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Kronos Web Training 7/6/2006 Time Stamp p/group/KronosWebTrainingTimestamp.doc Kronos “Time Stamp” is an electronic method of tracking time worked without using a time clock. 1. Logging on to Workforce Central A. In Microsoft Internet Explorer: www.foundation.csupomona.edu/financial click on Kronos icon, this brings up the log on screen or: http://foundation.csupomona.edu/kronosweb (mark as “Favorites”) or: If you have access to the “P:\” drive, go to p:\Shared_all\KronosWebLogon folder. Right click on “KronosWeb.html” and drag it to your toolbar. Use the icon to access Kronos Web. B. Install Java? You may need to install Java the first time you use your computer for Kronos. Please see separate Java Procedures in this packet. C. On the Log On page, enter your assigned User Name and Password. (Use exact upper and lower case) D. Click the Log On button 2. To change your password, click on “Change Password” on left side of screen. Do NOT use the option to have the computer remember your password. 3. Time Stamp A. Date and Time Indicator - Displays the current date and time taken from the Kronos Server (not the PC). B. Time Stamp – Click Record Time Stamp to record your start or end time. You do not need to indicate if your punch is an in-punch or an out-punch. The system determines this for you. C. Transfers – Use only if you are transferring your time to another department. If you do not select an account, your time is charged to your home account. D. Time Stamp Notification – The Recorded Time is taken from the Kronos server, not the computer. 4. My Information A. Time Stamp is the screen that automatically comes up when you log on. B. My Timecard shows a detailed record of your in and out punches. Report any missed punches to your manager, supervisor or timecard administrator. On the 15th and the last day of the month when your shift ends, go the Approvals tab for the previous pay period. Click on Approve so your manager will know you have accepted your time card punches. C. My Reports gives you a view of report options: - My Accrual Balances and Projections – Details your balances for specific leave codes, such as personal holiday, sick and vacation Page 1 - My Time Detail – Provides detailed information about worked and nonworked time for a specified time period. - My Schedule – Lists your assigned schedule for a specified time period (if schedules are being used). 5. Generating a Report A. To display your reports, select My Information > My Reports B. Select a report. C. To specify a time period for the “My Schedule” or “My Time Detail” report, click an item in the As of: list. If you select Range of Dates, fill in the Start and End dates. For Accrual Balances report, specify a date in the Specific Date dialog box. D. Click View Report Note: To print a report you are viewing, use the browser’s Print command. 6. Performing a Labor Transfer (if you’re authorized to be paid from more than one account) A. From the Time Stamp screen, click the Transfers down arrow to display the drop-down list. B. Click Search. C. On the Select Transfer page, click on Project D. From the Search Results box, select a project number. E. Repeat steps C and D to change additional projects numbers. F. Click OK. The Transfers cell displays the selected accounts. G. Click Time Stamp to record the time into that project number. 7. Closing Kronos Web (Workforce Central) A. Select Log Off from the upper-left side of the screen. NOTE: It’s important that you select Log Off before you click on the X in the upper-right corner of the screen. Your connection to the application may remain open which makes it possible for another person to view and edit your information. B. Once you return to the log on screen, click the X in the upper-right corner of the screen. Any questions, please call Sharon Fradella, Payroll Manager at extn. 2962. or e-mail at email@example.com For technical help, please call Randy Townsend, MIS Manager at extn. 2968, e-mail: firstname.lastname@example.org REMINDER OF EMPLOYEE’S RESPONSIBILITY: 1. Log hours daily 2. Notify your supervisor of any missed punches (use the form in this packet) 3. Review total hours worked 4. Approve your time on the 15th and last day of the month at the end of your shift (see #4B on page 1 for instructions) 5. Verify that your manager has “Signed Off” by noon on the 1st and 16th of the month. Page 2 Pay period: 1st – 15th of the month, paid on the 22rd of the month 16th – 30th or 31st, paid on the 7th of the following month. If the 7th or 22rd falls on a Saturday, payday will on Friday If the 7th or 22rd falls on a Sunday, payday will be on Monday Please see our web site for the “Payroll Calendar” dates: www.foundation.csupomona.edu/financial Time Stamp Example Page 3 My Timecard Page 4 My Reports Page 5 CAL POLY POMONA FOUNDATION, INC. ABSENCE REQUEST / OVERTIME APPROVAL FOR KRONOS TIME This form is to be completed by the employee and approved by the supervisor to request time off, document sick days or approve overtime in advance. Do not submit to Payroll. For audit purposes, the supervisor should keep these forms on file for 3 years. Please call Foundation Payroll if you have any questions, extn. 2962. Employee Name: _________________________________________________ Date(s) of Absence: _______________________ Reason: _______________________________ Full/ Partial Day Leave: ____________ Return: ____________ Entered into Kronos by Supervisor _____ (Circle One) For Full Benefit Staff, circle one: Vacation/ Sick / Personal Holiday / Jury Duty / Funeral / Without Pay / Other Comments: __________________________________________________________________________________________ __________________________________________________________________________________________ Overtime Request (anticipated overtime to be approved in advance by supervisor): Date: __________ Total Number of OT Hours: ________ Reason: ____________________________________ Date: __________ Total Number of OT Hours: ________ Reason: ____________________________________ Date: __________ Total Number of OT Hours: ________ Reason: ____________________________________ Employee Signature ___________________________ Supervisor Signature ____________________________ ----------------------------------------------------------------------------- KRONOS TIME ADJUSTMENT To be used if an employee misses a punch in Kronos. List the correct time next to “ Adjustment Made” and indicate the reason (“ forgot”, for example). Give to your supervisor immediately to enter into Kronos. Employee Name: _________________________________________________ Entered into Adjustment(s): Kronos by Supervisor Date: __________ Adjustment Made: ________ Reason: ____________________________________ _____ Date: __________ Adjustment Made: ________ Reason: ____________________________________ _____ Date: __________ Adjustment Made: ________ Reason: ____________________________________ _____ Employee Signature ___________________________ Supervisor Signature ____________________________ Page 6 Java Procedures If this is the first time you have used Kronos on your computer, you may need to load the current version of Java. For Mac Users, we have found that the Safari web browser seems to work the best. If your department has an IT person, they can assist you in loading Java, so please contact them. - Go to www.foundation.csupomona.edu/financial - Click on “Kronos” o “Please wait…installing the Java plug-in” o Internet Explorer- Security Warning screen [Do you want to install this software?], Click on “Install” o License Agreement: “I accept the terms in the license agreement” Feel free to read the agreement if you’d like. Click on “Next” o Setup Type – choose “Typical” and Click on “Next” o Installation Completed. Click on “Finish” o Once the “Please Wait” message on the screen goes away, sign on like normal o Please DO NOT save your password as a default. If the Java Plug-In does not automatically load, you may have a message on the sign-on screen just above the “Kronos” word that say: “The site might require the following ActiveX control: Java Plug-in 1.5.0 from Sun Microsystems, Inc. Click here to install…” and then follow the procedures above. If that does not work, you can also use this link to the Foundation website: http://www.foundation.csupomona.edu/financial , click on “MIS Dept.” then “MIS Guide and Information” and download “Java 1.5.” Please call the Foundation Payroll Department if you have any questions. Sharon Fradella Foundation Payroll Manager (909) 869-2962 email@example.com KrinosTime_Adj.doc 6/22/04 Page 7
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