western michigan university · western michigan university kronos user guide page 12 entering...
TRANSCRIPT
Western
Michigan
University
User Training Guide
Index
Western Michigan University Kronos User Guide Page 1
Significant Changes in Kronos Workforce Central 2
Accessing Kronos 3
Logging Off Kronos 4
Navigating Kronos 6.2 4-5
Timecard Basics 6-7
Visual Cues 8
Scroll Person by Person 8-9
Entering Data 10
Swipe or Punch Data 10
Deleting Punches 11
Saving Changes 11
Calculating Totals without Saving 11
Entering Comments 12
Viewing Comments 12
Deleting Comments 13
Using Pay Codes 14
Reports 15
Running & Viewing Reports 16
Selecting A Report 17-18
Report Set Options 19-20
Report Generation 20-21
Report Viewing & Printing 21
Report Quick Steps 22
Monitoring Timecards 23
Using Notification Tools 23
Using the Reconcile Timecard Genie 24
Viewing the Exception Report 25-26
Resolve Punch Issues 26-27
Transfers 27
Types of Transfers 28
Steps to Transfer Hours 29-31
Approving Timecards 32
Applying an Approval 32-33
Removing your Approval 33
Western Michigan University Kronos User Guide Page 2
Changes in Kronos Workforce Central
The significant changes in Kronos Workforce Central v6.2 from your current version of
Kronos include:
New sign on procedure through GoWMU portal using LDAP single sign on with
your BroncoNetID and password.
New user-friendly format with tab navigation.
Western Michigan University Kronos User Guide Page 3
Accessing Kronos
The 6.2 version of Kronos is accessible through GoWMU. In order to access the logon
screen you will need to enter the following URL into your web browser address line:
https://gowmu.wmich.edu/cp/home/displaylogin
If issues arise with your BroncoNetID and/or password call WMU’s Help Desk at 269-
387-4357.
Log Into GoWMU
Under the Faculty/Staff tab select Kronos timekeeping.
You have now successfully logged into Kronos. These sections will be explained in
further detail later within this guide.
Western Michigan University Kronos User Guide Page 4
Logging Off Kronos
When you are ready to logoff of Kronos click on the Log Off link at the top of the
Navigation Bar located on the right side of your screen.
Navigating Kronos 6.2
Your screen is divided into 4 main parts:
Navigation Tabs Header
Work Space
Navigation Tabs – Provide links to features you can access.
Header – Identifies the employee or employee groups and time periods you are currently
viewing or have the ability to view. This area also includes a menu of additional
timekeeper tasks and launch icons for quick access to other functions. The Name or ID
field contains a list of filters that selects the employees that will populate your Work
Space. These filters are called HyperFind queries. The Time Period field also contains a
drop down list of available time periods you may choose from to populate your Work
Space.
Menu Bar
Western Michigan University Kronos User Guide Page 5
Workspace – Contains detailed information such as timecard and/or schedules for your
employees along with the time period options. It also contains activities related to
working on employee’s time such as Actions and Approvals.
Menu Bar – Contains the Launch Icons used to access individual employee information,
timecards, schedules and reports. This bar will be explained in greater detail later. The
Launch Icons provide quick access to other Timekeeper components for the employee(s)
selected in the Work Space.
Launch Icons Help
Click on Help to locate additional information. A separate window will be displayed
with a site map, index and search capabilities.
Western Michigan University Kronos User Guide Page 6
Timecard Basics
Once you have logged on to Kronos, select Timekeeping>Reconcile Timecard from the
Navigation Tab. The default will show all your employees in your home department as
of a yesterday time period. When you have done this your Work Space will look like:
Remember, if you have employees with multiple jobs you will need to choose “all home
and transferred in” to view.
Western Michigan University Kronos User Guide Page 7
To edit a timecard, highlight an employee by clicking on their name and then click the
Timecard launch icon. This will display the Timecard Grid.
Parts of the Timecard Grid include:
Menu Bar contains the Save button along with options for selecting other
timekeeping tasks.
Totals including shift/daily and cumulative.
The work space grid containing dates, pay codes, amounts, in’s and out’s, and
transfers.
Icons in the first two columns are used for inserting rows and deleting erroneous
data.
