Kronos Workforce Instructions Timecard To open an employee(s) timecard from a Workforce Genie. 1) Double-click the employee s name. 2) When the employee s timecard appears, select the time period to review from the Time Period drop-down list. Edit a punch. 1) Click the punch to edit and select Punch > Edit. The Edit Punch dialog box opens. 2) Apply an override or cancel automatic deductions. To enter a Pay Code. 1) Click the down arrow in the Pay Code column, and select the appropriate pay code from the drop-down list. 2) Enter the number of hours in the Amount column. Add a comment to the timecard. 1) Right-click the appropriate pay code, punch, or amount. 2) Select Comment > Add. The Add Comment dialog box opens. 3) Select a comment to apply to the pay code, punch, or amount. 4) Add a free-text comment in the Note section. 5) Click OK To transfer to a different labor account. 1) On the employee s timesheet, click in Transfer > Search. The Select Transfer dialog box opens. 2) Click on Pay Source and select the entry from the Available Entries. 3) OK To Approve and Sign-Off a timecard. 1) Select an employee from one of the Workforce Genies and click on Timecard in the menu bar. 2) In the timecard, select either a pay period or a range of dates from the Time Period drop-down list. 3) Select Approvals > Approve. The process for signing off a timecard is the same as for approval. Select Approvals > Sign Off. To Run a Report. 1) Go to the menu tab, General, and select Reports. 2) In the Categories list, select a report. 3) Click the Show drop-down arrow to select a previously created HyperFind query.
4) To change the time period, click the Time Period drop-down arrow and select the new time period. 5) To change the report options, select a report and then select Set Options. 6) Select Run Report from the Select Report menu. 7) Click the Check Run Status tab to monitor the status of the report, for example, Waiting, Running, or Complete. Periodically click Refresh Status to update the status. 8) When the report finishes processing, select Check Run Status > View Report. To Schedule a report. 1) Select the report you wish to generate and the parameters 2) Go to the Set Options tab, and select the report format (.pdf,.xml,.html,.rtf, or.doc) 3) In the menu bar, click on Schedule. This will take you the Schedule Report screen 4) In the Event Output field, type the e-mail address of the report s recipient. Separate each recipient with a comma 5) In the Event Schedule field, select the frequency, or how often, you would like the report to generate 6) Select the Start Date and Time for the report to begin 7) Save Once saved, the parameters of the report (frequency and recipients) can be modified. To create a HyperFind Query. (Group your employees by pay source, job code, etc.): 1) Go to Setup > Hyperfind Queries 2) Under Common Setup, click on Hyperfind Queries 3) To group by pay source, click on Primary Account, located under Filters 4) Click in the radio button Pay Source, and select an available pay source from list or type in the Pay Source field 5) Click on Add Condition 6) Under Filters, expand Timekeeper, and select Employment Status. Then click on Add Condition (this option will default to only active employees) 7) In the menu bar, click on Save As. In the dialog box, click on Personal and name your query You can also use Hyperfind Query to create employee groups by ID, Job Code, or User Level.
