Supplement - State of Ohio Procurement 3-Kronos... · Supplement: KRONOS Agency Administrator Guide...

Supplement :

KRONOS Agency Administrator Guide

KRONOS Workforce Timekeeper Employee Workspace Guide

KRONOS Workforce Timekeeper Task Guide

KRONOS Employee Leave

Workforce Central- WTK™ v8.0 Agency Administrator

Task Guide

Revision A

2 | P a g e

Workforce Timekeeper

General Information About This Guide

This guide is designed to provide State employees with an overview of the Kronos Time and

Attendance System. This manual provides basic procedures; however, you may need to seek

clarification on specific agency procedures or rules from your agency personnel manager or

supervisor.

Nothing in this handbook should be construed to amend any laws, regulations, policies or

procedures established by the State of Ohio.

Certain procedures contained within this manual are subject to change or revision without prior

notice. Employees will be notified as soon as possible when changes or revisions occur.

Document Revision History

Document Revision

Product Version

Release Date

A Workforce Central v 8.0

Agency Administrator

October 2015

3 | P a g e


Table of Contents

Accessing the Primary Workspace ...................................................................................... 4

Pay Period Close & Sign Off ................................................................................................ 6

Edits to signed off TimeCards (History) ............................................................................ 12

OAKS Kronos Fields ........................................................................................................... 23

People Editor Record .......................................................................................................... 33

Creating Delegate Profiles .................................................................................................. 38

Data Integration (Interfaces) ............................................................................................... 43

4 | P a g e


Accessing the Primary Workspace

5 | P a g e


The primary widget is the Pay Period Close Genie. Use this Genie to prepare for signing off payroll. Further details of using this Genie are explained in this course guide. The secondary widgets are Timecards, My Genies, & Exceptions. These are all widgets necessary to manage processing payroll. NOTE: Refer to the managing timecards and Schedules course materials for using these widgets.

6 | P a g e


Pay Period Close & Sign Off

7 | P a g e


Sign-Off Preparation

1. Begin by accessing the Manage My Requests widget to ensure that all time off

requests have been appropriately acted upon. This widget is accessed from your

Related Items Pane. Any requests in Submitted or Cancel Submitted status

must be addressed. Note: Make sure to look at previous schedule period.

2. Access My Genies Widget>Ohio Unapproved OT. This genie provides a

view of employee unapproved time bucket, non-worked hours, unauthorized

overtime hours, overtime and comp hours. Review the information on this page

for any possible issues with employee time and correct any incorrect time as

needed.

3. Access Pay Period Close widget.

4. Select All Home from the Show drop-down. Then select Previous Pay

Period from the Time Period drop-down.

8 | P a g e


5. Indicators for each column as follows:

a. A check mark in the Employee Approval column indicates employee

approval.

b. A 1 in the Manager Approval column indicates one manager has

approved. The number will change if more than one manager approves.

Any missing manager approvals will need to be obtained before

sign-off can be performed.

c. A check mark in the Missed Punch or Unexcused Absence column

indicates the presence of these exceptions in the timecard.

d. If a check mark is present in the Unexcused Absence column AND

an amount is present in the Non Paid Leave (NPDLV) column, this is

an acceptable exception. However, go to the employee timecard to

determine if any other unexcused absences are present that DO NOT

have NPDLV. These should be corrected by the manager.

8. Click on any column header to sort indicators to the top of the list. Click a second time to sort for missing indicators.

VERY IMPORTANT: Missing punches must be corrected before sign-off can be completed.

9 | P a g e


Sign-Off Once all exceptions have been corrected and all approvals obtained, the timecards

are ready for sign-off. NOTE: Using the Timecard Approval and sign off wizard from

the related items pane will walk you through the steps.

1. From Pay Period Close, choose all HOME employees in the Show drop-down. 2. Choose Previous Pay Period from the Time Period drop-down.

3. Use Select All Rows to select all the employees in the list.

4.. Select Approvals>Sign Off to sign-off on all timecards.

10 | P a g e


6. Click Yes for the pop up box.

7. View the check marks in the Signed Off column. Note: sometimes you need to click refresh.

6. Click the Signed Off column header once to sort any non-signed off timecards to

the top of the list. Review these and if necessary, make corrections and apply sign-

off ONLY to these timecards.

NOTE: After sign-off is complete, check for any failures from Related Items Pane>

Group Edit Results (See section below for viewing Group Edit Results).

IMPORTANT NOTE!

DO NOT re-apply sign-off to timecards that are already signed off. This will apply the sign-off to the Current Pay Period.

11 | P a g e


Group Edit Results

This page is used to display the success or failure of the sign-offs. Go to the Related

Items pane and select Group Edit Results.

In the Results column, the number of successful sign-offs display here, as well as the number of failed ones. Note: This step may take a minute to process, but it will show you that it is processing.

1. If failures are present, the word Details is a link. Select the link to open the error

log. A new section of the page will display the failure reason in the Error

Description column. The Employee Name displays as well. The manager or

manager delegate must correct the timecards before sign-off can be performed

on these timecards.

2. Once errors have been corrected, return to the Related Items>Pay Period

Close, select the remaining employees and sign-off again.

Return to Related Items>Group Edit Results to verify there are no remaining

exceptions that require correction.

NOTE: An individual timecard sign-off error will not display from Group Edit Results. It

is used only for group edit results. Sign-off on an individual timecard may be verified

from the Sign- Offs, Requests and Approvals tab of the employee timecard.

12 | P a g e


Edits to signed off TimeCards (History)

13 | P a g e


Once an employee’s Timecard is signed off, if you need to edit a signed off period you will need to highlight the employee from any Genie, Select Approval and Enable Edits.

This will allow you to make edits to the signed off time.

14 | P a g e


Once this option is selected you can use the Go To navigation to access the employee’s timecard.

Once in the Timecard – Right click in the cell that needs to be edited.

15 | P a g e


Select Edit.

Select the correct option and the new punch time and select OK

16 | P a g e


Select Save

Select if you want to include Totals. (Usually yes)

17 | P a g e


To Add in a Pay Code, Right Click in the Pay Code cell

Select Edit Add in the appropriate Pay Code and amount of time and select OK.

Select Save

18 | P a g e


Select if you want to include Totals. (Usually yes)

Navigate to the Current Time Period. You will now see a button that asks to Exclude Corrections since the corrected totals have been added into the current pay period of the date that the corrections were done.

19 | P a g e


In this case the correction were done on 10/20/15

20 | P a g e


On 10/19/2015 there are no totals since there is no time for that day and the corrections are only added to the day that they are done. Note: The corrections will most generally be added to the first day of the current pay period.

21 | P a g e


For Additional information use the Go To navigation to review the Audits

22 | P a g e


In the Category Select Corrections

The Corrections that were made will show up in the Audit Widget

23 | P a g e


OAKS Kronos Fields

24 | P a g e


A nightly batch run will process to import information from OAKS to Kronos. The import will populate the people editor record in Kronos pulling from fields in OAKS.

There are specific fields in OAKS that must be maintained for Kronos purposes.

Once an employee is created in OAKS, the Kronos specific fields must be populated.

Navigate to Time and Labor> Enroll Time Reporters>Maintain Kronos Data

Example

Maintain Kronos Data page for an active employee. Emplid 10063131

25 | P a g e


The Effective Date defaults to the current date.

The Effective Sequence will be 0.

26 | P a g e


The Pay Rule can be selected through the lookup icon and the Lookup table is populated with a Payrule & a description

You can add a payrule to an employee.

27 | P a g e


The Employment Term lookup table can be selected through the look up icon and that the look table has both an Employment Term and a description.

You can add an employment term for an employee.

28 | P a g e


The Device Group lookup table can be selected through the look up icon

You can add a device group for an employee

29 | P a g e


The Person Type lookup table lookup table can be selected through the look up icon

You can assign an employee to a Person Type

30 | P a g e


The Effort Reports to Lookup contains an emplid, name, department and department description .

The department field in the effort reports to lookup can be sorted

An employee can be assigned an “Effort Reports to”

31 | P a g e


Enter the following information for the badge number

You save the record. Add a new row for an employee who already has data entered. All data entered previously is brought forth in the new row. Example-Change the badge number to a 4 digit number. There should be no size limitations on the length of badge number.

32 | P a g e


Validate that the sequence number can be increased to 1 and save the record. NOTE: The sequence increase is only for same dated records

You can add a future dated row for an employee as needed.

33 | P a g e


People Editor Record

34 | P a g e


Once an employee is created in Kronos from the OAKS import, there are a couple of tasks the Agency Admin must do to complete their set up in Kronos.

Validate information against OAKS

Update Biometrics if applicable

Create Delegate Profile if applicable

Navigate to the people editor through the related items pane.

On the person tab, review the person summary information

35 | P a g e


Review the general information

Review the Biometrics and checkmark the Biometric employee box if the employee will be using biometrics at a time device

The user information will be synced up through LDAP for logon purposes to OAKS. You do not need to do anything with this section.

Review the contact information

36 | P a g e


Review the additional information

Click on the Job Assignment Tab

Review the Job Assignment Summary

37 | P a g e


Review the Timekeeper

Review the Access Profiles

Update the Delegate profile as needed. The next section describes how to create delegate profiles

38 | P a g e


Creating Delegate Profiles

39 | P a g e


From the related Items Window select Setup.

Select Delegate Profiles

40 | P a g e


Select Delegate profile for your Agency and Select Duplicate

Rename and Select Search to find eligible managers

41 | P a g e


Eligible Managers appear and can be select as a Delegate.

Once all requested managers are in the right hand column, Select Save

42 | P a g e


43 | P a g e


Data Integration (Interfaces)

44 | P a g e


To access Data Integration in Kronos Workforce you will need to navigate to the Data Integration Workspace. This is easily done by selecting the workspace carousel in the top right corner.

And the selecting the Data Integration Workspace.

