessary information.
5
Click
Add
to select the condition.
6
Click
Add Condition
.
7 Repeat steps 2 through 6 to add additional conditions.
8
Click
Save
or
Save As
.
9 Enter a query name and description.
10 Determine the type of query to create.
If you want to use the query… then select
…
during your current session, for multiple sessions,
Ad Hoc
– temporary query
visibility option
Personal
– visible only to me
option
Screen
11
Click the
OK
button.
Note:
If you created a Personal query, you will be able to view it in the
Show
list.
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CHAPTER 10: PERFORMING HISTORICAL EDITS
10.1
H
ISTORICAL
E
DITS
If a change needs to be made to an employee’s timecard after it is signed off and submitted to payroll, a historical edit will be necessary.
Prior to initiating the correction, verify it has not already been corrected on the following:
Timecard
Time Detail Report.
If it has not been corrected:
1. Verify information
with the employee
2. Provide details in writing
via email to the Payroll Liaison, who will then forward the request to Payroll Central
Note
Request for Historical Edits are processed by Payroll Central. Supervisors will need to provide the necessary information to their Payroll Liaison.
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APPENDIX A: COMMONLY USED PAY CODES
Pay Codes represent types of hours to be paid and categories used to organize time and money in the Kronos system. Examples are Regular, Overtime, Vacation, Sick, and Jury Duty, etc. The following list of pay codes is provided as a resource when recording unworked time, nonproductive time, bonus and monetary amounts on an employee’s timecard.
Each three (3) letter pay code provided has a corresponding definition directly adjacent to the system code which will appear in the pay code dropdown list of an employee’s timecard.
C
ONTRIBUTING
P
AY
C
ODE FOR
A
LL
E
XEMPT
G
ROUPS
CNF - Conf Seminar SVC - Sched Vacation
CTF - County Conference
DB1 - Disability
DB2 - Disability
DB3 - Disability
DB4 - Disability
DB5 - Disability
DB6 - Disability
ELW - Election Worked
Emergency Working Conditions
FAM- Family Sick
FRL - Funeral
HCR - Holiday Credit
JBL - Job Basis Leave
JRY - Jury Duty
RR$ - Rapid Reward $$
RRW - Rapid Reward
USK - Unscheduled Sick Leave
VCR - Donated Annual Leave
N
ON
-
PAY CODES
MOB - Military Mobilization
MLT - Military Training
SCR - Donated Sick Leave
UVC - Unsched Vacation
FUR - Furlough
EDU - Education
SSK - Scheduled Sick Leave
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APPENDIX B: KRONOS MINUTES CONVERSION TABLE
The BC-Net displays accrual as hours and decimal (fraction of an hour), while the
Kronos application displays accrual in hours and minutes.
The sample accrual balance below demonstrates the accrual balance comparison between Kronos vs BC-NET.
Kronos Accrual
Sick Leave
Family
– Sick
Annual Leave
Job Basis
Kronos Accrual Value
200:15
24:30
90:45
40:00
BC-NET Accrual
150 SICK LEAVE
155 FAMILY SICK
160 VACATION
174 JOB BASIS
LEAVE
BC-NET Accrual
Value
200.25
24.50
90.75
40.00
The conversion table shows how Kronos minutes are converted to Payroll Decimal.
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APPENDIX C: PRE-DEFINED COMMENTS
Best Practice suggests that a Supervisor enter comments and/or notes to document an explanation for his activities in the system whenever making revisions, modifications or changes to an employee’s timecard.
Listed below are pre-defined commonly used comments and their respective field (Pay Code,
Punch, or Shift) where they can be used.
