Employee SetupField Definitions and Descriptions

Purpose: • This document is intended to provide a general understanding of the fields that

are being used for an employee record within the Kronos system.• This is a living document. Updates and additions will be ongoing as time goes on.

How to use this document:• Fields will have a description and definition associated with it to allow a better

understanding of what the field does.

• Fields that require more information to select the appropriate value will have a support document defined. • The support document will/should be in the same directory as this

document and thus should be readily available.• The support document will provide a matrix break down of how the

Group/Profile is set up.

• Approvals & Reviewers - Not Updated

• Biometrics - Not Updated

• Additional Information - Not Updated

• Person’s Dates - Not Updated

• Process Profiles – Updated for Mgrs. only

• Statutory Reporting - Not Updated

• Working Time Directives - Not Updated

PERSON TabSections not being updated by Manager or Import

• Workforce Timekeeper• All Employees receive this license. • Provides the ability for an employee to log time.

• Workforce Employee• All employees that need to login to the Kronos system for any reason.

• Examples: Enter time, Manage Employee’s time, Run Reports, Audit time, Request time off, login from home, etc…

• Workforce Manager• Managers and Timekeepers receive this license.• Requires a Workforce Employee license• If appropriate view and edit policies are applied during set up, this license allows users to

Manage Employee information, Run reports, Audit time, Make changes to employee’s time, view transferred employees, approve time off, etc…

PERSON TabLicenses

Full Time

All General Information fields are populated/updated via the import process.

Data for the import process is being extracted directly out of the PeopleSoft database.

ID- Employee id/Badge Number

Birth Date not being utilized in Kronos.

Employment Status- • Active• Inactive• Terminated

PERSON TabGeneral Information

PERSON TabAccruals & Leave

• Populated/Update via the import process• Data is extracted from PS• Accrual Profile

• Full-Time Equivalency Not being utilized• Cascade Profile Not being utilized

Profile appropriate for user’s level of Kronos use

User Information- Must have user information/account set up in order to log into Kronos.• User Name

• Populated/Update via the import process• User name is the user’s City Login ID

• Logon Profile• Super Access- Password Never Expires, Do not keep pw history, no minimum length requirement of pw, Account

lockout disabled• Default- Password Never Expires, Do not keep pw history, Minimum length 6 characters, Account lockout

enabled• Authentication Type

• Kronos• Password

• Default is “password”• Require password change at the next logon

• Set as default for newly created accounts

PERSON TabUser Information

Profile appropriate for user’s level of Kronos use

• User Account Status/User Information• Populated/Updated via the import process• Set to “Active” as default.• If user does not have a Workforce Employee license then it is

set to “Terminated”. • Can and will be set back to Active if user is setup to have a

Workforce Employee license.• User Account Status – Active, Inactive, Terminated

PERSON TabUser Information Cont.

PERSON TabContacts

Contacts not being utilized in Kronos

E-mail• Must be entered to allow system to contact users.

• Used when corrections need to be made via the Kronos email alert system.

Person Tab

Process Profiles

If an employee is a manager, and therefore may be delegating his authority as a manager to another manager should he be out, you need to add this step.

• Click the Manager Profile dropdown box• Select Mgr Delegation of Authority

Employee profile remains empty.

• Personal Overtime - Not Updated

• Tips and Tokes - Not Updated

• TeleTime IP - Not Updated

Job Assignment TabSections not being updated by Manager or Import

JOB ASSIGNMENT TabPrimary Account

• Primary job not imported, Primary Labor Account PS Import, Effective Date equals Hire Date.• Time Zone is an imported field• Reports To

• This field identifies the name and id of the individual that the employee reports to, imported from PS, manual select from drop down box.

• Seniority date- YTBDPercentage Allocation Rule-not being utilizedAdjustment Rule-not being utilized

Full Time

CABQ

JOB ASSIGNMENT TabTimekeeper

Worker Type- Import from PS• Full-Time, Part-Time, Per diem

Standard Hours: Weekly• Need to provide definition and info• May be getting information from another setting, possibly combination of schedule and work rule.PAY RULE IMPORT FROM PS

Device Group: CABQ• Required if user is going to be swiping in for time stamp• Identifies the clock/swipe in device an employee will be using.• The group could identify multiple devices if applicable.

Base Wage: Import from PS• Data taken directly from PS extract.

Badge Number: Import from PS• The badge number will be the employee id number.• All employee badges have or will have their employee id number assigned to their badge.

JOB ASSIGNMENT TabEmployment Terms

• Employment Terms• Employment terms are used when an employee has an alternate pay day

for a holiday.• Terms currently are 6, 8, 9, and 10 hours

Job Assignment TabScheduler

• Group Assignment:• Optional. Used as a visual aid to group like employees

together when viewing Scheduler list.

Group Name

JOB ASSIGNMENT TabAccess Profiles

• Function Access Profile: Establishes Log in Security Level – Employees access rights to components. Example: Super Access profile is assigned to (IT, Configuration, Administrators, Pay Role, etc. *See attached document for supporting information.

• ABQ Admin• ABQ Professional Employee• ABQ Time Stamp and Hourly Employee• CABQ Manager• Super Access• CABQ Schedule Manager

• Display Profile: Choosing a DP can lead to choosing a correct Function Access Profile. *See attached document for supporting information.• CABQ Admin• CABQ Hourly• CABQ Manager – (E)xempt• CABQ Manager – (NE) Non-Exempt• CABQ Payroll• CABQ Professional Employee• CABQ Sys Admin• CABQ Auditor (View Only)• Super Access

• Delegate Profile• An assistant or “second in charge”. This is whom a manager can delegate Kronos duties to when they are going to be out.• Use if a Process Profile was set up in the Person Tab• Manager profile requires an access, a start date and an end date as well.

JOB ASSIGNMENT TabManager Role - General

• Pay Code “Edit” Profile• Selecting from Pay Code Data Access Profiles list to identify what pay codes

the manager is allowed to alter/edit in the employee’s time.• Pay Code “View” Profile

• Selecting from Pay Code Data Access Profiles list to identify what pay codes the manager is allowed to view in the employee’s time.

JOB ASSIGNMENT TabManager Role – General Cont.

• Work Rule Profile• List of work rules employees/managers can transfer hours to

• Reports Profile• Select Reports to be viewed for employees/managers/payroll etc.

JOB ASSIGNMENT TabManager Role - Scheduler

• Schedule Group Profile• For schedule assignment and interface import of schedules to employees

• Shift Template Profile• Individual shifts to be added to patterns

• Pattern Template Profile• Schedule patterns

JOB ASSIGNMENT TabEmployee Role

Pay Code “Edit” Profile• Selecting from Pay Code Data Access Profiles list to identify what pay codes the

employee is allowed to alter/edit in the his/her time.

Work Rule Profile• Lists of Work Rules employees/managers can transfer hours to

JOB ASSIGNMENT TabEmployee Self Service

Pay Code Values Profile• For Time Off Request View-Only see codes they are eligible to use