Kronos Manager Tips and Tricks When you login

Kronos Manager Tips and Tricks

When you login, you will select ‘Manage My Department’ from the Workspaces Dashboard at the top right corner of your screen to view your list of employees.

Due to how Kronos is organized, the Manager views are based on the Home Org for the employees they are responsible for. With this in mind, in order to see some employees with any given code, you would then see all employees in that same org, regardless of if they report to you. For example: If you need to see one employee who’s home org is 629226, you would have this org code assigned to you, and thus would then see all employees with a home org of 629226. To narrow this, you would simply Filter and search for the one employee you are looking for.

Things you should look for: Missed Punches Duplicate Punches To view these, you can select ‘Exceptions’ under ‘Genies’. This list will also include employees who worked what the system considers a ‘short shift’. You can disregard these if you know the employee worked the proper times for their shift. You can also see the Exceptions that require attention at the top of your page.

If an employee forgets to clock in or out for a shift: A missed punch will appear as a solid red block on the timecard indicating the employee failed to timestamp. This should be corrected that as soon as possible. Be sure to select the correct job title for the shift if the ‘in’ punch was missed. You should click in the red box, and enter the proper time for the punch. Ensure all missed entries are entered in continental time for the hour. For example: Noon is 12 and Midnight is 00; 4: 30 p. m. is converted to 16: 30. You can also enter 4: 30 p and the system will convert this properly for you. Remember to choose a Job Title only for the employee who has more than one position when correcting a missed punch. Do not enter the org number. Add a comment as to why the edit to the time card was made, and be sure to SAVE before exiting.

If you are not sure of the correct job title for the employee, you can find these on the bottom of their time card in Kronos. Ensure that you choose the correct status of the employee. It makes a difference if you choose SW when in reality, they are a temporary worker. Choosing the wrong job title prevents the import to Banner from occurring for Payroll.

If a purple punch exists, this means that the employee chose the job title when logging out which causes a “duplicate punch”. To remove, delete the job title on the log out punch.

Entering sick, vacation, birthday or other leave: Please ensure total hours for the week do not exceed 40 hours when using any leave category. Remember to “SAVE” after entering leave. 1. Select type of leave from drop down box in “Pay Code” column. 2. Enter the amount to use in the “Amount” column. (You should type in a number here) 3. Edits to an employee’s timecard should include a comment. (This is beneficial for audit purposes. ) 4. Right click in the “Amount” box. The following pop up box will appear. Click on “Comments”. A comment should always be added to share why the edit was made.

What To Do At The End Of The Pay Period: Approvals are required at the end of each pay period by the employee as well as the manager (due by 9 am on the following Monday). Edits should be completed before the timecard is approved. Once you have made any necessary edits, and after the employee has approved their timecard, you will then select each of your employees and Approve the time cards. You can select each individually, or select all and Approve in bulk.

FYI Moving forward, all employees have been notified that HR will no longer be making any time card edits in Kronos. This includes adding any missed punches, vacation, sick time, etc. Employees are directed to reach out to their Kronos Managers for all edits needed. In order to ensure this process is being maintained appropriately, please take a moment to be in touch with the employees that you manage on a regular basis to ensure that they know whom they should be reporting these edit requests to. If you will be out of the office on or around a payroll date, we ask that you discuss within your department a plan for a proxy to ensure all time cards are corrected as needed and approved by the 9 am deadline. Absences without a designated manager to pick up this responsibility causes undue delays for the payroll process. Once this is discussed, please be in touch with HR via email to share who the proxy manager will be so the appropriate licenses can be purchased and updates can be made in Kronos to ensure they have the accesses needed.

*IMPORTANT* If you are managing the Kronos workers for your department and are also a Kronos user, it is important that you do not make edits and approvals for your own time card as the 'Manager' also. All time card edits should be made by someone else. Although your access allows you the ability to make edits to your own time card, which other employees are not able to do, you should not add missed punches or edit times in and out for your own time card.

State law requires that each employee scheduled to work six (6) consecutive hours must have a thirty (30) minute lunch or rest period. . . Title 50 -2 -103(h).

Reports in Kronos To run a report for a specific group of employees, you can select them from your main list under ‘Manage My Department’ and then select ‘Go To’ and ‘Reports’.

There a variety of report options for various topics. The overall best for basic totals for each employee will be ‘Employee Transactions and Totals’. You can select a range of dates, as small or large as you need. When you are confident of your dates, you will select ‘Run Report’.

For a more simple export option, you can select ‘Share’ from the main list under ‘Manage My Department’ and Export to Excel. This will provide you with a list that will duplicate exactly what columns you see on this main page.

If you need assistance, please contact: Diana Staley (diana. staley@lipscomb. edu) Wanda Easter (wanda. easter@lipscomb. edu)