western michigan university · western michigan university kronos user guide page 12 entering...

Western

Michigan

University

User Training Guide

Index

Western Michigan University Kronos User Guide Page 1

Significant Changes in Kronos Workforce Central 2

Accessing Kronos 3

Logging Off Kronos 4

Navigating Kronos 6.2 4-5

Timecard Basics 6-7

Visual Cues 8

Scroll Person by Person 8-9

Entering Data 10

Swipe or Punch Data 10

Deleting Punches 11

Saving Changes 11

Calculating Totals without Saving 11

Entering Comments 12

Viewing Comments 12

Deleting Comments 13

Using Pay Codes 14

Reports 15

Running & Viewing Reports 16

Selecting A Report 17-18

Report Set Options 19-20

Report Generation 20-21

Report Viewing & Printing 21

Report Quick Steps 22

Monitoring Timecards 23

Using Notification Tools 23

Using the Reconcile Timecard Genie 24

Viewing the Exception Report 25-26

Resolve Punch Issues 26-27

Transfers 27

Types of Transfers 28

Steps to Transfer Hours 29-31

Approving Timecards 32

Applying an Approval 32-33

Removing your Approval 33


Changes in Kronos Workforce Central

The significant changes in Kronos Workforce Central v6.2 from your current version of

Kronos include:

New sign on procedure through GoWMU portal using LDAP single sign on with

your BroncoNetID and password.

New user-friendly format with tab navigation.


Accessing Kronos

The 6.2 version of Kronos is accessible through GoWMU. In order to access the logon

screen you will need to enter the following URL into your web browser address line:

https://gowmu.wmich.edu/cp/home/displaylogin

If issues arise with your BroncoNetID and/or password call WMU’s Help Desk at 269-

387-4357.

Log Into GoWMU

Under the Faculty/Staff tab select Kronos timekeeping.

You have now successfully logged into Kronos. These sections will be explained in

further detail later within this guide.

https://gowmu.wmich.edu/cp/home/displaylogin


Logging Off Kronos

When you are ready to logoff of Kronos click on the Log Off link at the top of the

Navigation Bar located on the right side of your screen.

Navigating Kronos 6.2

Your screen is divided into 4 main parts:

Navigation Tabs Header

Work Space

Navigation Tabs – Provide links to features you can access.

Header – Identifies the employee or employee groups and time periods you are currently

viewing or have the ability to view. This area also includes a menu of additional

timekeeper tasks and launch icons for quick access to other functions. The Name or ID

field contains a list of filters that selects the employees that will populate your Work

Space. These filters are called HyperFind queries. The Time Period field also contains a

drop down list of available time periods you may choose from to populate your Work

Space.

Menu Bar


Workspace – Contains detailed information such as timecard and/or schedules for your

employees along with the time period options. It also contains activities related to

working on employee’s time such as Actions and Approvals.

Menu Bar – Contains the Launch Icons used to access individual employee information,

timecards, schedules and reports. This bar will be explained in greater detail later. The

Launch Icons provide quick access to other Timekeeper components for the employee(s)

selected in the Work Space.

Launch Icons Help

Click on Help to locate additional information. A separate window will be displayed

with a site map, index and search capabilities.


Timecard Basics

Once you have logged on to Kronos, select Timekeeping>Reconcile Timecard from the

Navigation Tab. The default will show all your employees in your home department as

of a yesterday time period. When you have done this your Work Space will look like:

Remember, if you have employees with multiple jobs you will need to choose “all home

and transferred in” to view.


To edit a timecard, highlight an employee by clicking on their name and then click the

Timecard launch icon. This will display the Timecard Grid.

Parts of the Timecard Grid include:

Menu Bar contains the Save button along with options for selecting other

timekeeping tasks.

Totals including shift/daily and cumulative.

The work space grid containing dates, pay codes, amounts, in’s and out’s, and

transfers.

Icons in the first two columns are used for inserting rows and deleting erroneous

data.

