Approver Kronos Training Manual - PDF

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					Approver
Kronos Training Manual




Workforce Timekeeper 4.3
Loyola University Chicago
Created by Financial Systems, May 2005
                                    Kronos Approvers Training Manual

Table of Contents
Overview............................................................................................................................. 3
  Difference between Approving Online Timecards and Kronos ..................................... 3
Workforce Timekeeper Page .............................................................................................. 4
Using Workforce Genies..................................................................................................... 4
Using Workforce Genies..................................................................................................... 5
  Defining the Data Set...................................................................................................... 5
  Menu Items ..................................................................................................................... 5
  My Genies - Most Commonly Used .............................................................................. 6
    Supervisor Signoff ...................................................................................................... 7
    Approving Timecards from a Genie ........................................................................... 8
    Quickfind .................................................................................................................. 10
Approving Timecards Indiviually..................................................................................... 10
  Basics ............................................................................................................................ 10
    Menu items................................................................................................................ 13
  Editing Timecards for Exempt Employees ................................................................... 13
  Editing Timecards for Non-Exempt Employees (Non-Student)................................... 14
    Adding/Deleting Punches for Employees that Swipe............................................... 15
    Editing Punches ........................................................................................................ 16
  Editing Timecards for Student Employees ................................................................... 16
  Transfer hours ............................................................................................................... 17
  Exceptions..................................................................................................................... 18
  Approve timecards ........................................................................................................ 19
  Other Genies ................................................................................................................. 20
    Accrual Balances ...................................................................................................... 20
    Total Employees Not Approved ............................................................................... 21
    Schedule Planner; Schedule Outline; Schedule Snapshot and Reconcile Timecard
    Genies ....................................................................................................................... 21
    Group Edits ............................................................................................................... 22
    Group Edit Results.................................................................................................... 23
Reports .............................................................................................................................. 24
  Accessing Reports......................................................................................................... 24
  Running Reports ........................................................................................................... 25
  Viewing and Printing Reports....................................................................................... 27
My Information................................................................................................................. 28
Frequently Asked Questions ............................................................................................. 28




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Overview
Approvers are able to approve timecards for one or more assigned locations. Approvers
can approve timecards through the workforce genies or through the individual timecard.


Difference between Approving Online Timecards and Kronos
       Supervisors can view the accrual balances of employees.
       Employees, except those who swipe, and managers are required to approve
       timecards.
       Students with multiple positions will only have one timecard. Managers with
       “transferred in” hours will need to review the individual timecard to view the
       hours by position.




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Workforce Timekeeper Page
The Workforce Timekeeper Page consists of three areas:

   1. Header – This area: identifies employees selected, the time period selected
      (Current Pay Period), lists launch icons (Timecard, Schedule, People, Reports)
      and menu items (Actions, Punch etc.)
   2. Navigation Bar – Located on the left side of the page, the Navigation Bar lists
      features you have access to (My Genies, Reports, etc.).
   3. Workspace – Contains information related to employees that are currently
      selected.
                                     Header




   Navigation Bar         Workspace




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Using Workforce Genies
The workforce genies allow supervisors to view information for groups of employees for
a specific time period. Approvers can perform certain actions on the displayed records
from the menu items above the data.


Defining the Data Set
In the header, you have options that are dependent on the selected genie. The following
are the possible header options.

Show-
        All Home and Transferred In Employees – Returns information for all employees
        whose home labor positions are assigned to your approval location and any
        students who have transferred hours to your approval locations through secondary
        positions.
        All Home - Returns information for all employees whose home labor positions are
        assigned to your approval location.
        Transferred In Employees - Returns information for students who have transferred
        hours to your approval locations through secondary positions.

        Note – You will need to go into each individual timecard for Transferred In Hours
        to see how many hours are posted to your location. The genie will detail the total
        hours for the employee across all positions they worked.

Time Period – Select the time period from the list.

Name or ID – Available on the Quickfind Genie. If you click on the Find box (with the
“*” in the Name or ID box), all of the employees that you have access to will be
displayed. You can also use the Quickfind Genie to bring up a single employee, or
groups of employees, depending upon your selection criteria in the Name or ID box
(example – if you type in S* in the Name or ID box and click on Find, all employees
whose last name begins with an “S” will be displayed).

