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6 3 Kronos Administration Guide 2

Table of Contents

Module 1: Introduction and Navigation…………………………………………………………...….3 Overview…………………………………………………………………………………………………………………………………….……………4 Glossary of Terms………………………………………………………………………………………………………………………….…………6 Rollins’ Payroll Process………………………………………………………………………………………………………….…………………7 Access and Login to Kronos………………………………………………………………………………………………………….……….…8 KIOSK Access and Login to Kronos…………………………………………………………………………………………….…………….9 Kronos Components………………………………………………………………………..……………………………….……….…......…..11

Module 2: Maintain Schedules…………………………………………………………………….……..12 Access the Schedule Editor……………………………..…………………………………………………………………………………..…13 Add an Ad Hoc Shift……………………….………………………………………………………………………………………………………15 Edit a Shift……………………………………………..………………………………………………………………………………………………15 Insert a Shift Template………………………………………………………………………………………………………………………..…16 Delete a Shift…………………………………………………………………………………………………………………………………………17 Restore a Deleted Shift……………………………………………………………………………………………………………………….…18 Override a Pattern Template…………………………………………………………………………………………………………………19

Module 3: Review Time and Attendance Data……………………………………………………21 Review Employee Data using the Reconcile Timecard Widget…………………………………………………………….…22 Sort Data in a Widget……..……………………………………………………………………………………………………………….……23 Run and View a Report…………………………………………………………………………………………………………………….……24

Module 4: Edit a Timecard…..……………………………………………………………..…….……..…26 Access Timecards from a Kronos Widget………………………………………………………………………………………..………27 Timecard Components…………………………………………………………………………………………………………………..………28 Correct a Missed Punch……………………………..……………………………………………………………………………………..……29 Delete a Punch……………………………………………………………………….………………………………………………………..……29 Attach a Comment…………………………………………………………………………………………………………………………………30 Cancel an Automatic Meal Deduction…………………………………………………………………………………………….………31 Add Non-worked Time for an Entire Shift………………………………………………………………………………………….……32 Add Non-worked Time on a Worked Day……………………………………………………………………………………….………33

Module 5: Process a Time Off Request (TOR) ……..…………………………………..…………34 Process a Time Off Request.……………………………………………………………………………………..…………….…………..…35

Module 6: Finalize/Approve Timecards and Exiting Kronos……………………………..40 Final Review of Timecard Data………………………………………………………………………………………………………………41 Approve a Timecards……………………….…………………………….………………………………………………………………………42 Approve Multiple Timecards………………………………………….………………………………………………………………………42 Logout of Kronos…….……………………………………………………..………………………………………………………………………43

Module 7: Job Aids…………………………………………………………………………………………...…44 Exempt (Salaried) Employee Guide………………………………………………………..………………………………………………45 Non-Exempt (Hourly) Employee Guide…………………………………………………..………………………………………………49


Module 1 Introduction and Navigation


Overview

Kronos is the name of a company that develops WorkForce Central, a software system that automates many time and attendance functions. Kronos has been manufacturing time and attendance software for more than 30 years, and their products are in use at most Fortune 1000 companies. At Rollins, Kronos is how we refer to the new time and attendance system. Why are we upgrading Kronos? The upgrade will provide access to many improved and enhanced features in the new Kronos 6.3 version. The upgrade in Kronos is expected to:

• Allow quicker access to Timestamp for time entry. • Identify missed time punches and administrators approvals. • Administrators will be able to manage, view and process all Schedules/Time

Off Requests with enhanced filters. • Provide additional Reporting Tools for Administrators with an option to

download into Excel. • Workforce Connect is replaced by Workforce Integration Manager, which

makes transferring hours from Kronos to JDEdwards much easier. How does it work? Kronos keeps track of work, vacation, sick, holiday, training and other miscellaneous categories of hours. Kronos has two levels of system access: one for every person in the system and one for individuals authorized to review, approve and make edits in the system. Processes will be put in place to handle exceptions, but in general, Kronos timekeeping will work as follows:

• Time-in and time-out data for non-exempt (hourly paid; eligible for overtime) employees is entered in the system each workday.

• Everyone will use the system to request paid time off. Administrators will approve time off in the system.