On the bottom of the screen you will find the Totals & Schedule, Accruals and Audits

Tabs section. The Totals & Schedule, Accruals and Audits tabs will appear for every

employee. Additional tabs labeled Comments, Moved amounts and Sign-offs,

Requests & Approvals will also appear if they apply to the employee’s time data.

Timecard

Launch


Visual Cues within the Timecard

Visual Cues within the Timecard Grid area apply meaning to a specific Pay Code, Punch

Day or Transfer. The following Timecard Grid illustrates some of these cues:

Excused Absences Absent Comment Added Transfer Missing Punch (blue outline box) (red outline box) (red shaded box)

Scroll Person by Person in Timecards

Click on the Timekeeping Tab in the Navigation Bar, then Reconcile Timecard.


Click on Actions, Select All. Then click on Timecard on the Menu Bar.

You are now able to scroll person to person using the buttons appearing

next to Name & ID on the Timecard Menu Bar.


Entering Data

There are multiple ways that time data is applied to the employee’s timecard grid. 1) the

timekeeper manually enters a pay code indicating the description of hours along with a

number of hours or by using start and stop times.

2) time is applied to a timecard grid is by employees swiping their badge at the time

clock located in their work area creating punches. 3) data is entered into a timecard grid

is by using schedules.

Swipe or Punch Data

Timecard entries coming from a time clock are called punches. These punches show

under the “In” and “Out” columns of your timecard grid.

In Punches and Out Punches

You use the timecard grid to add, change or delete punches. As you can see, this

employee is missing an out punch on Friday. To correct this error you would simply

click your cursor in the specific cell you want to correct and add a time. After you have

made your correction, tab or click out of the cell and click Save. This will correct the

error and adjust the totals if necessary. Note: when working with actual times Kronos

default is a.m. To get afternoon/evening times you must enter the time along with a “p”.


Deleting Punches

Note: Internal Audit states that actual punches from employees should never be

deleted from Kronos. Negative amounts can be used to offset hours from employee

punches. Contact the Payroll Office 7-2935 for instructions or questions concerning

editing employee punches.

Saving Changes

To save your edits you must click on the “Save” button. Keep in mind your work

has not been saved and the totals you see are not updated until you save your work.

Save Option

Calculating Totals Without Saving

To calculate timecard totals without saving the changes select Actions > Calculate

Totals from the menu bar. Remember, this did not save your work. You must click Save

on the menu bar.


Entering Comments

Comments are predefined and are available within a drop down window. Comments can

be added to any pay code & time entry, in punch, out punch or amount. To enter a

comment follow these steps:

1. Select the cell(s) that you want to attach the comment to.

2. Select Add Comment from the menu bar.

3. Scroll through the list of comments and select the one you want then press “OK”.

After completing these steps you will notice the comment visual icon displayed within

the cell you just added the comment to.

Comment Icon

Note: If you want to add more then one comment hold the Ctrl key down when selecting

additional comments.

Viewng Comments

To view comments used on timecards click on the Comments tab towards the bottom of

the timecard.


Deleting Comments

Comments are deleted by clicking on the Comments tab in the bottom of the timecard

which brings up the list of comments used. Right click on the comment you wish to

delete.

Right Click to Delete Comment Tab


Using Pay Codes

Pay codes are used to track both worked and non-worked hours for employees, regardless

whether their time is manually entered by a timekeeper/supervisor, or they swipe their

badges to create punches. Pay codes cannot be added to a row that contains punches.

You must insert a new row to enter a pay code for that date.

Pay codes are pre-defined and are selected from a drop down box. Each timekeeper’s

drop down box is specific to the type of employees for whom they are responsible.

The following illustration is an example of pay codes entered on a timecard:

Insert Row Icon Pay Codes & Amounts

To enter pay codes follow these steps:

1. Are punches associated with the day you want to add the pay code?

a. If NO, continue with step 2 & 3.

b. If YES, then continue with step 4.

2. Click the Pay Code cell for the day you want to add the pay code. Click the

down arrow to display the available pay codes and select one from the list.