Menu Items
Edits can also be applied to multiple employees through the genies. Once a genie is
selected, the following options are available for one or more employee records:

Actions
      Select All – Select all records displayed from the genie
      Email – Will start an email to the individual(s) selected in the genie results.
      Print – Prints genie information
Punch
      Add – Will add a punch to the timecards for the selected records. Punch
      information will need to be provided in pop-up box.




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       Delete - Will delete a punch to the timecards for the selected records. Punch
       information will need to be provided in pop-up box.
       NOTE – This should not be used for exempt employees!
Amount
       Add – Allows you to add a pay code and amount. Pay code information will need
       to be provided in pop-up box.
       Delete - Allows you to delete a pay code and amount. Pay code information will
       need to be provided in pop-up box.
Accruals – Administrative function – Disabled
Pay from Schedule – Administrative function disabled
Approvals
       Approve – Approves the timecard for the selected group of employees. This is
       the manager approval.
       Remove Approval – Removes the manager approval for the selected group of
       employees.
Person - Administrative function disabled

NOTE – Updates to timecards can take some time to get applied to the record. The
Refresh button in the header will allow users to refresh while the updates are taking
place.


My Genies - Most Commonly Used

A list of available genies is displayed under My Genies on the navigation bar. Once the
genie is selected, the data will display in the workspace. Genie information can be
resorted by any of the column headings by clicking on the heading. To expand the
workspace, the navigation bar can be hidden by clicking on the “dash” symbol in the top
right corner of the navigation bar.

NOTE – Use the REFRESH button in the header to refresh your browser window for any
edits made through the genie. You may have to refresh several times depending on how
many records are being updated.




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Supervisor Signoff




This genie includes general employee information such as name, location, position, and
accounting unit. The total number of hours for the selected time period and a breakout by
type (Regular, Vacation, Sick, OT, Holiday, Other) are detailed. The genie also details if
the employee and/or manager has approved the timecard.




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Approving Timecards from a Genie

Timecards can be approved directly from this genie. To do the Manager approval from
the Genie, highlight the records you would like to approve and then click Approvals from
the menu and select Approve.

NOTE: You will not be able to approve your own timecard from the genie. To approve
your own timecard, you will need to go to My Timecard and select the approval option
for just your timecard.




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After doing the approval, you will need to click the Refresh button to see the approval
applied. The number of manager approvals will be increased by 1 and your name will
appear in the Approved Manager field. (Students with multiple positions may require
more than one approval.)




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Quickfind




Click on the Quickfind Genie to access timecards and/or schedules. If you click on the
Find box (with the “*” in the Name or ID box), all of the employees that you have access
to will be displayed. You can also use the Quickfind Genie to bring up a single
employee, or groups of employees, depending upon your selection criteria in the Name
or ID box (example – if you type in S* in the Name or ID box and click on Find, all
employees whose last name begins with an “S” will be displayed). From the menu, click
on Actions; Select All to select all employees. All employees will be highlighted in the
Timekeeper Workspace as shown below (yellow). Employees may also be selected one
at a time by clicking on an individual employee, or several employees may be selected by
holding down the Ctrl key and clicking on those you wish to select. After making your
selection, click on the Timecard icon.

Approving Timecards Individually
Basics
Click on the Quickfind or the Supervisor Signoff Genie to access timecards and/or
schedules. From the menu, click on Actions; Select All to select all employees. All
employees will be highlighted in the Timekeeper Workspace as shown below (yellow).
Employees may also be selected one at a time by clicking on an individual employee, or




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several employees may be selected by holding down the Ctrl key and clicking on those
you wish to select. After making your selection, click on the launch Timecard icon.




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After making your selection, the timecard appears in the Workspace. The Header
contains the employee Name (Abalos, Angela), ID (1) and Time Period (Current Pay
Period). Employees may be selected using either the drop down arrows, or left right
arrows located next to the employee ID box. Time Periods can be reselected using the
drop down arrow. Menu items (Save, Actions etc.) relating to the Timecard are also
displayed on the Header.




                             Totals              Timecard         Schedule
The Timecard Workspace consists of three sections, the Timecard section (displays
punches, transfers, exceptions, shift and daily totals), Totals section (displays
summarized totals by labor level, pay code amounts, accruals, audit info and comments)
and Schedule section (scheduled in and out times – for employees that have schedules).