• Everyone will be able to enter eligible paid time off hours (vacation, sick, personal/floating holiday, etc.) into the system during the pay period (if not already pre-approved in the system).

• Authorized administrators will review time and attendance data entered into Kronos during the pay period, and research or resolve unexcused hours and missed punches.


• Administrators will be responsible for approving hours before sending electronically to the Payroll Department.

• Everyone will be asked to sign off on their hours in the system before sending to the Payroll Department.

• At the end of the pay period, time and attendance data is sent electronically to the JDEdwards Payroll system, where it is used to calculate paycheck amounts.

Salaried employees – Sales Inspectors, Operation Managers, Region/Division/Rollins Support Center Managers and all other employees paid a monthly salary – will not be required to clock in and out but will be responsible for approving their timecards at the end of each pay period. All of these processes will be explained in full in this Administration Guide. If there are any further questions, please contact the Payroll Hotline at 1.888.818.2409 or the Help Desk at 1.800.826.2492.


Glossary of Terms

Term Description JDEdwards This is the system that sends updated employee data, including

demographics information, to Kronos nightly. JDEdwards receives this information from the profiles generated at the Field Locations.

Missing Punches Kronos requires an in-punch and out-punch to indicate a valid shift. Sometimes an employee’s timecard shows an invalid shift because that employee forgot to punch when starting or ending a shift. If this occurs, a missing punch needs to be added.

Schedule Editor This widget maintains all schedules in Kronos. Work Start Date The effective date on which the employee(s) starts working the

pattern. Pattern Start Date The effective date on which the pattern starts. End Date The last date the schedule assignment is effective. To have the

assignment in effect with no end date, accept the default of Forever.

Accruals An accrual is an amount of time or money that people earn or accrue, based on the company’s accrual policy, such as sick, banked sick, vacation, floating/personal holidays, etc.

Reconcile Timecard Widget

Provides time and attendance details for each employee for the current pay period.

Pay Period Close Widget Identifies timecard discrepancies at the end of a pay period by displaying information within the previous pay period. Discrepancies that display must be corrected before approving time data.

Kronos Administrator Location administrator or manager.

Pattern Template A predefined schedule pattern that is saved in Kronos for Kronos Administrators to use to quickly create employee schedules.


JDEdwards sends updated employee data, including demographics information, to Kronos nightly.

Employees record in/out times at a computer using Timestamp. (Those employees without access to a personal computer will use the Kiosk computer located in each Location.) The time data automatically appears in the employee’s timecard.

Operations or Office Managers review, edit, and approve Timecards

Payroll reviews and approves timecards (using same process as manual processing).

Time records are then exported from Kronos and upload into JDEdwards.

JDEdwards applies pay code calculations and produces payroll processing.

Rollins’ Payroll Process

Step 1

Step 2

Step 3

Step 4

Step 5

Step 6


Access and Login to Kronos

Purpose In order to access employee time and attendance data users must login to the Kronos system.

Steps

Business Practice Password resets or login issues may be forwarded to the Help Desk at 1-800-826-2492.

Click on Kronos Icon –or- open the web browser; enter http://workforcepro/wfc/navigator/logon in the Address field. Click Go. Enter the user name in the User Name field. Note: Use the existing network User Name, provided by the Kronos Administrator. Enter the password in the Password field. Note: Use the existing network password. If no password is available, go to the Kiosk and follow the Password Change instructions. Click the Arrow button.

http://workforcepro/wfc/navigator/logon


Kiosk Access and Login to Kronos

Purpose In order to access employee time and attendance data login to the Kronos system. These steps explain the steps involved for changing the password and logging into Kronos from a branch kiosk computer.

Example As a Kronos Administrator, a daily review of employees’ time and attendance data should

be performed. Steps

Go to the Password Change tab on the Kiosk PC. Enter the User Name and click the Search button. Note: Kronos Administrators should provide user information from the USER INFORMATION widget in Kronos for all 1st time users. Tip: The password change steps (1 & 2) will need to be performed each time a password change occurs. Passwords expire every 120 days but employees may change it at any time prior to expiration.

Enter the old password (or HelpDesk1 for 1st initial login) and enter the new password selected. Note: New passwords must be at least 6 characters long (numbers or letters).


