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SECTION II

POST ABSENCE/ATTENDANCE CODES IN KRONOS

All Certified and Classified employees’ absences must be posted in Kronos. Certified or Exempt absences must be reported in HOURS as whole day (8 hours) or half-day (4 hours) increments. Classified hourly absences must be reported in HOURS AND HUNDREDTHS rounded to the nearest quarter hour (.00, .25, .50, .75). (Refer to Section IX, Rounding to Nearest Quarter or Timekeeping Conversion Chart)

When posting in Kronos, if the employee works more than one job, do not allocate time to each job. Enter the total hours absent against the default position number and the programming will allocate the hours to each position number according to the average hours.

A. ABSENCE REPORTS

The absence reports with the revision date 07/10 in the lower right-hand corner are to be used by your employees. The absence report can be found on the Intranet under Payroll or on the Human Resources website.

Verify that the form is filled out completely and correctly.

Has a box been checked for Classified Hourly, Administrator, Certified, or Supervisor? Is your School or Department written in the space provided? Is the employee’s name the same as on their paychecks? No nicknames please. Is the employee’s ID number included? Not the badge number or the SSN. Is the contract FTE selected if it is a Certified employee? Are the daily average hours entered if it is a Classified employee? Are the date(s) of the absence(s) indicated? Are the total actual hours or days absent entered and the word “hours” or “days” circled? Is the reason marked? Is there more than one reason marked? If more than one reason is

marked, has the number of hours been designated for each reason? Is the absence report signed by the employee? Has the principal or supervisor approved and signed the absence report?

Absence reports are not required for Smart Schools Plus employees or if the employee is on a FMLA, Long Term Medical Leave, Industrial Injury Unpaid, Furlough assigned by Human Resources, or for hours being Unencumbered. All other absence types MUST have a corresponding absence report.

All absence reports must include the actual hours the employee was absent. If the employee’s average hours are six hours per day and the employee is absent on the day he/she works seven and one-quarter hours (7.25), he/she must report the seven and one-quarter hours (7.25). The total hours on the absence report must match the total time input into Kronos.

Section II-1 Revised 7/30/2015Revised

B. ABSENCE/ATTENDANCE PAY CODES

The absence codes that you have been using on your payrolls in the past years are now referred to as pay codes in Kronos. The majority of pay codes in Kronos generate pay (refer to the ‘PAID’ column on the table below). You must enter the absence pay code into Kronos in the current week in order for the Classified employee to be paid. If the absence is not posted in the current week, you must submit the missed absence on the ‘Out of Current Week Adjustments’ form. (Refer to 3, Out of Current Week Adjustments form.) Payroll will enter the missed absences into a manual batch to pay on the next payday. The pay codes you will use for absence/attendance purposes are listed in the table below.

TYPE OF ABSENCE PAY CODE

PAID(Y OR N)

TAKEN FROM

REMAINING BALANCE

NEG OR POSAdministrative Leave (Administrators Only) L Y GENLV POSCompensatory Time Taken (Classified only) T Y COMP POSCourt Subpoena H Y JURY NEG (-)Flex/Trade Days (Certified Only) UT Y TRADE POSFood & Nutrition Only Unpaid* F N O/C NEG (-)Furlough Time* FT N FLROW POSIndustrial Injury (Sick Leave) W Y GENLV POSIndustrial Injury (Vacation) WV Y VAC POSIndustrial Injury (Comp Time) WT Y COMP POSIndustrial Injury (Certified Personal Leave)* W2L N 2PLV NEG (-)Industrial Injury Unpaid* WU N O/C NEG (-)Jury Duty - 1 day only (non-ded) Y Y JURY NEG (-)Jury Duty - Deducts $12.00* J Y JURY NEG (-)Jury Duty - Deducts $40.00* K Y JURY NEG (-)Leave of Absence -1ST & Last Unpaid Day Z N O/C NEG (-)Military Leave M Y MLTRY NEG (-)Military Leave Unpaid* MU N MLTRY NEG (-)Off Contract* O N O/C NEG (-)Off Contract/Over Used Sick Leave* Q N O/C NEG (-)Personal Leave L1 Y GENLV POSPersonal Leave - Deduct $85* (Certified Only) 2L N 2PLV NEG (-)Professional Leave/School Business P Y PROF NEG (-)Sick Leave G Y GENLV POSStudent Inflicted Injury SJ Y STINJ NEG (-)Unencumber for Hourly UC N UNCMB NEG (-)Vacation V Y VAC POS

*Deductible from Salary/Wages


B.1. Administrative Leave (L) – deducts from sick leave balance:The pay code (L) is used for administrators only. A maximum of eight (8) administrative leave days can be used per fiscal year with prior approval from the supervising Assistant Superintendent. A PARF is required.

B.2. Compensatory Time Taken (T):The pay code (T) is to be used when the employee requests to use compensatory time that has been previously earned. Compensatory time may not be used while on extended contract.

Compensatory time can be earned in lieu of overtime pay. The hours and hundredths distributed to the pay code COMP in the Time Editor will be multiplied by time and a half and added into the employee’s earned compensatory time balances in the accrual module.

Approval from the Assistant Superintendent is required prior to the employee working the overtime hours, regardless of whether the hours are compensated monetarily or recorded as compensatory time earned.

