NORTH EAST I.S.D. PAYROLL DEPARTMENT KRONOS WORKFORCE CENTRAL V 8 TIME AND ATTENDANCE SUPERVISORS QUICK REFERENCE

Transcription

1 NORTH EAST I.S.D. PAYROLL DEPARTMENT KRONOS WORKFORCE CENTRAL V 8 TIME AND ATTENDANCE SUPERVISORS QUICK REFERENCE

2 1. Log in information will remain the same. 2. User Name is 6-digit employee ID number LOGGING INTO KRONOS 3. Password (must be 6 characters long, can be alpha numeric and is case sensitive) 4. On the initial log into Workforce Central you may see the following message: Do you want Windows to save your password? Click NO. Answering yes may prevent you from changing your password in the future. EXITING KRONOS To exit Kronos just click Sign Off located on the top of screen under the user s name Kronos v8 Supervisor

3 NEW SCREEN DISPLAY HOME TAB MANAGER license - Manage My Department PARA license - My Information ALERTS An icon at the top of the screen layout notifies you when there are exception for the Current Pay period that must be edited. Alerts are not automatically refreshed. You can either refresh manually or log off the application. When viewing the exceptions you can click on the Alerts and it will show the Exceptions. To access that exception you can click on the employee s name and it will open the Exceptions widget for you to correct NAVIGATOR Additional workspaces GENIES Provides access to menu options such as QuickFind, Substitute Timecard RELATED SCREENS Contains widgets that will allow access to the named topic Kronos v8 Supervisor

4 TOOLBAR The toolbar has been redesigned to display icons for certain menu options. You can approve, print or refresh your timecards. There is a new Go To icon where it can take you to the People Editor or Timecard for the employee you are working with Kronos v8 Supervisor

5 TIMECARD GRID The timecard grid will contain the same core information such as employee name, pay period, date, pay code, In and Out punches and Transfer column. Accessing Timecards has never been so easy. Simply select one or all employees listed then click on the Go To icon. Once you access the timecards, the application will open another tab for Timecards and display your employees. You have the option of scrolling one by one or selecting a specific person by name. The timecard will only display one in and one out punch per line. There are several new timecard features: *Excused absence noted by Blue dotted line next to date *Timecard edits are noted by Red dotted line next to punch *Employee s schedule is visible on the timecard *Timecard will display two punches per line *Manual edits are noted with a carat in the cell of the edited punch Kronos v8 Supervisor

6 TIMECARD TRANSACTIONS EDIT TIME There are two options when adding a punch: 1) From the Manage My Department tab double-click employee name or click to highlight the employee name then select Timecard from GoTo icon. To view all employee timecards, click Select all Rows icon then click on Go To icon and click on Timecards. To edit time, click the cell and make correction. AM is the default, therefore enter P or PM for afternoon punches. Time may be entered as HH:MM or just HH or HHMM without a colon. The system will not accept time entered with a decimal and you may receive an error stating invalid time entered. Click SAVE icon after all edits are completed. Kronos v8 Supervisor

7 2) The second option is to right-click on the employee s name and click on the Add Punch icon.. Enter the confirm Date, then add punch in Time field and click Apply Kronos v8 Supervisor

8 TO CORRECT PUNCH IN WRONG CELL If an employee forget to clock in/out or the clock doesn t accept the timecard will have a missing punch. Make sure you have obtained a Punch Change form from the employee before making any corrections. 1. To move a punch to the correct cell right click on punch (see exhibit above). The Punch Actions box will open. Click on Edit icon. Kronos v8 Supervisor

9 2. When the Punch box opens go to Override, click on the down arrow and make appropriate selection. In the example above the 4:45pm punch should be an out punch, so user will click on Out Punch, then click OK. 3. The punch has now been moved to the OUT cell.. 4. If the timecard has a missing punch, make sure the correct time is entered and then click on Save icon. ADDING A LABOR LEVEL 1. Access timecard and highlight employee name. 2. Insert a line by clicking on the icon. Click in Transfer box next to IN punch, then click on the down arrow. If the labor level has been used before, then click in the Transfer column cell and click on the down arrow to bring up the stored selection. Kronos v8 Supervisor

10 3. To see labor level distribution click on icon at bottom of page. The display will vary depending upon the screen resolution. RECORDING AN ABSENCE There are two options when adding an absence: 1. From the Manage My Department tab double-click on employee name or click to highlight employee name and select Timecard from GoTo icon. 2. From the timecard, under the Pay Code column click on the cell of the date of the absence. Next click on the down arrow and select the pay code as indicated on the Punch Change form. 3. Then tab over or click in the cell in the Amount column and enter hours. The amount must be entered with a colon, HH:MM. The minimum amount of leave that can be entered in the Amount column is one hour. Kronos v8 Supervisor

11 2) The second option is to right-click on the employee s name and click on the Add Pay Code icon. Click on the down arrow and select the appropriate Pay Code. Enter the hours in the Amount field and verify the Effective Date. Click Apply if information is correct. Kronos v8 Supervisor

12 ADDING COMMENTS Edited punches should be flagged with a comment to make it easy to review and approve the timecard. 1. Right-click the punch you wish to attach the comment to and click on Comment icon in the Punch Actions dialog box. 2. Click on the down arrow and select the appropriate comment from the list. Click OK when finished. To add a note or free form comment, type information in the Notes section of the Punch Action dialog box. To delete a note, click a note, then click Delete on the Notes tab on the timecard. You may only delete notes created under your logon. The comment will have a blue call-out icon next the punch on the timecard. Kronos v8 Supervisor

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14 TIMECARD APPROVAL To approve a single employee s timecard (before approving make sure the employee has approved their timecard) 1. From the Manage My Department tab, click on Select All Rows and click Timecard from GoTo icon.. 2. All employee s timecards are displayed. To move to a specific timecard either click on the down arrow by the employee s name or click on the arrow Kronos v8 Supervisor

15 3. Review the timecard to ensure there are no missing punches, all absences have been entered and the employee has the expected hours for the week. 4. If timecard is complete, Click on Approval icon, then click Approve Timecard Kronos v8 Supervisor

16 To approve all timecards 1. From the Manage My Department tab, click on the Select All Rows icon 2. Click on Approval icon, then click Approve Timecard Kronos v8 Supervisor

17 3. Click Yes if Are you sure you want to Approve question 4. To update the Manager Approval column click on the Refresh icon. APPROVALS GENERAL INFORMATION Once the timecard has been signed off, no changes or edits can be performed. Please contact Payroll if changes must be made. Approvals must be completed by Monday at 6:00pm for supervisors of Paraprofessional and Tuesday at 6:00pm for supervisors of Auxiliary staff. Kronos v8 Supervisor

18 ADDITIONAL GENERAL INFORMATION Workspaces tab Workspaces allow users to access other areas of the application. Your access in workspaces will depend on the type of access you have been assigned. Most Kronos Coordinators will have the Go To Links tab. This view will allow to display Kronos v8 Supervisor

19 CHANGING USER PASSWORD 1. To begin, click Change Password located in the Related Screens dialog box. 2. Enter the Old Password then enter the new password twice in the appropriate box. (Password must be a minimum of 6 characters in length, can be alpha/numeric and is case sensitive) 2. Enter your old password, your new password and verify your password. 3. Click Save. 4. Use the tabs located at top of Kronos screen to access other menu options. Kronos v8 Supervisor

20 TO PRINT THE TIMECARD 1. From the Timecard click on the Print Timecard icon 2. Select Printer on Print dialog box and click Print Kronos v8 Supervisor