Welcome to Kronos Employee Training Entering Time in Kronos

1
Welcome to Kronos Employee Training Entering
Time in Kronos
2
Entering a Time Record Notes for Exempt
Employees

• Normally exempt employees will not need to enter
  their exact hours worked each day. Instead, they
  will need to enter 8 hours per day (if they are
  full-time) Monday through Friday to account for
  their 40 hours each week, even if they worked 10
  hours one day and 6 hours another day.
• Some exempt employees will be required to enter
  their exact work hours each day. Human Resources
  and/or Financial Services will inform exempt
  employees if they are expected to enter time on a
  daily basis.

3
Entering a Time Record Quarter Hour Rule

• All time records for hours worked must be entered
  in .25 (quarter hour) increments using standard
  rounding practice. For example working from 653
  a.m. to 330 p.m. with a 30 minute lunch would be
  8 hours.
• Absences from work must also be reported in
  quarter-hour increments. However, employees may
  use multiple types of leave in odd amounts to
  cover their absence. For example, if an employee
  has 0.38 hours of comp time on the books that
  he/she wants to use and then wants to use
  vacation for the rest of the time, he/she could
  add .37 vacation to the comp time to equal .75
  hours of leave. Total leave must be in .25
  (quarter hour) increments.

4
Entering a Time Record Holiday and Leave

• Leave taken for each day is entered as time
  records in Kronos. Exception holidays will
  automatically be entered.
• On the selected date, in the Punch Hours Field,
  enter the number of hours used. Time records for
  leave usage may be entered in advance.

5
Time Records Adding A Single Base Pay Time
Record for a Date

• Time worked for each day is entered as time
  records in Kronos.

• On the selected date, in the Punch Hours Field
  enter the number of hours worked.

• Enter or select Save from the Function Bar to
  save the entry.

• Do not enter anything in the Pay Code for Base
  Hours Worked.

6

• Once a time record is saved the total Shift Hours
  is displayed.

• The Pay Code Hours Breakdown as well as a Total
  for the two week time record is displayed at the
  bottom of the screen.

• A letter Y will appear in the Notes column but
  means nothing to the user.

7
Time Records Adding Multiple Time Records for a
Date

• To add more than one record to a single date
  click on the Add a New Row icon for that date.

• On the selected date, in the Punch Hours Field
  enter the number of hours worked. Do not enter
  anything in the Pay Code Field for hours worked.

• On the second row enter the number of leave hours
  taken.

• Click on the magnifying glass next to Pay Code to
  see the listing of possible pay codes.

• Note No pay code is entered for Base Hours
  worked.

8
Entering a Time Record Some Notes

• Employees are not allowed to enter their work
  hours in Kronos before they have actually worked
  them. This is a federal time reporting policy
  that all employees must follow. When time
  records are entered, they are time stamped in the
  Kronos audit trail.
• All time entries should be in .25 (quarter hour)
  increments using standard rounding practice. For
  example working from 653 a.m. to 330 p.m. with
  a 30 minute lunch would be 8 hours.

9
Pay Code Listing Page 1

• The pay code listing is accessed by clicking on
  the magnifying glass next to the pay code field
  on the timecard.
• Pay Codes are listed alphabetically. To see the
  second page select Next.

10
Pay Code Listing Page 2

• Most commonly used Pay Codes such as Sick (SICK)
  or Vacation (VAC) are on the second page.
• Double click on the code you wish to use.

11
Entering Pay Codes

• You may also type the abbreviation for the Pay
  Code directly in the Pay Code column.
• The abbreviation must be correct, but does not
  have to be typed in all caps.

• Remember to save all records by pressing enter or
  selecting Save from the Function Bar.

• Note Refer to http//www.dhhs.ne.gov/kronos/docs
  /4.pdf for the pay codes you are allowed to
  enter. Some codes are system generated and
  others may only be entered by Human Resources.

12
Deleting a Time Record

• Occasionally you may need to delete a time
  record. For example the record is incorrect (you
  entered 8 hours of BAS Pay instead of 8 hours of
  VAC.) or you might have entered a record on
  Saturday or Sunday by mistake.

• On the Timecard Entry screen, single click to
  select the entry you wish to delete. The
  selected line item will turn yellow in color.

• NOTE When selecting a line, do not click on the
  green arrow because a new line will appear.
  Also, do not click in the Pay Code field.

13
Deleting a Time Record continued

• Select the Delete option. Result A Delete
  Confirmation screen will display.
• Select Delete again. Result The Timecard View
  screen will display with the updated records.

• Select Save.

• Selecting Cancel will exit the Timecard View
  screen and Save your changes.