P
RE
-D
EFINED
C
OMMENTS
Administrative Leave Pay Code
Exhausted Applicable Paid Leave Pay Code
Suspended With Pay
Suspended Without Pay
Pay Code
Pay Code
Used in place of Sick Leave
Administrative Leave
Pay Code
Pay Code
Early Out - Car Problems
Early Out - Doctor Appointment
Early Out - Family Emergency
Early Out - Personal Business
Early Out - Personal Emergency
Early Out - Weather
Employee Forgot to Punch
Employee PIN Error
Employee punched in error
Training - Mandatory
Training - County Related
EOC/Volunteer/Disaster
Exhausted Applicable Paid Leave
Fieldwork - unable to swipe
Forgot Badge
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Forgot to Punch
Grievance meeting
Interview - County Only
Late in - Car Problems
Late in - Doctor Appointment
Late in - Family Emergency
Late in - Overslept
Late in - Personal Business
Late in - Personal Emergency
Late in - Traffic
Late in - Weather
Light Duty
Medical Test - Mandatory
Meeting
Scheduled Overtime
Suspended With Pay
Suspended Without Pay
Testing - County Only
Time Clock not working
Travel Time
Union Business
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
Punch
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S
YSTEM
R
EQUIREMENTS
APPENDIX D: GETTING SUPPORT
PCs used to access the Kronos system should have the following software applications installed:
Internet Explorer v9 or higher running in compatibility mode
Java version 1.7.0_51 or higher
Adobe Acrobat Reader version 9 or higher
Note:
Browser pop-ups should be allowed on your computer before accessing Kronos to ensure access to pop-up windows and reports.
W
HERE
D
O
I G
O
F
OR
H
ELP
Tip
It is highly recommended that support matters are first vetted through internal support channels prior to contacting the ETS Service Desk.
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APPENDIX E: GLOSSARY
This section contains an alphabetical listing of key phrases and definitions related to the Kronos suite of applications (
easy
Pay) and Broward County’s new time and attendance processes.
A more comprehensive search can be performed through the link in the top right corner of the Workforce Timekeeper banner:
Click the Search
Type the word or phrase of the topic of interest in the search field
Click the drop-down list and select either the book you wish to search or leave the default for
All Available Books
Click Go! Results will be returned related to the subject of interest
TERM D
EFINITION
ACCRUAL CODE
ACCRUALS
ACCRUALS
BALANCES
ACTIONS BAR
ACTIVITIES
Category that identifies the accrual balance type such as vacation, sick or bonus.
Amounts of time or money an employee has earned commonly referred to as leave time, paid time off, or benefit time. This includes, personal days, vacation, sick time, etc.
The amount of accrued time in a Leave category (see Timekeeping
Accrual
Balances). Categories include Annual Leave, Donated Annual Leave, Family
– Sick,
Holiday Comp, Job Basis, Overtime Comp, Personal, Sick Conversion, Sick Leave,
Sick Leave Bonus, and Vacation.
Accrual balances cannot be negative
so leave bidding will continue to be a manual process.
Contains options for editing data.
Used to automate the processing of time spent on certain activities including Transit
Trip Reports and Grants Administration.
AD HOC QUERY
ALL HOME
A temporary record search performed for use during the current session only.
These queries cannot be saved and will no longer be available once the user has logged out of the Kronos system.
Located on the Show dropdown list, ‘All Home’ returns the list of direct report employees currently assigned to the Supervisor.
Shows the status of all exceptions per employee. ALL WTK
EXCEPTIONS
APPROVALS
SUMMARY
Shows status of approvals, number of exceptions, per employee.
ATTENDANCE
Maintains Broward County’s employee attendance policies.
BANKED HOLIDAY If an eligible employee works on a holiday, in lieu of pay for the holiday, the hours worked can be “banked” as paid time off to be taken at a later date. (See also
Holiday Credit).
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BANNER
BROWARD
COUNTY
EMPLOYEE
NUMBER
Located at the top of each timekeeping screen, the banner contains tabbed menus with links to the features you need to perform your tasks.
The individual identification number assigned to all employees in order to work at
Broward County.
Employees must know the last six digits of their employee number in order to use the Time Clock.
CLOCK IN AND
OUT
COLLECTIVE
BARGAINING
AGREEMENT
The action hourly employees perform at the Time Clock or PC to verify their arrival and departure from work.
Union agreements that govern pay and work rules for employees.
Amalgamated Transit Union, Local 1267
Amalgamated Transit Union, Local 1591 (White Collar)
Federation of Public Employees, (Blue Collar)
Federation of Public Employees, Non-Supervisory Unit
Federation of Public Employees, Supervisory Unit
Government Supervisors Association, Local 100 Professional Unit
Government Supervisors Association, Local 100 Supervisory Unit
System pay rules are separated by employee groups based on the above agreements where applicable.