45 | P a g e


Accessible Interfaces through the Interface Option on the Data Integration Tab.

Workforce Timekeeper™ v8.0 Employee Work Space

Task Guide

Revision A


General Information About This Guide

This guide is designed to supplement the managing timecards and schedules guide to provide State

employees with an overview of the Kronos Time Keep System employee work space. This guide

provides basic procedures; however, you may need to seek clarification on specific agency procedures

or rules from your agency personnel manager or supervisor. NOTE: This manual does not replace the

employee timekeeping tutorial, all employees need to go through the tutorial training to get the full

training for employee role.

Nothing in this handbook should be construed to amend any laws, regulations, policies or procedures

established by the State of Ohio.

Certain procedures contained within this guide are subject to change or revision without prior notice.

Employees will be notified as soon as possible when changes or revisions occur.


Document Revision

Product Version

Release Date

A Workforce Timekeeper-Employee Workspace 8.0

October 2015


PREFIX Importance and Benefits of Kronos Purpose

It is important that your employees are compensated accurately. To make this happen, you need to manage employees’ worked and non-worked hours, as well as attendance issues, in an efficient and timely manner. The application supports your ability to perform these tasks so that the data sent to payroll is accurate. Kronos provides the following benefits to the State of Ohio:

Provide system-wide accountability in time and labor management.

Provide up-to-date accrual balances and projections.

Assists with standardization and accuracy of payroll process.

Provide employees access to their leave balances.

Eliminate manual processes ensuring cost and paper reduction.

Roles and Responsibilities Purpose

Each employee and manager has responsibilities that are important in the payroll process. Each person’s role determines the responsibilities and tasks that he or she performs in the application. Common Employee Tasks

On a daily basis or as-needed basis, employees perform the following tasks:

Enter time data using a clock device or PC.

Request time off.

Review and approve timecard each pay period.

Review schedules, punches, and leave accruals.

View Inbox.

Request extended leave cases.


Table of Contents

Using the Employee Workspace ......................................................................................... 1

Primary and Secondary Widgets .......................................................................................................... 2 Using My Timestamp ............................................................................................................................ 3 Reviewing and Approving your Time using My Timecard ..................................................................... 4 Using My Inbox ..................................................................................................................................... 5 Viewing My Calendar ............................................................................................................................ 6 Using My Reports ................................................................................................................................. 9 Requesting Time Off ........................................................................................................................... 10 Cancelling a Time Off Request ........................................................................................................... 12 Using My Leave Requests .................................................................................................................. 13


Using the Workforce Timekeeper Employee

Workspace

pg. 1


Using the Employee Workspace

From this workspace you have access to:

My Timecard

My Timestamp

My Calendar

My Extended Leave Requests

My Inbox

My Reports

My Time Off Requests

pg. 2


Primary and Secondary Widgets

The Employee Workspace includes three default widgets as well as a Related Items pane. These

widgets can be in a primary position or secondary position. In most cases, you can only work in

the primary widget.

You can make a secondary widget become the primary widget by clicking the gear icon in

the upper-right corner of a widget and selecting Pop-out. The current primary widget will

shift into a secondary widget position. Other available widgets can be accessed from the

Related Items pane.

pg. 3


Using My Timestamp

Purpose

If you are an employee who is required to punch from your workstation, you will use the My Timestamp widget to record your punches during your shift.

Exercise

You want to record a punch for the start of your shift.

Steps

1 Locate the My Timestamp widget

2 Click the Record Timestamp

button.

3 Note: The date and time of the last recorded timestamp displays on the My Timestamp widget.

4 Select the Refresh button to

update the timecard.

pg. 4


Reviewing and Approving your Time using My Timecard

Purpose

Your primary widget is your timecard. You will use the My Timecard widget to review your timecard

and approve your time for the pay period. Currently, at the end of each pay period, you have to sign

your timecard signifying that the times entered are true and correct. With Kronos, you electronically

sign by “Approving” the electronic document.

Exercise

You want to review your timecard and approve it for the pay period.

Steps

1 Verify that My Timecard is the

primary widget.

2 (Optional) Click the Maximize button to enlarge the My Timecard

widget.

Note: Use the same button to

return the widget to its default size.

3 Select Previous Pay Period to

review.

4 Review your timecard.

Blue = Excused Absence

Red = Exception (see manager before approving)

Green = Manager has marked as reviewed

= Manager has added a comment

Purple = Populated by Kronos 5 Review the Totals Detail section of

the timecard, which contains the breakdown of your worked and non-worked time.

6 To approve your timecard for the selected time period, click the Approve Timecard button and select Approve.

NOTE: You will have to approve the agreement statement for full approval

7 Timecard is Approved. The

timecard will turn Tan color when

employee approves.

8 Select Restore Down to return the

timecard widget to its original size.

pg. 5


Using My Inbox Purpose When you submit a request for time off, the manager’s response displays in your Kronos Inbox. You can review these messages in My Inbox.

Example

You want to review any messages you have received in Kronos.

Steps

1 Select My Inbox from the Related Items pane.

2 Click the Messages tab to review

your messages.

3 To read a message, select the message and click Open.

4 After you have reviewed the message, select one of the following:

Click Reply to respond to

the message.

Click Close to close the

message and return to the Inbox.

Click Delete to remove the

message from the Inbox.

Click Print to print the

message to your local printer.

Select Close.

5 To close the My Inbox tab, hover your cursor over the My Inbox tab and then click the X.

pg. 6


Viewing My Calendar

Purpose The My Calendar widget is used to view your schedule information and to view and request time off. You can hover over a shift to view more detailed information. You can also change the view size and use the filter at the top to show and hide particular item types in the calendar.

Navigating in a calendar The following table describes the actions that display information in a calendar for data analysis:

pg. 7


Exercise

You want to review your own calendar for the current week. Access My Calendar and use the tools to look at your calendar in different formats.

Steps

Locate the My Calendar widget.

Click the gear icon on the My Calendar widget and select Pop-out.

From the Time Period drop-down,

select Current Schedule Period.

You can also adjust the display of the calendar view.

pg. 8


Steps

5 Click the Filter icon to select the

elements you want to view in your calendar. Uncheck an item to remove it from the display.

6 Review information in the calendar workspace.

7 Return calendar to By Week view.

Request Symbols

The symbols below will display on the request in the calendar, indicating the status of the request.

Submitted - for approval or cancellation

Retracted - prior to manager approval

Approved - for taking or for cancellation

Pending

Refused

pg. 9


Using My Reports

Purpose There may be times when you would like to print out information such as your leave accrual balances, schedule or timecard detail. You have access to three employee reports for this information using the My Reports widget. When you run one of these reports, it displays in a web browser tab or window, and you print the report using the web browser’s Print options.

Exercise

Steps

Select My Reports from the Related Items pane.

For this exercise, select Time

Detail.

Select Previous Pay Period from the Time Period drop-down list.

Click View Report.

The report will open in a new browser window.

You may print the report using the browser’s File>Print options.

pg. 10


Requesting Time Off

Purpose The Request Time Off screen displays a calendar to provide a consistent, easily accessible way to request or cancel time off. Kronos forwards the request to your manager to handle appropriately.

Exercise Your childcare provider will be unavailable next Thursday and Friday and you need to take the afternoons off. Submit a time-off request for four hours of Leave each day starting at 1 p.m. for next Thursday and Friday.

Steps

1 Pop out the My Calendar widget.

2 In the calendar that displays, select

Current Pay Period from the Time Period drop-down.

3 In the calendar, click on Thursday.

4 Click on the Request Time Off

button.

5 The date selected in the calendar should be populated in the Start Date. Change the End Date field for

the proper date needed.

pg. 11


Steps

6 Select the Pay code from the drop-

down list.

7 The Duration type will

always be hours. You must specify a Start time and Length for the

leave time to be used for each requested day.

8 Enter the Start time of 1p (always use am/pm) for the leave and 4 in the Length field.

Note: The Length field contains

the number of hours being requested.

9 Add Comment if needed.

10 Click Submit.

11 The request has been submitted for

approval and displays in the employee’s calendar with the status.

Note: Once the requested time is

approved by your manager, the schedule will automatically be updated to show the scheduled leave time for the requested days.

pg. 12


Cancelling a Time Off Request

If your need for time off changes, you may cancel or retract a request.

Steps

1 Pop out My Calendar widget.

2 Click on the Time Off Request that you need to cancel.

Click the arrow.

3 From the pop up window box, select Retract:

Retract Request - if the request has NOT been

approved by your manager.

Note: If already approved by

your manager, you must

notify your manager to

cancel the request.

4 Click Submit.

pg. 13


Using My Leave Requests

Purpose Employees can submit a request for extended leave for FMLA (Family and Medical Leave Act), Military Leave, Disability leave, workers comp, and OIL using Kronos. Employees who are already on leave of absence can request additional time against an existing leave case using the same workspace. Requests for new leave cases and additional leave time are forwarded to your Agency’s Leave Administrator.

Exercise You have upcoming surgery and need to request FMLA leave from work. Submit a continuous leave request for FMLA time.

Steps

1 Select My Leave Requests from the Related Items pane.

2 In the My Leave Requests calendar, click Request New Leave Case from the Requests

list.

pg. 14


Steps

3 From the Leave Category drop-

down list, select the type of leave:

Choose Self.

Note: (*) Asterisk - Denotes a required field

4 From the Leave Reason drop- down list, select Self-Medical or Mental Health.

5 From the Leave Frequency drop- down list, select Continuous.

6 From the Leave Start Date drop- down calendar, select 1st Monday of the following month.

7 From the Leave End Date drop-

down calendar, select the date when you expect the leave to end.

Note: You can leave this field

blank if the end date is unknown.

For this exercise, leave the field blank.

8 Leave Same hours each day selected in the Leave Hours field.

9 In the Approximate Daily Leave Hours field, enter the number of

hours you expect to take each day.