B.3. Court Subpoena (H) – deducts from Jury:The pay code (H) is used when the employee is absent due to a subpoena to appear in court as a witness. The word ‘SUBPOENA’ must appear on the document the employee submits. A copy of the court subpoena must accompany the employee’s absence report statement. When an employee is required to appear in court due to a legal action involving the District, they should be considered to be on duty as an employee.

An order to appear in court as the plaintiff or defendant for a personal matter does not qualify for this absence type. An employee who is a victim of a crime may request a leave of absence, without pay, to attend any court proceeding at which the perpetrator of that crime has a right to attend per GBBD-R(1).

B.4. Flex/Trade Days (UT) – deducts from Trade:Flex: The pay code (UT) is used when a certificated employee requests to use a Flex/Trade day to cover an absence. Designated employees are eligible to earn Flex Days on non-scheduled workdays with 2-week prior approval. Days earned between the day after the last work day of one contract year through the last working day of the following contract year must be used within the same period of time. These days are not cumulative and must be used during the same timeframe as when they are earned. A PARF is required.

Trade: The pay code (UT) is used for administrators and supervisors only. With prior approval (PARF) from the appropriate Assistant Superintendent, an administrator may request to work up to five (5) additional days (non-scheduled workdays) during a fiscal year. Supervisors may request to work up to three (3) additional days. These days may then be used, with prior approval, as trade days for time off on non-student workdays. These days are not cumulative and must be used during the same year they are worked. This time must be worked and used in no less than half-day increments. A PARF is required.

B.5. Food & Nutrition (F) – deducts from Off Contract:The pay code (F) is used by the Food and Nutrition department to record unpaid, non-worked time for employees who do not earn accruals.


B.6. Furlough Time (FT):The pay code (FT) is used as an unpaid, non-work day designated by the Superintendent that would otherwise be a paid workday for all superintendents, administrators, supervisors, certified staff and many classified staff.

Furlough days will not apply to part-time employees and classified staff with contracts of 9.25-months or less. (These workers generally include bus drivers, food service workers, and classroom aides.)

B.7. Industrial InjuryThe District will pay for the workdays occurring during the first seven calendar days using the employee’s leave as long as the employee earns accruals. The insurance carrier will determine if the injury qualifies for Workers’ Compensation. If accepted, and an employee is out eight calendar days or longer, the employee would receive pay from Workers Compensation only.

B.7.a. Industrial Injury Paid (W) - deducts from sick leave:The pay code (W) is used when the employee is off from work due to a work related injury with sick leave available and is used during the first seven calendar days only.

B.7.b. Industrial Injury Paid (WV) – deducts from vacation:The pay code (WV) is used when the employee is off work due to a work related injury, earns vacation, and has exhausted sick leave within the first seven calendar days.

B.7.c. Industrial Injury Paid (W2L) – deduct $85 per day:The pay code (W2L) is only used by Certified employees when the employee is off work due to a work related injury, has exhausted sick leave within the first seven calendar days, and has not used up the allowed time for the fiscal year.

B.7.d. Industrial Injury Comp Time (WT) – deducts from comp time:The pay code (WT) is used when the employee is off work due to a work related injury, has a comp balance, and has exhausted sick leave within the first seven calendar days.

B.7.e. Industrial Injury Unpaid (WU):The pay code (WU) is used when the employee is off work due to a work related injury and is unpaid. Employees out for more than 7 calendar days or employees with no eligible leave will need to be posted each day unless the (Z) pay code for unpaid leave is being used.

B.8. Jury Duty:

Employees other than part-time classified employees who have been employed by the district for less than five consecutive years and are not accruing sick leave will receive leave for jury duty with pay. Remuneration accepted by an employee for jury service must be deducted from the employee’s base salary to prevent duplication of salary. An employee who has completed jury duty must return to work if there are at least two hours remaining in the workday, provided that this requirement will not apply if the combined number of hours of jury duty and work would exceed the number of regularly scheduled work hours for the workday. **A memo from the jury commission office or bailiff must accompany the absence report stating the days served as a juror when selected for jury duty. If they receive


payment from the Jury Commissioner, a copy of the payment stub must be sent to the payroll office in order to dock the appropriate amount and/or to prevent duplication of pay, mileage excluded.

B.8.a. Jury Duty - 1 day only (non-ded) (Y):The pay code (Y) is used when the employee had jury duty for one day only and is not compensated for the day.

B.8.b. Jury Duty - Deduct $12.00 (J):The pay code (J) is used when selected to serve on a jury and/or is compensated the $12.00 per day. Post each day (including the first day) as a (J).

B.8.c. Jury Duty -- Deduct $40.00 (K):The pay code (K) is used when selected to serve on the United States District Court or is compensated $40.00 per day. Each day, including the first day is a (K).

B.9. Leave of Absence (Z):The pay code (Z) is used when an employee is on a leave of absence and has exhausted all eligible leave (sick leave, comp time, vacation, and/or trade time). The first and the last day of the unpaid leave are the time entries needed in Kronos. Enter the comment First Day Unpaid Leave or Last Day Unpaid Leave.

B.10. Military Leave:

B.10.a. Military Leave Paid (M):The pay code (M) is used for paid military leave only. The employee must submit the official copy of the military orders to Human Resources for approval. Employees receiving District benefits are allowed 30 days paid Military Leave every 2 years. Certified employees will also need a PARF.