3. After entering a Pay Code, click the Amount cell that corresponds to the pay

code you just selected, enter the number of hours or money associated with the

pay code. Click on Save.

4. Do you want to modify the existing punches?

a. If you need to modify the punches click on the In and/or Out punch and

make your corrections. Note: it is never recommended that employee

punches be deleted. Contact the Payroll Office 7-2935 for instructions

or questions concerning editing employee punches.

b. To enter a pay code in addition to a day that has punches, click on the

Insert Row icon to add a new row. Click the Pay Code cell for the

row you inserted. Click the down arrow to display the available pay

codes and select one from the list. Then click in the Amount cell next to

the pay code and enter the amount of hours. Make sure you click on

Save.


Reports

Reports can provide information to you for managing tardiness in your department or

provide information to help you investigate an incorrect paycheck. All information about

an employee’s time, labor and scheduling is stored in Kronos.

Genies and reports work together to provide you with access to the stored information.

The standard report categories include:

All Alphabetical listing of standard reports and any custom reports.

Detail Genie Employee specific information, available when you click the Reports

Launch icon from a detail Genie.

Roll-Up Summarized information by labor account or schedule group, available

Genie when you click the Reports Launch icon from the roll-up Genie.

Scheduler Detailed schedule information, available when you click the Reports

Launch icon from the Schedule Editor.

Timecard Time and attendance, accrual and schedule information.

Note: The categories that appear on your reports page depend on your access rights.


Running & Viewing Reports

You first need to access the Reports workspace. This can be done two ways:

1. Click the General Tab on the Navigation Bar, then click Reports, or

2. Click on the Reports Launch icon in the Header Bar.

Reports Link from

The Navigation Bar

Reports Launch from

Header Bar


Selecting a Report

After entering the Reports workspace your screen should look like this:

All reports appear in one or more of the report categories. To select a report you will

need to first expand one of the report categories by clicking on the plus sign next to the

category you want:


To get a description of a report simply highlight the report name and a description will be

displayed to the right as shown in the picture on the below.

Show and Time Period

You can also refine your report criteria by using the Show and Time Period boxes at the

top of your screen. These additional criteria can be changed repeatedly until the correct

information is found.


Report Set Options

Each report may have different Set Options that determines what information is reported,

or how the information is reported. For example, if the Exceptions Report was selected,

and the Set Options tab clicked you will be given a choice between reporting Absences

or Exceptions. When the Absences option is selected you will be given options on what

kind of absences to report.

Under Set Options choosing Absences gives you these choices.

Choices


Under Set Options choosing Exceptions gives you these choices.

Using the prompts, choose the categories you want included in the Exceptions Report.

Report Generation

After you have selected your Set Options you are ready to run your report. To do this

you simply click on the Run Report tab.

Kronos will automatically submit your report for processing and switch your view to the

Check Run Status view as shown below.

In the above example: the report name is Exceptions the Date In is when you submitted

the report, the Date Done is when the report finished, the Output is back to your screen

and the Status indicates the reports current status. There are 5 possible statuses:

Waiting The report is queued for processing.


Updating The report is waiting for up-to-date totals.

Running The report is generating.

Complete The report generation is finished.

Failed An error occurred during report generation.

You can continue checking the status of your report by pressing the Refresh Status tab.

If you want to delete a report, first highlight the report you want to delete by clicking on

it and then click on the Delete tab. A prompt will appear to confirm the delete.

Report Viewing & Printing

After your report status shows the report has completed you can open the report for

viewing and/or printing. To do this, highlight the report you want to view and click on

View Report or you can double click on the report.

Kronos will now open a separate window and display the report in a .pdf format. You

can now review, save or print the report.

Note: You will need to have Adobe Acrobat Reader installed on your computer. Adobe

Acrobat Reader is free software that can be downloaded from www.adobe.com.

http://www.adobe.com/


Report Quick Steps

The table below illustrates quick step guide for generating reports.

Step Action

1 Do you want to select specific employees?

To select all employees in an

employee group. Select Reports from the Navigation Tab

To select one or more employees

in an employee group.

