United Independent School District Kronos Time Management System

1
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
2
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
3
United Independent School DistrictKronos Time
Management System
Introduction

• What is Kronos ?
• Kronos is United ISDs OFFICIAL time keeping
  system.
• Benefit eliminates paper timecards
• no more lost timecards
• more accurate totals
• Kronos accurately tracks employees worked hours,
  overtime hours, and comp time.
• Benefit view hours and balances at the clock

4
United Independent School DistrictKronos Time
Management System
Introducción

• Que es Kronos ?
• Kronos es el sistema OFICIAL de rastreo de tiempo
  de UISD.
• Beneficio elimina tarjetas de marcar.
• no más tarjetas de marca perdidas
• totales más exactos
• Kronos calcula eficientemente las horas
  trabajadas por los empleados, horas extras y
  tiempo compensatorio.
• Beneficio ver horas y balances en el reloj

5
United Independent School DistrictKronos Time
Management System
Classified Employees

• Who is required to use Kronos?
• Anyone who uses a timecard
• a. Para-professionals
• b. Auxiliary
• c. Part-time employees
• Classified employees are Non-exempt from
  Overtime.
• Kronos keeps track of
• a. Comp-time for Paras
• b. Overtime for Auxiliary.

6
United Independent School DistrictKronos Time
Management System
Empleados Clasificados

• A quién se le requiere que use Kronos?
• Cualquiera que use una tarjeta de marca
• a. Para-professionales
• b. Auxiliares
• c. Empleados de Medio-Tiempo (Part-time)
• Empleados Clasificados no están exentos de
  Tiempo Extra.
• Kronos acumula
• a. Tiempo Compensatorio de Para-profesionales.
• b. Tiempo Extra para Auxiliares.

7
United Independent School DistrictKronos Clocks
- Locations
High Schools
Middle Schools
Elementary Schools
(3) clocks 2 office 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 Salary Hr dept Tech.
services Admin. Building Student Services
IT Finance/network
(2) clocks 1 Fine Arts 1 Field Area
(1) clock Headquarters Brantley Hall
Transportation North Compound
Transportation South Compound
Food Service
Service Center
(1) Clock at Warehouse Purchasing (2)
clocks at Facilities
(2) clocks
(2) clocks
(2) clocks
JJ Nunez
8
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
(1) relojes Hr Salary Hr dept Tech.
services Admin. Building Student Services
IT Finance/network
(2) relojes 1 Fine Arts 1 Field Area
(1) reloj Headquarters 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
9
United Independent School DistrictKronos Time
Management System
Expectations

• By the end of this presentation you should be
  able to
• Retrieve Regular Overtime Hours Worked
  (Previous Day)
• Current Pay Period only
• Retrieve Comp Time Balances (Previous Day)
• Running Balance
• Retrieve Leave Time Balances (Prev Month)
• a. State Personal
• b. State Sick
• c. Local

10
United Independent School DistrictKronos Time
Management System
Expectativas

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

11
United Independent School District
Kronos Clock
Display Screen
Function Keys
Enter Key
Numeric Keypad
Biometric Scanner
12
United Independent School District
Reloj Kronos
Pantalla Informativa
Teclado de Funciones
Tecla de Ingreso
Teclado Numérico
Escáner Biométrico
13
United Independent School DistrictKronos Time
Management System
Note The KEY to using Kronos is Your EMPLOYEE
NUMBER

• How can I
• Retrieve my REGULAR OVERTIME Hrs?
• Screen 1 Hit Function Key 8 MORE
• Screen 2 Hit Function Key 3 HOURS WORKED
• Enter your 4-5 digit emp using the numeric key
  pad and hit the Enter Key
• What will I see ?
• a.) your name
• b.) overtime hours (after 40 hours)
• c.) worked hours
• Note All hours are as of previous day
• current pay period only

View Totals John Doe Overtime 020000 Worked
Hours 400000
14
United Independent School DistrictKronos Time
Management System
Nota La LLAVE para utilizar Kronos es su NÚMERO
de EMPLEADO

• Cómo puedo yo
• Obtener Horas REGULARES y EXTRAS ?
• Pantalla 1 Oprima tecla de Funciones 8
  MORE
• Pantalla 2 Oprima tecla de Funciones 3
  HOURS WORKED
• Incorpore su número de empleado (4-5 digitos)
  usando el teclado numérico y oprima la tecla
  Enter
• Que veré ?
• a.) su nombre
• b.) horas extras trabajadas (horas gt 40)
• c.) horas trabajadas
• Nota todas las horas son del día anterior
• período actual solamente

View Totals Juan Doe Overtime 020000 Worked
Hours 400000
15
United Independent School DistrictKronos Time
Management System
Note The KEY to using Kronos is Your EMPLOYEE
NUMBER