B.10.b. Military Leave Unpaid (MU):The pay code (MU) is used for unpaid military leave only. After the employee submits the official copy of the military orders to Human Resources, it may be determined that the employee is over the allotted number of days per fiscal year allowed. When Human Resources alerts you that the military leave is to be unpaid, use the pay code (MU). Certified employees will also need a PARF.

Employees have the option of using their personal leave, comp time, or vacation before going unpaid. Further clarification can be found in the Governing Board Policies.

B.11. Off-Contract:

B.11.a. Off-Contract (O):The pay code (O) is used when an employee does not have enough comp time, vacation time, or personal leave to cover a day off. The employee must exhaust all eligible leave before they can be off-contract.

B.11.b. Off-Contract/Over Used Sick Leave (Q):The pay code (Q) is used when the contract employee does not have enough sick leave or any other eligible leave to cover a sick leave (G) absence.


Certified and Classified employees who have depleted their accumulated sick leave (Q) during the school year and who have all or a portion of their salary reduced because of additional absences, may request to be paid retroactively for sick leave days accumulated and not taken after they have returned to their job. However, this provision is applicable only during the school year in which the employee’s salary was reduced. This is per the MEA and MESPA Working Conditions. The employee is required to send in a written request to Payroll prior to June 30 of the fiscal year.

B.12. Personal Leave:

B.12.a. Personal Leave (L1) - deducts from sick leave:The pay code (L1) is used for personal days for Certified and Classified employees.

Certified (MEA) – can use two (2) days per fiscal year. A PARF is required.

Classified (MESPA) – 12 month employees can use three (3) days per fiscal year. The maximum time allowed for 12 month employees is twenty-four (24) hours—or the equivalent of the employee’s average hours multiplied by three (3) if less than 8 hours per day. Short-term contract employees may use five (5) days per fiscal year. The maximum time allowed for short-term employees is forty (40) hours—or the equivalent of the employee’s average hours multiplied by five (5) if less than 8 hours per day. Part-time employees earning sick leave can use three (3) days per fiscal year based on the employee’s average hours.

Classified Supervisors (MACS) – can use seven (7) days per fiscal year. NO PARF is required.

B.12.b. Personal Leave (2L) - Deduct $85.00 per day:The pay code (2L) is used for Certified (MEA) employees only. Three (3) personal leave days per fiscal year are allowed, which will not be deducted from their accumulated sick leave. A PARF is required.

If the employee’s workday is more than ½ of a day (4 hours), the dock amount shall equal $85. If the employee’s workday is ½ day (4 hours) or less the amount shall equal $42.50.

If the employee does not use a requested day, the employee must submit a PARF to the Human Resources Department to cancel the personal day request. If no notification is received in Payroll, it will be treated as a valid day of absence and will be deducted. The PARF takes precedence over an absence report.

B.13. Professional Leave/School Business (P):The pay code (P) is used when employees attend educational workshops, conferences, conventions, seminars, or clinics approved by Superintendency. Any time an employee is attending a seminar or workshop for professional/school business away from the site, an absence report must be submitted and posted in Kronos. If it is on site, or if it is traveling with students, no absence is required to be posted in Kronos nor is an absence report needed.


B.14. Sick Leave (G) - deducts from sick leave:The pay code (G) may be used for the employee’s own illness, illness involving a member of the employee’s immediate household, preventative medical examination, family critical illness, bereavement leave and twelve-week family/medical leave (FMLA). For family critical illness or bereavement leave, family shall mean the employee’s spouse, child, parent, parent-in-law, sibling, stepchild, daughter-in-law, son-in-law, and stepparent, grandparents of the employee, grandchild, brother-in-law, and sister-in-law.

A victim of a crime may use sick leave, personal leave, or vacation to attend any court proceedings. A copy of a notice from a law enforcement agency regarding his/her rights and scheduled court proceedings must be given to their immediate supervisor.

If the employee uses more than five (5) consecutive days of sick leave, it is necessary to inform Human Resources, as the employee may qualify for FMLA leave. Human Resources is required by law to inform employees of their rights regarding leaves of absence.

Employees who work 20 to 29 hours per week will earn sick leave beginning their 6th year of continuous employment.

B.15. Student Inflicted Injury (SJ):The pay code (SJ) is used by all employees if they are intentionally injured by a student or any person not employed by the District while doing their job. Until the Employee Benefits Director determines that the injury is student inflicted, post with the industrial injury pay code (W) if eligible. The Payroll Department will change the absence code if appropriate.

B.16. Unencumber (UC):The pay code (UC) is used to unencumber hourly positions for unpaid absences. The unencumbered hours (UC) will add the dollar amount back into your account through an Accounting Department payroll process. All part-time hours may be unencumbered for their unpaid absences. However, if they accrue leave, this is only done once the employee has exhausted all eligible leave. Contract hourly employees may be unencumbered for off-contract (O) days. Certified hourly positions can also be unencumbered if the hours scheduled to work are not completed. (Refer to page 17, Unencumbering Unpaid Absences or Hours.)

B.17. Vacation (V) – deducts from vacation balance:The pay code (V) is used when the employee requests to use vacation time. Non-exempt Classified employees can use the time in quarter hour (.00, .25, .50, .75) increments and supervisors and administrators must use time in whole day (8 hours) or half-day (4 hours) increments. Administrators are required to PARF.