For this exercise, key 8.

10 The Temporary Mailing Address

is an optional field that can be used to inform of the address of the relative you are assisting or the rehab center where you will be staying, etc.

11 Enter an explanation of the leave request in the Describe Details of Your Request field.

Key Medical Procedure.

12 Click Save.

Workforce Timekeeper™ v8.0 Managing Timecards and Schedules

Task Guide

Revision A

The information in this document is subject to change without notice and should not be construed as a commitment by Kronos Incorporated. Kronos Incorporated assumes no responsibility for any errors that may appear in this manual. This document is for the use of the intended recipient, and it may not be reproduced in whole or in part or used for any other purpose than that for which it was provided without the prior written permission of Kronos Incorporated. Copyright, Kronos Incorporated or a related company, 2015. All rights reserved.

Altitude, Cambridge Clock, CardSaver, Datakeeper, Datakeeper Central, eForce, Gatekeeper, Gatekeeper Central, Imagekeeper, Jobkeeper Central, Keep.Trac, Kronos, Kronos Touch ID, Kronos InTouch, the Kronos logo, Kronos Workforce Ready, My Genies, PeoplePlanner, PeoplePlanner & Design, Schedule Manager & Design, ShopTrac, ShopTrac Pro, StarComm, StarPort, StarSaver, StarTimer,Timekeeper, Timekeeper Central, TimeMaker, Visionware, Workforce Accruals, Kronos Timekeeping, Workforce Decisions, Workforce Express, Workforce Genie, and Workforce TeleTime are registered trademarks of Kronos Incorporated or a related company. Altitude Dream, Altitude Pairing, Altitude PBS, Comm.Mgr, CommLink, DKC/Datalink, FasTrack, HR and Payroll Answerforce, HyperFind, Improving the Performance of People and Business, Kronos 4500, Kronos 4500 Touch ID, Kronos e-Central, Kronos KnowledgePass, KronosWorks, KVC On Demand, Labor Plus, Momentum, Momentum Essentials, Momentum Online, Schedule Assistant, Smart Scheduler, Smart View, StartLabor, Start Quality, Start WIP, Starter Series, Timekeeper Decisions, Timekeeper Web, VisionPlus, Winstar Elite, WIP Plus, Workforce Activities, Workforce Attendance, Workforce Collaboration, Workforce Connect, Workforce Employee, Workforce HR, Workforce Leave, Workforce Manager, Workforce Mobile, Workforce MobileTime, Workforce Payroll, Workforce Record Manager, Workforce Recruiter, Workforce Scheduler, Workforce Scheduler with Optimization, Workforce Smart Scheduler, Workforce Tax Filing, Workforce Timekeeper, Workforce Analytics, Workforce Acquisition, Workforce View, Workforce Absence Manager, Workforce Device Manager, Workforce Integration Manager, Workforce Forecast Manager, and Workforce Operations Planner, Workforce Task Management, and Workforce TeleTime IP are trademarks of Kronos Incorporated or a related company.

IBM, eServer, and iSeries are trademarks of International Business Machines Corporation. StandardsPro® is a registered trademark of H.B. Maynard and Company, Inc. Vortex and Vortex Mobile Scheduler Connect are trademarks of Vortex Connect. Citrix is a registered trademark of Citrix. All other product and company names mentioned are for identification purposes only, and may be trademarks of their respective owners.

When using and applying the information generated by Kronos products, customers should ensure that they comply with the applicable requirements of federal and state law, such as the Fair Labor Standards Act. Nothing in this Guide shall be construed as an assurance or guaranty that Kronos products comply with any such laws.

These training materials are provided for general educational purposes and are not intended to convey legal, accounting, or regulatory compliance advice. Such advice can only be obtained through your own attorney, certified public accountant or other qualified professional, with full knowledge of your organization's particular operations, circumstances and policies. Readers are encouraged to consult with appropriate professional advisors concerning their individual circumstances before making decisions affecting their business operations. Last updated June 1, 2015

Kronos KnowledgePass™ subscription is designed to be your pre-training, post-training, and refresher skills destination. Kronos KnowledgePass contains tutorials, learning snippets, job aids, and much more to support the training you receive from Kronos-certified instructors. Kronos KnowledgePass education support materials stream right to your desktop and are all available 24/7

To find out if your organization subscribes to Kronos KnowledgePass, speak to the individual responsible for the Kronos solution at your organization. If you are not a subscriber and you are interested in Kronos KnowledgePass, please give us a call at 888 293 5549.

Published by Kronos Incorporated

297 Billerica Road, Chelmsford, Massachusetts 01824-4119

Phone: 978-250-9800, Fax: 978-367-5900

Kronos Incorporated Global Support: 1-800-394-HELP (1-800-394-4357)

Workforce Timekeeper 8.0

Managing Timecards and Schedules


Document Revision

Product Version

Release Date

A Workforce Timekeeper 8.0 October 2015

PREFIX Importance and Benefits of Kronos Purpose

It is important that your employees are compensated accurately. To make this happen, you need to manage employees’ worked and non-worked hours, as well as attendance issues, in an efficient and timely manner. The application supports your ability to perform these tasks so that the data sent to payroll is accurate. Kronos provides the following benefits to the State of Ohio:

Provide system-wide accountability in time and labor management.

Provide up-to-date accrual balances and projections.

Assists with standardization and accuracy of payroll process.

Provide employees access to their leave balances.

Eliminate manual processes ensuring cost and paper reduction.

Roles and Responsibilities Purpose

Each employee and manager has responsibilities that are important in the payroll process. Each person’s role determines the responsibilities and tasks that he or she performs in the application. Common Employee Tasks

On a daily basis or as-needed basis, employees perform the following tasks:

Enter time data using a clock device or PC.

Request time off.

Review and approve timecard each pay period.

Review schedules, punches, and leave accruals.

View Inbox.

Request extended leave cases. Common Manager Tasks

On a daily basis, managers perform the following tasks:

Check for timecard exceptions and make edits when applicable. Handle unexpected absences and missed time.

Enter non-worked time for employees.

Make schedule changes.

On a pay period or as-needed basis, managers perform the following tasks:

Schedule employees for a specific time period.

Monitor timecards and reports to facilitate payroll processing.

Review and approve timecards.

Request backup coverage.

Manage time off requests.

Create personal HyperFind queries.

© 2015, Kronos Incorporated or a related company. All rights reserved. iii


Table of Contents

Using the Workforce Timekeeper Interface ............................................................................ 1

Basic Navigation .................................................................................................................. 2

Logging On ............................................................................................................................................ 2 Signing Out ........................................................................................................................................... 3 Using the Inactivity Timeout .................................................................................................................. 3

Accessing Support in the Application ................................................................................ 4

Using Online Help ................................................................................................................................. 4

Using Your Navigator .......................................................................................................... 5

Navigator Layout ................................................................................................................................... 5 Managing the Active Workspace .......................................................................................................... 6

Searching for Employees ...................................................................................................10

Using the QuickFind Genie ................................................................................................................. 10

Managing Timecard Exceptions ............................................................................................. 11

Exceptions Alert Overview .................................................................................................12

Viewing Exceptions in the Exceptions Widget .................................................................................... 13 Exceptions Widget Overview .............................................................................................................. 13 Adding a Missed Punch ...................................................................................................................... 17 Attaching Comments to Punches ........................................................................................................ 18 Marking an Exception as Reviewed .................................................................................................... 20 Unmarking Exceptions as Reviewed .................................................................................................. 20 Removing a Punch .............................................................................................................................. 21 Adding Pay Codes for Non-Worked Time ........................................................................................... 21

Accessing Timecards .........................................................................................................23

Accessing Timecards via the View Timecard Link .............................................................................. 23 Accessing Timecards via a Genie ....................................................................................................... 23 Accessing Timecards via GoTo Navigation ........................................................................................ 24

Timecard Layout Overview .................................................................................................25

Viewing Accrual Balances in the Timecard ......................................................................................... 26 Viewing Timecard Audits .................................................................................................................... 27

Resolving Discrepancies in the Timecard .........................................................................29

Transferring Employee Time ............................................................................................................... 29 Paying Employees for Working through Meals ................................................................................... 31

Managing Employee Requests ............................................................................................... 33

Accessing and Reviewing Requests .................................................................................34

Accessing the Requests Alert ............................................................................................................. 34

Reviewing Requests in the Request Manager Widget ......................................................35

Scheduling Staff for Specific Periods .................................................................................... 37

Navigating the Schedule Widget ........................................................................................38

Using Schedule Groups ......................................................................................................41

© 2015, Kronos Incorporated or a related company. All rights reserved. iv


Adding Employees to a Schedule Group ............................................................................................ 41 Removing Employees from a Schedule Group ................................................................................... 43

Schedule Pattern Overview ................................................................................................44

What is a Schedule Pattern? .............................................................................................................. 44 Pattern Templates ............................................................................................................................... 44 Assigning Schedule Patterns Using Pattern Templates ..................................................................... 44 Assigning Schedule Patterns without Pattern Templates ................................................................... 46 Adding Shifts Using In Cell Entry ........................................................................................................ 47 Adding Shifts by Inserting a Shift Template ........................................................................................ 48 Deleting Shifts from Employees’ Schedules ....................................................................................... 49 Adding and Editing Shifts Using the Shift Editor ................................................................................. 49

Managing Employee Overtime ................................................................................................ 51

Viewing Overtime Using the Ohio Unapproved OT Genie ................................................52

Moving OT Hours ................................................................................................................................ 53

Reviewing Information using Genies and Reports.............................................................. 55

Exporting Information from a Genie ..................................................................................56

Exporting Information from a Workforce Genie .................................................................................. 56 Reconcile Timecard Genie Overview .................................................................................................. 57

Generating Reports .............................................................................................................58

Running and Viewing Reports ............................................................................................................ 58

Reviewing and Submitting Timecards ................................................................................... 60

Approving Employee Timecards ........................................................................................61

Approving Employee Timecards Overview ......................................................................................... 61 Accessing and Navigating the Timecard Approval Wizard ................................................................. 61 Approving an Individual Employee Timecard ..................................................................................... 63 Approving All Employees’ Timecards ................................................................................................. 64

Requesting Backup Coverage ................................................................................................ 66

Purpose of Delegating Authority .......................................................................................67

Submitting a Request for Backup Coverage ....................................................................................... 67 Accepting or Declining Backup Coverage Requests .......................................................................... 68 Switching Delegated Roles ................................................................................................................. 69 Canceling Delegations ........................................................................................................................ 69

Additional Manager Tasks ....................................................................................................... 71 Using the Work and Absence Summary ............................................................................................. 72 Using the Kronos Inbox to View and Send Messages ........................................................................ 73 Creating Ad Hoc and Personal HyperFind Queries ............................................................................ 75 Assigning a Personal HyperFind Query to Another Manager and/or Supervisor ............................... 78

© 2015, Kronos Incorporated or a related company. All rights reserved. 1


Using the Workforce Timekeeper Interface



Basic Navigation

Logging On

The Kronos Timekeeping logon page provides access to all features in the Workforce Timekeeping application to which you have been given access.