*Tip – the Timecard Workspace can be expanded by clicking on the minimize/maximize
Navigation Bar button (minimizes/maximizes the Navigation Bar section).




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Menu items
Save - saves changes made to the timecard.

Actions
 Refresh – refreshes timecard with latest edits stored in the database.
 Calculate Totals – recalculates Timecard and Totals with any changes made to the
 timecard (can view impact of changes before saving them to the database).
 E-Mail – Composes an email to the selected individual.
 Print – prints the Timecard and Totals & Schedules sections.
 Print Screen – prints the entire screen.

Punch
 Edit – edit timecard punches.

Amount
 Move – move hours from one pay code to another pay code.
 Delete moved – delete pay code moves.

Comments
 Add – add comments to punches. Comments are predefined and are selected from a
 drop down list (Lost Badge, Family Emergency, etc.). A small square in the top right
 hand corner of the punch cell indicates a comment was added to the punch.
 Delete – delete comments from punches.

Approvals
 Approve – approve timecard (timecard turns gray).
 Remove Approval – remove approval from timecard.

Reports – run Time Detail report for employee.

Note: The Browser back button can be used to take you back to previous pages. If you
have performed any tasks within Workforce Timekeeper and click the back button, the
system will prompt you with the message “Are you sure you want to navigate away from
this page?”. If you press OK, any unsaved edits will be lost. If you press Cancel you will
stay on the current page. Use the Back button with caution.

Editing Timecards for Exempt Employees
Timecards for exempt employees will include pay codes and associated hours. Exempt
employees have a pre-filled timecard with 75 hours of regular time. To report
exceptions, employees will change the pay code.

As an approver, you will look for the following information for Exempt timecards:

   •   Valid pay codes with the correct hours (7.5) for all days.
   •   The employee approved the timecard.


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   •   Check the Totals & Schedule tab for hours summarized by labor account and pay
       code
   •   Regular Holidays – Holidays will automatically be entered on the timecards. All
       exempt employees will have the hours associated with the Holiday.
   •   Floating Holidays – The floating holidays will be entered by the employee by
       selecting the pay code Holiday Pay 2005. Employees and managers need to
       ensure that employees only take one floating holiday per year or they will run out
       of holidays before the year end.

Editing Timecards for Non-Exempt Employees (Non-Student)
Timecards for non-exempt employees will include punches in and out for all hours
worked. These punches are manually entered by the employee or entered by the time
clock for certain locations. For exception reporting (sick, vacation, etc), the employee
will select a pay code and assign an amount.

As an approver, you will look for the following information for Non-Exempt timecards:
   • A valid in and out punch for all times worked. The daily total is tallied in a far
       right column of the timecard.
   • Valid pay codes with the correct hours (7.5 vs. 8) for all non-regular reporting.
   • The employee approved the timecard.
   • Check the Totals & Schedule tab for hours summarized by labor account and pay
       code. Check for reasonability of overtime hours.
   • Regular Holidays – Holidays will automatically be entered on the timecards.
       Facilities, Security and Transportation locations will not have any hours
       associated with the Holiday. All other full-time employees will have 7.5 hours
       assigned to the Holiday. For those employees that work the holiday, there should
       be Regular time assigned to the day. Holiday Overtime will automatically get
       calculated and show in the Totals & Schedule window.
   • Floating Holidays – The floating holidays will be entered by the employee by
       selecting the pay code Holiday Pay 2005.




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Adding/Deleting Punches for Employees that Swipe

When employees forget to swipe in or enter a time in, approvers will need to add a
punch. To add a punch to a timecard, left click in the cell and type in the time. You can
enter punches in a variety of ways:
        12-hour or 24 hour (3:30pm or 15:30).
        Leading and trailing zeros are optional (0700 or 700 or 7).
        Colons are optional (3:30 or 330)
        AM is assumed for all hours except for 12:00-12:59 when PM is assumed.
        You can enter either a or am for AM, and either p or pm for PM.
To add a new row, click on the     icon on the row you wish to add another line to.

To delete a punch from the timecard, left click in the cell you wish to delete and press the
delete key on your keyboard.

To delete an entire row, click on the eraser icon on the row you wish to delete.




Note: a Red Flag appears in the Totals and Timecard Section if you have unsaved edits
on your Timecard.