C. TEACHER’S FULL-TIME EQUIVALENCY (FTE)

You will need to verify the teacher’s total Full-time Equivalency (FTE) contract before you can post an absence. If a teacher is full-time (1.0 FTE), you post their absences in whole day (8 hours) or half day (4 hours) increments. You could have a teacher who works one-half time (1/2) at your school and one-half time (1/2) at a second school, or a two-fifths (2/5) three-fifths (3/5) split, or any other combination to add up to a full-time equivalency (FTE). When the teachers are shared, the schools involved will need to determine the reporting home school.

The home school is determined by majority, or if 50/50 split by the site listed first on the PARF. However, an employee can request that the opposite site be his/her home school. Once the home school is decided, the non-editing school needs to report to the editing school when the teacher is absent. Only the home school secretary will be able to post absences in Kronos.

If a teacher is not full-time, you will need to identify their total FTE contract (1/5, 2/5, 1/2, 3/5, 4/5) and report their absences according to their FTE. Be sure to verify a teacher’s first semester’s FTE against the second semester’s FTE. They could be different. After determining the teacher’s FTE, post the less-than-full FTE’s in whole or half day increments as indicated in the table below.

BASED ON A 5 (FIVE) DAY WORK WEEK

FTEWHOLE DAY

IN HOURS/HUNDREDTHS

HALF DAYIN

HOURS/HUNDREDTHS1.0 (5/5) 8.00 4.00.9 7.20 3.60

.8 (4/5) 6.40 3.20.7 5.60 2.80

.6 (3/5) 4.80 2.40.5 4.00 2.00

.4 (2/5) 3.20 1.60.35 2.80 1.40

.2 (1/5) 1.60 0.80

Examples of posting exceptions to the FTE schedules:

Example 1: If a teacher’s FTE is 3/5 and he/she works three full days (Wednesday through Friday) and is absent on Wednesday, the absence must be reported as 8.00 hours.

Example 2: If a teacher’s FTE is .5, he/she works two full days on Wednesday and Thursday, and one half day on Friday, the absence on Wednesday or Thursday must be reported as 8.00 hours and the absence on Friday, must be reported as 4.00 hours.

Example 3: If a teacher’s FTE is 1/5 and he/she works all day Friday, the absence on Friday must be reported as 8.00 hours.


If a certificated employee is absent a fraction of a day, the employee’s absence will be charged with leave according to the following schedule:


If 8 Hours Per Day (5/5 Contract)HOURS AND MINUTES ABSENT LEAVE CREDITED HOURS POSTED IN

KRONOS0 - 2 ½ 0 0

More than 2 1/2 but less than 6 1/2 day 46 or more 1 day 8

If 6.40 Hours Per Day (4/5 Contract)HOURS AND MINUTES ABSENT LEAVE CREDITED HOURS POSTED IN

KRONOS0 – 2 0 0

More than 2 but less than 4.48 1/2 day 3.204.48 or more 1 day 6.40


KRONOS0 - 1 ½ 0 0

More than 1 1/2 but less than 3.36 1/2 day 2.403.36 or more 1 day 4.80

If 4 Hours Per Day (1/2 Contract)HOURS AND MINUTES ABSENT LEAVE CREDITED HOURS POSTED IN

KRONOS0 - 1 ¼ 0 0

More than 1 1/4 but less than 3 1/2 day 23 or more 1 day 4


KRONOS0 – 1 0 0

More than 1 but less than 2.24 1/2 day 1.602.24 or more 1 day 3.20


KRONOS0 - ½ 0 0

More than 1/2 but less than 1.12 1/2 day 0.801.12 or more 1 day 1.60

D. ABSENCES POSTED TO AN EMPLOYEE IN THE TIME EDITOR

All absence/attendance pay codes for employees are to be posted in the Time Editor in Kronos. They are to be posted in the current week only. Future postings will not deduct from the employee’s balance until the date becomes current, therefore, the employee may think he/she has more accruals on the current date than what is available. This may likely cause an overuse of accruals and result in the need to dock the employee’s wages.

Absences posted after the current week has rolled into history will highlight in the Time Editor and never be posted into history, be paid, or deducted from the corresponding accrual balance.

If you need absences posted for days that have been updated and rolled into history, send the information to payroll on the ‘Out Of Current Week Adjustments’ form (Refer to Page 23, Out Of Current Week Adjustments form). Remember that absences posted in Kronos for Classified Hourly employees generate pay.

To get into the Time Editor to post the absence, start from the Kronos Timekeeper main menu.

In the MAIN menu, select 1. Daily Processing. [ENTER]

In MENU01 (Daily Processing), select 1. Time Editor. [ENTER]


MAIN Kronos iSeries Central 5.2 Date: 3/30/11iSeries Timekeeper: Mesa Public Schools Time: 15:52:17

Select one of the following:1. Daily Processing2. Reports and Inquiries

13. History14. Accruals

90. Sign off Selection or command ===> 1_________________________________________________________________________________________________________________________________________________________________ F2=Calendar F3=Exit F9=Previous Command F24=More keys

Type a one (1) on command line to select Daily Processing.

[ENTER]

MENU01 Daily Processing Date 3/30/11 iSeries Timekeeper: Mesa Public Schools Time: 15:59:54

Select one of the following:1. Time Editor

90. Sign off

Selection or command ===> 1_________________________________________________________________________________________________________________________________________________________ F2=Calendar F3=Exit F9=Previous Command F24=More keys

Type a one (1) on the command line to select the Time Editor.