The Workforce Timekeeping will be accessible as single sign on through OAKS. You simply click on myKronos quick link from MyOhio home page and you will be taken directly into Kronos Workforce Timekeeping.

There are two alternative methods to access Workforce Timekeeping:

Desktop Icon, or

Kronos Timekeeping URL

The steps below outline how to access the application using the Kronos Timekeeping URL.

1. Enter the Kronos Timekeeping URL https://prd.kronos.ohio.gov/wfc/logon in a standard browser.

2. Enter your user name and password in their designated fields.

3. Click the right-facing arrow or press the Enter key on the keyboard.

Your navigator appears.

Business Practice

If you forget your user name or password, the State of Ohio uses the LDAP method; therefore, your Kronos login is the same user name and password as your MyOhio.gov. If you require your OAKS password to be reset, please contact the OAKS Help Desk at 614-644-6625 or 1-888-OhioOAK (1-888-644-6625).

https://prd.kronos.ohio.gov/wfc/logon



Signing Out

The Kronos Timekeeping application includes confidential employee information. It is important to keep the information secure by correctly signing out of the application.

Signing Out of Kronos Timekeeping:

Closes your session

Signals to the application that you no longer require access to any of its components

Prevents other people from accessing your information

To log off Kronos Timekeeping, click the Sign Out link.

Business Practice

You should always end your work session by clicking the Sign Out link, located in the top left hand corner. Clicking Close (x) without first logging off might leave your connection to the application open, allowing unauthorized people to view and edit information.

Using the Inactivity Timeout

The inactivity timeout screen appears if there is no user activity, such as saving or searching, for a set length of time.

When the timeout warning appears, click Yes to continue. If you are finished with your session, click No.

Note

The inactivity timeout screen appears if there is no activity in Kronos Timekeeping for 18 minutes.

Business Practice

Be sure to click Yes if you want to remain logged in. If you do not click Yes after receiving the inactivity

timeout message, you will be logged out of the application and will lose all unsaved edits.



Accessing Support in the Application

Kronos Timekeeping offers Online Help in the Workspaces Carousel.

Using Online Help

Browse the Table of Contents or Search for the information you need.

Start using Help

Search for an answer

Learn about Navigators

Legal Statement



Using Your Navigator

After you log on to the application, your Navigator appears. Navigators are customized views of the information that is important to completing daily work tasks in the application. All navigators include a home workspace that is displayed when you first log on.

Navigator Layout

Navigators have many different parts. Each part of a navigator either provides you with information or helps you to perform a task.

Screen Area Description

Workspace Tab A horizontal area at the top of the navigator that displays the currently opened workspaces as tabs. Click a tab to bring a workspace into focus. Click the Refresh icon next to the title to reload the workspace with its default information.

Name/Sign Out Identifies the user and provides a link to sign out of Workforce Timekeeping.

Alerts Links, which appear as icons, enabling you to quickly view the type and number of tasks and issues that require your immediate attention.

Carousel Container for one or more workspaces.

Workspaces A work area made up of one or more views and the Related Items pane.

Workspace Tab Name / Sign Out Alerts Carousel

Workspace Primary & Secondary Widgets Related Items Pane



Screen Area Description


A workspace can have one or more pre-sized views. Views are holding areas for widgets, which are the task-oriented tools you use to review data and perform actions. When you need to work with a different widget, you can swap it into either view, replacing the current occupant.

Related Items Pane Includes additional widgets that are part of the workspace; the Related Items pane contains different widgets for each workspace.

Managing the Active Workspace

You can change your view of the information in the workspace or associated widgets.


All workspaces have at least one primary view and one or more secondary views. Normally, to work in a widget you must move it into a primary view. Widgets occupying secondary views often provide useful information, but are not fully functional until moved into a primary view.

Repositioning Widgets

Move a secondary widget into a primary position by clicking the title bar, dragging it over the primary widget, and releasing.

Hovering for Details

Hover the mouse to see a tool tip containing details, where applicable.

Contextual Callouts

Right-click a cell within a widget; in many cases, this opens a callout with detailed information and icons for any actions you are allowed to perform on that cell.

Primary View Secondary

Widgets



Using the GoTo Control

You can select one or more employees, click the GoTo control, and then access the employees’ timecards, the Schedule Widget, or another Kronos Timekeeping page where you can perform an action.

Workspace Tabs

Each active workspace gets its own tab. You can switch back and forth between workspaces by selecting the tab you want to view. You must always have at least one workspace open, but you can close any additional workspace by hovering over its tab and clicking the Close (X) button.

Opening Workspaces and Widgets

Opening different workspaces provides access to different sets of widgets.

Opening Workspaces

To access a different workspace, you can:

Access all available workspaces by clicking the carousel.

Use the arrows to toggle between available workspaces.

Click a workspace to make it active.

Click the X in the workspace tab to close the workspace (other than your default workspace).

Closing the Carousel Click the Workspaces tab to close the carousel.

Additional Workspaces Click an item in the carousel to open an additional workspace. To close that workspace later, hover over its tab and click the Close (X) button.

Cycling the Carousel

Use the arrows to cycle through the additional workspaces.



Opening Widgets

Within any workspace, you can access widgets and activate them by bringing them into your active workspace. To open a widget:

From the Related Items pane, select a widget OR click a widget and drag it into your active workspace.

To remove the widget, click the gear icon and click Close.

Activating a Widget

There are two ways to activate a widget in the Related Items pane

To add it to the current workspace, drag it out of the pane and release it over a widget in the workspace.

To work with the widget in a temporary workspace, click the widget while it is still in the pane. To close that workspace later, hover over its tab and click the Close (X) button.

Closing the Related Items Pane

Click the right arrow to close the Related Items pane. When closed, click the left arrow to open it.

Active Widgets

Widgets already in an open workspace appear grayed out in widget list.



Widget View Options

There are several ways to adjust the view of a widget to better suit your needs while you work though tasks.

Maximize/Restore Icons

Click to expand a widget in a primary view to its maximum size. (This will temporarily hide any other widgets.) Click again when maximized to restore to the original size.

Gear Icon

Click to view options for moving the widget. Unavailable options will be grayed out. (For example, widgets in the primary view cannot use Close or Pop-out.)

Resize Bar

Click and drag the resize bar to reveal more of a particular secondary view.

Title Bar

Click and drag a widget’s title bar to swap it with another widget or return it to the Related Items pane.

Pop-out Option

Select Pop-out to promote a secondary widget to a primary position.

Close Option

Select Close to send a widget in a secondary view back to Related Items.



Searching for Employees

Using the QuickFind Genie

The QuickFind genie allows you to quickly search for employees by name or ID. The QuickFind is accessible from the My Genies widget. The My Genies widget provides convenient access to Genies within your workspace.

Searching for an Employee

1. Move the My Genies widget to the active workspace.

2. Select QuickFind from the drop-down menu.

3. Enter all or a portion of the Employee Name or ID. If you enter a portion of the name or ID add an asterisk (*).

4. Click Search.

The Employee(s) matching the search criteria display in the workspace.



Managing Timecard Exceptions



Exceptions Alert Overview

The Exceptions alert quickly draws your attention to time data issues in timecards for hourly employees. It is available when you log in; it displays an alerts indicator in the top center of your navigator.

Time data exceptions alerts can notify you about issues such as missed punches, late or early in punches, and late or early out punches that require your immediate attention.

The alert icon includes a number in the upper-right corner that tells you how many employees have time data issues.

Select an employee from the list to access the Summary and Details views of the Exceptions widget.

When you click an employee’s name, you are brought to the Details view of the Exceptions widget.

Alert Details

Click an item in the details of an alert to open the relevant widget. You can then take whatever actions are needed in the open widget.

View All

Click to open the Alerts and Notifications widget. This provides more room for reviewing alerts, and may also include uncategorized alerts and notifications that are not actionable.

Alert Icons

Each type of alert has its own icon. A number in the icon’s corner indicates that there are items you should review. Click an icon to view details.

Refresh

Click the Refresh icon to get immediate updates to your alerts.



Viewing Exceptions in the Exceptions Widget

Example:

You want to review your timecard exceptions. Access the Exceptions Widget by clicking on the Alerts icon.

The Exceptions widget can help you to manage employee time data exceptions quickly and efficiently. You can access the widget using the following methods:

Clicking the Exceptions alert; this activates the Exceptions widget and moves the data to an open workspace.

Clicking and dragging the Exceptions widget to the open workspace.

Clicking the widget to open it in a temporary workspace.