On the bottom of the screen you will find the Totals & Schedule, Accruals and Audits
Tabs section. The Totals & Schedule, Accruals and Audits tabs will appear for every
employee. Additional tabs labeled Comments, Moved amounts and Sign-offs,
Requests & Approvals will also appear if they apply to the employee’s time data.
Timecard
Launch
Western Michigan University Kronos User Guide Page 8
Visual Cues within the Timecard
Visual Cues within the Timecard Grid area apply meaning to a specific Pay Code, Punch
Day or Transfer. The following Timecard Grid illustrates some of these cues:
Excused Absences Absent Comment Added Transfer Missing Punch (blue outline box) (red outline box) (red shaded box)
Scroll Person by Person in Timecards
Click on the Timekeeping Tab in the Navigation Bar, then Reconcile Timecard.
Western Michigan University Kronos User Guide Page 9
Click on Actions, Select All. Then click on Timecard on the Menu Bar.
You are now able to scroll person to person using the buttons appearing
next to Name & ID on the Timecard Menu Bar.
Western Michigan University Kronos User Guide Page 10
Entering Data
There are multiple ways that time data is applied to the employee’s timecard grid. 1) the
timekeeper manually enters a pay code indicating the description of hours along with a
number of hours or by using start and stop times.
2) time is applied to a timecard grid is by employees swiping their badge at the time
clock located in their work area creating punches. 3) data is entered into a timecard grid
is by using schedules.
Swipe or Punch Data
Timecard entries coming from a time clock are called punches. These punches show
under the “In” and “Out” columns of your timecard grid.
In Punches and Out Punches
You use the timecard grid to add, change or delete punches. As you can see, this
employee is missing an out punch on Friday. To correct this error you would simply
click your cursor in the specific cell you want to correct and add a time. After you have
made your correction, tab or click out of the cell and click Save. This will correct the
error and adjust the totals if necessary. Note: when working with actual times Kronos
default is a.m. To get afternoon/evening times you must enter the time along with a “p”.
Western Michigan University Kronos User Guide Page 11
Deleting Punches
Note: Internal Audit states that actual punches from employees should never be
deleted from Kronos. Negative amounts can be used to offset hours from employee
punches. Contact the Payroll Office 7-2935 for instructions or questions concerning
editing employee punches.
Saving Changes
To save your edits you must click on the “Save” button. Keep in mind your work
has not been saved and the totals you see are not updated until you save your work.
Save Option
Calculating Totals Without Saving
To calculate timecard totals without saving the changes select Actions > Calculate
Totals from the menu bar. Remember, this did not save your work. You must click Save
on the menu bar.
Western Michigan University Kronos User Guide Page 12
Entering Comments
Comments are predefined and are available within a drop down window. Comments can
be added to any pay code & time entry, in punch, out punch or amount. To enter a
comment follow these steps:
1. Select the cell(s) that you want to attach the comment to.
2. Select Add Comment from the menu bar.
3. Scroll through the list of comments and select the one you want then press “OK”.
After completing these steps you will notice the comment visual icon displayed within
the cell you just added the comment to.
Comment Icon
Note: If you want to add more then one comment hold the Ctrl key down when selecting
additional comments.
Viewng Comments
To view comments used on timecards click on the Comments tab towards the bottom of
the timecard.
Western Michigan University Kronos User Guide Page 13
Deleting Comments
Comments are deleted by clicking on the Comments tab in the bottom of the timecard
which brings up the list of comments used. Right click on the comment you wish to
delete.
Right Click to Delete Comment Tab
Western Michigan University Kronos User Guide Page 14
Using Pay Codes
Pay codes are used to track both worked and non-worked hours for employees, regardless
whether their time is manually entered by a timekeeper/supervisor, or they swipe their
badges to create punches. Pay codes cannot be added to a row that contains punches.
You must insert a new row to enter a pay code for that date.
Pay codes are pre-defined and are selected from a drop down box. Each timekeeper’s
drop down box is specific to the type of employees for whom they are responsible.
The following illustration is an example of pay codes entered on a timecard:
Insert Row Icon Pay Codes & Amounts
To enter pay codes follow these steps:
1. Are punches associated with the day you want to add the pay code?
a. If NO, continue with step 2 & 3.
b. If YES, then continue with step 4.