[ENTER]

Selecting an EmployeeSelect employees by typing your 3-digit school or department number in the Supervisor field. [ENTER].

Note: To view just one individual type in their EIN on the Employee Number field or their badge number on the Badge number field.

All the employees set up under your site code will display. You can scroll through the list by using your Page Up and Page Down keys on your keyboard or you can type several characters of the last name in the Position to Name field (you must be in name order [F8]). [ENTER]

Type a ‘1’ in the OPT field to select the employee. [ENTER].

The Time Editor-Employee Detail screen will appear. From the Time Editor-Employee Detail screen, press [F6] to add an absence.


3/30/11 15:50:20 iSeries Timekeeper: Mesa Public Schools CLK303-01 Time Editor

Position to Name: ALL_______ Options: 1=Select A=ApproveOpt Emp. # Name Badge Hours Exc Appr __ 2001234 AARON MATTHEW 9998 0 __ 2002345 ALLEN SUSAN 9997 31.00 0 __ 2003456 BEST JEAN 9996 24.00 * 0 __ 2006789 CULL MARY D 9991 0 __ 2005555 EXAMPLE JOE 9999 19.00 0 __ 2007891 GALLAGHER FRANK P 9990 0F3=Exit F7=Employee# F8=Name F9=Badge# F12=Cancel


Employee Number: * _____________Badge Number: * _____________

Division * _____________Department * _____________Supervisor * _________Position # * _____________Hol Group * _____________SA Account * _____________UserField4 * _____________

From Date/Time: * ___________ ______To Date/Time: * ___________ ______

F3=Exit F4=Select F5=Exceptions Only F12=Cancel F15=Edit By Work Fields


Position to Name: ____________ Options: 1=Select A=ApproveOpt Emp. # Name Badge Hours Exc Appr 1 2002345 ALLEN SUSAN 9997 31.00 0 __ 2003456 BEST JEAN 9996 24.00 * 0 __ 2006789 CULL MARY D 9991 0 __ 2005555 EXAMPLE JOE 9999 19.00 0 __ 2007891 GALLAGHER FRANK P 9990 0 __ 2008910 SMITH JOE 9995 0F3=Exit F7=Employee# F8=Name F9=Badge# F12=Cancel

The system displays the Time Editor - Add/Edit Punch screen. Enter the appropriate data into the A, B, C, and D fields.

A. Clock In Date - the current days date displays as the default date. Type in the date of the absence record (i.e. 032511).

B. Clock in Time - enter the starting time of the absence in the Kronos time format (i.e., 0930A, 1100A, 0315P).

C. Total Hours - type the total hours and hundredths of the absence (i.e., 8.00, 7.25, 4.75). Remember to use hundredths, not minutes.

D. Pay Code - enter the appropriate absence type. (Refer to page 2, Absence/Attendance Pay Codes.)

Note: If the employee has multiple positions, Kronos will automatically allocate funding based on a percentage of each position according to the hours per week for each position.After completing the information in the required fields, press [ENTER].


3/30/11 12:25:13 iSeries Timekeeper: Mesa Public SchoolsPay Period

Emp#: 248765 SMITH ROBERT Badge: 124579 From: 3/25/11Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11Position: __________Opt Date In Out Hours Sch Pcd Ap Position # Notes

BottomBreakdown: Total:

F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=CancelF13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=ScheduleF19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs


Emp#: 248765 SMITH ROBERT Badge: 124579 From: 3/25/11Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11Position: __________Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 3/20/09 800A L 1215P L 4.15 8.00 0 634NCX _ FR 3/20/09 1245P L 300P E 2.15 0 634NCX M _ FR 3/20/09 301P 1.30 G 0 634NCX _ MO 3/28/05 715A E 1100A E 3.45 8.00 0 634NCX M _ MO 3/28/05 1200P H 515P L 5.15 0 634NCX 1 TU 3/29/05 806P U 1156P 4.00 0 777 _ WE 3/30/09 900A L 200P 5.00 8.00 0 634NCX _ WE 3/30/09 200P L 300P E 1.00 0 634NCX _ TH 3/31/05 800A L 1200P L 4.00 8.00 0 634NCX _ TH 3/26/09 130P L ?

BottomREG 25.30 REG2 4.00 G 1.30

Breakdown: 31.00 Total: 31.00

Clock In Clock Out Total Pay DailyDate Time Date Time Hours Code Rule Ovr M/B

Actual: * A B C * D * BD

Days to Add: Skip Days:

Comment: *

Shift: 1 Position # * 101NBQ Auto Ded: .00Division * 10 Hol Group * B Cancel Meal: Department * 670 SA Account * Force New Shift: Supervisor * 101 UserField4 * Pay Rate:

F4=Select F12=Cancel

Complete fields A, B, C, and D.

EXAMPLE 1 – Hours Available

As long as there are hours available the screen will revert to the Time Editor and you will see your entry.


Emp#: 999448765 SMITH ROBERT Badge: 124579 From: 3/25/11Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11Position: __________Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 3/25/11 800A 7.25 L1 101NBQ

BottomL1 7.25

Breakdown: 7.25 Total: 7.25F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=CancelF13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=ScheduleF19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs






Actual: * 032511 0800A 7.25 * L1 * BD


Comment: *



EXAMPLE 2 – Insufficient Hours

If you are using an

absence pay code that has a

POS (+) balance (i.e. G, V, T) and the message “Insufficient Hours Available on Pay Code” appears, the employee does not have enough time under that pay code. View the balance in the accruals screen to determine the hours to post.