Exceptions Widget Overview

The Exceptions widget is a specialized widget that displays exception data for employees. Managers and/ or Supervisors can perform most of the tasks they need to accomplish on their employees’ time data in the Exceptions widget. Some of the key functions that can be performed in the detail view include:

Add and remove punches

Add comments

Mark exceptions as reviewed

Change an employee’s time to his or her normally scheduled time

Business Practice

There are two views in the Exceptions widget; Summary and Details.



Exceptions Summary View

The Summary view:

Provides an at-a-glance view of employee exceptions

Displays one or more exception types by column

Displays exceptions by employee

Selecting an employee activates the View Details button, which allows you to view details for one employee at a time. When you hover over any column, the Details button is enabled. Selecting the Details button allows you to view details for all employees who have that type of exception.

Exceptions Details View

The Details view is populated only when an employee has an exception. If there are no exceptions, the Details view for the employee is blank. From this view, you can:

See the dates and exception details

Access an employee’s hourly timecard view

Toggle to display or hide an employee’s schedule

Resolve exceptions manually or by using one of the available action buttons

Accessed from Summary view, the Details view provides access to in and out punches, schedule data, and more details about exceptions. In this view, you can also resolve exceptions and enter comments.



Visual Indicators in the Details View

The Details view provides several visual indicators to help you quickly interpret the data on the screen.

Exception Type Details View Visual Indicator

Missed punch In or out time cell filled with solid red

Punch exception In or out time displayed in red text

Unexcused absence Date displayed in red text

Excused absence Date displayed in blue text

Reviewed exception In or out time displayed in green text

The following image highlights the exception within the Detail View.



Action Buttons in the Exceptions Widget

Depending on the type of exception and its status, action buttons appear along the bottom of the page. Only the relevant actions are available. The following table lists and describes the action buttons you will see in the Exceptions widget.

Action button Description

Save Saves your changes to the database.

Cancel Cancels changes that you made prior to saving.

Mark as Reviewed Indicates that you have reviewed the exception, and that no further action is required. The color of the exception changes to green and the Mark as Reviewed button changes to Unmark as Reviewed.

Change to Scheduled Changes a missed in or out punch to the scheduled time. This feature only works for employees who have assigned schedules.

Comment Adds a comment, and optionally a note, to an employee’s punch data.

Add Punch Opens the Add Punch dialog box and inserts a punch time.

Remove Removes punch data.

The following image highlights the action buttons within the Exceptions widget.



Adding a Missed Punch

The Add Punch feature allows you to enter punch information in the time data using the Add Punch dialog box. In this dialog box, you can select the punch type and enter a punch time.

Example:

An employee forgot to punch out on Tuesday. You must add the missed punch to the timecard.

1. Hover over the Missing Punch column and click the Details button.

2. In the Details view, click the cell containing the missing punch and click Add Punch.

3. In the Add Punch dialog box, confirm the date. From the Insert drop-down list, select the applicable punch option.



4. Enter the appropriate punch Time.

5. Click Add.

6. Click Save.

Caution

Timecards cannot be signed off if a missing punch exists.

Once a missing punch is corrected, and no more exceptions are present, the detail no longer displays for that date.

Attaching Comments to Punches

Comments are predefined, organization-specific descriptions that you attach to punches to provide additional information about that transaction.

Comments let you document specific details of worked and non-worked hours to help you with future analysis. You can also add free-text notes to comments for clarification.

Example:

You have made corrections to an employee’s timecard and want to add the appropriate comment. Add

the Forgot to Punch and Misread Schedule comments to the punch you just added.

1. Select the punch to which you want to attach a comment.

2. Click Comment.



3. Select the applicable comment(s).

4. Click OK.

5. Click Save.

6. Validate that the comment is attached to the punch by hovering over the applicable punch.

Business Practice

Adding a comment to every edit is encouraged but optional.



Marking an Exception as Reviewed

Managers and/or Supervisors can mark and unmark an exception as reviewed using the Exception detail view.

Example:

An employee was scheduled to work until 5p, but left at 3p. The employee submitted a time off request, but the punch still shows as an early out. You mark the exceptions as reviewed.

Note that after an exception is marked as reviewed, it disappears from the Summary view of the Exceptions widget, and it appears with a green check mark in the Reconcile Timecard Genie if all exceptions of that type have been marked as reviewed.

1. Click the punch you want to mark as reviewed.

2. Click Mark as Reviewed.

3. Click Save.

Unmarking Exceptions as Reviewed

1. Click the punch you want to unmark as reviewed.

2. Click Unmark as Reviewed.

3. Click Save.

Business Practice

It is a good practice to mark any previously known exceptions as reviewed.



Removing a Punch

Example:

An employee accidentally punched out twice at the clock. You need to remove one of the punches.

1. Click the punch you want to remove and click Comment.

2. Select the comment that represents the reason for the punch removal.

3. Click OK.

4. Click Save.

5. Click the punch cell again and click Remove.

6. Click Save.

Note

Some agencies may have the clock restrictions configured which would not allow employees to punch multiple times within a predefined time period.

Adding Pay Codes for Non-Worked Time

Although employees are scheduled to work specific hours each week, events occur that cause employees to miss time. Employees might communicate this missed time to their Managers and/or Supervisors in advance, allowing them to make appropriate changes to the schedule.

Example:

An employee called out sick and you must enter 8 hours of the SCKLV pay code in the employee’s

timecard.

1. Hover over the Pay Code cell on the date you want to add a pay code.

2. Click the Green plus button.

3. Confirm that the correct Effective Date appears.

4. From the Pay Code drop-down list, select the applicable pay code.

5. In the Amount field, enter the number of non-worked hours.



6. In the Start Time field, enter start time for the pay code.

7. Click OK and then click Save.



Accessing Timecards

Kronos Timekeeping provides several methods for accessing employee timecard data, including:

The View Timecard link in the Exceptions widget Details view

Workforce Genies

GoTo Navigation link

Accessing Timecards via the View Timecard Link

From the Details view, you can click View Timecard to access the employee’s timecard.

The employee’s timecard appears. You can perform an action on the timecard, or close the timecards workspace to return to the Details view of the Exceptions widget.

Accessing Timecards via a Genie

You can access a timecard from a Genie by double-clicking the employee’s name.



Accessing Timecards via GoTo Navigation

The GoTo Navigation icon displays in the upper-right corner of some widgets and provides a link directly to an employee timecard.

To access the timecard, you select one or more employees, click the GoTo navigation, and select the Employee Timecard link.



Timecard Layout Overview

Each employee timecard provides all time and attendance details for the time period selected. As was mentioned you can perform various edits from the detail timecard.

The following image highlights the columns in the Timecard.

Columns in the Timecard

Column Description

Date Each row contains a specific date. The dates included depend on the time period selected.

Schedule The employee’s scheduled shift start and end time.

In The time the employee punched in to start his/her shift.

Transfer Displays any Combo Code transfers if applicable.

Out The time the employee punched out for the day.

Pay Code Displays any pay code edits for the date if applicable.

Amount Amount of hours applicable to the Pay Code.

Shift Number of hours the employee worked for his/her shift.

Daily The number of hours the employee worked for the day.

Period The cumulative number of hours in the pay period.



Action Buttons

The Action Buttons provide quick access to processes in the timecard.

The following image and table illustrates and describes the Action Buttons within the timecard.

Action Buttons Description

Approve Timecard Provides access to approve a timecard or remove a Timecard Approval.

Sign Off Sign off is used to close payroll and is performed by the Payroll department. Managers and Supervisors do not have access to sign off timecards.

Print Timecard Prints the timecard.

Refresh Refreshes the timecard with the most current information.

Calculate Totals Recalculates timecard totals after edits have been made.

Save Saves changes to the timecard.

Viewing Accrual Balances in the Timecard

Managers and/or Supervisors can view employee accrual balances within the timecard tabs located at the bottom of each timecard.

1. In the timecard click on the Accruals tab in the lower portion of the workspace.



2. Review the accrual information displayed.

Column Description

Accrual Code The code that identifies and holds the type of accrual balance, such as vacation or sick.

Accrual Available Balance The current accrual based on the time period selected.

Accrual Reporting Period The start and end dates of the current reporting period, which encompass the end date of the time frame selected.

Accrual Opening Balance The accrual balance on the first day of the reporting period.

Accrual Ending Balance The accrual balance as of the end date of the time period selected.

Viewing Timecard Audits

The Timecard Audits is a complete account of all edits performed in an employee’s timecard.

Example:

You have performed edits in your employee’s timecard. You want to see all the edits done in that timecard.

1. From the timecard click the Go To button.

2. Select Audits.





Resolving Discrepancies in the Timecard

Since the Exceptions widget focuses only on timecards with exceptions, it may be necessary to complete some edits using the detail Timecard. These edits include transferring time to a different Combo Code, or canceling an employee’s automatic meal deduction. Exceptions are not included with these types of edits, so the date may not display within the Exceptions widget.

Transferring Employee Time

During the normal workday, all worked and non-worked hours are calculated using the employee’s default work rule and charged to the employee’s assigned labor account. Employees are each assigned to a primary labor account and a default work rule. However, employees are not limited to working where they have been assigned. To capture time worked outside of the employee’s default labor account a transfer is entered within the timecard.

Example:

An employee is assigned to work in another area for a specific duty so the hours need to be assigned to another Combo Code. Transfer the employee’s entire shift to the DAS013931 Combo Code.

1. From the employee’s timecard, click the Transfer cell in the row for the applicable date.

If the applicable transfer does not appear in the Transfer list, click Search.

2. Click the drop-down arrow next to the Combo Code field and select a Combo Code from the list.

3. Click Apply.

4. Click Save.



When adding a transfer for a portion of a shift, you must insert a row within the timecard to accommodate

the partial day transfer.

Example:

An employee is working 2 hours of his shift in another area. Transfer the last 2 hours of his shift to the

DAS013931 code on Tuesday.