TIMECARD EXCEPTION CODES Code Description Occurrs When. CD Cancelled Deduction... the automatic lunch deduction for the punch has been cancelled EV Early... the punched has occurred more than :07 before the start of the shift LV Late the punch has occured at or after :01 after the start of the scheduled shift MO Missed-Out Punch a punch-out is missing for the shift MP Missed Punch a punch-in is missing for the shift SE Short Shift the punch interval is less than :15 US Unscheduled the punch interval is not scheduled VE Very Early the punch occurred more than :20 before the start of the shift VL Very Late the punch occurred more than :20 after the end of the shift
PAY CODES (Changes effective July 1, 2009) ADM1 - ANNL - Administrative Leave Annual Float Holiday (applied once during a Fiscal Year) B10 - $10.00 Bonus per hour (for selected areas only) BON - $5.00 Bonus per hour (for selected areas only) BON7 - $7.00 Bonus per hour (for selected areas only) CAH - Call Pay Per Hour (for selected areas only) CALL - $15 Call Pay Per Shift DTH1 - EDUL1 - FMLM1 - FMLP1 - FMLU1 - HOL1 - JURY1 - MED1 - MILI1 - OFCM1 - ORIENT1 - PER1 - TRN1 - UNC1 - WEAT1 - Family Death Pre-Approved Education (for selected areas only) Family Medical Leave Medical Family Medical Leave-Personal Family Medical Leave-Uncompensated UMC Official Holiday Jury Duty, Court Appearance Medical Leave Military Leave Off-Campus UMC Business Personal Leave Training, Conferences, Seminars Uncompensated Leave Inclement Weather (upon approval of the Vice-Chancellor) ABSC ABSCUN Attendance Codes Call In, Compensated Call In, Uncompensated LowCen LowVol Low Census Low Volume
PAY CATEGORIES (Pay Rules) Kronos Pay Rule Lawson Pay Plan Description C1 OT40 :30 auto deduct w/diff - :01 tardy exception, :07 else C32 OT40 :30 auto deduct w/diff - :01 tardy exception only, Unscheduled C33 OT40 :30 auto deduct w/diff - :05 tardy exception, :07 else C34 OT40 :30 auto deduct w/diff - :05 exception on all C41 OT40 :30 auto deduct w/diff - :05 tardy exception only, Unscheduled C42 OT40 :30 auto deduct w/diff - :05 tardy exception only C13 OT40 :45 auto deduct w/diff - :01 tardy exception, :07 else C2 OT80 :30 auto deduct w/diff - :01 tardy exception, :07 else C14 OT80 :45 auto deduct w/diff - :01 tardy exception, :07 else C12 OT40 :30 auto deduct w/o diff - :01 tardy exception, :07 else C37 OT40 :30 auto deduct w/o diff - :05 exception on all C16 OT40 :45 auto deduct w/o diff - :01 tardy exception, :07 else C22 OT80 :30 auto deduct w/o diff - :01 tardy exception, :07 else C17 OT80 :45 auto deduct w/o diff - :01 tardy exception, :07 else C4 OT40 1:00 auto deduct w/diff - :01 tardy exception, :07 else C35 OT40 1:00 auto deduct w/diff - :05 exception on all C43 OT40 1:00 auto deduct w/diff - :05 tardy exception only C5 OT80 1:00 auto deduct w/diff - :01 tardy exception, :07 else C26 OT40 1:00 auto deduct w/o diff - :01 tardy exception, :07 else C38 OT40 1:00 auto deduct w/o diff - :05 