From the Time Editor, press the [F17] Function Key to view the employee’s accrual balances.

Verify the remaining balance. ([F12] to exit)From the Time Editor-Employee Detail screen, press [F6] to add the available hours.



Emp#: 2448765 SMITH ROBERT Badge: 124579 From: 3/25/11Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11Position: __________Opt Date In Out Hours Sch Pcd Ap Position # Notes

BottomBreakdown: Total:

F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=CancelF13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=ScheduleF19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs




Insufficient Hours Available on Pay Code


Actual: * 032511 0800A 7.25 * L1 * BD


Comment: *



Pay Accrued Carried Accrued Hours Remaining Balance Code Ineligible Forward Eligible Taken Balance As Of Tier COMP .00 .00 .00 .00 .00 3/30/11 1 FRLOW .00 .00 .00 .00 .00 3/30/11 1 GENLV .00 .00 45.00 40.00 5.00 3/30/11 1 JURY .00 .00 .00 .00 .00 3/30/11 1 MLTRY .00 .00 .00 .00 .00 3/30/11 1 O/C .00 .00 .00 .00 .00 3/30/11 1 PROF .00 .00 .00 .00 .00 3/30/11 1

If you keyed in 7.25 hours (pay code L1) and the employee only has 5.00 hours available. You would post the 5.00 hours as L1 and the 2.25 hours as O.

The screen will revert to the Time Editor and you will see your entry.



Emp#: 999448765 SMITH ROBERT Badge: 124579 From: 3/25/11Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11Position: __________Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 3/25/11 800A 5.00 L1 101NBQ

BottomL1 5.00






Actual: * 032511 0800A 5.00 * L1 * BD


Comment: *



From the Time Editor-Employee Detail screen, press [F6] to add the remaining off-contract hours.

When you are using an absence pay code that has a NEG (-) balance (i.e. Q, P, O), a message “Insufficient Hours Available on Pay Code, Press F5 to Override” will appear. Press [F5].

The Screen will revert to the Time Editor and you will see your entry.


Emp#: 2448765 SMITH ROBERT Badge: 124579 From: 3/25/11Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11Position: __________Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 3/25/11 800A 5.00 L1 101NBQ _ FR 3/25/11 100P 2.25 O 101NBQ

BottomL1 5.00 O 2.25






Insufficient Hours Available on Pay Code – Press F5 To Override


Actual: * 032511 0100P 2.25 * O * BD


Comment: *



D.1. Unencumbering Unpaid Absences or Hours.

The unencumbering code ‘UC’, when entered into the Time Editor, will be updated every time the unencumberance process is run. After the process runs, the dollar amount will be added back into your budget for the appropriate account code. This process will allow you to get your unencumbered dollars back into your account in an expedited manner.

The unencumberance code ‘UC’ will be added like an absence. The record for unencumbering can be added day by day or a lump sum can be added on the current Saturday date in Kronos.

Who To Unencumber What To UnencumberClassified Part Time Hourly w/o Accruals Any hours not workedClassified Part Time Hourly w/ Accruals After all eligible leave has been exhaustedClassified Contract Hourly Only when Off-Contract absences occur, enter the ‘UC’ on

Saturday as well as the ‘O’ on the day of the absence.Certified Hourly Any hourly position not worked

Each record must include the Actual Date, Time, Total Hours of the unpaid absence, the Pay Code ‘UC’, and it must be directed to the appropriate position number. The six digit alphanumeric position numbers can be found by placing the cursor on the position number field and pressing the [F4] Function Key. (Refer to Section III, page 30, Viewing Available Positions)


Emp#: 2006457 EXAMPLE JOE Badge: 9999999 From: 1/7/11Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 1/13/11Position: __________Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 3/25/05 800A L 1215P L 4.15 8.00 0 634NCX _ FR 3/25/05 1245P L 300P E 2.15 0 634NCX M _ FR 3/25/05 301P 1.30 G 0 634NCX _ MO 3/28/05 715A E 1100A E 3.45 8.00 0 634NCX M _ MO 3/28/05 1200P H 515P L 5.15 0 634NCX 1 TU 3/29/05 806P U 1156P 4.00 0 777 _ WE 3/30/05 900A L 200P 5.00 8.00 0 634NCX _ WE 3/30/05 200P L 300P E 1.00 0 634NCX _ TH 3/31/05 800A L 1200P L 4.00 8.00 0 634NCX _ TH 3/31/05 130P L ?


A. Clock In Date - Type in the date of the absence record (i.e. 011211). Or use the current Saturday date of the week to unencumber a lump sum or hours from a previous week.

B. Clock in Time – Type in the starting time of the absence (i.e., 0930A, 1100A, 0315P).C. Total Hours - Type in the total hours and hundredths (the hundredths must be in quarter hour

increments (i.e., .00, .25, .50, .75)) of the absence if entering a lump sum you must use the Saturday date.

D. Pay Code – UCE.



Actual: * A B C * D * FD


Comment: *

Shift: 1 Position # * E Auto Ded: .00Division * 10 Hol Group * F Cancel Meal: Department * 123 SA Account * Force New Shift: Supervisor * 123 UserField4 * Pay Rate:


Position# - The employee’s primary position will default. To select a position other than the primary, go to the position selection. To view the employee available positions put your cursor on the Position # field and type [F4] to select and view the positions.