1. Click the Insert Row icon for the date you want to add a partial day transfer.

2. On the new row, enter the time the transfer started in the first In punch cell.

3. Click the Transfer cell on the same row and click Search.

4. Click the drop-down arrow in the Combo Code field and select a Combo Code from the list.

5. Click Save.



Paying Employees for Working through Meals

An automatic meal deduction is a length of time defined in an employee’s work rule that is automatically deducted from shift hours when that employee works a specific length of time. If, for any reason, the automatic deduction needs to be canceled, you can perform the task by editing the punch data. This task is performed in the Edit Punch dialog box, which is accessible from the employee’s timecard. You select the applicable type of deduction from the Cancel Deduction drop-down list.

Example:

An employee worked through her lunch. Cancel the automatic meal deduction and attach the appropriate comment.

1. Right-click the Out punch on the date you want to cancel the meal deduction and click Edit.

2. From the Cancel Deduction drop-down list, select the applicable meal deduction.

3. Click OK.

4. Click Save.



Caution

If you select a meal deduction other than the one assigned to the employee’s work rule, the deduction will not be canceled. If you do not know the employee’s assigned deduction rule, select All from the Cancel Deduction drop-down list.

Note

You can restore a meal deduction cancellation by performing the same steps and selecting <None> from the Cancel Deduction drop-down list.



Managing Employee Requests



Accessing and Reviewing Requests

Requests can come from employees or other Managers, for example, employee time off requests or Manager delegation requests. Regardless of the type of request, the Requests Alert indicates when you have requests to review and manage. Like the Exceptions Alert, the Requests Alert includes a number next to it to identify how many requests require your attention.

Accessing the Requests Alert

Example:

You want to review your employee requests. Access the Request Manager widget by clicking the Requests Alert icon.



Reviewing Requests in the Request Manager Widget

The Request Manager Widget summarizes all requests in one window and provides all supporting information needed to process requests, right from the same screen. In the Request Manager Widget, Managers and/or Supervisors can process requests one-at-a-time or simultaneously process multiple requests of the same type. Managers and/or Supervisors can also filter the list of requests displayed in the Widget and sort the list by columns.

Approving Time Off Requests

Example

An employee submitted a time off request to be on vacation next Friday. Approve the request.

1. From the Request Manager widget, click the request you want to approve.

2. Click Approve.

Request Tabs

Displays different information relevant to the selected request.

Request Type

Filters the requests that are listed based on the request type.

Request Status

Filters the requests that are listed based on the request status.

Request Actions

These buttons enable you to perform actions related to processing requests.



3. Add appropriate Comments and Notes (Optional).

4. Click Approve.

Business Practice

To cancel a previously approved time off request, click the Cancel button. To cancel a submitted time off request that has not yet been approved, click Retract.



Scheduling Staff for Specific Periods



Navigating the Schedule Widget

Kronos Timekeeping includes Schedule Widget, a powerful scheduling tool that helps you schedule worked and non-worked hours. The Schedule Widget presents a timeline view of employee schedules for a defined time period.

Tool bar

The toolbar is located along the top of the schedule grid and displays various viewing options and action buttons.

Schedule grid

Review schedule data and perform tasks on existing data. The information in the grid will vary depending on the selected viewing option.

Tool bar

Control the schedule display, save date, refresh data, or access the Quick Actions tool bar.

Context Selector

Set options for the time period and group of employees.



Quick Actions

Quick Actions are one-click shortcuts that you can use to complete multi-step, common tasks. Using Quick Action shortcuts can reduce time spent on data entry as well as reduce data entry errors.

When you select the Quick Actions icon from the tool bar, the icon moves from left to right to reveal the Quick Action options.

Quick Action How to use

Insert Shift Template Click Insert Shift Template, select the template, and select the applicable date cells.

Comment Click Comment and select the applicable comment. Select the applicable shift or pay code to which you want to attach the comment.

Pay Code Click Pay Code and select the applicable category and pay code. Select the applicable shifts to which you want to apply the pay code.

Copy/Paste Click Copy/Paste and select the applicable shift to copy. Select the applicable date cell to which you want to paste the data.

Delete Click Delete and click the applicable shifts, pay codes, or accruals.

Viewing Options and Action Buttons

Select the icons in the Tool Bar to adjust the view of the data or to perform actions on the data.

Menu item How to use

Employee data views Employee schedule data can be viewed by employee, by group, or by employment terms. Select the view from the View menu located in the Action bar to change the view of the data that is presented.

By Employee: Alphabetical list of employees and their day-by-day schedules.

By Group: List of employees and their schedule groups. Employees not in a group are listed first as “Ungrouped Employees.”

By Employment Terms: List of employees organized by employment terms. Employment terms are legal contracts between employer and employees regarding the number of hours and specific schedule to be worked.

Visibility Filter You have the option to show or hide information that is available to you, like: shift time, pay code name, accrual name, assigned shifts, pay codes, scheduled accrual amounts, and holidays.

Select all Click this icon to select all of the items within the schedule.

Schedule views There are two different schedule views available within Scheduler widget to help you to view and perform actions on schedule data. Available views are Gantt view and Tabular view.



Menu item How to use

Tools The Tools function is not being used at the State.

Refresh Click icon to revert back to the last save. Click Yes to discard unsaved changes and click No to save changes (and then click Save).

View Comments Click the icon to view comment information associated with schedule data.

Share Using the share feature, data can be printed or exported from the Schedule widget to an Excel file.



Using Schedule Groups

Schedule Groups allow you to sort employees in the Schedule Widget’s By Group view. A schedule group is a set of one or more employees grouped together to make it easier to manage their schedules. Schedule groups provide unique views of employees to support scheduling analysis and tasks.

You access Schedule Groups by selecting the By Schedule Group view option.

Schedule Group Naming Conventions

Schedule Groups always follow a predefined naming convention. Below are some examples of how groups should be named and an explanation of existing groups. The dashes (-) represent “through” and the slash (/) represents “separation.”

Group Name Description

8a-5p M-F 8:00 AM to 5:00 PM Monday through Friday.

8a-5p M/W/F 11a-7p TU/TH 8:00 AM to 5:00 PM Monday, Wednesday and Friday and 11:00 AM to 7:00 PM Tuesday and Thursday.

10p-6a W-SU 10:00 PM to 6:00 AM Wednesday through Sunday.

Adding Employees to a Schedule Group

Example:

You have a new hire employee you need to assign to a schedule group.

1. In the Schedule Widget, click View > By Schedule Group.

2. Right-click the employee’s name for which you want to add to a group. If you want to add multiple employees to a group, hold the Ctrl-key, click each employee’s name, and then right-click.



3. Select Add to Group.

4. In the Add to Group dialog box, select a group from the Schedule Group drop-down list.

5. Select the Start Date and End Date or leave the Forever radio button selected.

6. If the schedule group that you selected allows schedule inheritance, select the check box to remove the employees from their other schedule inheritance groups for the date range.

7. Click Apply.

8. Click Save.

Note

Assigning employees to a schedule group is also useful for shift bidding.



Removing Employees from a Schedule Group

Example:

An employee has been assigned a different schedule after shift bidding. Remove the employee from her

existing schedule group.

1. In the Schedule Widget, click View > By Schedule Group.

2. Right-click the employee’s name for which you want to remove from a group. If you want to remove multiple employees from a group, hold the Ctrl-key, click each employee’s name, and then right-click.

3. Select Group > Remove from Group.

4. In the Remove from Group dialog box, select the schedule group from the Schedule Group drop-down list.

5. Enter or select a Start Date and End Date for the schedule group assignment and then click Apply.



Schedule Pattern Overview

What is a Schedule Pattern?

A schedule pattern is:

A group of shifts that repeat over a specified time period

Includes a start and end date

Controls the shift assignments for employees

Facilitates exception-based tracking of time

Pattern Templates

Patterns can be entered manually or by using a pattern template. A pattern template is a reusable tool that contains one or more shifts that rotate over a period of time.

Pattern templates include:

Pattern name and description

Recurring interval that defines the number of days or weeks over which the pattern repeats

Shifts associated with the pattern

You assign a pattern template to one or more employees for a specific time period to quickly create standard elements in employee schedules. Then, you fill in each employee’s unique schedule information.

Assigning Schedule Patterns Using Pattern Templates

Example:

You have hired a new employee and need to assign him to a schedule. Apply the 8a-5p M-F pattern template to the employee.

Assigning a Schedule Pattern

1. From the Schedule Widget, right-click the applicable employee’s name.

2. Click Schedule Pattern.

3. Verify the Anchor date.

4. In the Start Date field, enter the start date of the pattern.

5. In the End Date field, enter the date the pattern should end, or select Forever if there is no end date.



6. From the Pattern Template drop-down list, select the applicable pattern.

7. Verify that the template populates the calendar grid, and click Apply.

8. Click OK.

9. Verify that the pattern has populated the Schedule widget grid.

10. Click Save.

Business Practice

Always look for a pattern template first when scheduling employees with schedule patterns. If a pattern template is not available, contact the Agency Admin (HR or Payroll) at your agency to have a template added.



Assigning Schedule Patterns without Pattern Templates

You may occasionally need to add a new pattern or change an existing pattern. Use the Pattern Editor to add, modify, and delete assigned schedule patterns.

Example:

A part-time employee is working a schedule that is not an established schedule pattern. Create an ad hoc pattern for the employee for the following schedule. 8a-12p Monday, 12p-4p Tuesday, 11a-2p Wednesday. This pattern repeats each week.

1. Right-click the applicable employee’s name.

2. Click Schedule Pattern.

3. Verify the Anchor Date.

4. In the Start Date field, enter the start date of the pattern.

5. In the End Date field, enter the date the pattern should end, or select Forever if there is no end date.

6. Click the Day cell on the day you want to add a scheduled shift. Enter the shift start and end time separated by a hyphen (-) (e.g. 8a-12p).



