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Kronos Supervisor Guide-v8

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Kripesh Ramji
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12 views

Kronos Supervisor Guide-v8

Uploaded by

Kripesh Ramji
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Kronos User Guide

Supervisor

1. Accessing Kronos
Go to https://mytime.pepperdine.edu. Use the same username and password that you use to login
to Wavenet (your network ID).

2. How often should you access Kronos?


Ideally, you as a manager will login at least once per day to review your employee’s timesheet for
the prior day. You will definitely need to access Kronos at the end of each pay period in order to
approve your employee’s timesheet.

3. Navigation
The Manage My Department workspace displays the navigation tools shown below:
4. View Your Employee’s Timecard

After clicking the Timecards link the individual employee timecard will be visible:

Options

Totals

The Totals tab allows you to view all of the recorded time that belongs to the employee in the
timecard.
Accruals

Clicking on the Accruals tab allows you to view accrued time that belongs to the employee of the
visible timecard.

Audits

Clicking on Go To and then Audits allows you to view edits that belong to the timecard of the visible
employee. For example: who added a punch or edited a punch, and who approved the timecard.

5. Critical Things to Look For


On the timesheet, you will see the time in and the time out at the end of the day. The Transfer columns
are to allocate work time to a job. If the employee has multiple jobs, verify that the transfer codes are
entered and correct hours are being charged to your department
Timecard Exceptions for Employees

In the example below, there is one exception where there is a red symbol in a cell. Exceptions are simply
“red flags” that alert you to times that are not consistent with the employee’s work day. When you
move your mouse over the highlighted cell, you will see the exception error. For instance, Sunday’s
exception is signaling a “Long Break”.

A solid red box is a critical exception that you must fix prior to approving the timesheet. In the
example below, there is a missed punch exception for Sunday. The employee did not record his or her
out time for the day. Consult with the employee as to what time they left work for the day and input the
missing time entry to remove this critical exception.

6. Editing Start and Stop Times


If a correction needs to be made, you need to access the employee’s timecard, review, edit and save.
IMPORTANT NOTE: When entering time, Kronos defaults to AM unless otherwise specified except for
the time range of 12 noon to 12:59. This time range is always considered PM. To type 5:00 PM, you
could either enter military time (17 or 1700) or type in “5p”.

For a “normal” 40 hour work week, simply complete the four columns indicated below (In/Out/In/Out).
Press Save to show the cumulative totals in the right column.

7. Entering / Editing Pay Codes


Pay codes are used to indicate the type and number of hours of paid time off or sick leave. Floating
holidays, sick and vacation are the most common. If you need to add a Pay Code, click the down arrow in
the Pay Code column and choose the appropriate code.

Example: If the employee worked for four hours and took four vacation hours on Wednesday, you would
take the following steps in Kronos:

Click the “Insert Row” icon next to Wednesday.


In the new row that appears, select the appropriate pay code from the drop-down selection, then enter
the number of hours for that pay code in the Amount column.

Press Save for the cumulative total to populate.

Note: When entering Pay Codes and the corresponding amount of time in the next column, you cannot
also have actual time (time in or time out) captured on the same row of data. The Pay Code and Amount
row must always be on a separate line than the punched time.

If you need to delete data from a row:

Select the X icon next to the row of data that you want to delete and the entire row
will disappear. Save your work.

8. Transfers - If your employee works more than one job on campus:


Transfer codes are used to distinguish between multiple jobs. You may need to transfer an
employee’s time to a different job if the employee who works multiple jobs does not properly
transfer their hours to the correct department.

1) Enter the time. Then, expand the size of the transfer box, or hover over the transfers to
show the entire transfer code.
2) Click on the appropriate transfer code to populate the transfer cell.

3. If your transfer doesn’t appear in the list, click on Search.


4. After you’ve clicked on Search, the department number(s) to which you can transfer will
appear.
5. Click the plus sign (+) next to each applicable sequence (pep/dept#/pay group/job code/ID #)
in the hierarchy until you locate your ID number. Click on your ID number. Click Apply to
populate transfer cell with selected transfer code. Note: if all your assignments are in the
same department number, the department number will not be displayed in your transfer set.

Note: Employees with multiple jobs need to enter a transfer for each job worked. Once you have
selected your transfer code it will appear in the drop-down menu for future use.

Helpful hint: The transfer logic is:

PEP/Department ID/Pay Group/Job Code/CWID


9. Approve Employee Timecards
There is more than one way to do this. If you are in the employee’s Timecard, make sure you are in
the appropriate time period, click on the Approve Timecard icon and then select Approve Timecard
from the drop down list.

Otherwise, if you are in Manage My Department and want to approve all employees, select the
appropriate time period and highlight the employee’s names by clicking on Select All Rows, select
Approval, and then select Approve Timecard. To select certain individuals, click on each person’s
name while pressing down the Ctrl key on your keyboard.

The deadline for approving timecards is Monday at 10 A.M. following the pay period end date. If
you are accessing your timecard on Monday, you will need to select Previous Pay Period from the
Pay Period drop down list.

10. Make a Correction After Approval


Remove your approval from within the employee’s timecard which will allow you to make the necessary
edits.
11. Log Off the System
Always remember to hit the Sign Out utility link.

12. For Additional Kronos/Payroll Information


Go to the Payroll Website: http://community.pepperdine.edu/finance/payroll/

Contact Payroll at extension 4636


Timecard Indicator Key
Icons and colors enable you to quickly recognize items in the timecard. The following icons and
indicators might appear:

Solid red in a cell indicates a missed in- or out-punch. Mouse over


the red for more information.

A red border around a cell indicates an exception, such as a late


punch. Mouse over the cell for more information.

A transaction shown in purple on a white background indicates


that the system added a transaction, and that you can edit it.

A transaction shown in purple on a gray background indicates


that the system added a transaction, such as a holiday, and that
you cannot edit it.

An (x) before a labor account in the Totals section indicates that


the account is not the primary labor account.

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