California Institute of Technology

Transcription

1 California Institute of Technology Human Resources Using Kronos Workforce Timekeeper A User Guide For

2 Viewing Customized Displays The Workforce Timekeeper display is customized according to Caltech s time and attendance policies and access profiles. Logging on You may access Kronos via the IMSS Home page located at the following URL: Navigate to the IMSS Home page located at 2 Click on the Kronos Timekeeping link. The Kronos Logon window will open. Effective 05/18/11 Page 2 of 28

3 3 3. Enter your User Name and Password information and click on the Log On button. NOTE: Your Kronos username and password is the same one you use for your access.caltech account. Logging Off When you finish using Workforce Timekeeper, you should do a final save and click Log Off. If you do not save your changes before clicking the Log Off button, the following occurs: If you use Internet Explorer, a message warns you that you have unsaved data and you can choose to continue the move and lose your changes, or cancel the move and save your changes. If you use Netscape or a Macintosh system, data is lost without a warning message unless you save your changes before logging out. Note: Using the x in the upper right-hand corner of your browser with close the Application but all unsaved data will be lost. Effective 05/18/11 Page 3 of 28

4 Changing Your Password Option If at any time you need to change your password to Kronos you must do so in the access.caltech application. 1. Log into access.caltech and select the Manage My Password tab. 2. Enter your Current Password. 3. Enter your new password in the Type your new password and Type your new Password again fields. 4. Select the Reset Password button. Effective 05/18/11 Page 4 of 28

5 Understanding the Display Each Workforce Timekeeper component contains three display elements: Browser toolbar and Menu Workspace Navigation Bar Browser toolbar and Menu The browser toolbar and menu vary depending on whether you use Internet Explorer or Netscape. Workspace The workspace is the primary area for displaying the Workforce Timekeeper components. Within the workspace is a header that contains the component name, menus, and other controls such as drop-down lists. Effective 05/18/11 Page 5 of 28

6 Navigation Bar The selections on the navigation bar vary, depending on Caltech s policies and your access profiles. All users have access to the following options: Log off link A Hide and Show arrow in the upper-right corner, which allows you to reduce the size of the navigation bar and restore its default size with one click. The Workforce Timekeeper components that you can access are grouped by category on the navigation bar. Categories include: My Information is used to manage your own time: o My timecard My Links is used to access HR related documentation: o CIT Policies o Kronos Training Materials Help invokes the online help. Effective 05/18/11 Page 6 of 28

7 Timecard Components There are four components to the electronic timecard: Timecard, Accruals, Tabs, and Schedule sections. Timecard Section If an employee has a schedule associated with their profile, their schedule will be automatically pre-populated in this area. You may edit the information that is listed (i.e. enter early-ins, early-outs, vacation, sick time, etc). Accruals Section If the employee receives benefits, the sick, vacation, and personal holiday totals will be listed here. If the employee does not receive benefits, this section will not have any data. NOTE: Accruals are updated in Kronos every Friday evening. Effective 05/18/11 Page 7 of 28

8 Tab Section Depending upon the activity that has transpired against the timecard, there may be up to five tabs displayed in this section (Totals & Schedule, Accruals, Audit, Historical, and Sign-Offs, Requests & Approvals). Totals & Schedules This section is a summary of the totals entered into the timecard. The Total Pay for Period reflects the total amount of hours for an employee that has been entered into the timecard (hours worked, vacation, sick, etc.). Accruals The accruals listed in this section should match those listed in the Accruals section. Notice that they are displayed in a slightly different manner. If the employee does not receive benefits, this section will not have any data. Audits This section provides an audit trail of all saved modifications (timecard edits, approvals, etc.) that have transpired against the electronic timecard during a given pay period. Effective 05/18/11 Page 8 of 28

9 Historical Edits Not previously reported time, entered by the Payroll Activity Monitor, is displayed in this tab. This tab only appears if an historical edit was performed on the timecard during the selected pay period. Sign-Offs Requests & Approvals This section displays all approval and sign-off activity that has transpired against the timecard. Schedule Section If an employee has a schedule associated with their profile, it will appear in this section. If the employee does not have a schedule, this section will have no data. Effective 05/18/11 Page 9 of 28

10 Navigating Workforce Timekeeper In addition to the standard browser controls, you can select various Workforce Timekeeper components using the navigational buttons, dialog boxes, and dropdown lists that are located within the workspace of each component. Using Online Help All components within Workforce Timekeeper include access to online Help: Click the Help link located in the upper right hand corner of the window. Click the Help the visible dialog box. button in individual dialog boxes to obtain help about After the online Help opens, you can navigate by: Selecting a topic from the left side of the workspace Clicking a linked word Selecting a topic from a Related Topics list Clicking an entry in the index Searching for a specific term Effective 05/18/11 Page 10 of 28