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Editing Punches
To Edit/Change a punch, type over the existing punch by left clicking in the cell you wish
to Edit/Change and enter a new time. Use Punch, Edit from the menu to Override a
punch (change the punch from an in to an out or vice versa, or to Cancel the Lunch
Deduction).




Editing Timecards for Student Employees
The student timecard is very similar to the non-exempt timecard except for the two
following differences: 1) The do not have access to any pay codes so they only report
time worked and 2) Students with multiple positions TRANSFER hours to any secondary
positions.

As an approver, you will look for the following information for Student timecards:
   • A valid in and out punch for all times worked. The daily total is tallied in a far
       right column of the timecard.
   • The employee approved the timecard.
   • Check transfer information. The transfer account is displayed in between the in
       and out columns on the timecard. If there is no transfer information, then all
       hours will be posted to the home position.




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   •   Check the Totals & Schedule tab for hours summarized by labor account and pay
       code. Check for reasonability of overtime hours and detail by total hours by
       position/location.
   •   Regular Holidays – Holidays will automatically be entered on the timecards with
       0 hours assigned. This is to serve as a reminder that it was a holiday. They will
       not get paid overtime for Holiday hours.

Transfer hours
Students with multiple positions are assigned a home labor account for the primary
position. Any other positions that they work are considered secondary positions. By
default, any in and out punches are assigned to the home labor account. To assign the
hours to another position, the student will need to do a transfer to a secondary position
and location. To do a transfer for a student, click on the Transfer cell to the right of the
transfer time. A drop down arrow will appear. Click on Search to bring up the Select
Transfer screen. Transfers need to be done for the position and location labor levels
only. Select the position or location labor level to transfer to by clicking the radio button
to the left of the labor level. Make sure to select a valid position and location to transfer
hours. The Name and Description will appear in the labor level boxes. Click OK.




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Exceptions

Exceptions are highlighted on the timecard as follows: (note schedules must be assigned
to an employee for Absent or Early or Late – In or Out exceptions to appear).

                            Early or Late - In or Out

                                                Missed punch

                 Absent




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Approve timecards

Timecards can be approved individually or as a group (see group edits). To approve an
employee’s timecard while viewing the time card, select Approvals, and then Approve
from the drop down menu. After approving a timecard a new Tab – Sign-offs and
Approvals appears in the Totals & Schedule window.




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Other Genies
Accrual Balances




This genie details the accrual balances for each employee. Accrual balances are updated
once a pay period.




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Total Employees Not Approved
The Total Employees Not Approved Genie details the number of employees




Schedule Planner; Schedule Outline; Schedule Snapshot and
Reconcile Timecard Genies
See separate training manual on Scheduling. Currently not used by most departments.




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Group Edits
One or more employee timecards can be edited at a time. Use either the QuickFind or
Reconcile Timecard Genies to make the employee selection. The example below shows
all employees selected using the QuickFind Genie (Actions, Select All). Then Amount is
selected from the menu and the pay code HOLIDAY PAY 2005 is selected. Select the
correct effective date and click on “OK”. Click on Group Edit Results to check that the
group edit was successful.




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Group Edit Results




The Group Edit Results Genie will display the results of actions taken on the Genies. It
provides a status of the group edit and the results. Failures indicate that the group edit
did not get applied for select records.




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Reports
Accessing Reports

To access reports, click on Reports on the Navigation Bar. Reports are listed by
category. To expand a category, click on the + next to the category (Timecard in the
example below). All reports within the category that you have access to will be listed.




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Running Reports

To run a report, select the report by clicking on it (a description of the report will display
to the right). Make sure your selection of employees and Time Period is correct. Click
on Run Report from the Header menu.




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Viewing and Printing Reports

After selecting Run Report, your menu options will change to:

View Report – After the report has completed (Status – Complete), click on the report
line and then click View Report.

Refresh Status – refreshes your page to view the reports run status (waiting, running or
complete).

Delete – highlight the report line and select Delete to delete the report.

Print Screen – prints the current screen (not the report).




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After selecting the report and clicking on View Report, a new window will open. Kronos
v4.3 reports are displayed as PDF files (Adobe Acrobat). To print the report, click on the
printer icon.




To save a report to disk, click on the save icon. To close the window, click on the X box.



My Information
To view how to fill out your own timecard, please see the Kronos – Non-Approver
Training Manual


Frequently Asked Questions




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