The completed entry should have data in all of the required fields as shown below. [ENTER]1/12/11 12:25:13 iSeries Timekeeper: Mesa Public Schools

Pay PeriodEmp#: 2006457 EXAMPLE JOE Badge: 9999999 From: 1/7/11Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 1/13/11Position: __________Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 3/25/05 800A L 1215P L 4.15 8.00 0 634NCX _ FR 3/25/05 1245P L 300P E 2.15 0 634NCX M _ FR 3/25/05 301P 1.30 G 0 634NCX _ MO 3/28/05 715A E 1100A E 3.45 8.00 0 634NCX M _ MO 3/28/05 1200P H 515P L 5.15 0 634NCX 1 TU 3/29/05 806P U 1156P 4.00 0 777 _ WE 3/30/05 900A L 200P 5.00 8.00 0 634NCX _ WE 3/30/05 200P L 300P E 1.00 0 634NCX _ TH 3/31/05 800A L 1200P L 4.00 8.00 0 634NCX _ TH 3/31/05 130P L ?


Insufficient Hours Available On Pay Code – Press F5 To Override

Since the pay code ‘UC’ is a negative type absence code, a message will appear stating “Insufficient Hours Available On Pay Code, Press [F5] To Override”. Press [F5]. The screen will revert to the Time Editor expanded screen for the employee and you will view the ‘UC’ absence entered.


PHR01SEL SEL Employee Position # Date: 1/12/11

EMPLOYEE #: 2006457 POSITION TO: _______________

TYPE OPTIONS, PRESS ENTER..X=SELECT

? POS # STS JOB DESCRIPTION AVG HRS RATE XFER #BUDGET # BGT % START DATE EXP DATE STOP DATE

123WTB CLERICAL AIDE 3.000 10.070 600100-100-1000-6151-123-000-01 100.000 8/12/2010 5/27/2011

123WPB INSTR ASSIST 2.000 10.070 497001-100-2620-6151-123-000-01 100.000 8/12/2010 5/27/2011

123WQA CROSSING GUARD .500 10.070 521001-100-2620-6151-100-000-01 100.000 8/12/2010 5/27/2011

123WZU ADDITIONAL 20.000 10.070 775100-100-1000-6151-123-000-01 100.000 8/07/2010 10/30/2010

F12=PREVIOUS


Actual: * 011211 0800A .75 * UC * FD


Comment: *

Shift: 1 Position # * 123WQA Auto Ded: .00Division * 10 Hol Group * F Cancel Meal: Department * 123 SA Account * Force New Shift: Supervisor * 123 UserField4 * Pay Rate:


Select the correct position by placing an ‘X’ in the select field. [ENTER]

E. EMPLOYEE'S ACCRUAL BALANCES VIEWED FROM THE TIME EDITOR

Before posting future absences, verify the employee’s balances.

From the Time Editor - Employee Detail screen, with the employee that you selected displayed,

press the [F17] Function Key to view the employee’s accrual balances.

The Employee Accrual File Maintenance screen appears with the employee’s balances.


Press the [F17] Function Key to view the employee’s balances.


Emp# 2001111 ALLEN PATRICIA Badge: 3211 From: 10/01/10Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 10/07/10Position: __________Opt Date In Out Hours Sch Pcd Ap Position # Notes

Bottom

Breakdown: Total:F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=CancelF13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=ScheduleF19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

10/01/10 iSeries Accruals: Mesa Public Schools15:12:58 Employee Accrual File Maintenance

Employee: 2001111 ALLEN PATRICIAPay Type: H Position # : 123NAF

Hire Date: 6/07/99 Division : 10 Hol Group : ASeniority Date: 7/18/00 Department: 123 SA Account:Status: A Supervisor : 123 UserField4 :

Pay Accrued Carried Accrued Hours Remaining Balance Code Ineligible Forward Eligible Taken Balance As Of Tier

COMP .00 .00 .00 .00 .00 10/01/10 1GENLV .00 456.80 8.00 .00 464.80 10/01/10 1JURY .00 .00 .00 8.00 8.00 - 10/01/10 1MLTRY .00 .00 .00 .00 .00 10/01/10 1O/C .00 .00 .00 8.00 8.00 - 10/01/10 1PROF .00 .00 .00 16.00 16.00 - 10/01/10 1STINJ .00 .00 .00 8.00 8.00 - 10/01/10 1

More . . . F3=Exit F7=Show Calendar F8=Show Balances As Of

F12=Cancel

The Pay Code balances found in the Carried Forward, Accrued Eligible, Hours Taken, and Remaining Balance columns come from different data sources.

Pay Code –The absence/attendance pay codes (i.e., V, G, J) when entered into the Time Editor, flow into the appropriate accrual module pay code balances (i.e., VAC, GENLV, JURY). (Refer to table on page 2.)

The pay code remaining balances will be updated immediately through the current day. If you post absences for future dates, the remaining balance will not update at the time of the posting. When the future date becomes current, the remaining balance will update. If you post too much time in the future and the employee does not have enough hours to cover the absence, the employee will end up with a negative balance and be overpaid. Be sure to verify the employee’s balances before posting future absences.

Carried Forward – The balances are carried forward from 7/1/99 for GENLV, VAC, and COMP.

Accrued Eligible – The balances include the accruals earned since 7/1/99 and any changes made to the employee’s record for adjustments or conversions.