2. Click the Pay Code cell for the day you want to add the pay code. Click the
down arrow to display the available pay codes and select one from the list.
3. After entering a Pay Code, click the Amount cell that corresponds to the pay
code you just selected, enter the number of hours or money associated with the
pay code. Click on Save.
4. Do you want to modify the existing punches?
a. If you need to modify the punches click on the In and/or Out punch and
make your corrections. Note: it is never recommended that employee
punches be deleted. Contact the Payroll Office 7-2935 for instructions
or questions concerning editing employee punches.
b. To enter a pay code in addition to a day that has punches, click on the
Insert Row icon to add a new row. Click the Pay Code cell for the
row you inserted. Click the down arrow to display the available pay
codes and select one from the list. Then click in the Amount cell next to
the pay code and enter the amount of hours. Make sure you click on
Save.
Western Michigan University Kronos User Guide Page 15
Reports
Reports can provide information to you for managing tardiness in your department or
provide information to help you investigate an incorrect paycheck. All information about
an employee’s time, labor and scheduling is stored in Kronos.
Genies and reports work together to provide you with access to the stored information.
The standard report categories include:
All Alphabetical listing of standard reports and any custom reports.
Detail Genie Employee specific information, available when you click the Reports
Launch icon from a detail Genie.
Roll-Up Summarized information by labor account or schedule group, available
Genie when you click the Reports Launch icon from the roll-up Genie.
Scheduler Detailed schedule information, available when you click the Reports
Launch icon from the Schedule Editor.
Timecard Time and attendance, accrual and schedule information.
Note: The categories that appear on your reports page depend on your access rights.
Western Michigan University Kronos User Guide Page 16
Running & Viewing Reports
You first need to access the Reports workspace. This can be done two ways:
1. Click the General Tab on the Navigation Bar, then click Reports, or
2. Click on the Reports Launch icon in the Header Bar.
Reports Link from
The Navigation Bar
Reports Launch from
Header Bar
Western Michigan University Kronos User Guide Page 17
Selecting a Report
After entering the Reports workspace your screen should look like this:
All reports appear in one or more of the report categories. To select a report you will
need to first expand one of the report categories by clicking on the plus sign next to the
category you want:
Western Michigan University Kronos User Guide Page 18
To get a description of a report simply highlight the report name and a description will be
displayed to the right as shown in the picture on the below.
Show and Time Period
You can also refine your report criteria by using the Show and Time Period boxes at the
top of your screen. These additional criteria can be changed repeatedly until the correct
information is found.
Western Michigan University Kronos User Guide Page 19
Report Set Options
Each report may have different Set Options that determines what information is reported,
or how the information is reported. For example, if the Exceptions Report was selected,
and the Set Options tab clicked you will be given a choice between reporting Absences
or Exceptions. When the Absences option is selected you will be given options on what
kind of absences to report.
Under Set Options choosing Absences gives you these choices.
Choices
Western Michigan University Kronos User Guide Page 20
Under Set Options choosing Exceptions gives you these choices.
Using the prompts, choose the categories you want included in the Exceptions Report.
Report Generation
After you have selected your Set Options you are ready to run your report. To do this
you simply click on the Run Report tab.
Kronos will automatically submit your report for processing and switch your view to the
Check Run Status view as shown below.
In the above example: the report name is Exceptions the Date In is when you submitted
the report, the Date Done is when the report finished, the Output is back to your screen
and the Status indicates the reports current status. There are 5 possible statuses:
Waiting The report is queued for processing.
Western Michigan University Kronos User Guide Page 21
Updating The report is waiting for up-to-date totals.
Running The report is generating.
Complete The report generation is finished.
Failed An error occurred during report generation.
You can continue checking the status of your report by pressing the Refresh Status tab.
If you want to delete a report, first highlight the report you want to delete by clicking on
it and then click on the Delete tab. A prompt will appear to confirm the delete.
Report Viewing & Printing
After your report status shows the report has completed you can open the report for
viewing and/or printing. To do this, highlight the report you want to view and click on
View Report or you can double click on the report.
Kronos will now open a separate window and display the report in a .pdf format. You
can now review, save or print the report.
Note: You will need to have Adobe Acrobat Reader installed on your computer. Adobe
Acrobat Reader is free software that can be downloaded from www.adobe.com.