exception on all C27 OT80 1:00 auto deduct w/o diff - :01 tardy exception, :07 else C7 OT40 no auto deduct w/diff - :01 tardy exception, :07 else C36 OT40 no auto deduct w/diff - :05 exception on all C8 OT80 no auto deduct w/diff - :01 tardy exception, :07 else C9 OT40 no auto deduct w/o diff - :01 tardy exception, :07 else C39 OT40 no auto deduct w/o diff - :05 exception on all C10 OT80 no auto deduct w/o diff - :01 tardy exception, :07 else 10:30am-7pm Shift C21 OT40 :30 auto deduct w/o diff - :01 tardy exception, :07 else C40 OT40 :30 auto deduct w/o diff - :05 exception on all C23 OT80 :30 auto deduct w/o diff - :01 tardy exception, :07 else Evening/Night Shift C24 OT40 :30 auto deduct w/diff - :01 tardy exception, :07 else C18 OT40 :45 auto deduct w/diff - :01 tardy exception, :07 else C25 OT80 :30 auto deduct w/diff - :01 tardy exception, :07 else C19 OT80 :45 auto deduct w/diff - :01 tardy exception, :07 else
Workforce Scheduler To Enter a Schedule, you can either. 1) Enter the shift start and end time directly into a date cell in the Schedule Editor, 2) Use the Shift Editor or Pay Code Editor to enter shifts and pay codes one at a time, 3) Use standard shifts and patterns, to enter a shift template or pattern template. To insert a shift template. 1) Select the date cell where you want the shift, and select Shift > Insert Template. 2) Select the shift template from the list and click OK. You can also type the name of the shift template into the date cell. The shift template name becomes the shift label. If you want to edit a shift created from a template, highlight the shift in the Schedule Editor and select Shift > Edit. Edits to the scheduled shift do not affect the shift template. To create or insert a schedule pattern for an employee. 1) In the Schedule grid, click the name of the individual for whom you are creating a pattern. 2) Select Shift > Add Pattern. The Pattern Editor opens for the employee and the date that you selected. 3) In Work Start Date, enter the date on which the employee starts working this pattern. 4) In End Date, enter the date on which the employee stops working this pattern. Select Forever to have the pattern repeat until otherwise indicated. 5) Insert a pattern: a. Click Insert Pattern and select a pattern from the list. b. Make any edits to the pattern, and click OK. 6) When you are finished, click OK. To Transfer a shift.. 1) In the Edit Shift dialog box, go to Transfer -> Search. This will open up the Select Transfer box. 2) Under Job, select the appropriate location and job from the Organizational Map. This assigns the employee's shift to a location. 3) Under Labor Account, type the appropriate account in the Pay Source field. This is the account from which the shift will be paid and must exist in the employee's profile in Lawson. In some cases, this will be the float account. 4) Click OK Note: This information will reflect in the Timecard. To enter a Pay Code. 1) Select the date on the Schedule grid, then go to Pay Code -> Add