Once the password has been setup, select the Kronos tab on the Kiosk. Enter the User Name and the Password.

If an error message appears, confirm User Name and/or try to reset the Password using Steps 1 & 2 above. If login issues continue, contact the Help Desk at 1-800-826-2492.

If a password is entered incorrectly 5 consecutive times the users account will become disabled (Status will show account-disabled) and the Help Desk (1-800-826-2492) must be contacted to re-enable the account.


Kronos Components

Purpose In order to successfully navigate in the Kronos application, understanding the Kronos page is essential.

Area Description

Expand Window

To expand a widget, click the Pop-out icon, then Pop-out to display.

Exceptions

Alerts that require attention (i.e. Missed Punches, etc.).

Navigator These are customized views for each Employee or Manager based on their current job role, title or exempt / non-exempt status.

Related Items Inactive widgets that are minimized.

Requests The total number of Time Off Requests (TOR’s) that require a response.

Widgets Widgets allow users to perform specific tasks. The largest widget on the screen is the working or active widget.


Module 2 Maintain Schedules


Access the Schedule Editor

Purpose Schedules are an important component of Kronos. Schedules are used to track employee attendance. Assigning employees to schedules allows adminstrators to identify discrepancies in scheduled versus hours worked. Exceptions such as late, early, and unscheduled shifts are identified with schedules in place. If schedules are not assigned missing punches are the only exceptions identified. Schedules are maintained in the Schedule Editor.

Example An employee is expected to work from 7:00 A.M. until 3:00 P.M. Monday through Friday.

In order to verify the employee worked as expected the employee must be scheduled accordingly.

Steps

Select Schedule Editor from the Related Items navigation bar.

(Related Items)

Select the drop down arrow for a group of employees from the Show list.

Select or define a time span from the Time Period drop down list or accept the default.


Column or Row Description Date columns

For each day in the selected time period, displays shift start and end; might also display pay codes to identify scheduled non-worked hours.

Employee Names

Lists the employee names in alphabetical order.

Number of Employees Displays total number of employees scheduled for the day.

Scheduled Hours Displays total number of scheduled hours for all employees each day, as well as total scheduled hours for the entire selected time period.

Total Hours Displays the total number of scheduled hours for each employee during the selected time period, excluding any automatic meal deductions.

Right-mouse click on the employee’s name.

Select Add Pattern, then Shift or Pay Code.

Adding a Shift

Select the Work Start & Pattern Start Date. Note: These should be the same. Add the new scheduled shift for each day, then OK.

Select Save from the Schedule Editor.

EE Name


Add an Ad Hoc Shift

Purpose Adding an Ad Hoc shift allows administrators to add a shift an employee may not typically work. Example An employee has agreed to work from 8:00 A.M. to 12:00 P.M. Saturday to

accommodate a heavy workload. In order for the Administrator to track if the employee is absent, late or early for their shift, the Administrator must add the shift to the employee’s schedule.

Steps

Edit a Shift

Purpose Change a scheduled shift. Example An employee is scheduled to work from 7:00 A.M. to 3:00 P.M. Monday. The employee needs to come in at 8:00 A.M. due to a personal issue. Change the begin shift time to avoid the employee receiving an erroneous tardy. Steps

Click in the date cell for the appropriate employee.

Type the shift begin time and end time separated by a hyphen “-“ and then Save.

Lunch/Breaks may be added by double clicking in the date cell.

Click the date cell for the appropriate employee. Highlight the begin or end shift time being edited.

Type the new start or end shift time and then Save.

Select the appropriate employee.


then

Insert a Shift Template

Purpose Another method to add shifts to an employee’s schedule is by inserting “shift templates.” A shift template is a reusable tool that contains a shift name, shift description and start

and end times.

Example An employee has agreed to work a shift on Monday. He has agreed to work 7:00 A.M. to 3:00 P.M. This is a common shift. The Administrator uses a shift template to insert the shift into the employee’s schedule.

Steps

Right-click in the appropriate date cell, select Insert Shift Template.

Select the appropriate shift. Click OK, then Save.