Western Michigan University Kronos User Guide Page 22
Report Quick Steps
The table below illustrates quick step guide for generating reports.
Step Action
1 Do you want to select specific employees?
To select all employees in an
employee group. Select Reports from the Navigation Tab
To select one or more employees
in an employee group.
Select a Workforce Genie from the
Navigation Bar. Select the employees to
include in the report. Click the Reports
launch icon.
2 On the Select Report tab, click the + to display a category’s contents.
3 Click a report name and review the report description to ensure the report
returns the data you need.
4 Did you previously select employees?
If you selected employees in a
Workforce Genie.
Verify that Previously Selected
Employees appears in the Show list.
To define a set of employees. Click the Show list and select an employee
group.
5 Click the Time Period field to display report time period options.
6 Do you want to use a predefined time period or define a specific time period?
To use a predefined time period. Select an option from one of the first three
time categories.
To define a time period. Select an option in the last time category
and complete the required information.
Western Michigan University Kronos User Guide Page 23
Monitoring Timecards
It is important for timekeepers to monitor employee time data continually throughout the
pay period. Timekeepers/supervisors can be notified of changes to an employee’s
timecard from the employee themselves or their supervisor. The payroll department
processes error reports that are emailed to timekeepers. These errors will be the
responsibility of the timekeeper to correct and it is imperative that these errors are
rectified. Failure to do so can result in your employee not getting paid correctly.
The three primary tools used to reconcile inconsistencies in an employee’s timecard are
listed below with descriptions and examples of use.
Using Notification Tools
Tool Description Example
Reconcile Timecard –
Screen view that
highlights a subset of
timecard exceptions
defined in Kronos and
presents a correlation
between those
exceptions and
employees’ timecards
for a specific time
period
Benefit: At-a-glance view of main
Kronos exceptions, with sorting
options and quick access to
employee timecards.
Drawback: Limited set of
exceptions.
Excused and/or
unexcused
absences
Short or long
breaks
Short shifts
Canceled
deductions
Missed punches
Exceptions Report –
Screen or printed view
that can display all or a
subset of the exceptions
and absence types
configured in Kronos, as
well as any associated
comments.
Benefit: Detailed information only
for employee’s whose time reflects
one or more exceptions, including
actual worked time versus
scheduled time and associated
comments, as well as the number
of occurrences and total time
difference.
Drawback: No sorting capabilities
by exception and no quick access
to employee timecards.
Excused and/or
unexcused
absences
Short or long
breaks
Short shifts
Canceled
deductions
Missed punches
Workflow Notifications – E-mail message
generated by Kronos
that lists the names of
employees whose
timecards contain one or
more specific
exceptions.
Benefit: No supervisor-initiated
action; timekeeper is automatically
alerted by an e-mail message.
Drawback: Errors are emailed to
home account timekeeper only. If
multiple job employee email must
be forwarded from home account
timekeeper to others.
The following
employees have
exceptions in their
timecards:
John Doe
Susan Smith
Dan Brown
Western Michigan University Kronos User Guide Page 24
Using the Reconcile Timecard Genie
The Reconcile Timecard Genie displays information that shows time and labor details
about selected employees. Each row in the work space corresponds to an employee’s
time information for the specific time period selected. This information can be sorted in
ascending or descending order by the content in one or two of the columns. Here is an
example of the Reconcile Timecard Genie:
Exceptions
Steps to access the Reconcile Timecard Genie
1. Select Reconcile Timecard from the navigation tab.
2. From the Show list, select a group of employees.
3. From the Time Period list, select or define a time span.
4. 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.
5. Review the information presented in the Reconcile Timecard Genie.
Western Michigan University Kronos User Guide Page 25
Viewing the Exception Report
You can generate the Exceptions report to manage employee’s time by exception and
track deviations from schedules. The report displays the names of only those employees
whose timecards contain exceptions for the dates specified. For each employee listed, the
report displays exception dates, types of exceptions, actual worked versus scheduled
hours, time differences for the exceptions and the number of occurrences for each type of
exception.