7. If necessary, continue to add shifts for all additional days.

8. Click Apply.

9. Click Save.

Adding Shifts Using In Cell Entry

Example:

You have a part-time employee who will be working the 8a–12p shift on Thursday. Add the shift using in cell entry.

1. Click in the cell for the employee under the date where you want to add the shift.

2. Enter the start and end time of the shift separated by a hyphen. For example, enter 8a-12p.

3. Click Save.

Note

You can enter time using either 12-hour or 24-hour time formats. For example, you can enter 8:00 A.M. to 5:00 P.M. as 0800-1700 or 8a-5p. You can also copy and paste shifts using the Ctrl-C and Ctrl-V.



Adding Shifts by Inserting a Shift Template

Example:

You need one of your employees to work a standard shift. Insert the 7a-4p shift template into the employee’s schedule.

1. Right-click in the cell for the employee under the date where you want to add the shift template.

2. Select Add Shift.

3. Click the Insert Template drop-down arrow and select a shift template from the list.

4. Verify the shift displays in the shift grid and click Apply.

5. Click Save.



Business Practice

Contact the Agency Admin (HR or Payroll) at your agency to have a shift template added.

Deleting Shifts from Employees’ Schedules

Example:

An employee’s schedule is changing one day this week. Delete the employee’s shift.

1. Right-click in the cell for the employee on the date with the shift you want to remove.

2. Click Delete.

3. Click Save.

Adding and Editing Shifts Using the Shift Editor

You can add and modify simple shifts directly in the Schedule Widget by typing directly in the cell or by copying and pasting an existing shift. However, for more complex shifts, use the Shift Editor. The Shift Editor is a scheduling tool that lets you create and modify a shift and its associated shift segments for one or more employees.

Example:

A part-time employee will be working a one-off shift to cover work demands. Add an 11a-2p shift to the employee’s schedule.

1. Locate the employee’s row and right-click the cell in the row and under the date where you want to add a shift.

2. Select Add Shift.



3. In the Shift Editor, confirm that the Employee and Start Date are correct.

4. Enter a Start Time and End Time in their designated fields.

5. Confirm that the date in the End Date field is correct. If the shift segment crosses a day divide, change the shift’s end date to the following day.

6. In the Repeat this shift for field, enter the number of consecutive days you want to schedule this shift.

7. Click Apply.

8. Click Save.



Managing Employee Overtime



Viewing Overtime Using the Ohio Unapproved OT Genie

From the My Genies Widget you can view and move Employee OT to the correct buckets.

Columns Description

Name Displays each employee’s name.

Primary Labor Account Identifies the employee’s primary labor account.

Assigned Manager Displays the Manager or Supervisor to which the employee is assigned.

Unapproved Time Lists any overtime an employee has received that has not yet been approved.

Comp Earned Lists any comp time earned.

Overtime Lists any overtime earned.

Unauthorized Overtime Displays overtime worked by employee without prior approval.



Moving OT Hours

Example:

You have received a request for an employee’s overtime to be paid. Since you approved the overtime

request, you want to move the unapproved overtime hours to the appropriate overtime pay code. Move 2

hours of the unapproved overtime to the OVTHR overtime pay code.

1. From the Timecard locate the Totals tab at the bottom of the workspace.

2. Right-click the Unapproved Overtime you want to approve and pay.

3. Click Move Amount.



4. Enter the date you want to move the amount in the Effective Date field.

5. In the Pay Code field select OVTHR – OVERTIME.

6. In the Amount field enter the number of hours.

7. Click OK.

8. Click Save.



Reviewing Information using Genies and Reports



Exporting Information from a Genie

Exporting Information from a Workforce Genie

Workforce Genies display critical information in an easy-to-read format. You can print this information or export the data to other applications, such as Microsoft Excel, where you can reformat the data for your business needs.

Example:

You noticed a trend in the exceptions for one of your employees. You want to export the genie information so you can discuss the exceptions with the employee.

1. Move the Timekeeping Genies widget to the primary workspace.

2. Click the drop-down arrow and select Reconcile Timecard.

3. Click Share and select Export to Excel.

The content of the genie displays in Excel in separate columns and rows. You can print the Excel file or reformat as necessary.



Reconcile Timecard Genie Overview

The Reconcile Timecard Genie displays at-a-glance, summarized information about scheduled and worked time differences for employees.

Black check marks represent unresolved exceptions.

After exceptions are marked as reviewed, they display as a green checkmark in the Reconcile Timecard Genie.

The image below illustrates the components of the Reconcile Timecard Genie.

Column Description


ID Displays the employee’s ID number.

Absence Unexcused The employee was scheduled to work and no punches exist for the day.

Missed In-Punch The in punch is missing from the employee’s timecard.

Early In An employee punched in earlier than the scheduled start time.

Late In An employee punched in after the scheduled start time.

Early Out An employee punched out before the scheduled end of the shift.

Late Out An employee punched out after the scheduled end of shift time.

Unscheduled Hours An employee punched in and out for a shift that was not scheduled.

Totals Up to Date Indicates if the timecard totals are fully updated.



Generating Reports

You can generate reports if/when you need a printed copy of time and attendance information. You can generate reports for one employee, or a few employees, or all employees who report to you.

Running and Viewing Reports

Example:

You want to print the Time Detail report so you can discuss some of the exceptions with your employees.

1. From the Related Items pane, click the Reports widget.

2. On the Select Reports tab, expand the All category and select the report you need to run.



3. Select your report criteria.

4. Click Run Report and then click Refresh Status.

5. When the status is Complete, click View Report. Note that the report opens in a separate window or tab, depending on your internet browser options.

6. Access the tab or window and review the report.



Reviewing and Submitting Timecards



Approving Employee Timecards

Approving Employee Timecards Overview

You need to validate that all employee timecards are ready for payroll processing at the end of each pay period. After the timecards are validated, you can apply your approval and check the results. If the approval is successful, Payroll personnel can then start preparing time data for payroll processing.

Visual Indicators of Timecard Approval Status

Workforce Timekeeping provides visual cues within employee timecards that represent approval statuses. The timecard is shaded various colors depending on where the timecard is within the approval process.

The following table identifies the various timecard shading colors and what they signify.

Timecard color Status of timecard

Tan Timecard has been approved by the employee. Employee approval

Yellow Timecard has been approved by the Manager and/or Supervisor only.

Grey Timecard has been signed off by Payroll.

Accessing and Navigating the Timecard Approval Wizard

The Timecard Approval wizard provides step-by-step instructions for reviewing and approving your employee timecards. Using the wizard, you can quickly review any timecard exceptions and approve completed timecards.

Step 1:

Use the Exceptions widget to review and correct any outstanding exceptions. When finished making last minute corrections, click Next to advance to the next step in the wizard.



Step 2:

After correcting any exceptions, you are ready to approve employee timecards. You can approve one employee timecard at a time or all employee timecards together.

Step 3:

If you approve multiple timecards, you can review the results of your group edit using the Group Edit Results widget. If you see any Failures, you can click the Details link to view more information about the edit.



Approving an Individual Employee Timecard

Example:

It is the end of the pay period and you need to perform a final review and approve your employees’ timecards. During your review, you notice an employee has an exception you were not aware of. Review the exception and approve the employee’s timecard.

1. Click the employee’s name in the Exceptions widget summary view and click View Details.

2. Click View Timecard.

3. After correcting any exception that existed, click the Approve Timecard button on the toolbar.

4. Click Approve Timecard.



Business Practice

Managers, Supervisors and Timekeepers are responsible for approving timecards. Timecards must be approved on Monday or Tuesday of the pay processing week depending on your agency. Contact your Agency Admin about your specific cut off for approving timecards.

Approving All Employees’ Timecards

Example:

You have reviewed all your employees’ timecards and they are ready for approval. Approve all your employee timecards.

1. From the Approve Timecards workspace, click the Select All Rows button to select all employees.

2. Select Approval > Approve Timecard.

3. Click Yes on the pop-up message to confirm your approval.



4. Click Next. Review the results of your time approvals in the Group Edits widget located in the Related Items pane.



Requesting Backup Coverage



Purpose of Delegating Authority

You can temporarily delegate your Manager and/or Supervisor authority to perform your timekeeping and scheduling tasks to other Managers and/or Supervisors. The delegated users can perform your tasks using their own user names and passwords. This allows the business process to keep moving, even when you are not there. All edits they perform are recorded and assigned to their names for audit purposes.

Submitting a Request for Backup Coverage

Example:

You are going to be on vacation for 2 weeks. You send a delegation request to another Manager so that you can temporarily assign your timekeeping tasks to her. This will ensure that your employees’ timecards are processed for payroll on a timely basis.

1. Click Actions from the Related Items pane.

d

2. Click on RM_Mgr_Delgation.

3. Click the Delegates drop-down list, and select the Manager and/or Supervisor to whom you want to delegate your tasks.



4. Add the Start Date and End Date to indicate when you want to delegate your tasks.

5. From the Role drop-down list, select the profile that identifies which tasks you want to delegate.

6. Click Save & Close. The application sends the delegation request to the other Manager’s or Supervisor’s Inbox.

Accepting or Declining Backup Coverage Requests

When another Manager or Supervisor sends you a request to cover his or her timekeeping and scheduling tasks, you see the request in the Request Manager widget and the Requests alert icon. The delegation request specifies the start and end dates and the role you will assume. You can accept or decline the request.

Example:

Another Manager is going to be on vacation the next 2 weeks. He sent you a delegation request that you will review and accept.

1. Activate the Request Manager widget.

2. Click the drop-down arrow in the Type field and select RM_Mgr_Delegation.

3. Click Accept Delegation and review the request details.



Switching Delegated Roles

After you accept a delegation request, the application automatically provides you access to the tasks defined in the role profile on the specified start date. A Switch Role link appears as a quick link so that you do not have to log on as the Manager and/or Supervisor who delegated the tasks to you. The link identifies the role in which you currently are working.