Select a Workforce Genie from the

Navigation Bar. Select the employees to

include in the report. Click the Reports

launch icon.

2 On the Select Report tab, click the + to display a category’s contents.

3 Click a report name and review the report description to ensure the report

returns the data you need.

4 Did you previously select employees?

If you selected employees in a

Workforce Genie.

Verify that Previously Selected

Employees appears in the Show list.

To define a set of employees. Click the Show list and select an employee

group.

5 Click the Time Period field to display report time period options.

6 Do you want to use a predefined time period or define a specific time period?

To use a predefined time period. Select an option from one of the first three

time categories.

To define a time period. Select an option in the last time category

and complete the required information.


Monitoring Timecards

It is important for timekeepers to monitor employee time data continually throughout the

pay period. Timekeepers/supervisors can be notified of changes to an employee’s

timecard from the employee themselves or their supervisor. The payroll department

processes error reports that are emailed to timekeepers. These errors will be the

responsibility of the timekeeper to correct and it is imperative that these errors are

rectified. Failure to do so can result in your employee not getting paid correctly.

The three primary tools used to reconcile inconsistencies in an employee’s timecard are

listed below with descriptions and examples of use.

Using Notification Tools

Tool Description Example

Reconcile Timecard –

Screen view that

highlights a subset of

timecard exceptions

defined in Kronos and

presents a correlation

between those

exceptions and

employees’ timecards

for a specific time

period

Benefit: At-a-glance view of main

Kronos exceptions, with sorting

options and quick access to

employee timecards.

Drawback: Limited set of

exceptions.

Excused and/or

unexcused

absences

Short or long

breaks

Short shifts

Canceled

deductions

Missed punches

Exceptions Report –

Screen or printed view

that can display all or a

subset of the exceptions

and absence types

configured in Kronos, as

well as any associated

comments.

Benefit: Detailed information only

for employee’s whose time reflects

one or more exceptions, including

actual worked time versus

scheduled time and associated

comments, as well as the number

of occurrences and total time

difference.

Drawback: No sorting capabilities

by exception and no quick access

to employee timecards.

Excused and/or

unexcused

absences

Short or long

breaks

Short shifts

Canceled

deductions

Missed punches

Workflow Notifications – E-mail message

generated by Kronos

that lists the names of

employees whose

timecards contain one or

more specific

exceptions.

Benefit: No supervisor-initiated

action; timekeeper is automatically

alerted by an e-mail message.

Drawback: Errors are emailed to

home account timekeeper only. If

multiple job employee email must

be forwarded from home account

timekeeper to others.

The following

employees have

exceptions in their

timecards:

John Doe

Susan Smith

Dan Brown


Using the Reconcile Timecard Genie

The Reconcile Timecard Genie displays information that shows time and labor details

about selected employees. Each row in the work space corresponds to an employee’s

time information for the specific time period selected. This information can be sorted in

ascending or descending order by the content in one or two of the columns. Here is an

example of the Reconcile Timecard Genie:

Exceptions

Steps to access the Reconcile Timecard Genie

1. Select Reconcile Timecard from the navigation tab.

2. From the Show list, select a group of employees.

3. From the Time Period list, select or define a time span.

4. To sort information by one or two columns, click the column for the secondary

sort first, and then click the column for the primary sort.

5. Review the information presented in the Reconcile Timecard Genie.


Viewing the Exception Report

You can generate the Exceptions report to manage employee’s time by exception and

track deviations from schedules. The report displays the names of only those employees

whose timecards contain exceptions for the dates specified. For each employee listed, the

report displays exception dates, types of exceptions, actual worked versus scheduled

hours, time differences for the exceptions and the number of occurrences for each type of

exception.

Below is an example of the Exceptions report:

Steps to Generate an Exceptions report:

1. Click on the General Tab then select Reports.

2. Under Categories click the + in front of “Timecard” and select Exceptions.

3. From the Show list, select a group of employees.

4. From the Time Period list, select or define a time span.

5. Click the Set Options tab.

6. Do you want to define specific absence types and/or exceptions?

To define types of absences, click Absences in the Options list and select

the absences type for the report.