2) Enter the Pay Code 3) In the Amount field, enter the duration of the pay code in the H:MM format 4) In the field Display Start Time, enter the start time of the pay code 5) In the field, Number of Day, enter the number of days for the pay code to continue 6) Click OK Note: This information will reflect in the Timecard.
Kronos Shift Templates Name Description D 7:00 a.m. 3:30 p.m. F19 7:00 p.m. 11:30 p.m. A1 A11 A11b A12 A3 A5 A5a A5b A5p A53a A5p A6 A6p A63 A63a A63b A63p A645 A645a A7 A7a A7p (12-hour shifts) 1:00 p.m. 1:00 a.m. 11:00 a.m. 11:30 p.m. 11:00 a.m. 11:00 p.m. 12:00 p.m. 12:00 a.m. 3:00 p.m.- 3:30 a.m. 5:00 a.m. 5:30 p.m. 5:30 a.m. - 5:00 p.m. 5:00 a.m. 5:00 p.m. 5:00 p.m. 5:30 a.m. 5:30 a.m. 4:00 p.m. 5:00 p.m. 5:30 a.m. 6:00 a.m. 6:30 p.m. 6:00 p.m. 6:00 a.m. 6:30 p.m. 7:00 a.m. 6:30 a.m. 7:30 p.m. 6:30 a.m. 6:00 p.m. 6:30 p.m. 7:30 a.m. 6:45 a.m. 7:15 p.m. 6:45 a.m. 5:15 p.m. 7:00 a.m. 7:30 p.m. 7:00 a.m. 7:00 p.m. 7:00 p.m. 7:00 a.m. A7 Orient 7:00 a.m. 7:30 p.m. A7b Orient 7:00 p.m. 7:30 a.m. A7p Orient 7:00 p.m. 7:00 a.m. A730a 7:30 a.m. 6:00 p.m. A8 A9 8:00 a.m. 8:30 p.m. 9:00 a.m. 9:30 p.m. D-O 7:00 a.m. 3:30 p.m. D1 1:00 p.m. 9:00 p.m. D1030 10:30 a.m. 7:00 p.m. D11 11:00 a.m. 7:30 p.m. D11b 11:00 a.m. 7:00 p.m. D2 2:00 p.m. 10:00 p.m. D230 2:30 p.m. 11:00 p.m. D5 5:00 a.m. 1:30 p.m. D530 5:30 a.m. 2:00 p.m. D545 5:45 a.m. 2:15 p.m. D6 6:00 a.m. 2:30 p.m. D630 6:30 a.m. 3:00 p.m. D645 6:45 a.m. 3:15 p.m. D7 7:00 a.m. 5:30 p.m. D7a 7:00 a.m. 3:30 p.m. D7b 7:00 a.m. 5:00 p.m. D715 7:15 a.m. 3:45 p.m. D730 7:30 a.m. 4:00 p.m. D745 7:45 a.m. 4:15 p.m. D8 8:00 a.m. 4:30 p.m. D8-4 8:00 a.m. 4:00 p.m. D8-5 8:00 a.m. 5:00 p.m. D8 Orient 8:00 a.m. 4:30 p.m. D8 TRN 8:00 a.m. 4:30 p.m. Training D815 8:15 a.m. 4:45 p.m. D830 8:30 a.m. - 5:00 p.m. D9 9:00 a.m. 5:30 p.m. D9530 9:00 a.m. 5:00 p.m. DE 7:00 a.m. 11:00 p.m. F4 F530 F7 F8 F8b F830 N N10 N1045 ND P P645 S1 S7 S7b S730 S8 T1 T11 T5 T530 T7 T76 4:00 p.m. 8:00 p.m. 5:30 p.m. 9:30 p.m. 7:00 a.m. 11:30 a.m. 8:00 a.m. 12:00 p.m. 8:00 a.m. 12:30 p.m. 8:30 a.m. 1:30 p.m. (Night Shifst) 11:00 p.m. 7:30 a.m. 10:00 p.m. 6:00 a.m. 10:45 p.m. 9:15 a.m. 11:00 p.m. 3:30 p.m. 7:00 p.m. 7:30 a.m. 6:45 p.m. 7:15 a.m. (Six-Hour Shifts) 1:00 p.m. 7:30 p.m. 7:00 a.m. 1:00 p.m. 7:00 a.m. 1:30 p.m. 7:30 a.m. 1:30 p.m. 8:00 a.m. 2:00 p.m. (Ten-Hour Shifts) 1:00 p.m. 11:30 p.m. 11:00 a.m. 9:30 p.m. 5:00 a.m. 2:30 p.m. 5:30 a.m. 4:30 p.m. 7:00 a.m. 5:30 p.m. 7:00 a.m. 6:00 p.m. T8 8:00 a.m. 6:30 p.m. (Evening Shifts) T9 9:00 a.m. 7:30 p.m. E E330 E4 E5 E6 E7 3:00 p.m. 11:30 p.m. 3:30 p.m. 12:00 a.m. 4:00 p.m. 12:30 a.m. 5:00 p.m. 1:30 a.m. 6:00 p.m. 6:30 a.m. 7:00 p.m. 3:30 a.m. X4 XA5 XA9 XN11 (Odd Shifts) 4:00 p.m. 7:30 p.m. 5:00 a.m. 5:00 p.m. 9:00 a.m. 9:00 p.m. 11:00 p.m. 6:00 a.m. EN 3:00 p.m. 7:30 a.m. Name Description F10 10:00 a.m. 2:00 p.m. Name Description (Day shifts) F11 F15 11:00 a.m. 3:30 p.m. 3:00 p.m. 7:30 p.m.