11 Understanding Menus and Dialog Boxes The Workforce Timekeeper menu bar is located in the header of the workspace. For example, the following timecard contains five menus: Save Actions, Punch, Amount, and Approvals. When you click a menu name, a drop-down list of menu options appears. You can then select one of the options. The header for the timecard example shows the Actions menu with five options: Refresh, Calculate Totals, Print, and Print Screen. Depending on which menu you select, various dialog boxes may appear as well as additional menus and options. Effective 05/18/11 Page 11 of 28

12 Entering information Depending on the task, you can edit the timecard in a number of ways: In cell editing Many timecard functions allow you to enter, edit, and delete information directly in the cell using the keyboard. Menus The menus and options along the top of the timecard workspace allow you to make additional selections. Right-clicking In certain circumstances, right-clicking is an alternative to using the menus. In these cases, when you right-click, a shortcut menu opens. For Example, if you right-click within a punch cell in a timecard, you can select Edit Punch from the shortcut menu. Time Formats for Punches For a 12-hour time format configuration, AM is assumed for all times entered from 00:00 to 11:59. The system assumes PM for 12:00 to 12:59. Leading zeros are optional; 0700 is converted to 7:00. Trailing zeros are optional; 7 is converted to 7:00. A colon is optional when specifying time; 730 is converted to 7: hour (1:00p) or 24-hour/military time (13:00 = 1pm) entries are acceptable. Refreshing the Display All components provide the capability to refresh the screen display and cancel all edits that you made since the last time that you saved the information. This refresh occurs within the Workforce Timekeeper workspace and not in the browser controls. For example, you can refresh the timecard by selecting Refresh from the Actions menu. Note: It is recommended to save after each transaction. Effective 05/18/11 Page 12 of 28

13 Timecard Indicators and Colors The appearance of timecard cells change to indicate a number of different conditions. Effective 05/18/11 Page 13 of 28

14 Timecard Display Calculate Timecard Totals When you edit and save a timecard, your edits must be calculated and sent to the database by a Workforce Timekeeper software component called the Totalizer. The Totalizer takes available employee data, applies the correct rules and policies, and computes totaled data, which ensures that pay rules are applied automatically and consistently across your organization Select Calculate Totals from the Actions menu to manually perform this function. Note: Calculate Totals does not save changes to the data. Effective 05/18/11 Page 14 of 28

15 Instructions for Reporting Work Time and Attendance Non-Exempt employees are required to report on a daily basis all time worked and absences using appropriate pay codes. A daily lunch period must be entered whenever 5 or more hours have been worked unless the employee is only scheduled to work 6 hours in a day. Time and attendance is recorded on the Kronos electronic timecard. Caltech policy, as well as Federal and State law, requires payment of overtime, where applicable, for work in excess of eight (8) hours in a day and forty (40) hours in a work week. Bi-Weekly non-exempt employees are to update their electronic timecard on a daily basis. Time Not Previously Reported If you want to report time worked (i.e. overtime) or time taken (i.e. sick, vacation, etc.) that took place in a prior pay period, please give the information to your Payroll Activity Monitor (PAM) to enter into Kronos for you. Effective 05/18/11 Page 15 of 28

16 Timecard Edits Reminder: Not previously reported time, make-up time, and Leave pay codes (i.e. FMLA Sick Employee) are entered by the Payroll Activity Monitor (PAM). Changing Punches In Punches 2 You arrive a half hour late for your shift. You need to change the in-punch to their timecard for that day. 1. Navigate to your timecard. 2. Click in the In cell for the day that requires the change. 3. Enter the correct In time. 4 3 Note: The font color of My Timecard changed to orange to alert you that you have unsaved data. 4. Click Save from the menu bar. Effective 05/18/11 Page 16 of 28

17 Out Punches 2 You leave an hour early for the day. You need to change the out-punch to your timecard for that day. 1. Navigate to your timecard. 2. Click in the Out cell for the day that requires the change. 3. Enter your Out time. 4 3 Note: The font color of My Timecard changed to orange to alert you that you have unsaved data. 4. Click Save from the menu bar. Effective 05/18/11 Page 17 of 28

18 Deleting Punches Navigate to your timecard. 2. Click in the cell that contains the punch you want to delete. 3. Press the Delete key on your keyboard. Note: When you delete a punch within a single cell, you must move out of the cell in order for the font color of My Timecard changes to orange. This indicator alerts you that you have unsaved data. 4. Select Save from the menu bar. Effective 05/18/11 Page 18 of 28

19 Deleting an Entire Row Navigate to your timecard. 2. Click on the Delete Row icon next to the row you want to delete Click the Yes button in the erase row window prompt. Note: When you delete an entire row of data you must still select Save from the menu bar in order to save the changes. 4. Select Save from the menu bar. Effective 05/18/11 Page 19 of 28

