United Independent School District Kronos Time Management System

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United Independent School DistrictKronos Time
Management System
Welcome to Kronos Employee Training
PRESENTERS PAYROLL Rosa
Cabello Assistant Director Accounting
TECHNOLOGY Norma Perez Kronos System
Support Jose Juan Nuñez Norma Perez Systems
Analyst / Data Analysts
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United Independent School DistrictKronos Sistema
de Manejo del Tiempo
Bienvenidos al Entrenamiento para Empleados
usando Kronos
PRESENTADORES NÓMINA Rosa
Cabello Asistente de Director de
Contabilidad TECNOLOGÍA Norma Perez
Supervisora de Kronos Jose Juan Nuñez Norma
Perez Servicios Administrativos / Analista de
Sistemas
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United Independent School DistrictKronos Time
Management System
Introduction

• What is Kronos ?
• Kronos is United ISDs time keeping system.
• Benefit tracks all hours worked
• calculates comp time overtime
• provides security thru finger scans
• Who is required to use Kronos?
• Classified employees non-exempt from Overtime
  Rules
• a. Para-professionals (earn comp time)
• b. Auxiliary (earn overtime pay)
• c. Part-time employees

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United Independent School DistrictKronos Time
Management System
Introducción

• Que es Kronos ?
• Kronos es el sistema de rastreo de tiempo de
  UISD.
• Beneficio calcula horas de tarjetas de marcar
• mantiene horas extras y tiempo compensatorio
• seguridad con verificacion de huellas
• A quién se le requiere que use Kronos?
• Empleados Classificados no extán exentos de
  Tiempo Extra.
• a. Para-profesionales (acomulan
  tiempo compensatorio)
• b. Auxiliares (trabajan tiempo
  extra)
• c. Empleados de Medio-Tiempo (Part-time)

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United Independent School DistrictKronos Time
Management System
Upgrade Functions

• What has changed with Kronos?
• Real Time information available on the clock
• a. View recorded Timecard Punches
• how many hours have I worked?
• did the clock record my punch?
• b. View current Comp Leave time Balances
• how much comp time do I have?
• how many leave days do I have available?
• Global Verification at ALL locations
• a. Finger scan required to enter a punch at ALL
  clocks
• b. Finger scan required to view totals

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United Independent School DistrictKronos Time
Management System
Funciones Renovadas

• Que ha cambiado en el sistema Kronos?
• Informacion en Tiempo Actual esta disponible en
  la pantalla del reloj
• a. Horas registradas en su tarjeta de marca
• cuantas horas e trabajado?
• registro mis horas el reloj?
• b. Balance de horas compensatorias y tiempo de
  permiso leave time
• cuantas horas compensatorias tengo?
• cuantos dias tengo de permiso (leave time)?
• Verificacion dentro el districto en TODAS las
  ubicaciones
• a. la registracion de horas reqiere verificacion
  de la huella digital
• b. para ver totales, se reqiere verificacion de
  la huella digital

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United Independent School DistrictKronos Clocks
- Locations
High Schools
Middle Schools
Elementary Schools
(3) clocks 1 office 1 custodian 1
cafeteria
(2) clocks 1 office 1 cafeteria
(2) clocks 1 office 1 cafeteria
Central Administration
SAC / Fine Arts
Police Department

• (1) Clock at
• Hr dept
• Tech. Ofc IT MIS
• Central Ofc Fed Prog
• Student Services
• Risk Mgmt

(4) clocks 1 Fine Arts 1 Meeting Room 1 SAC
1 Athletics Ofc 1 Krueger Field
(1) clock Brantley Hall
Transportation Compounds
Instruction Hwy359
Food Service
Service Center
(1) Clock at Warehouse Purchasing (2)
clocks at Facilities
(4) Clocks 2 North 2 South
(2) clocks
(2) clocks
JJ Nunez
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United Independent School DistrictLocalización
Relojes
Escuelas Preparatorias
Escuelas Secundarias
Escuelas Primarias
(3) relojes 2 oficina 1 cafeteria
(2) relojes 1 oficina 1 cafeteria
(2) relojes 1 oficina 1 cafeteria
Administración Central
SAC / Artes
Departmento de Policia
(4) relojes 1 Fine Arts 1 Meeting Room 1 SAC
1 Athletics Ofc 1 Krueger Field

• (1) relojes
• Hr dept
• Tech. Ofc IT MIS
• Central Ofc Fed Prog
• Student Services
• Risk Mgmt

(1) reloj Brantley Hall
Food Service
Transportacion North Compound
Transportacion South Compound
Service Center
(1) Reloj Warehouse Purchasing (2)
relojes Facilities
(2) relojes
(2) relojes
(2) relojes
JJ Nunez
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United Independent School DistrictKronos Time
Management System
Expectations

• By the end of this presentation you should be
  able to
• View Timecard Regular Overtime Hours
  (Recorded)
• Last and Current week (pay period)
• View Comp Time Balances (Earned)
• Running Balance
• Retrieve Leave Time Balances (from Finance)
• a. State Personal
• b. State Sick
• c. Local