• Note Once your supervisor/manager has approved
  the record, you cannot edit or delete it.
  Contact your supervisor/manager regarding
  corrections.

14
Adding Comments to a Time Record

• Occasionally it will be necessary (or) you may
  want to add a comment to a specific time record.
  For example specifying how you want to take your
  OT (predetermined list for paid or comp time), or
  what sick leave was used for employee doctor,
  family doctor, child at home sick.
• In the Timecard View, select the Comments option.

• Result Comments fields will appear.

15
Adding Comments to a Time Record

• Type your comment in the field for the applicable
  date.
• Note This field will allow up to 40 characters.
  After you have selected Save, a letter C will
  appear in the Notes column indicating there are
  comments for that date row. Your manager will be
  able to view the comments.

• Selecting the Comments option again will hide the
  comments field.

16
Approving a Time Record Some Notes

• After you have entered your time records and
  verified the records for the applicable pay
  period, approval will be necessary. Time records
  can be approved at any time during the pay period
  (for example daily or weekly).
• Once youve approved your time records, your
  supervisor or manager will also go through an
  approval process. All records need to be
  approved by the deadline. Deadlines will be set
  by HR and your supervisor/manager.
• If any change is made after approval, the record
  will return to unapproved.
• Note once your supervisor has approved the
  records you will not be able to make any changes
  unless your supervisor unapproves the record.

17
Approving a Time Record Electronic Signature

• Employee approvals in Kronos are the employees
  certification that the information is a true and
  accurate record of hours worked, programs charged
  and leave used each day.  By clicking the approve
  button on the Kronos Timecard Editor screen, the
  employee electronically signs the selected time
  records just as if he/she placed a personal
  signature on a paper copy of the time card.

18
Approving a Time Record Select the Record to
be Approved

• In the Timecard Entry View, single-click (select)
  each record to be approved, or click on Select
  and then Select All. However, do not click on
  the green arrow or in the pay code field. You
  cannot click and drag. Each record is selected
  individually.
• Note The selected records will turn yellow in
  color. This will be a helpful tool to verify you
  are approving the record(s) you intend to
  approve. If you select an incorrect record,
  single-click again to deselect the record.

19
Approving a Time Record

• Select the Approve option.

• Result The approval code in the AP column will
  change from 0 to 1.

• Note if a record is changed, the approval level
  will return to 0 and need to be reapproved.

20
Printing a Timecard

• It is not necessary to print timecards. The
  information will always be retained
  electronically in history within Kronos and you
  may view that history at any time. If you would
  like a printed copy of your timecard, you will
  need to request it from your supervisor or
  manager. Only supervisors and managers have
  print capability at this time.

21
Viewing Historical Timecards

• Periodically you may want to view a pay period
  prior to the current pay period. Records can
  only be viewed from the date you started using
  Kronos.

• Select Timecard View from the Navigation Pane.

• Select the View Menu.

• Select the Select Date Range Option.

22
Viewing Historical Timecards

• Result A screen will display to enter a
  specified date range. Times are optional.
• Type your applicable Date Range (example is
  03012008 to 03102008). The date range does not
  have to correspond with a pay period. If you
  wanted to view Jan. thru June, you would type
  01/01/XX-06/30/XX. Time is not required.

• Select Save (or) Press Enter on your keyboard.

23
Viewing Historical Timecards

• Result The Timecard View will display with your
  designated Date Range. All work and leave
  records for your date range will also display.

24
Displaying Future Pay Periods

• Occasionally you may want to enter time records
  for a future pay period. Example you are going
  on vacation for the next two weeks and this is
  the end of the pay period. You can display the
  upcoming pay period, enter your vacation, approve
  the records and have your timecard completed
  before you leave.
• From the Timecard Entry View select the Pay
  Period you wish to display. You will be able to
  view up to three future pay periods.

25
Displaying Future Pay Periods

• Result The Timecard Entry View will display the
  dates for the Pay Period you selected.
• Complete all applicable time records. Time
  records can also be approved at this time.

26
Exiting Kronos

• Exit Kronos by clicking Log Off.

• Click Close Window to close Kronos.

27

• This ends Entering Time in Kronos.
• To learn more about the Kronos Display
• Understanding the Kronos Display
• For more information about special circumstances,
  see
• Entering Time for Different Programs
• Requesting Pay or Comp Time for Overtime Worked
• Changing Your PIN (Password)

28
Additional Resources

• More information about Kronos can also be found
  under the Useful Documents section on the Kronos
  home page (http//www.dhhs.ne.gov/kronos)
• Helpful documents include
• Glossary of Payroll Terms
• Employee FAQ
• Pay Code Listing