Delete a Shift

Purpose In some cases an employee might not be able to work a scheduled shift. When such events occur, administrators can remove the shift from the employee’s schedule so the employee’s timecard does not record an absence when the employee does not report to work. Example An employee is currently scheduled to work Friday from 8:00A.M. to 5:00 P.M. The

employee is unable to work the shift because of an excused personal commitment. Administrators must delete the shift or the employee will incur an absence for the day.

Steps

Caution!! Administrators can also select a cell and press the Delete key on the keyboard to remove a shift. Note: however, deleting a shift with the Delete key permanently removes the shift; The Restore feature cannot be used at a later date. A shift must then be manually re-entered. Therefore, unless a permanent delete of a shift is required, the Best Practice would be to Cut as described above.

Right-click the appropriate date cell, select Cut, then Save.


Restore a Deleted Shift

Purpose If an employee’s plans change or a shift was deleted in error, the deleted shift may need to be restored.

Example An employee is able to make his shift on Thursday, not Wednesday. Since the shift has been cut from the employee’s schedule, the shift can be restored easily. If the shift is not restored, the employee will have an unscheduled exception when they punch in for the day.

Steps

Click on the Employee’s Name.

Click in the Blank Schedule field.

Select Actions from menu, then Restore.

then Save.


Override a Pattern Template

Purpose A pattern template is a predefined schedule pattern that is saved in Kronos for Administrators to use to quickly create employee schedules.

Example An employee is currently scheduled to work 7:00 A.M. to 3:00 P.M. Monday through Friday. The employee is switching jobs and now works from 8:00 A.M. to 5:00 P.M Monday through Friday. A new Pattern Template needs to be applied to override the employee’s current schedule assignment. Steps

Right-click on the appropriate employee’s name choose Add Pattern, then select Shift or Pay Code.

In the Work Start Date box, specify the effective date on which the employee(s) starts working the pattern. In the Pattern Start Date box, specify the effective date on which the pattern starts.

In the End Date box, specify the last date the schedule assignment is effective. To have the assignment in effect with no end date, accept the default of Forever.

Click Insert Pattern.


Business Practice To have a pattern template added to the Schedule Editor, contact the Help Desk at 1-800-826-2492.

Select the appropriate pattern template. Click OK.

If prompted, select Yes to Confirm

then Save


Module 3 Review Time and Attendance

Data


Review Employee Data using the Reconcile Timecard

Purpose The Reconcile Timecard widget may be a default widget upon the initial login to Kronos. The Reconcile Timecard widget provides time and attendance details for each employee for the current pay period. Each row in the workspace corresponds to an employee’s time information for the specified time period. Employee names appear in the left column. Additional information, such as missed punches and unexcused absences, appears in the columns to the right.

Example Administrators want to review time data for all employees to ensure all missed punches

and unexcused absences are addressed. Steps

Caution!! If unexcused absences and missing punches are not addressed, an employee’s pay will not calculate accurately.

(Related Items)

Select the Reconcile Timecard widget or select from the Related Items navigation bar.

Select the drop down arrow for a group of employees from the Show list.

Select or define a time span from the Time Period drop down list or accept the default.

Review the information presented in the Reconcile Timecard Widget.


Sort Data in a Widget

Purpose Employee information can be sorted in ascending or descending order by the content in one or two of the columns. Sorting allows data to group together specific information within the widget.

One of administrators primary responsibilities in Kronos is to edit all unexcused absences

and missed punches. Review the Reconcile Timecard widget on a daily basis to review any occurrences that require an edit. To make this process quick and efficient sort the widget by Unexcused Absence and Missed Punch columns in descending order. This quickly identifies those timecards that need to be corrected.

Steps

Double-click the Unexcused Absence column heading.

Double-click the Missed Punch column heading.

Review the information listed within the top rows of the Reconcile Timecard widget.


Run and View a Report

Purpose Reports extract time and attendance information from the Kronos application. Different types of reports can be generated to view key information in easy to read formats. Reports can be printed or viewed on the screen. Reports can provide data that help administrators make timely business decisions, such as managing tardiness in the department or providing information to assist in investigating an incorrect paycheck.

Steps

To run a report select Reports in the Related Items.

On the Select Reports tab, click the (+) to display a category’s contents. Select the appropriate report. Note: New Added Feature – Reports may be emailed in a pdf format.

(Related Items)

Select the group in the People field & Time Period, No changes for Output Format.