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United Independent School DistrictKronos Time
Management System
Expectativas

• Al final de esta presentación usted será capaz
  de
• Obtener horas Regulares y Tiempo Extra
  (registradas)
• Período Actual de Pago
• Obtener Balances del Tiempo Compensatorio
  (acumuladas)
• Balance Corriente
• Obtener Balances de Ausencias (en Finance)
• a. dias personales
• b. dias de enfermedad
• c. dias locales

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United Independent School District
Kronos Clock
Display Screen
Function Keys
Enter Key
Numeric Keypad
Biometric Scanner
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United Independent School District
Reloj Kronos
Pantalla Informativa
Teclado de Funciones
Tecla de Ingreso
Teclado Numérico
Escáner Biometrico
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United Independent School DistrictKronos Time
Management System
Note The KEY to using Kronos is Your
Employee -and- Finger Scan

• How can I View my TIMECARD ?
• Screen 1 Hit Function Key 8 MORE
• Screen 2 Hit Function Key 2 View Timecard
• Enter your 4-5 digit emp using the numeric key
  pad and hit Enter
• Place your finger on sensor
• What will I see ?

or Swipe your employee ID
Pressing a blue function key will bring up your
timecard on the clock screen
View Timecard Online Select Time Period Previous
Pay Period Current Pay Period Next Pay
Period Today Yesterday Week to Date Last Week
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United Independent School DistrictTIMECARD VIEW
Totals by Shift
Punches
View Timecard Online Doe, Jane Current Pay
Period Mon 2/12 7a 215pm Mon 2/12 315p 5p Shif
t Total 9.00 Tue 2/13 7a 5p Shift Total
9.00 Wed
Use the scroll buttons to scroll up or down
to view all timecard entries and totals
manual entries
Total Hrs
Mon 2/12 7a 215pm Mon 2/12 315p 5p Shift
Total 9.00 Tue 2/13 7a 5p Shift Total
9.00 Wed 2/14 715a 430p Wed 2/14 440p 10p Shif
t Total 14.58 Fri 2/16 Absent Exc 8.0 Family
Illness Shift Total 8.00 Total
40.58
Use the (Esc)ape button to exit Timecard View
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United Independent School DistrictKronos Time
Management System
Nota La LLAVE para utilizar Kronos es su
Numero de Empleado y su Huella

• Cómo puedo yo Ver mi TARJETA DE MARCA ?
• Pantalla 1 Oprima tecla de funciones 8 MORE
• Pantalla 2 Oprima tecla de funciones 2 View
  Timecard
• Incorpore su numero de empleado usando el teclado
  numerico y oprime Enter
• Registre su huella en el sensor
• Que vere ?

o Use su tarjeta de Identificacion
Oprimiendo las teclas azules le ensena su tarjeta
de marca en la pantalla
View Timecard Online Select Time Period Previous
Pay Period Current Pay Period Next Pay
Period Today Yesterday Week to Date Last Week
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United Independent School DistrictTIMECARD VIEW
totales por dia
Ponchadas
View Timecard Online Doe, Jane Current Pay
Period Mon 2/12 7a 215pm Mon 2/12 315p 5p Shif
t Total 9.00 Tue 2/13 7a 5p Shift Total
9.00 Wed
Use los botenes de flecha para subir y bajar la
vista en la pantalla
entradas manuales
total de horas
Mon 2/12 7a 215pm Mon 2/12 315p 5p Shift
Total 9.00 Tue 2/13 7a 5p Shift Total
9.00 Wed 2/14 715a 430p Wed 2/14 440p 10p Shif
t Total 14.58 Fri 2/16 Absent Exc 8.0 Family
Illness Shift Total 8.00 Total
40.58
Use el boton (Esc)ape al terminar Timecard
View
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United Independent School DistrictKronos Time
Management System
Note The KEY to using Kronos is Your
Employee -and- Finger Scan

• How can I View my Leave Comp ?
• Screen 1 Hit Function Key 8 MORE
• Screen 2 Hit Function Key 4 View Accruals
• Enter your 4-5 digit emp using the numeric key
  pad and hit Enter
• Place your finger on sensor
• What will I see ?

or Swipe your employee ID
Press the ltEntergt key to bring up your leave
comp time on the clock screen
View Accruals Online Doe, Jane As of
2.14.2007 Accrual Projections through
2.14.2008 Projections
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United Independent School District ACCRUAL VIEW
Leave Balance recorded
Current Comp Time
View Accruals Online Doe, Jane As of
2/14/2007 Comp Time OT 4.5 Hour Comp Time
REG 0.0 Hour Local 5.0 Day State
Personal 2.5 Day State Sick 9.0 Day
Use the (Esc)ape button to exit Timecard View
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United Independent School DistrictKronos Time
Management System
Things to Consider