Example:

Another Manager and/or Supervisor delegated his tasks to you and you are ready to perform his timekeeping tasks. You do not need to log off as yourself and log on as the other Manager and/or Supervisor because you can switch roles while logged on with your own user name and password.

Canceling Delegations

Once the end date of delegation occurs, the application automatically removes the rights of the other Manager or Supervisor to your tasks. You can end the delegation earlier if you return to work earlier than anticipated.

Example:

You had delegated your management tasks to another Manager and/or Supervisor while you were on vacation. You returned early, so you will cancel the delegation.

1. In the Related Items pane click Actions.

2. Select Manager and/or Supervisor Delegation.

3. Click Remove Existing Delegation.



4. Click Next.

5. Select the existing delegation request.

6. Click Delete.

7. Click Close.



Additional Manager Tasks



Using the Work and Absence Summary

You can access the Work & Absence Summary widget from the Related Items pane. There you will see calendars for each employee.

Action Buttons

Allow you to refresh the calendar, view daily details, and view the legend.

View Options

Allows you to choose the information displayed in the workspace.

Hyperfind Query

Allow Managers to create custom HyperFinds.

Workspace

Displays timecard exceptions.



You can click the Legend button to access a legend which describes the colors and symbols contained in the Work & Absence Summary calendar.

Using the Kronos Inbox to View and Send Messages

You can access your inbox from the Related Items pane. There you can view Tasks and Messages.



View Options

Allows you to choose the information displayed in the workspace.

Workspace Tabs

Each active workspace is identified with a tab. Switch between workspaces by selecting the tab you want to view.

Action Buttons

Allows you to edits tasks, or send and reply to email.



Creating Ad Hoc and Personal HyperFind Queries

Workforce Timekeeping uses HyperFind queries to search and return employees that meet a specific set of criteria. You can use HyperFind queries in widgets and reports. All the options in the Show drop-down list are HyperFind queries. If an existing HyperFind query doesn’t return the employees you need, you can create your own ad hoc query. Ad Hoc queries are temporary and are available only during your current session. Once you log off, Ad Hoc queries are no longer available.

Another option is to create a Personal query. Personal queries are available only to you and remain available until you remove them.

1. Access the Set Up in the Related Items pane.

2. Click HyperFind Queries.

3. Click New to create a new personal query.

4. Select a filter from one of the filter categories.

5. Click Include or Exclude to include or exclude employees who match the selected condition.



6. Click one or more conditions and specify any necessary information.

7. Click Add to select the condition.

8. Click Add Condition.

9. Repeat steps 4 through 8 to add additional conditions.

10. Click the Test button to review the sample query results. Click the X in the upper right-hand corner of the test window to close the dialog box.

11. If you do not receive the results you expected, edit your conditions.

12. Click Save or Save As.



13. What type of query do you want to create?

Select the Ad Hoc – temporary query visibility option if you only want to use this query during your current session.

Select the Personal – visible only to me option if you want to be able to use the query for multiple sessions.

14. If you selected Personal, enter a query name and a description.

15. Click OK.

If you created a Personal query, you will be able to view it in the Show list.

Tip

Personal queries appear in regular text (not bold) in the HyperFind query list.



Assigning a Personal HyperFind Query to Another Manager and/or Supervisor

You can delegate your HyperFinds to other users with a Workforce Manager and/or Supervisors license:

1. Click Setup in the Related Items pane.

2. Click the Query Manager link.

3. Click Find to the right of the Name field. Search by the query name to narrow your results if necessary. All HyperFinds appear in the list, either your personal HyperFinds or those that were previous assigned to you.

4. Select the Hyperfind you want to assign to another user.

5. Click Assign.



6. Search for and select the user to reassign the query to (only users with a Workforce Managers license display).

7. Click the OK button at the bottom.

8. Click the OK button to acknowledge the query assignment was successful.

Note

HyperFind copies the personal query to the user specified. The new user can now use the personal HyperFind query initially created by another user.



Appendix: Kronos Leave



Introduction to Kronos Leave

Overview of Leave

Kronos Leave automates the administration and tracking of State of Ohio leave policies. Kronos Leave can easily track both continuous and intermittent leave, and record how the leave time is reconciled against the Family and Medical Leave Act (FMLA). In addition to centralizing administration of leave policies throughout the State of Ohio, employees benefit from the consistent application of leave policies to individual leave cases.

Understanding the Leave Process

The diagram below outlines the leave process and identifies who is responsible for what at each step of the process.

Leave Roles and Responsibilities

Each person has a specific set of tasks to complete during the leave process. Each role and any associated tasks are described below.

Common Employee Tasks

Employees perform these tasks on an as needed basis:

Submit leave requests

Provide required leave documentation

Submit requests for additional leave (if needed)



Common Leave Administrator Tasks

Leave Administrators perform these tasks on an as needed basis:

Manage incoming leave requests

Check employee eligibility

Reject requests for ineligible employees

Gather appropriate leave documentation

Allocate appropriate leave allocations to leave cases

Enter leave takings in employee schedules and timecards

Commit leave taking every pay period

Common Manager Tasks

Managers perform these tasks on an as needed basis:

Monitor leave events using leave genies

Using Leave Tools to Monitor Leave Events

Kronos Leave provides two tools you can use to monitor employee leave activity: 1) Leave Cases Genie,

and 2) Leave Hours Genie. Both are accessible from the Leave Manager workspace within the

Workspace Carousel.



Leave Cases Genie Overview

The Leave Cases Genie mostly leave case information, including status, category, reason, case code, start date, etc.

Column Description


Leave Case Status Defines whether the leave case is open or closed.

Leave Category The category for the leave case.

Leave Reason The reason for the leave case.

Leave Case Code The code for the leave case. The leave case code and the leave case start date form a unique identifier to distinguish between leave cases.

Leave Frequency The frequency for the leave case and the effective date.

Leave Case Approval Status

The approval status for the leave case. The Effective Date displays the date on which the status was selected.

Initial Leave Request Date

The date of the leave request.

Leave Start Date The date the employee begins taking leave.

Documents Overdue Indicates if any required documentation has not yet been submitted.

New Leave Requests Indicates if a new leave request has been submitted.

Leave End Date The date the employee stops taking leave against the leave case.



Leave Hours Genie Overview

The Leave Hours Genie provides displays basic leave case details as well as paid and unpaid leave time details, including committed paid and unpaid leave time and total paid and unpaid leave takings.

Column Description


Leave Case Status Defines whether the leave case is open or closed.

Leave Case Code The code for the leave case. The leave case code and the leave case start date form a unique identifier to distinguish between leave cases.

Leave Start Date The date the employee begins taking leave.

Leave End Date The date the employee stops taking leave against the leave case.

Committed Paid Leave Time

Displays the amount of paid leave time that has been committed by the Leave Administrator.

Committed Unpaid Leave Time

Displays the amount of unpaid leave time that has been committed by the Leave Administrator.

Last Date/ Committed Paid Leave Time

Lists the last date of committed paid leave time.

Last Date/ Committed Unpaid Leave Time

Lists the last date of committed unpaid leave time.

Total Paid Leave Takings

Displays the total amount of any paid leave takings.

Total Unpaid Leave Takings

Displays the total amount of any unpaid leave takings.

Is the

Employee

Eligible?

Leave takings committed

every pay period

Employee Leave

Understanding the Leave Process

Overview of Kronos Leave

Kronos Leave automates the administration and tracking of State of Ohio leave policies. Kronos Leave can easily track both continuous and

intermittent leave, and record how the leave time is reconciled against the Family and Medical Leave Act (FMLA). In addition to centralizing

administration of leave policies throughout the State of Ohio, employees benefit from the consistent application of leave policies to individual

leave cases.

Leave Case Opened &

Eligibility CheckedLeave Request

Submitted

Request

Rejected

Takings added to

schedule and timecard

Appropriate

documentation

sent

Leave takings

allocated

Leave information is reviewed

using genies and timecardsTimecard data is

processed

NO

YES

Step Performed by:

Blue is employee

Green is Leave Administrator

Orange is Manager/Supervisor

Roles and Responsibilities

Common Employee Tasks

As-needed:

• Submit leave requests

• Provide required leave

documentation

• Submit requests for additional

leave (if needed)

Leave policy rules

assigned to leave case

Common Manager Tasks

As-needed:

• Monitor leave events using

leave genies

Common Leave Administrator

Tasks

As-needed:

• Manage incoming leave

requests

• Check employee eligibility

• Reject requests for ineligible

employees

• Gather appropriate leave

documentation

• Allocate appropriate leave

allocations to leave cases

• Enter leave takings in employee

schedules and timecards

• Commit leave taking every pay

period

Click My Leave Requests in the Related Items pane.1

In the Requests area, select Request New Leave Case.2

In the Request New Leave Case box, enter the following

information. Note that any field with an asterisk (*) is a

required field:

a) From the Leave Category drop-down list, select the

applicable leave category.

b) From the Leave Reason drop-down list, select the

applicable leave reason.

c) From the Leave Frequency drop-down list, select the

applicable leave frequency.

d) In the Leave Start Date field, enter the first day of your

leave request, or select the first day in the pop-up

calendar. Note that this can be a date in the past.

e) In the Leave End Date field, enter the last day of your

leave request, or select the last day in the pop-up

calendar. If you do not know the end date, you can leave

this field blank.

f) From the Leave Hours drop-down list, select the

applicable option.

g) In the Approximate Daily Leave Hours field, enter your

anticipated number of hours per day of leave time.

h) In the Temporary Mailing Address field, enter a

temporary address, if applicable. Note that this step is

optional.

i) In the Describe Details of your Request field, enter a

description of why you are requesting leave and any

applicable notes to the leave administrator.

3

Click Save.4

Employee Leave

Submitting a Leave Request

Date post:	31-Jul-2018
Category:	Documents
Upload:	doanthuy
View:	221 times
Download:	0 times