Kronos Pattern Templates Name Description 2/3 Spit 645a 2/3 Split, 645am 715pm 2/3 Split 645p 2/3 Split, 645pm 715am 2/3 Split 7a-5p 2/3 Split, 7am 5pm 2/3 Split 8am 2/3 Split, 8am 830pm 2/3 Split A 2/3 Split, 7am 730pm 2/3 Split P 2/3 Split, 7pm 730am 3/2 Split 6a 3/2 Split, 6am 630pm 3/2 Split 645a 3/2 Split, 645am 715pm 3/2 Split 645p 3/2 Split, 645pm 715am 3/2 Split 7a-5p 3/2 Split, 7am 5pm 3/2 Split 8am 3/2 Split, 8am 830pm 3/2 Split A 3/2 Split, 7am 730pm 3/2 Split P 3/2 Split, 7pm 730am 5/2 Split A 5/2 Split, 7a 730p, off every Mon & Tues 5/2 Split A (2) 5/2 Split, 7a 730p, work every Mon & Tues 5/2 Split A (3) 5/2 Split, 7a 7p, off every Mon & Tues 5/2 Split A (4) 5/2 Split, 7a-7p, off every Wed & Thurs 5/2 Split P 5/2 Split, 7p 730a, off every Mon & Tues 5/2 Split P (2) 5/2 Split, 7p 730a, work every Mon & Tues 5/2 Split P (3) 5/2 Split, 7p-7a, off every Wed & Thurs 7 on, 7 off, AM 7 on, 7 off, 7am 730 pm 7 on, 7 off, PM 7 on, 7 off, 7 pm 730 am 7 on, 7 off, M-Sun 7 on, 7 off, Mon - Sun 7 on, 7 off, M-Sun,545p 7 on, 7 off, Mon Sun @ 545p- 615a 7 on, 7 off, M-Sun, 630p 7 on, 7 off, Mon - Sun @ 630p -7a 7 on, 7 off, M-Sun, 7p 7 on, 7 off, Mon - Sun @ 7p 7a F-Sun A7 Fri-Sun, 7pm 7am Name M-F D4 M-F D5 M-F D53 M-F D6 M-F D63 M-F D645 M-F D7 M-F D7-430p M-F D715 M-F D73 M-F D745 M-F D8 M-F D8-4 M-F D8-5 M-F D815 M-F D83 M-F D9 M-F D9-6 M-F D930 M-F E M-F E230 M-F E3 M-F N M-Th A7 Th-Sat A7 Th-Sun A7 Weekday P Weekend P Description M-F, 4:00 a.m. 12:30 p.m. M-F, 5:00 a.m. 1:30 p.m. M-F, 5:30 a.m. 2:00 p.m. M-F, 6:00 a.m. 2:30 p.m. M-F, 6:30 a.m. 3:00 p.m. M-F, 6:45 a.m. 3:15 p.m. M-F, 7:00 a.m. 3:30 p.m. M-F, 7:00 a.m. 4:30 p.m. M-F, 7:15 a.m. 3:45 p.m. M-F, 7:30 a.m. 4:00 p.m. M-F, 7:45 a.m. 4:15 p.m. M-F, 8:00 a.m. 4:30 p.m. M-F, 8:00 a.m. 4:00 p.m. M-F, 8:00 a.m. 5:00 p.m. M-F, 8:15 a.m. 4:45 p.m. M-F, 8:30 a.m. 5:00 p.m. M-F, 9:00 a.m. 5:30 p.m. M-F, 9:00 a.m. 6:00 p.m. M-F, 9:30 a.m. 6:00 p.m. M-F, 3:00 p.m. 11:00 p.m. M-F, 2:30 p.m. 11:00 p.m. M-F, 3:00 p.m. 11:30 p.m. M-F, 11:00 p.m. 7:30 a.m. Mon-Thurs, 7:00 p.m. 7:00 a.m. Thurs-Sat, 7:00 p.m. 7:00 a.m. Thurs-Sun, 7:00 p.m. 7:00 a.m. Weekday, 12-hr nights, 7pm 7:30 a.m. Weekend, 12-hr nights, 7pm 7:30 a.m.
Exceptions Reports For a Tardy report.. 1) In the Exceptions report, go to the tab, Set Options. 2) Under Absences, select None 3) Under Exceptions, remove all entries under Selected Conditions except Late In 4) Select the group of employees and time period/date range 5) Run Report For Unexcused Absences. 1) In the Exceptions report, go to the tab, Set Options 2) Under Absences, select Unexcused 3) Under Exceptions, remove all entries under Selected Conditions except Unscheduled. 4) Select the group of employees and time period/date range 5) Run Report For Early In. 1) In the Exceptions report, go to the tab, Set Options 2) Under Absences, select None 3) Under Exceptions, remove all entries under Selected Conditions except Early In and Very Early In 4) Select the group of employees and time period/date range 5) Run Report