• Kronos considers the Work Week as
  Monday 12am to Sunday
  1159pm Current Pay Period
• Kronos Finger-scans are ELECTRONIC.
  HR scans your Biometric fingerprint on
  Kronos system.
• How does this affect you ?
• Provides Timecard Security only YOU are
  authorized to enter or view your timecard
  information on the clock.
• Finance maintains Leave Absences not Kronos.
• How does this affect the Leave Balance displayed
  on the screen ?
• Leave Balances are as of the last Finance
  update in Hours

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United Independent School DistrictKronos Time
Management System
Cosas a Considerar

• Kronos considera la semana del trabajo de
• Lunes 12am a Domingo 1159pm Período Actual
  de Pago
• 2. Kronos registra sus huellas ELECTRONICAMENTE.
  Dept de Recursos Humanos registra
  huellas Biometricas.
• Cómo le afecta a usted ?
• Prevee seguridad para su tarjeta de marca
  solamente USTED esta autorisado para registrar or
  ver su informacion en la pantalla del reloj
  Kronos.
• Finance mentiene las ausencias, no Kronos.
• Cómo afecta el balance de Ausencias mostrado en
  la pantalla ?
• balances de ausencias son de el ultimo
  actualización en Horas

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United Independent School DistrictKronos Time
Management System
The way you enter time into this little black
box is how you will get paid !
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United Independent School DistrictKronos Time
Management System
Asi como registran sus horas en esta cajita
es como se determina su pago !
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United Independent School DistrictKronos Time
Management System
This is why it is so important to submit
the UISD edit log for any corrections
to your timecard that may affect your pay.

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United Independent School DistrictKronos Time
Management System
Por eso es muy importante entregar
la forma titulada UISD edit log para correjir
su tarjeta de marca que pueda affectar su pago.

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United Independent School DistrictKronos Time
Management System

• you should now be able to
• Retrieve Regular and Overtime Hours Worked
• Retrieve Comp Time Balances
• Retrieve Leave Time Balances
• a. State Personal
• b. State Sick
• c. Local

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United Independent School DistrictKronos Time
Management System

• Ahora usted debe de estar preparado para
• Obtener información de horas regulares y horas
  extras trabajadas
• Obtener información de balances de tiempo
  compensatorio
• Obtener información de balances de ausencias
• a. dias personales
• b. dias de enfermedad
• c. dias locales

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United Independent School DistrictKronos Time
Management System
Questions And Answers
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United Independent School DistrictKronos Time
Management System
Preguntas Y Respuestas
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United Independent School DistrictKronos Time
Management System
Frequently Asked Questions
TIMECARDS Q Whats the procedure for timecard
shortage of hours for PARAs? A The shortage can
be deducted from comp-time balance in Kronos and
the appropriate pay code entered in Kronos to
complete the weekly hours required. Shortages
without leave/comp available are handled at the
discretion of the campus / dept administrator or
Human Resources.  Q Whats the procedure for
timecard shortage of hours for a AUXs? A
Auxiliary employees only get paid for hours
worked. They are not required to make up
time. Q If an employee is short hours this
week, can they make-up hours the following
week? A No. Make-up hours must be worked during
the same week. An administrator may allow for
flex time in order to make-up hours during the
same week only. An employee can not work extra
hours the following week because those hours are
subject to overtime rules that can not be waived.
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United Independent School DistrictKronos Time
Management System
Frequently Asked Questions
TIMECARDS Q May an employee clock-out but
continue to work (i.e. to catch up or for
Jamaicas)? A No. Employees need to be
compensated for ALL HOURS WORKED. An
administrator MAY request an employee work after
hours but MUST have the employee be on the
clock. Q How do I correct Missing
Punches? A An employee is responsible for
entering punches on their timecard. If an
employee misses entering a punch at the clock,
they need to fill out an edit form with the
date and time of the missed punch and have it
approved by their administrator before the
correction is made in Kronos.
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United Independent School DistrictKronos Time
Management System
Frequently Asked Questions
LEAVE TIME Q Why don't Leave Balances in
Kronos match the Leave Balances in Finance? A
Leave balances are maintained in Finance. Kronos
gets updates periodically and only reflects
balances as of the last update. Remember that
timely entry of absences is critical to having an
accurate Leave Balance in Finance. Yearly Leave
allotments are posted in Finance each September
1st and are then posted in Kronos on the next
update run. Q What is the difference between
Comp Time OT Comp Time REG buckets? A Comp
Time OT overtime accrued at time-and-a-half
(worked hours gt 40). Comp Time REG
overtime accrued at straight time (PARA35
worked hours between 35-40)
(PARA40 non-worked hours gt 40 Example absence
excused, jury duty, holiday,
vacation, bereavement).
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United Independent School DistrictKronos Time
Management System
Frequently Asked Questions
LUNCH TIME Q How much time does an employee
have for lunch? A Employees have a minimum of
30 MINUTES for a duty free lunch.
Administrators will review lunch breaks and
advise employees who take a short lunch. Lunch
should be away from the work area in order to be
considered a bonified meal. Only an
administrator can authorize work thru lunch and
cancel a meal deduction.