• How can I
• Retrieve my COMP TIME Balances ?
• Screen 1 Hit Function Key 8 MORE
• Screen 2 Hit Function Key 4 COMP TIME
• Enter your 4-5 digit employee number using
  the numeric key pad and hit the
  Enter Key.
• What will I see ?
• a.) your name
• b.) comp time REG
• c.) comp time OT
• Note balances are as of previous day
• running balance

View Totals John Doe Comp Time
REG 015000 Comp Time OT 005000
16
United Independent School DistrictKronos Time
Management System
Nota La LLAVE para utilizar Kronos es su NÚMERO
de EMPLEADO

• Cómo puedo yo
• Obtener mis balances de TIEMPO
• COMPENSATORIO ?
• Pantalla 1 Oprima tecla de Funciones 8
  MORE
• Pantalla 2 Oprima tecla de Funciones 4
  COMP TIME
• Incorpore su número de empleado (4-5 digitos)
  usando el teclado numérico y oprima la tecla
  Enter.
• Que veré ?
• a.) su nombre
• b.) tiempo compensatorio REG
• c.) tiempo compensatorio EXTRA
• Nota los balances son del día anterior
• balance corriente

View Totals Juan Doe Comp Time
REG 015000 Comp Time OT 005000
17
United Independent School DistrictKronos Time
Management System
Note The KEY to using Kronos is Your EMPLOYEE
NUMBER

• How can I
• Retrieve my LEAVE TIME Balances ?
• Screen 1 Hit Function Key 8 MORE
• Screen 2 Hit Function Key 2 LEAVE TIME
• Enter your 4-5 digit employee number using the
  numeric key pad and hit the Enter Key.
• What will I see ?
• a.) your name
• b.) state personal
• c.) state sick
• d.) local
• Note balances are as of previous MONTH

View Totals John Doe State Personal 160000 S
tate Sick 080000 Local 040000
18
United Independent School DistrictKronos Time
Management System
Nota La LLAVE para utilizar Kronos es Tu NÚMERO
DE EMPLEADO

• Cómo puedo yo
• Obtener mis BALANCES de AUSENCIAS ?
• Pantalla 1 Oprima tecla de Funciones 8
  MORE
• Pantalla 2 Oprima tecla de Funciones 2
  LEAVE TIME
• Incorpore su número de empleado de 4-5 digitos
  usando el teclado numérico y oprima la tecla
  ENTER.
• Qué veré ?
• a.) su nombre
• b.) dias personales
• c.) dias de enfermedad
• d.) dias locales
• Nota los balances son del MES anterior

View Totals Juan Doe State Personal 160000 S
tate Sick 080000 Local 040000
19
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 updates Hours on the clocks only twice a
  day.
• How does this affect the totals displayed on the
  screen ?
• Regular and Overtime Hours are as of Previous
  Day 6am
• current pay period only
• Comp Time Balances are as of Previous Day 6am
• running balance, not comp earned during the
  week.
• Pentamation maintains Leave Absences not Kronos.
• How does this affect the Leave Balance displayed
  on the screen ?
• Leave Time Balances are as of the Previous Month
  in Hours
• Leave Time Taken during the current Month is
  not reflected

20
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 actualiza horas de los relojes
  solamente dos veces al día.
• Cómo afecta eso en los totales mostrados en la
  pantalla ?
• Horas regulares y horas extras son del día
  anterior 6am
• Período Acutal solamente
• Balances de tiempo compensatorio son del día
  anterior 6am
• balances corrientes, no tiempo compensatorio
  durante la semana.
• Pentamation mentiene las ausencias, no Kronos.
• Cómo afecta el balance de Ausencias mostrado en
  la pantalla ?
• balances de tiempo de ausencias son del mes
  anterior en Horas
• las ausencias del mes en curso no estan
  reflejadas en el reloj

21
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

22
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

23
United Independent School DistrictKronos Time
Management System
Questions And Answers
24
United Independent School DistrictKronos Time
Management System
Preguntas Y Respuestas
25
United Independent School DistrictKronos Time
Management System
26
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
descretion 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.
27
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.
28
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 Pentamation? A Leave
balances are maintained in Pentamation. Kronos
gets updates periodically (bi-weekly monthly)
and only reflects balances as of that month.
Remember that timely entry of absences is
critical to having an accurate Leave Balance in
Pentamation. Yearly Leave allotments are posted
in Pentamation each September 1st and are then
posted in Kronos on the next scheduled
update. Q What is the difference between Comp
Time OT Comp Time REG buckets? A Comp Time OT
holds the overtime hours accrued at
time-and-a-half (hours physically worked gt
40). Comp Time REG holds the overtime hours
accrued at straight time (PARA35 hours worked
between 35-40) (PARA40 any hours worked gt 40 but
have a non productive pay code entered.
Example absence excused, jury duty, Holiday,
Vacation, Bereavement).