ELECTRONIC TIMEKEEPING FOR SUPERVISORS 10 THINGS 10 THINGS

ELECTRONIC TIMEKEEPING FOR SUPERVISORS 10 THINGS

10 THINGS: ELECTRONIC TIMEKEEPING 1. • Training: Sign up for and complete the “Electronic Timesheets – Approvers” class. You should also know the applicable laws. 2. • Administrative Guidelines: Familiarize yourself with Timekeeping, Reporting Time Pay, Overtime Pay, Meal and Rest Periods, Make. Up Time, for shift workers – Alternative Workweek Schedules , leaves and other absences. 3. • Planning: Plan and schedule your timesheet management. Hourly workers need more monitoring than salaried employees, as they have to fill in time entries every day. 4. • Monitoring: Monitor your hourly employees daily from the Reconcile Timecard view in Kronos. Look for appropriate time entries, California meal premiums, unauthorized overtime, missed punches and other errors. 5. • New Employees: Supervisors are responsible for training their new employees in timekeeping procedures. Counsel and coach them early on and get them into good habits. Make your expectations clear and check for understanding, then monitor for compliance.

10 THINGS: ELECTRONIC TIMEKEEPING 6. • Payroll Monday: Go to the Pay Period Close view. Select and review each employee’s timecard. Check for missed time entries, total hours worked, PPL and ESL, and other pay code entries, overtime, transfers of hours to other accounts (if applicable), and California meal premiums. 7. • Levels 1 and 2 Approvals: Approve your own and all your employees’ timesheets by 11: 30 AM on Payroll Monday. Make sure the employee has approved his/her own timesheet before you approve it. 8. • Level 3 Sign off: Sign off your own timesheet and those of all who report to you by 1: 00 PM on Payroll Monday. Be sure to check the Pay Period Close view to see that the Sign-off went through. 9. • Comments: Remember to add a comment whenever you make a change to employees’ timesheets on their behalf. 10. • Delegation: Plan to delegate your Level 3 Approver authority, if you are going to be away on Payroll Monday. Be sure the person filling in for you (another Level 3 or a Level 2 Approver) has accepted the responsibility and knows what to do.

1. TRAINING California – sign up for and complete the “Electronic Timesheets – Approvers” class. Florida – contact Human Resources to arrange training. Understand the laws the applicable in your state.

2. ADMINISTRATIVE GUIDELINES Supervisors should be familiar with: § § § § Timekeeping Reporting Time Pay Overtime Pay Meal and Rest Periods Make-Up Time Alternative Workweek Schedules (for shift workers) Leaves and other absences

3. PLANNING Plan and schedule your timesheet management § Hourly workers need more monitoring than salaried employees, as they have to fill in time entries every day

4. MONITORING Monitor your hourly employees daily from the Reconcile Timecard view in Kronos for: § Appropriate time entries § California meal premiums § Missed punches and other errors

5. NEW EMPLOYEES You are responsible for training your new employees in timekeeping procedures. Counsel and coach them early on and get them into good habits. § Make your expectations clear § Check for understanding § Monitor for compliance

6. PAYROLL MONDAY Go to the Pay Period Close view Select and review each of your employees’ time cards, checking: § § § § Are there missing time entries? Do the total hours look correct? Is there any unauthorized overtime? Have transfers of hours to other accounts been made appropriately? Are there any California meal premiums? Have the correct PPL and ESL, and other pay code entries been applied? Has the employee approved his/her timesheet?

7. APPROVALS: LEVELS 1 AND 2 Approve your own timesheet Check that your employees have approved their timesheets Check each timesheet for errors Approve and all your employees’ timesheets by 11: 30 AM on Payroll Monday

8. SIGN OFF: LEVEL 3 Sign off your own timesheet Check that your employees have approved their timesheets Sign off their timesheets by 1: 00 PM on Payroll Monday Check the Pay Period Close view to see that the Sign-off went through correctly

9. COMMENTS Remember to add a Comment whenever you make a change to employees’ timesheets on their behalf.

10. DELEGATION Plan to delegate your Level 3 Approver authority, if you are going to be away on Payroll Monday. Be sure the person filling in for you (another Level 3 or a Level 2 Approver) has accepted the responsibility and knows what to do. 1 3 2