If the report should be emailed select Email from menu.

Or

If the report should be displayed select Run Report from the menu, then View Report.


Common Reports

Report Description

Accrual Detail

Displays running accrual balances for each employee. For example, view what types of accrual transactions occurred in the past, when accrual balances were reset, and effective dates.

Employee Transactions and Totals

Allows administrators to view employees based on the pay codes they have earned. For example, a report can be run to identify all employees whom have earned overtime.

Time Detail

Includes all the information included in the employee’s timecard including exceptions and comments

Timecard Audit Trail Displays audit information for specific timecard editor actions, including date and time of the action, who performed the action, and what information changed.


Module 4 Edit A Timecard


Access Timecards from a Kronos Widget

Purpose There are two methods to access employees’ timecards in Kronos. Administrators can access an individual or multiple timecards depending on what needs to be accomplished.

Example While reviewing the Reconcile Timecard widget, a checkmark in the missed punch

column for an employee is indicated. Open the employee’s timecard to review the details of the missed punch.

Steps for Accessing an Individual Timecard

Steps for Accessing Multiple Timecards

Locate the employee name whose timecard needs to be accessed. Double-click the employee’s name within the widget.

Single-click the first employee’s name within the widget. Hold the Ctrl key and click on other employees’ names.

Right-click on the Employee’s name, then select Timecard.

One employee’s timecard displays at a time. Click the dropdown arrow in the Name & ID field and select the appropriate employee’s name from the list. or Click the Arrow to navigate to the next employee’s timecard.


Timecard Components

Purpose An Employees’ time is captured and populates a timecard. The timecard workspace is where edits are performed such as missing punches, unexcused absences, and applying comments.

Column or Row Description

Employee Information

Displays the name and employee number for the employee currently displayed.

Timecard Grid

Displays employees punch details; the time the employee began and ended their shift. Also, displays the total number of hours worked as well as any exceptions (deviations from what the employee was scheduled to do).

Timecard Tabs

Totals & Schedule displays the total number of hours worked by pay code as well as the scheduled shifts. Accruals display the employee’s accrual balances. Audits keep track of all edits applied to an employee’s timecard. Sign-Offs, Requests & Approvals indicates sign-off dates & times.


Correct a Missed Punch

Purpose Kronos requires an in-punch and out-punch to indicate a valid shift. Sometimes an employee’s timecard shows an invalid shift because that employee forgot to punch when starting or ending a shift. If this occurs, the missing punch needs to be added. The timecard grid is used to add, change, or delete punches. Administrators should review timecards on a daily basis. One common edit is missed punches. Sort the Missed Punch column on the Reconcile Timecard widget in descending order to determine which employees have a missed punch. Open each timecard and edits the time. If no punch is added, the employee will not be paid correctly for the day.

Example An employee punched in on Monday and forgot to punch out at 3:00 P.M. His daily shift totals are blank, indicating the employee will not be paid for the day. Steps

Delete a Punch

Purpose The deletion of punches is discouraged because these records reflect actual times an employee worked. There are two exceptions to this rule; the employee punched twice (double-punch) or the Administrator added an incorrect punch.

Example When reviewing an employee’s timecard, it’s noticed that the employee has punched in

twice Tuesday. The employee punched in at 7:00 A.M. and a second time at 7:15 A.M. Kronos misinterprets the punches and adds a missed punch to the day. The second punch needs to be deleted because of the mistake. The punches can then calculate correctly and the missed punch exception is deleted.

Steps

Click in the In or Out punch cell containing the missed punch exception.

Type the appropriate time using an acceptable format and then Click Save. then

Click the cell that contains the punch to be deleted.

Press the Delete key on the keyboard and then Click Save.


Attach a Comment

Purpose Comments are predefined descriptions that can be attached to a punch or pay code to provide additional information about that transaction. As many comments as needed may be added to explain the punch or pay code. Comments are used to explain a punch performed by an employee or the reason an edit was performed by a Administrator. The use of comments is a Best Practice. Comments enhance the audit trail and explain the reason for an edit.

In order to track why edits have been performed or why an employee punched a certain way use comments from the predefined list.