Blue Collar (BC)
White Collar (WC)
Port Non-Supervisory (PORTN)
Port Maintenance (POMN)
GSA Professional (GSAP)
GSA Supervisory (GSAS)
Transit (TRAN)
Unrepresented (UNREP)
Port Supervisory (PORTS)
Casuals
User manual used for training purposes. COURSE GUIDE
CYBORG
DEFAULT VIEW
DELEGATE
DEVICE GROUP
Payroll system that processes the hours collected by the time and attendance system
The primary view a user will see upon initial login to Workforce Central via PC.
The person identified as the back-up resource to a supervisor who will perform supervisory tasks in his/her absence.
All (department specific/Home Base) Time Clock devices assigned to an employee based on their department group. (e.g. Parks, Libraries, Aviation, and Port etc.)
DEVICE MANAGER Enables the flow of data between the Time Clock and the Timekeeper module.
DIRECT REPORTS Employees, whom the supervisor is responsible to manage, approve timecards and leave requests.
DISASTER PAY
easy
PAY
Pay to eligible employees for hours worked during declared emergency working conditions.
Broward County’s Automated Time and Attendance system inclusive of the following
Kronos applications: Workforce Central, Workforce Timekeeper, Workforce Absence
Manager and Workforce Activities.
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ELECTION
SERVICE
EMPLOYEE
DETAILS POP-UP
EMPLOYEE
GROUP
EXEMPT
EMPLOYEES
Pay for hours worked by employees in support of the Supervisor of Elections.
The pop-up window that appears when hovering the mouse over the Name & ID field of the Timecard.
The list of employees a supervisor has access to in the system.
Also known as Salaried Employees are employees who are required to only track leave taken. Exempt employees use the system to submit leave requests and verify time worked at the end of each pay period.
Exempt employee’s Timecards are prepopulated with their schedule start and stop times and managed by exception pay.
Exempt employees will have access to edit their own Timecards to add, edit or modify their leave transactions and pay codes. A workflow notification will be sent to the supervisor on a weekly basis for exempt employees that show leave or time exceptions to their work schedule.
FLAGS
FLEXTIME
Checks and colors that enable quick recognition of items/issues requiring attention in a timecard.
The period of time an employee works to make up for hours missed during his regularly schedule shift.
Flextime allowance is based on agency and supervisor discretion. Employees will maintain their default schedule when using flextime. Supervisors must add a comment to the out punch indicating the flextime in cases of an exception.
Same as sick leave bonus day, however, with a one (1) year expiration time frame. FREE DAY
FUNCTION
ACCESS PROFILE
Defines the system functionality available to the user.
GENERAL ACCESS
CLOCKS
Bank of 3-Time Clocks located at GC East, GC West and the Emergency Operations
Center for use by hourly employees to clock in and out when visiting these locations.
GENERAL TAB
GENIES Genies are online tools used to quickly group employees for actions such as timecard edits, accruals, schedules, and approvals.
GROUP EDIT
GROUP EDIT
RESULTS
Edits performed to several employee records at the same time by selecting multiple employees using the Shift + click or Ctrl + click keyboard functionality.
The on-screen report reflecting the results of a Group Edit. The columns contain the type of Group Edit, the date and time of the edit, the user who made the edit, the status of completed for processing, and results showing successes, failures, and totals, followed by employees who are associated with the errors.
To view the detailed explanations of failures resulting from a group edit. Click the
‘Details’ link in the results column.
HISTORICAL EDITS Adjustments, additions, deductions or moves made to employee timecard in a prior pay period.
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HOURLY
EMPLOYEES
Agencies must notify Payroll Central when the need arises for Historical Edits to an employee’s timecard. Only Payroll Central maintains the authorization to modify an employee’s timecard after it has been signed off and processed by Payroll.
HOLIDAY CREDIT If an eligible employee works on a holiday, in lieu of pay for the holiday, the hours worked can be “banked” as paid time off to be taken at a later date. (See also
Banked Holiday).
Also known as Non-exempt Employees are employees who are eligible for overtime provisions of the Fair Labor Standards Act (FLSA) and clock in or out of the system.
Hourly employees will have access to view their own timecards but are not allowed to edit time records, punches or leave transactions.
