California Institute of Technology

Transcription

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

2 System Requirements Operating System Kronos is compatible for use with PC s (running Windows 2000 or XP), Linux and with MAC OS X. Browser Requirements Internet Explorer is the recommended browser for both PC s (IE 5.0 and higher) and MAC s (IE 5.2), when using the Kronos application. Java Plug-in PC and Linux users will also need to have a Java Plug-in ( ) loaded onto their computers in order to use Kronos. This is not a requirement for MAC OS X users. You may download the Plug-in at the following URL: Adobe Acrobat You must have Adobe Acrobat Reader 4.0 or greater in order to view reports. NOTE: Please contact IMSS at x3500 or at help@caltech.edu or your System Administrator if you require assistance downloading these items. Effective 03/14/08 Page 2 of 23

3 Workforce Timekeeper (Kronos) software enables employees to use an industrystandard Web browser, such as Microsoft Internet Explorer or Netscape, to report leave exceptions. The application may be accessed from any computer (PC, Linux or MAC) from both on and off campus. A VPN account is not required in order to access it from off campus. Instructional Videos are available at the following URL: Using a Browser Although the Workforce Timekeeper user interface contains numerous navigational buttons, dialog boxes, and drop-down lists within the workspace of each component, standard browser controls are also available. The browser controls have the following characteristics: URL Address Combo box displays only the URL of the logon page and the URL of the Workforce Timekeeper main page. Favorites (Bookmarks) allow you to add the Workforce Timekeeper URL to your browser s Favorites list or bookmarks. You can then click on the bookmarked entry to launch the Workforce Timekeeper Log On display. Back and Forward buttons allow you to return to pages that you previously accessed during the current session. If you do not save your changes before clicking the Back 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, unsaved data is lost. Refresh (Reload) reloads Workforce Timekeeper in its default state. It does not refresh the Workforce Timekeeper information. Stop does not interrupt loading Workforce Timekeeper pages. Print enables you to print reports from My Reports. In other Workforce Timekeeper components, however, clicking the browser Print button only prints the navigation bar; you must use the print controls within workforce Timekeeper. Effective 03/14/08 Page 3 of 23

4 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 5.0, by logging onto the IMSS Support page located at Navigate to the IMSS Support page located at 2 Click on the Kronos Timekeeping link. The Kronos Logon window will open. Effective 03/14/08 Page 4 of 23

5 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 IMSS/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 03/14/08 Page 5 of 23

6 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 03/14/08 Page 6 of 23

7 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 03/14/08 Page 7 of 23

8 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 and Change Passwords links. Minimize and maximize button in the upper-right corner, which allows you to reduce the size of the navigation bar and restore its default size with one click. You can also resize the navigation bar and the workspace by dragging the frame border with the mouse. 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: My timecard My Links is used to access HR related documentation. CIT Policies Kronos Training Materials Help invokes the online help. Effective 03/14/08 Page 8 of 23

9 Timecard Components There are four components to the electronic timecard: Timecard, Accruals, Tabs, and Schedule sections. Timecard Section If an employee does not have a schedule associated with their profiles (i.e. Occasional employees), this section will not be pre-populated with data and they will have to manually enter their in and out times. Accruals Section If the employee receives benefits, the sick, vacation, and personal holiday totals will be listed here. For employees that do not receive benefits, this section will not have any data. Effective 03/14/08 Page 9 of 23

10 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 & Approvals). Totals & Schedules This section is a summary of the totals entered into the timecard. The Pay for Period reflects the total amount of hours for an employee that has been entered into the timecard (i.e. hours worked.) 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. For employees that do not receive benefits, this section will not have any data. Audits This section provides an audit trail of all activity (timecard edits, approvals, etc) that has transpired against the electronic timecard during a given period. Effective 03/14/08 Page 10 of 23

11 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 & Approvals This section displays all approval and sign-off activity that has transpired against the timecard. Schedule Section If the employee does not have a schedule, this section will have no data. If an employee has a schedule associated with their profile, it will appear in this section. Effective 03/14/08 Page 11 of 23

12 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: Select the Help icon located in the upper-right corner of the workspace to obtain help related to the screen you are currently using. Click the Help link at the bottom of the navigation bar. 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 03/14/08 Page 12 of 23

13 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 are using, various dialog boxes may appear as well as additional menus and options. Effective 03/14/08 Page 13 of 23

14 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 03/14/08 Page 14 of 23

15 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 03/14/08 Page 15 of 23

16 Instructions for Reporting Work Time and Attendance Non-Exempt employees are required to report on a daily basis all time worked. 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. Non-Exempt Employees 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 hours worked 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 03/14/08 Page 16 of 23

17 Timecard Edits Reminder: Not previously reported are entered by the Payroll Activity Monitor (PAM). Adding Punches 1. Navigate to your timecard. 2. Enter the In and Out times for the day that you worked. 3 2 Note: Notice the gold bar at the top of the header. This indicator alerts you that you have unsaved data. 3. Click Save from the menu bar. Effective 03/14/08 Page 17 of 23

18 Deleting Punches 2 You entered the incorrect out time and need to modify the data. 1. Navigate your timecard. 2. Click in the cell that contains the out-punch you want to delete 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 gold bar to appear. This indicator alerts you that you have unsaved data. 4. Enter the new time in the cell. 5. Select Save from the menu bar. Shortcut: If you have entered an incorrect time in either an in or an out punch, click in the cell and override the data by entering the correct time. Effective 03/14/08 Page 18 of 23

19 Deleting an Entire Row 2 You entered the in and out times for hours worked on the wrong day. You must delete the row and re-enter the data on the correct day. 1. Navigate to your timecard. 2. Click on the delete 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 Enter your in and out times on the correct day. Effective 03/14/08 Page 19 of 23

20 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 03/14/08 Page 20 of 23

21 Employee Approval The employee must approve the electronic timecard by the end of each pay period. By approving the timecard electronically, an employee attests to the best of their knowledge that his/her information submitted is complete and accurate. The employee is responsible for any inaccuracy or omission of which he/she is aware at the time the timecard was approved. If time or attendance is falsified, an employee may be immediately discharged for cause. 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 before the last day of the pay period Navigate to your timecard. 2. Select Approve from the Approvals menu. Effective 03/14/08 Page 21 of 23

22 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. Effective 03/14/08 Page 22 of 23

23 Printed Timecard Effective 03/14/08 Page 23 of 23