Hours Taken – The absence is entered by the editor in the Time Editor and subtracts from the appropriate Pay Code balances. (Refer to the table on page 2.)

Remaining Balance – All Pay Code remaining balances are calculated by starting with the Carried Forward balance, adding the Accrued Eligible balance, and subtracting out the Hours Taken balance.


F. ABSENCES VIEWED FROM THE HISTORY MODULE

The History Module can provide you with year-to-date absence reporting information. If you want to see how many personal leave days a person has taken to date for the current fiscal year, select History from the Kronos Timekeeper main menu.

In the MAIN menu select 13. History [ENTER]

In MENU13 (History), select 1. Time History Inquiry. [ENTER]


MAIN Kronos iSeries Central 5.2 Date: 4/15/11iSeries Timekeeper: Mesa Public Schools Time: 15:52:17

Select one of the following:1. Daily Processing2. Reports and Inquiries

13. History14. Accruals

90. Sign off

Selection or command ===> 13___________________________________________________________________________________________________________________________________________________________________ F2=Calendar F3=Exit F9=Previous Command F24=More keys

Put thirteen (13) on command line to select History.

[ENTER]

MENU13 History Date 4/15/11iSeries Timekeeper: Mesa Public Schools Time: 15:59:54

Select one of the following:1. Time History Inquiry

7. Punch Detail8. Time Cards9. Total Hours10. Absentee11. Tardy12. Budget vs. Actual

90. Sign off

Selection or command ===> 1_________________________________________________________________________________________________________________________________________________________ F2=Calendar F3=Exit F9=Previous Command F24=More keys

Put one (1) on the command line to select the Time History Inquiry.

[ENTER]

Select an individual employee by entering the unique number (EIN) in the Employee Number field or Badge Number in the Badge Number field.

Since the history file currently retains information from 7/1/2002, specify a range of time in the From Date/Time and To Date/Time fields.

For a specific week, enter the Friday through Thursday dates in the From Date/Time and To Date/Time fields. (i.e. From 021111 1200A To 021711 1159P) [ENTER]

Or use July 1 of the fiscal year in the From Date field and 1200A in the From Time field for fiscal year totals. (i.e. From 070110 1200A) [ENTER]

By specifying a range of time, you will be able to see the totals for all of the various pay codes on the bottom of the screen, to help check on personal leave totals, overtime totals, etc.



Emp#: 2001550 ROGERS WILLIAM Badge: 124777 From: 7/01/10Options: 1=Edit 4=Del B=Brkdwn To:Position: __________Opt Date In Out Hours Sch Pcd Ap Position # Notes _ TU 8/19/08 800A 8.00 L1 _ FR 9/12/09 800A 4.00 P _ TU 10/14/08 800A 8.00 G _ WE 10/15/08 800A 8.00 G _ MO 12/08/08 800A 8.00 L1 _ MO 1/05/09 800A 8.00 2L _ FR 3/13/09 1200P 4.00 2L _ WE 4/08/09 0800A 8.00 2L _ TH 4/23/09 0800A 4.00 2L _ TH 4/23/09 1200P 4.00 O

BottomL1 16.00 P 4.00 G 16.00 2L 24.00 O 4.00


4/15/11 15:50:20 iSeries Timekeeper: Mesa Public Schools CLK908-S1Time History Inquiry

Employee Number: * __2001550Badge Number: * _________Division * ______________Department * ______________Supervisor * ______________Position # * ______________Hol Group * ______________SA Account * ______________UserField4 * ______________

From Date/Time: * 070110___ 1200ATo Date/Time: * ____________ ______

F3=Exit F4=Select F12=Cancel

Enter the unique number (EIN) or badge number of the employee and a start date and time for the inquiry.

[ENTER]

ExampleKRONOS OUT OF CURRENT WEEK ADJUSTMENTS

PAYROLL CLERK Site Name: Date:Site #:

Ext:MISSED PUNCH INFORMATION

NAMEEMPLOYEE

NUMBER

HOURLY POSITION

CODE DATE CLOCK INBEGIN LUNCH

END LUNCH

CLOCK OUT

HOURS TO ADJUST IN HISTORY

ABSENCE / PAY CODE

SA-ACCOUNT (7 digit #)

not badge (6 digit) ( ) will indicate a delete punch – to delete if applicable if applicable

1Supervisor(Adding an absence) 2001234 11/14/10 8.00 L1

2Teacher(Adding an absence) 2003456 11/14/10 8.00 2L

3Hourly(Adding an absence) 2005678 101NAM 11/14/10 7.00 G

4Hourly Part Time(Adding an absence) 2006789 102WPB 11/14/10 4.00 L1

5Teacher(Changing absence code) 2003456 2/17/11 -8.00 G

6 8.00 L1

7Hourly(Changing absence hours) 2005678 103NBQ 2/17/11 -8.00 G

8 6.75 G

9Hourly Part Time(Changing absence date) 2006789 104WQA 2/17/11 -1.00 G

10 2/18/11 1.00 G

11Supervisor(Deleting an absence) 2001234 5/4/11 -8.00 UT

12Teacher(Deleting an absence) 2001234 5/4/11 -8.00 P

Any adjustments received after 12:00 P.M. on a Payroll Processing Friday will not be processed for that Payroll, but will be held and processed on the next Payroll.

Signature - Principal or Department Head


(Refer to Section VII for more information on completing the Out of Current Week Adjustments.)


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