Below is an example of the Exceptions report:
Steps to Generate an Exceptions report:
1. Click on the General Tab then select Reports.
2. Under Categories click the + in front of “Timecard” and select Exceptions.
3. From the Show list, select a group of employees.
4. From the Time Period list, select or define a time span.
5. Click the Set Options tab.
6. Do you want to define specific absence types and/or exceptions?
To define types of absences, click Absences in the Options list and select
the absences type for the report.
Western Michigan University Kronos User Guide Page 26
To define specific exceptions, click Exceptions in the Options list. To
include all the exceptions available run the report. To see specific
exceptions click Remove All. Select the specific exceptions you want to
view and click Add.
7. Then click Run Report.
8. Click Refresh Status several times until Complete appears in the Status column.
9. Double click the report name or click on View Report to view.
Resolve Punch Issues
Employees who enter their start and end times for worked shifts sometimes forget to
punch. They also might punch early or late for their scheduled shift or have to have a
meal deduction canceled. The following table list some issues and tasks to perform to
resolve them.
To Resolve This Issue Perform These Tasks
Missing in-punch or out-punch. Enter missing punch information.
Early or late punch for the start or end of a
shift.
Add one or more comments explaining the
reason for the unscheduled punch.
Automatic meal or break deduction that
must be paid.
Cancel the automatic meal deduction.
After identifying the issue you want to resolve, use the following steps to accomplish the
tasks necessary to correct the information.
Example of Missed Punch
Western Michigan University Kronos User Guide Page 27
Steps to Resolve Punch Issues:
1. Locate the employee you want to edit and click the Timecard.
2. Do you want to add new punches or update existing punches?
To add a punch, click in the solid red cell in the timecard grid and type
the punch time using an acceptable format.
To add information to an early or late punch, continue to step 3.
To cancel an automatic break or meal deduction, click the cell that
contains the punch you want to edit and select Punch>Edit. Select the
appropriate deduction from the Cancel Deduction list and click OK.
3. Do you want to add one or more comments to this transaction?
To add one or more comments, right click the cell and select Add
Comment. Select one or more comments and click OK.
4. Have you completed all edits for this employee?
If all edits are completed, select Save.
If more edits are needed, continue modifying the information in the
employee’s timecard.
Transfers
Employees are assigned to a primary labor account, default work rule and a primary job.
During their normal workday, all their worked and non-worked hours are calculated
using the default work rule and charged to their assigned labor account and job.
However, employees are not limited to working in their primary labor account, at their
primary job, using their primary work rule. Sometimes employees work other jobs in
other departments or have their hours calculated differently using a different work rule.
These are employees with multiple jobs.
Timekeepers can perform transfers so an employee’s hours are calculated differently or
charged to a different account and job which is not the employee’s primary account or
job. Transfers can be for the entire shift or a portion of the shift.
Western Michigan University Kronos User Guide Page 28
Types of Transfers
Transfer
Type
Description Example
Labor
Account
Transfers shift hours to an
alternate labor account. You can
transfer hours to one or more
labor levels within the labor
account.
Jack’s primary labor account is
PAY/6411240/360112/1360. Jack
worked 5 hours in another
department. Those hours should be
tracked to
PAY/6411300/360112/1360.
Work Rule Transfers shift hours to an
alternate work rule so those
hours are calculated differently.
Work rules identify such things
as how punches round, what
types of overtime an employee
can earn, which pay codes track
what types of hours and so on.
Sally is assigned to the part-time
work rule. On Friday, she worked
full time with a 30 minute lunch. All
her Friday hours should be calculated
using the Full-Time 30 Minute work
rule.
Job Transfers shift hours to an
alternate job within WMU.
Because each job has a specific
path in the organization map,
when a job transfer is performed,
the entire job path is specified to
ensure the hours are tracked to a
valid job.
Jean’s primary job assignment is
Lifesaver. On Monday, because of a
department shortage she worked as a
Referee. Her worked hours on
Monday should be tracked to the
Referee job.
NOTE: All transfer types can be performed in the timecard
Do not make changes to the timecard in the Totals & Schedule portion of the
timecard.
Western Michigan University Kronos User Guide Page 29
Steps to Transfer hours in an hourly timecard
1. Locate the employee you want to edit and click the Timecard.
2. Do you want to transfer all or a portion of the shift hours?
To transfer all hours in a shift continue to step 3.