HYPERFIND
QUERY
INBOX
Accessed using the Show drop-down, used to group employees are custom-defined filters which enable Supervisors to view a specific set of employees.
Default (built-in) search criteria used to return employee specific information.
Located on the ‘General tab’, the Inbox is where the Tasks sub-tab, where users approve activities and process requests. And the Messages sub-tab where users can send and receive K-mail / email messages.
IS SUMMARY
JOB AIDES
KMAIL
KRONOS
KRONOS
EXCEPTIONS
LEAVE BANK
LEAVE CODES
LIMITED ACCESS
CLOCK
LOGIN/LOGOUT
LUNCH
LUNCH PERIOD
MISSED PUNCH
Summarizes user information including email addresses, badge number and supervisor.
Quick reference cards providing users’ step-by-step instructions to perform tasks within the system.
Kronos Mail: email notification system internal to Workforce Timekeeper, used by employees who do not otherwise have access to County email. Kmail communicates leave requests and approval or denial notifications to these employees.
Vendor who developed the time and attendance system
Markers that occur when employees work outside of their regular shift (i.e. late in, late out). Also noted by a colored box, red or green.
Broward County definition: An exception as anything that deviates from your regular work schedule.
Amount of leave an employee has accrued.
Codes used to identify the type of leave taken or banked.
Time Clock specifically assigned to an individual Agency where only employees who work for that Agency may clock in and out.
The act of accessing the Kronos system via PC.
The amount of time configured for meals.
Specified time an employee has allocated for meals.
Failure to clock in or out as scheduled.
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MOBILE APP
Kronos defines fixing a missed punch as completing a shift.
Application assigned for use by a small number of field workers and small remote offices, based on agency need.
MY GENIES TAB Located on the Banner of the Workforce Timekeeper screen, the My Genies tab provides links to pre-defined (see Hyperfind) queries available to supervisors.
MY INFORMATION
TAB
Located on the Banner of the Workforce Timekeeper screen where supervisors will access links to their own timecards via the My Timecard link, My Actions (Not currently in use), and My Reports which includes three (3) reports available which summarize their time information.
NAVIGATING
PAGES
NON EXEMPT
EMPLOYEES
OVERRIDE
OVERTIME
The act of using a series of mouse clicks, to move around within the Kronos application via PC.
Hourly employees required to track all hours worked and leave taken.
Changing a punch from in to out or out to in.
Amount of time worked in a period above an employee’s normally schedule work hours.
PAY AND
SCHEDULE
PERIOD
PAY CODE
The two-week period for payroll beginning on Sunday and ending on Saturday.
PAY PERIOD
CLOSE SCREEN
PAY RULES
Code used to indicate type of hours to be paid. Examples are vacation, sick etc.
This is also recognized as categories used to organize time and money. Ex. regular or overtime
This workspace summarizes pay cycle status for each employee, including approvals, total hours worked and accrual usage.
PEOPLE EDITOR
Pay rules control how time and attendance information is processed for each employee.
Agency responsible for processing payroll and managing leave etc. PAYROLL
CENTRAL
PAYROLL LIAISON Agency staff responsible for verifying no exception flags are in the system prior to pay period close; responsible for keeping real-time data accurate in Cyborg and
Kronos systems, supporting agency staff with payroll-related matters and completing sign-off on division by 11 a.m. each Payroll Monday.
PAYROLL
PROCESS
Actions taken by agency supervisors and payroll liaisons to manage employee timecards and attendance to efficiently process payroll to Payroll Central to ensure accurate, timely, and consistent payment of employees for time worked in a pay period.
Kronos screen where supervisors can view and verify an employee’s Person
Summary and Job Assignment information. Payroll Liaisons will also use this screen to verify the accuracy of data in the system.
PERSONAL
QUERY
A custom record search created and saved by the users for their personal and individual use.
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PROJECT VIEW
PUNCH
These queries are visible only to the individual who create them and can be saved and recalled until removed from the Kronos system by that individual.
This is used by Kronos to refer to salary employees
’ timecard or hours worked screen.
The act of clocking in or out at a Time Clock, indicating the beginning or end time of a shift.
QUICK LINKS
QUICKFIND
RECONCILE
TIMECARD
Located just below the banner, and just above the Workspace on WTK screens.
Quick Links provide single-click access to other areas of the Kronos application.