20 Adding a Full Day of Leave Time 2 Your supervisor has approved your vacation request. Now, you need to record the scheduled vacation day. 1. Follow steps 1 through 4 in the Delete an Entire Row section in order to delete the existing in and out times. 2. Select Vic Pay from the Pay Code drop-down menu Enter the number of hours in the Amount column using decimal format. 4. Select Save from the menu bar. Effective 05/18/11 Page 20 of 28

21 Adding a Partial Day of Leave Time You arrive at your scheduled time, but 5 hours into your shift, you feel ill and request sick time for the remainder of the day. 1. Modify the Out time you worked. 2. Select the Insert Row icon and add another row. 3. Select Sick Imp from the Pay Code drop-down menu. 4. Enter the number of hours in the Amount column using decimal format. 5. Select Save from the menu bar. Note: You cannot enter a Pay Code on a line with a punch. You made a change to your timecard and you want to save your edit. As you apply edits to a timecard, you must remember to save those changes to the database. It is strongly suggested that you save after every daily transaction. 1. Select Save from the menu bar. Note: Notice that the gold bar and the red flag disappear. Effective 05/18/11 Page 21 of 28

22 Using Refresh 1 If you have incorrectly entered the wrong data and have not saved your edit, you can refresh your timecard information without saving the edit and then enter the correct data. The Refresh option lets you cancel edits that were not saved. When you select Refresh from the Actions menu, the system displays the timecard without the previous edit, showing you the latest information from the database. 1. Select Refresh from the Actions menu. A Workforce Central window will open Select the Yes button to cancel the edit. Effective 05/18/11 Page 22 of 28

23 Employee Approval The employee must approve the electronic timecard by the end of each pay period. By approving the electronic timecard, you attest to the best of your knowledge that your information submitted is complete and accurate. You are responsible for any inaccuracy or omission of which you are aware at the time the electronic timecard was approved and submitted. You may be subject to disciplinary action up to and including termination for submitting any inaccurate information on your report. Timecard Reviewable Process Your timecard will be reviewed by the person to whom you report, at the completion of the current pay period. Once you have approved your electronic timecard in Croons, it will be reviewed by your department s Payroll Activity Monitor for any inaccuracies or omissions. Resources for Making Corrections To get more detailed information on how to make corrections to your timecard please use any of the following resources: Your Payroll Activity Monitor Your Supervisor Payroll Hotline x8668 My Links on the Croons Toolbar CIT Policies CIT Training Materials (videos and handbooks) Croons Training Materials can be directly accessed at Effective 05/18/11 Page 23 of 28

24 Once a timecard has been approved, it may no longer be edited. Any additional changes must be entered by the Payroll Activity Monitor (PAM). Since changes cannot be made to your timecard once it has been approved, please perform your approval on your last workday of the pay period Navigate to your timecard. 2. Select Approve from the Approvals menu. An Approval Statement window will open 3. Select the Approve button. Effective 05/18/11 Page 24 of 28

25 Printing a Timecard A timecard may be printed in two ways from the Actions menu; Print and Print Screen. This option will print the entire timecard, which includes areas that are not visible on the screen. The system uses your default printer unless you change the printer setting in the Print dialog box. This option will print the timecard workspace, which includes only those areas that are visible on the screen 1. Navigate to your timecard Select Print from the Actions menu. The Print window will open Select the Print button Check the Always allow this applet to access the printer box and click the OK button. Effective 05/18/11 Page 25 of 28

26 Printed Timecard Effective 05/18/11 Page 26 of 28

27 Additional Employee Information Consequences for Mischarging Time Consequences Errors in reporting hours worked, even those occurring inadvertently; can result in serious consequences to Caltech and the individuals involved. Penalties to the Institute may include civil liability, temporary or permanent loss of funding and in extreme cases criminal fines. Penalties to employees may include disciplinary action up to and including termination (Personnel Memorandum 14 Terminations). Reporting Suspected Timecard Abuses When to Report Abuse Employees should immediately report any suspected timecard improprieties to their supervisor or PAM. Suspected improprieties include, but are not limited to: o falsifying timecard records o inaccurate time reporting o unreported leaves of absence o swiping in at the start of a shift and then not reporting to work o allowing someone other than the designated employee, supervisor or PAM to access a timecard. Effective 05/18/11 Page 27 of 28

28 Additional Employee Information How to Report Abuse You can contact the following offices to report suspected improprieties: Audit Services and Institute Compliance o ASIC has a hotline where you can make anonymous reports by calling x 8787 or o or you can visit the web and file an anonymous form at Employee & Organizational Development (EOD) o You can contact EOD also known as Employee Relations at x6382 o or send to eod@caltech.edu. Payroll Hotline x8668 Effective 05/18/11 Page 28 of 28