To transfer a portion of the shift hours, click the Insert Row icon to create
a new line for the same day, splitting hours to be transferred, continue to
step 3.
3. Click in the Transfer cell, click search.
4. You should see a big Select Transfer box.
Option 1: a complete transfer of information containing OrgID, Department, Job
Code: in the Select Transfer box under Job (see example below), look for your
department OrgID (the example shows Payroll OrgID). If you have multiple cost centers,
find the cost center that pertains to the job of the employee you need to transfer. Then
click on the + sign in front of the cost center to bring up job code selections. Click in the
box of the job code that pertains to the employee whom you are transferring. Remember:
all data in Kronos must match the job in PeopleSoft or your transfer will not work. Click
on OK, then Save on the timecard.
Western Michigan University Kronos User Guide Page 30
Your complete transfer is done. Remember to click Save on the timecard.
Option 2: use only if a partial transfer of data is needed : the middle of the Select
Transfer box contains a series of radio buttons (see example below). Upon opening the
Select Transfer box, the Organization Identification radio button is already marked.
To change this, to the left, in the Available Entries, look and see if the OrgID that you
need is showing and if so, click on it. That will bring it over into the Organization
Identification data. If you do not see it in the Available Entries try typing the OrgID or
first letter, along with an asterisk * in the Name or Description and click on Search.
OrgID
Job
Department
Job Code Choices
Western Michigan University Kronos User Guide Page 31
This should bring it up in the Available Entries where you can click on it, thereby putting
it into the Organization Identification data. To transfer Department Number and/or Job
Code Description follow the above steps using the correct data such as cost centers for
Department Numbers, job codes for Job Code Description.
Note: you cannot type the information needed in these boxes.
Click OK, then be sure to Save the timecard.
5. Do you want to add one or more comments to this transaction?
To add one or more comments, right click in the cell for either begin or end
shift time and select Add Comment. A box of comments will appear. Select
one or more comments (to add more than one hold the Control (Ctrl) button
on your keyboard and select as many comments as needed) and click OK.
Radio Buttons
Western Michigan University Kronos User Guide Page 32
Approving Timecards
After you have edited your employee’s timecards, the Supervisor must approve the time
data. A supervisor’s approval is required at the end of each pay period. This approval
lets the payroll department know that your timecards are ready for processing.
Once a supervisor has applied their approval for the specified time period no further edits
can be made to the timecard unless the approval is removed.
Applying an Approval
To apply an approval to one or more employee’s timecards, perform these steps:
1. Access My Genies and click on Approval by Managers. In Show select the
appropriate employee group from the list that contains the employee or employees
for whom you want to issue an approval. In most cases this will be the All Home
and Transferred In option.
2. To apply an approval for an entire pay period, select the appropriate pay period
designation from the Time Period list. In most cases this will be Previous Pay
Period.
To apply an approval for a span of days, select Range of Dates from the Time
Period list and specify the Start and End dates.
3. To approve everyone’s timecard click on Actions, Select All, click on
Approvals, then Approve
4. To apply an approval to only one timecard, select the employee and click the
Timecard to display that employee’s timecard. Then click on Approvals, then
Approve.
Western Michigan University Kronos User Guide Page 33
5. Verify your approval actions by clicking Yes when prompted “Are you sure you
want to approve?”
6. Do you want to check the status of your approval issued from within the
individual timecard or as the group?
To check an approval applied from within a timecard, go to individual
employee’s timecard and click the Sigoffs, Requests & Approvals tab.
Then review the Approval by Manager information.
To check an approval applied to the group, click on the General tab. Then
click Group Edit Results and review the Approved edit information.
Removing your Approval
Once you approve one or more employee timecards, those timecards can no longer be
edited. However, there might be a situation when you or another department need to
make further edits to a timecard. Removing your approval will allow for further editing
of the timecard but remember to re-apply the approval once finished.
To remove your approval from one or more employee timecards, perform these steps:
1. To remove an approval from within a timecard, select the employee and click the
Timecard to display that employee’s timecard. Then click on Approvals, then
Remove Approval. 2. To remove from the entire group go to the My Genies tab, click on Approvals by
Manager. Click on Actions, then Select All. Then select Approvals then
Remove Approval. A prompt will appear asking are you sure you want to
remove, click yes.