To define specific exceptions, click Exceptions in the Options list. To

include all the exceptions available run the report. To see specific

exceptions click Remove All. Select the specific exceptions you want to

view and click Add.

7. Then click Run Report.

8. Click Refresh Status several times until Complete appears in the Status column.

9. Double click the report name or click on View Report to view.

Resolve Punch Issues

Employees who enter their start and end times for worked shifts sometimes forget to

punch. They also might punch early or late for their scheduled shift or have to have a

meal deduction canceled. The following table list some issues and tasks to perform to

resolve them.

To Resolve This Issue Perform These Tasks

Missing in-punch or out-punch. Enter missing punch information.

Early or late punch for the start or end of a

shift.

Add one or more comments explaining the

reason for the unscheduled punch.

Automatic meal or break deduction that

must be paid.

Cancel the automatic meal deduction.

After identifying the issue you want to resolve, use the following steps to accomplish the

tasks necessary to correct the information.

Example of Missed Punch


Steps to Resolve Punch Issues:

1. Locate the employee you want to edit and click the Timecard.

2. Do you want to add new punches or update existing punches?

To add a punch, click in the solid red cell in the timecard grid and type

the punch time using an acceptable format.

To add information to an early or late punch, continue to step 3.

To cancel an automatic break or meal deduction, click the cell that

contains the punch you want to edit and select Punch>Edit. Select the

appropriate deduction from the Cancel Deduction list and click OK.

3. Do you want to add one or more comments to this transaction?

To add one or more comments, right click the cell and select Add

Comment. Select one or more comments and click OK.

4. Have you completed all edits for this employee?

If all edits are completed, select Save.

If more edits are needed, continue modifying the information in the

employee’s timecard.

Transfers

Employees are assigned to a primary labor account, default work rule and a primary job.

During their normal workday, all their worked and non-worked hours are calculated

using the default work rule and charged to their assigned labor account and job.

However, employees are not limited to working in their primary labor account, at their

primary job, using their primary work rule. Sometimes employees work other jobs in

other departments or have their hours calculated differently using a different work rule.

These are employees with multiple jobs.

Timekeepers can perform transfers so an employee’s hours are calculated differently or

charged to a different account and job which is not the employee’s primary account or

job. Transfers can be for the entire shift or a portion of the shift.


Types of Transfers

Transfer

Type

Description Example

Labor

Account

Transfers shift hours to an

alternate labor account. You can

transfer hours to one or more

labor levels within the labor

account.

Jack’s primary labor account is

PAY/6411240/360112/1360. Jack

worked 5 hours in another

department. Those hours should be

tracked to

PAY/6411300/360112/1360.

Work Rule Transfers shift hours to an

alternate work rule so those

hours are calculated differently.

Work rules identify such things

as how punches round, what

types of overtime an employee

can earn, which pay codes track

what types of hours and so on.

Sally is assigned to the part-time

work rule. On Friday, she worked

full time with a 30 minute lunch. All

her Friday hours should be calculated

using the Full-Time 30 Minute work

rule.

Job Transfers shift hours to an

alternate job within WMU.

Because each job has a specific

path in the organization map,

when a job transfer is performed,

the entire job path is specified to

ensure the hours are tracked to a

valid job.

Jean’s primary job assignment is

Lifesaver. On Monday, because of a

department shortage she worked as a

Referee. Her worked hours on

Monday should be tracked to the

Referee job.

NOTE: All transfer types can be performed in the timecard

Do not make changes to the timecard in the Totals & Schedule portion of the

timecard.


Steps to Transfer hours in an hourly timecard

1. Locate the employee you want to edit and click the Timecard.

2. Do you want to transfer all or a portion of the shift hours?

To transfer all hours in a shift continue to step 3.

To transfer a portion of the shift hours, click the Insert Row icon to create

a new line for the same day, splitting hours to be transferred, continue to

step 3.