You must select at least one employee to review in order to use quick links to access their information.
Allows users to search for one or more persons based on a name or person ID.
Process used by supervisors and HR/Payroll Liaisons to manage employee timecards for payroll processing.
Supervisors and HR/Payroll Liaisons should review Timecards on a daily, weekly or pay period basis to identify and correct exceptions as they occur.
RECONCILE
TIMECARD
SCREEN
REFRESH
REPORTS
This screen/workspace is the default view provided to those individuals assigned to the supervisor role in the Kronos system. It provides a summarized timecard status for each employee, including missed punches, overtime, and early/late punches.
Reset without saving. In the Actions menu on the top menu bar, clicking on Refresh resets the page without saving it.
Click Refresh only if you have saved the Timecard you are currently working on,
OR if you want to start completely over with an unsaved Timecard.
There are six categories of reports including but not limited to employee schedules, time card activities, accrual balances, punch origin, time card audits. Reports are in
PDF format, and can be viewed on screen, printed or saved for future use. Every
Broward county employee will have access to reports; the specific type will be dependent on their role in the system.
Supervisors can only run reports on employees who report directly to them. A secondary user login is available to authorized staff; by department/office, in order to generate comprehensive reports.
ROUNDING RULE Punches will be rounded using the 15/7 rounding rule (except for Transit, which is 1 minute). Any in or out punch will be paid starting and ending on the nearest 15 minute increment using a 7 minute grace rule. Any punches 8 minutes before or after the schedule (except for Transit) will be flagged as an exception.
Employees clocking in after their scheduled start time regardless of whether the time rounds back to their schedule start time would still be considered tardy and therefore subject to the appropriate corrective action.
SALARIED
EMPLOYEES
Also known as Exempt Employees are employees who do not clock in or out but use the system to submit leave requests and verify time worked.
Salaried employee’s Timecards are prepopulated with their schedule start, stop times, and managed by exception pay.
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SAVE
SCHEDULE
EDITOR
Salaried employees will have access to edit their own Timecards to add, edit or modify their leave transactions and pay codes. A workflow notification will be sent to the supervisor once per week for exempt employees that show leave or time exceptions to their work schedule.
Keeps hours entered on the Timecard until the Timecard is approved.
Screen used to create, edit, assign or modify an employee’s schedule.
SCHEDULE
PATTERN
SCHEDULE
RESTRICTIONS
SHIFT
SHIFT CLOSE
The employees permanent schedule; also referred to as a frequently recurring schedule.
Restrictions are points in time related to a schedule that prevent employees from punching in or out. Restrictions prevent employees from punching in if they are too early for a shift, too late for a shift, or unscheduled.
Expected two-week standard work pattern assigned to employee timecards. SCHEDULES
SCHEDULING TAB Provides a direct link to the Schedule Editor where supervisors can view and modify their employee schedules.
SEGMENT Parts of a shift such as the period between arriving to work and lunch | a lunch break
| the period between lunch and the end of the scheduled workday.
The span between an IN and an OUT punch in an employee’s workday (24 hours).
SHIFT
DIFFERENTIAL
Summarizes shift information including missed punches.
Additional pay based on an amount of time an employee works during the second, third and weekend shifts, based on CBA provisions.
Summarizes shift information including home phone number. SHIFT START
SHIFT SWAP
Shift Swap functionality allows an employee to request another employee within the same labor level assignment to cover one of their shifts and escalate the request for supervisor approval.
SHOW FIELD
SIGN-OFF
Field where you can select a specific set of employees.
Select ‘All Home’ from the drop-down list in order to view currently assigned
Direct Reports.
Performed by the Payroll Liaison, signing off is the act of preventing further timecard and schedule edits in a pay period. It grants final approval to timecards before they are processed by payroll.
STANDBY HOURS Guaranteed straight time pay (2 hours for a scheduled work day and 3 hours of scheduled day off) when assigned to be on standby time. Depending on the CBA provisions, sick leave and/or time adjustment contributes to Premium OT and
Regular OT.
Supervisors must make a manual adjustment in the system for employees receiving standby hours pay.
SUPERVISOR Anyone who has direct reports and is responsible for approving or rejecting a
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TIME CLOCK timecard and/or timeoff request is assigned the ‘supervisor role’ in the system.