Example An employee punched in late on Tuesday. Add the Late – Child Sick comment as the reason for the late punch. Adding a comment allows the audit trail to be enhanced. Make it a practice to attach the appropriate comment to every edit.

Steps

Business Practice To have a comment added to the list of defined comments, contact the Help Desk at 1-800-826-2492.

Right-click the appropriate punch or Amount cell and select Add Comment.

Select the appropriate comment. Click OK.


Cancel an Automatic Meal Deduction

Purpose To pay an employee for working through their meal break. Example An employee worked through their meal break and needs to be paid for the time. The

automatic meal deduction must be cancelled in order for the employee to be paid for the additional worked time.

Steps

Right-click the appropriate out-punch. Select Edit Punch.

Click the drop-down arrow on the Cancel Deduction field. Select the appropriate meal deduction.

Click OK.

Click Save.


Add Non-worked Time for an Entire Shift

Purpose When employees are scheduled to work and do not punch in for their shift, a checkmark displays in the Unexcused Absence column of the Reconcile Timecard widget. Unexcused Absences are corrected by adding a pay code amount in the employee’s timecard.

Example An employee’s timecard displays an unexcused absence exception on Wednesday. The

employee had taken a vacation day that day. Add 8 hours of vacation to the employee’s timecard.

Steps

Click the drop-down arrow on the Pay Code field. Select the appropriate pay code.

Click in the Amount cell. Type the number of hours being taken or appropriate schedule then click Save.


Add Non-worked Time on a Worked Day

Purpose There are times when employees work a portion of a shift and take time off on the same day. The employee records their in and out-punches and a new row must be added to record the non-worked time. Worked time and non-worked time cannot reside on the same row.

Example An employee wants to be home for his daughter’s birthday dinner. In order to be home in

time he has chosen to take a half day vacation. He works half of his shift on Wednesday and takes the remainder of the day as a vacation day. 4 hours of vacation must be added to ensure the employee is paid for the time.

Steps

Click the Insert Row icon next to the date the pay code is to be added.

Click the dropdown arrow on the Pay Code field. Select the appropriate pay code.

Click the Amount cell. Type the number of hours being taken and then click Save.


Module 5 Process Time Off Requests (TOR)


Process A Time Off Request

Purpose Process an employee’s request for time off Example A message appears in the manager’s Microsoft Outlook Inbox informing that an

employee has submitted a request for time off. The employee has been verified to have sufficient accrual time available. Process the time off request (TOR).

Steps

Select the Requests Alert icon.

At the Requests menu, click on Time-Off 1.

At the Rollins Request Mgr menu, the Current Schedule Period is displayed by default. Note: Any TOR’s submitted in the Current Scheduled Period will be displayed.

Note: TOR’s not processed within 7 days of the notice will be returned APPROVED.

Note: TOR’s not processed within 7 days of the notice will be returned APPROVED. However, the TOR may still be rejected if the TOR has not been signed off by Payroll.

Note: TOR’s submitted other than the Current Schedule Period may be viewed by selecting the Calendar icon, the Start & End Dates and the All Status (not Submitted) button in the Rollins Request Mgr widget.


Select TOR submitted in the current pay period. Note: Only a date range of 180 days can be displayed at one time. (i.e. 1/1/12–6/28/12 or 6/28/12-12-23-12)

Details: To view specific details of the TOR, click on the request, then the Details button. Edit: This feature not utilized. Approve: To approve the TOR, click on the request, then the Approve button. Refuse: To reject the TOR, click on the request, then the Refuse button. Pending: This feature not utilized. Retract: To cancel an unapproved TOR. Request Time Off: Managers may used this to submit their TOR or via the Rollins ESS Calendar.

When the TOR has been approved or rejected, the employee’s Rollins EE Calendar will reflect the appropriate processed status. Note: A TOR notification will be sent to the employees Kronos Inbox once processed by the manager. The Inbox widget may be accessed from the Related Items navigation bar.


Edit a Time Off Request

Purpose Edit an employee’s request for time off.

Select Edit button from the Approve Time-Off Request menu. Edit the TOR as appropriate, then select the Approve button. Note: As a Business Practice, Comments & Notes should be included on any edited TOR, indicating which dates of the TOR have been modified or deleted. View all TOR’s select the Select Dates, then Submitted, change to All Status and unselect Submitted. All TOR’s for that period will be displayed.