3. Click in the Transfer cell, click search.

4. You should see a big Select Transfer box.

Option 1: a complete transfer of information containing OrgID, Department, Job

Code: in the Select Transfer box under Job (see example below), look for your

department OrgID (the example shows Payroll OrgID). If you have multiple cost centers,

find the cost center that pertains to the job of the employee you need to transfer. Then

click on the + sign in front of the cost center to bring up job code selections. Click in the

box of the job code that pertains to the employee whom you are transferring. Remember:

all data in Kronos must match the job in PeopleSoft or your transfer will not work. Click

on OK, then Save on the timecard.


Your complete transfer is done. Remember to click Save on the timecard.

Option 2: use only if a partial transfer of data is needed : the middle of the Select

Transfer box contains a series of radio buttons (see example below). Upon opening the

Select Transfer box, the Organization Identification radio button is already marked.

To change this, to the left, in the Available Entries, look and see if the OrgID that you

need is showing and if so, click on it. That will bring it over into the Organization

Identification data. If you do not see it in the Available Entries try typing the OrgID or

first letter, along with an asterisk * in the Name or Description and click on Search.

OrgID

Job

Department

Job Code Choices


This should bring it up in the Available Entries where you can click on it, thereby putting

it into the Organization Identification data. To transfer Department Number and/or Job

Code Description follow the above steps using the correct data such as cost centers for

Department Numbers, job codes for Job Code Description.

Note: you cannot type the information needed in these boxes.

Click OK, then be sure to Save the timecard.

5. Do you want to add one or more comments to this transaction?

To add one or more comments, right click in the cell for either begin or end

shift time and select Add Comment. A box of comments will appear. Select

one or more comments (to add more than one hold the Control (Ctrl) button

on your keyboard and select as many comments as needed) and click OK.

Radio Buttons


Approving Timecards

After you have edited your employee’s timecards, the Supervisor must approve the time

data. A supervisor’s approval is required at the end of each pay period. This approval

lets the payroll department know that your timecards are ready for processing.

Once a supervisor has applied their approval for the specified time period no further edits

can be made to the timecard unless the approval is removed.

Applying an Approval

To apply an approval to one or more employee’s timecards, perform these steps:

1. Access My Genies and click on Approval by Managers. In Show select the

appropriate employee group from the list that contains the employee or employees

for whom you want to issue an approval. In most cases this will be the All Home

and Transferred In option.

2. To apply an approval for an entire pay period, select the appropriate pay period

designation from the Time Period list. In most cases this will be Previous Pay

Period.

To apply an approval for a span of days, select Range of Dates from the Time

Period list and specify the Start and End dates.

3. To approve everyone’s timecard click on Actions, Select All, click on

Approvals, then Approve

4. To apply an approval to only one timecard, select the employee and click the

Timecard to display that employee’s timecard. Then click on Approvals, then

Approve.


5. Verify your approval actions by clicking Yes when prompted “Are you sure you

want to approve?”

6. Do you want to check the status of your approval issued from within the

individual timecard or as the group?

To check an approval applied from within a timecard, go to individual

employee’s timecard and click the Sigoffs, Requests & Approvals tab.

Then review the Approval by Manager information.

To check an approval applied to the group, click on the General tab. Then

click Group Edit Results and review the Approved edit information.

Removing your Approval

Once you approve one or more employee timecards, those timecards can no longer be

edited. However, there might be a situation when you or another department need to

make further edits to a timecard. Removing your approval will allow for further editing

of the timecard but remember to re-apply the approval once finished.

To remove your approval from one or more employee timecards, perform these steps:

1. To remove an approval from within a timecard, select the employee and click the

Timecard to display that employee’s timecard. Then click on Approvals, then

Remove Approval. 2. To remove from the entire group go to the My Genies tab, click on Approvals by

Manager. Click on Actions, then Select All. Then select Approvals then

Remove Approval. A prompt will appear asking are you sure you want to

remove, click yes.

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