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Kronos: Supervisor Green Screen uGuide
Overview
Kronos is our tool for time and attendance for hourly employees. In and out punches are feed into Kronos software and then used to process hourly payroll.
Introduction
Kronos allows managers of hourly employees to review and approve time/payroll. My Employees ......................................................................................................................................................................... 1 Search for Other Employees ................................................................................................................................................... 2 Individual Timecards ............................................................................................................................................................... 2 Edit Time ................................................................................................................................................................................. 3 Approve Time .......................................................................................................................................................................... 4 Mass Approve Time ................................................................................................................................................................ 4 Insert/Transfer Punch .............................................................................................................................................................. 4 Mass Transfer ......................................................................................................................................................................... 5 Schedules ................................................................................................................................................................................ 6 Mass Schedules ...................................................................................................................................................................... 7 Audit Trail ................................................................................................................................................................................ 8 View History ............................................................................................................................................................................ 9 Filters ..................................................................................................................................................................................... 10 Reports .................................................................................................................................................................................. 13
Instructions: My Employees
When you go into Kronos, your “My Employee” list will be the same as your “Level 1” employees in The Zone.
From Main Menu, select 3 Genies
Press the Enter key to pull the list
This is your “My Employee” List
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Instructions: Search for Other Employees
To find either flex or “borrowed” employees
From the Main Menu, select 1 Time Editor
Press the Enter key to open Time Editor
Enter the criteria to search; criteria could be Employee Number, Department, Supervisor Number, etc.
Press the Enter key to pull the record(s)
Tip: To search by Last name, with the curser in the Employee Number field, use F4 to prompt the list, and then use F8 to covert to Name search. Tip: To search by worked fields (to see who was/is charged to a specific department), use F15 (shift+F3) and then enter search criteria.
Instructions: Individual Timecards
To view an individual’s timecard
From your “My Employee” list, enter “T” to the left of the individual(s) you want to edit/view
Press the Enter key to pull the timecard
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Instructions: Edit Time
To edit time
Enter “1” to the left of the individual record that you want to edit
Press the Enter key to pull the record
Correct the missing punch by entering the clock out time
Press the Enter key to add the punch
The missing punch is now corrected
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Instructions: Approve Time
To approve time
Enter “A” to the left of the individual record that you want to approve
Press the Enter key to approve the time
Instructions: Mass Approve
To mass approve time TIP: Before you mass approve time, check the Missing Punch column. And it is a good idea to check each employee’s time for accuracy.
Enter “G” to the left of all of the individual records that you want to approve
Press the Enter key
Select 1 to Approve
Press the Enter key
Instructions: Insert/Transfer Punch
To insert (and/or transfer) a punch
Use F19 (Shift + F7) to insert a punch
Enter the punch information
If entering a transfer punch, mark Y under Transfer
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Enter the new department and work center information for the transfer
Press the Enter key to complete
Instructions: Mass Transfer
To mass transfer multiple employees at the same time
From your “My Employee” list, enter “G” to the left of all of the individuals you want to transfer
Press the Enter key
Select 2 to Transfer
Press the Enter key
Enter the Transfer Date/Time
Enter the New Department and Work Center Numbers
Press the Enter key to complete the transfer
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Instructions: Schedules
To see/edit schedule
From your “My Employee” list, enter “S” to the left of all of the individuals you want to view/edit schedule
This is schedule view
To edit/add primary schedule, use F6
In schedule maintenance, enter begin shift time and end shift time (using military time/24 hour time format)
To add time by using a template, put the template number in the option space above the day
To save a new template, use S# in the option space to save a new template
Press the Enter key to load the schedule changes entered
TIP: Ensure that if it is a one-time-only change that you update the Y to an N in the roll schedules section.
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TIP: If the changes are for past dates, you must refresh the times for that day. If the changes are for future dates, no further action will need to be done. TIP: You can save templates for frequently used schedules. You can save up to six templates.
Instructions: Mass Schedules
To enter mass schedule changes for multiple employees at the same time TIP: If you do not already have a template created, first create one or more and then complete your mass schedule changes.
From Main Menu, select 5 Scheduling
Enter the Schedule Code
Enter a Start Date (such as the beginning of the week)
Enter any additional selection criteria, such as Department Number, if needed
Press the Enter key to pull the list of employees
This is the list that matches your criteria
Use F13 (shift + F1) for entry of schedule
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Enter the template number (for the primary schedule to be added) under the date/day for the individual(s)
Press the Enter key to add the primary schedules
Instructions: Audit Trail
To mass approve time TIP: Audit Trail displays edits that have been made to the employee’s timecard. Ensure that you are locking your computer and sign out once Kronos approvals are completed.
From an individual timecard, use F16 (shift + F4) to view the audit trail
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TIP: The Audit Trail shows
The Date of the Change The Time of the Change Who Made the Change What was the Action Before Value After Value
Instructions: View History
To view history
From Main Menu, Select 4 Time History Inquiry
Enter the date to be viewed in the Position field
Press the Enter key
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Instructions: Filters
To create a filter
From Main Menu, select 3 Genies
Press the Enter key to pull the list
Use F9 to pull the filter list
Use F6 to do maintenance
Use F6 to add a new filter
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Enter a new Filter Name
Enter a Description
Enter “P” for Personal
Press the Enter key to create
Use F6 to add (Filter Settings)
With the curser in the Field space, press F4 to pull a list of field options
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In the Position to field, enter letter or name to quickly navigate to your criteria
TIP: Most common fields used: Home Labor Levels 1-7
Enter “1” next to the appropriate field
Press the Enter key to select the field
Press the Enter key to select add a condition to your filter
Enter the Condition to be added to your filter
EG means equal
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NE means not equal GT means greater than LT means less than GE means greater than or equal to LE means less than or equal to
Add the Values to the Condition
Press the Enter key to save the conditions entered
Use F6 to add any additional filter settings
When filter is completed, press F12 twice to cancel/exit maintenance
Instructions: Reports
To pull a report
From Main Menu, select 2 Reports and Inquiries
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This is your list of available reports
TIP: For Exceptions Only, use the Punch Detail report, enter Y next to Exceptions Only.
Enter the report criteria; options include Employee Number or Range, Department, Supervisor Number, etc.
Enter E to email the report
These are some additional report criteria options
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These are Exception Options, enter Y to include the exceptions, enter N to exclude the exceptions
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Frequently Asked Questions (FAQ)
Q. How long after I approve a time off request until it will appear in Kronos? A. Time Off Approvals done in The Zone are feed into Kronos every 30 minutes. Q. How do we cancel an approved time off request? A. To change an approved Paid Time Off Request, email [email protected], include the employees ID number and the dates to be removed. Q. What are Filters? A. Filters are used to create lists based on criteria chosen by an individual user or generated automatically by the KRONOS system
Q. What criteria can be used with Filters? A. The following are just a few fields that can be added to the filter settings when creating filters: Department Number, Work Center, Schedule, Supervisor ID, etc.