This is a system function only and in no way affects your actual Broward position or job classification.
Supervisors can only use a PC to perform their tasks. Time Clocks will not be configured to allow supervisors to edit punches, add time transactions or approve
Timecards.
Wall-based unit located at multiple entry points throughout Broward County workplaces used by hourly employees to record time worked, request leave, view schedules and other tasks.
Clock devices used by non-exempt employees to electronically report and approve timecard information and submit Time-off Requests to supervisors.
TIME CLOCK
W/TOUCH ID
TIME DETAIL
REPORT
TIME PERIOD
FIELD
TIMECARD
TIMECARD
APPROVAL
TRANSFER
Report that shows all entries on the employee Timecard, and includes hours worked and/or leave taken.
Field where you select the timeframe for which you want to view schedules and timecard data.
Formerly known as a manual Timecard. The electronic views of an employee’s hours worked and/or leave at either a Time Clock or PC.
The act of accepting timecards as accurate and complete for payroll processing.
Done both by the employee individually and by the supervisor on timecards of an employee group.
TIMEKEEPING TAB Located on the Banner, the Timekeeping Tab provides links to the following:
Reconcile Timecard
Pay Period Close
All WTK Exceptions
Approvals Summary
Shift Start
Shift Close
IS Summary
TIMEOUT
WARNING
This pop-up warning appears when a user has been logged onto the system for a period of 15 minutes with no activity.
If you have entered data but have not saved your work when this message occurs, you will lose any data entered since you last saved. Always remember to save your data and log off if you are going to be away from the computer for any amount of time.
TIMESTAMP The Workforce Central screen used to clock in and out on a PC, which enters an IN, and OUT punch to the employee timecard based on the current network time.
Once recorded, Timestamps cannot be changed by the employee.
TOUCH ID PAD Small pad located at the top right corner of the Time Clock used as a secondary verification source of employee’s identity upon clocking in and out.
Hours charged to a labor account that is different from an employee’s home account or hours charged to a work rule.
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TRIP REPORTS Specific to Transit, the feature within the Activities Module used to track time not identified in a Bus Operator’s schedule.
First initial, last name used to log on to Kronos. USERNAME
VISUAL
INDICATORS
WORKFLOW
ALERTS
Color-coded indicators that appear on the timecard when exceptions occur. See section 4.2 Visual Indicators on Timecard for a list of indicators and descriptions.
Email sent to supervisors and/or employees notifying them of a pending action or results of an action
WORKING OUT OF
CLASS (PORT)
Pay to eligible employees assigned to work out of class in a higher job classification.
Unlike the other bargaining units where there is a qualifying time period to receive the working out of class pay as a percentage to their base hourly rate; the Port processes this adjustment as a wage calculation.
WORKSPACE Located under the banner, the workspace contains detailed information about the employees in the selected Time Period. The Workspace is also the primary work area within the Kronos system.
WORKSPACE
EXPANSION BAR
Separates employee details such as Schedule, Comments, Accruals, and Totals etc. from the employee timecard and schedule.
If the Workspace Expansion Bar is at the extreme bottom of the screen, click and hold mouse over the center of the bar, drag the bar up to desired position to reveal additional employee details.
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Key features
Automated timekeeping
Streamlined payroll processing
Employee timecard management
Schedule creation and adjustment
Time off request approval
Attendance monitoring
Report generation
Delegation management
Frequently asked questions
You can access the Kronos system via browardemployee.org, BC-Net > EasyPay > Time and Attendance System, or browardcounty.kronos.net. You will need to enter your Active Directory Username and Password.
Supervisors are responsible for approving or rejecting timecards and time-off requests for their direct reports. They also manage employee schedules, activate and deactivate delegation, and monitor attendance.
Open the employee's timecard, click the cell containing the missed punch exception, enter the missing time using the acceptable format (e.g., 1100 for 11:00 AM), and click the Save button.
Select the cell containing the exception, click Punch > Mark as Reviewed. A green border will appear around the cell to indicate the exception has been reviewed.
Pay codes keep track of the type of worked and non-worked time entered in the timecard. Examples of pay codes include: Regular, Overtime, Sick, Vacation. It is important to track hours to the correct pay code so that the employee is paid correctly.