To edit the TOR, select the Approve button from the Rollins Request Mgr menu.


Cancelling an Approved TOR (Indicated by a green check mark) From the Rollins ESS Calendar, locate and select the date of the TOR, then Cancel. Notes/Comments may be included as needed. At the Cancel Time-Off Request menu select Submit. The TOR will reflect Cancel Submitted. (Green check mark removed) All cancelled approved TOR’s must also be approved by the Manager. Cancelling an Unapproved TOR (Indicated by a right arrow) From the Rollins ESS Calendar, locate and select the date of the TOR, then Retract. Notes/Comments may be included as needed. At the Retract Time-Off Request menu select Submit. The TOR will reflect Retracted. (Right arrow removed) All cancelled unapproved TOR’s require no action from the Manager.


Process a Cancelled Time Off Request

Purpose To Approve or Refuse a Cancelled Time Off Request.

To approve the employees TOR Cancellation, select the request, then the Cancel Approve button. Managers may also select the Restore Schedule box from the Approve Time-Off Cancellation Request to restore the employee’s schedule. Select the Approve button from the Approve Time-Off Cancellation Request menu.

To reject the employees TOR Cancellation, select the request, then the Cancel Refused button. Select the Refuse button from the Refuse Time-Off Cancellation Request menu.

Locate the TOR from the Rollins Request Mgr widget or Requests Alert.

Cancelling TOR’s submitted in Kronos 5.2 Previously approved TOR’s in 5.2 must be cancelled by the Manager in the Schedule Editor widget in 6.3.


Module 6 Finalize/Approve Timecards

and Exiting Kronos


Final Review of Timecard Data

Purpose The Pay Period Close widget helps identify timecard discrepancies at the end of a

pay period by displaying information within the previous pay period. Any discrepancies that display must be corrected before approving time data.

It is the Administrators responsibility to ensure that all employees’ timecards are ready for payroll processing. Unexcused absences and missed punches must be updated prior to the next payroll period. These are both completed in the Pay Period Close widget.

Steps

Select the Pay Period Close widget or select from the Related Items navigation bar. (Related Items)

Select the drop down arrow for a group of employees from the Show list. The Time Period defaults to the Previous Pay Period.


Approve a Timecard

Purpose Approvals are performed for previous pay period data. An Administrator must approve

each employee’s timecard at the end of the payroll cycle. Once the approval is applied, edits can no longer be made to the employee’s timecard without first removing the approval.

Example It is the Monday following the end of a pay period. Administrators have been performing all the necessary edits to the employees’ timecards throughout the pay period. The Pay Period Close widget should be accessed and sorted by the Missed Punches and Unexcused Absences columns to investigate if additional edits are required prior to applying approval. Once any last minute edits have been addressed the apply approval is ready for the prior pay period.

Approve an Individual Timecard

Approve Multiple Timecards

Business Practice Reviewing time is performed throughout the pay period. Approvals are only applied at the end of the pay period; DO NOT approve timecards throughout the pay period. Administrators must approve all timecards by 10 A.M. E.S.T the day following the pay period end.

Locate and select the appropriate employee’s name for the Previous Pay Period.

Select Approvals from menu, then Approve.

Select the 1st employee’s Name from the list. Scroll to the bottom of the list, hold the Shift key button and select the last employee’s Name. All selected employees should be highlighted.

Select Approvals from menu, then Approve.


Logout of Kronos

Purpose Once the tasks have been completed in Kronos system, users must logout to end their

session by clicking Sign Out. Logging out of Kronos closes the session and signals the system that access is no longer required to any of its components. Logging out also prevents other people from accessing other employee’s Kronos information.

Example The daily review and edits have been performed on the employees’ timecard details. Log out of Kronos to protect the employees’ time data and other confidential information.

Steps

Business Practice Kronos will automatically timeout the session if no activity occurs after 15 minutes. A login screen appears and requires the user to log back on in order to access employees’ timecard data.

Click the Sign Out link at the top of the Navigation page


Module 7 Job Aids


Exempt (Salaried) Employee Guide


Non-Exempt (Hourly) Employee Guide

kronos administration guide

Documents