Kronos ODOT Manager Training

Report


The Kronos application utilizes single sign-on.
You will see a short-cut to Kronos on your
desktop.

Dual Entry


Sign in and out on paper sheets
Fill out AU-15
 Turn into Manager
 Manager turn into timekeeper
Timekeepers enter into OnTime
 RFL – Put time off requests in RFL & Kronos
 Enter time into Kronos via your assigned method


Enter sign in and sign out time daily



Time off Requests


Replacing RFL
Approve Time Cards


Several different methods
Replacing Sign In / Sign Out Sheets; OnTime
Replacing AU-15; OnTime
Check Accrual Balances

Replacing RFL



Sign in and out of Kronos daily
Enter time off requests
Approve time card at the end of the pay period

By 10 am on the Monday after payday

4 Methods to Signing In and Out

Web Application Via a PC
 Most everyone in Pilot will be in this group



InTouch Device
Teletime
Mobile Application

Web Application
Done via a computer connected to the ODOT
network
 The most common way for office employees or
employees with an ODOT PC to sign in and out
 Kronos has single sign on and there will not be a log
in page


Today we will show how you will interact with
the system as an employee first. However
please note managers have a different home
page from employees.
As a manager,
to access your
time card click
on Workspaces
Workspace
Carousel. Click on
My Information
Time Card
Totals
Timestamp
Accrual
Balances
Related
Items as an
employee
Click Record
Timestamp
Confirmation
of time stamp
recorded
Click Refresh
for the time
stamp to
appear on time
card
Enter Time
Manually
Once you click out of the
box where you typed in the
time, the save button
enables.
Since the time was
manually entered, you must
click save for the timecard
to be populated

If you manually type in your time, the system
will time stamp the entry.
Entered an in
punch of
7:00AM for
5/2/12
Date / Time
and User
who entered
the in punch



Everyone is defaulted to a 30 minute lunch
deduction. If you take a 60 minute lunch let
payroll know so they can move you to the
appropriate lunch group.
If you take longer than your standard lunch,
sign in and out to override your lunch.
You can cancel your lunch deduction and it
will be sent to your manager for approval.


Kronos is programmed to automatically deduct
lunch after 4 hours of work.
Employees working more than 4 hours who do
not take a lunch will need to cancel the lunch
deduction. A notification will be sent to the
manager so they know the employee cancelled
their lunch.
Click Save

The system is set to round each individual
punch to the nearest 10th of an hour
0 stays at 0
 1, 2, or 3 rounds back
 4 or 5 rounds forward
 6 stays at 6


Example:


In at 6:58 AM, will round to 7:00 AM
Out at 3:29 PM, will round to 3:30 PM
 Total of 8 hours


In at 7:05 AM, will round to 7:06 AM
Out at 3:33 PM, will round to 3:30 PM
 Total of 7:54 hours

Kronos will still show your actual in and out times
but will calculate total hours based on rounding
In At 6:58
Out at 3:29 PM
Total of 8:00 Hours
In At 7:05 AM
Out At 3:33 PM
Total of 7:54 or
7.9 hours for
the day

If assigned a schedule within Kronos:
Signing in 31 minutes or more early will show as an
exception to your manager
 All time prior to scheduled time will go into an
unapproved bucket which will not be paid until
your manager approves the time
 Signing out 31 minutes or more later will show as an
exception to your manager



Anyone who uses an InTouch device will be on
a schedule.
Each District or Division will determine
whether other employees will be on a schedule.


Before an employee can be compensated for
Overtime, the Overtime must be approved by
the manager.
Approved overtime will default to paid

Employees can move the Overtime to Comp Time
when they approve their timesheet.
Employee has time in
excess of 40 hours.
Overtime has been
approved by manager.

Each employee must approve their timecard by
10:00 AM on the Monday after payday.
Move overtime to comp time
 Once you approve your timecard you cannot make
changes without having your manager remove the
approval.


After the employee approves their timecard, it
will go to the Manager for final approval before
being sent to Central Office Payroll.
Review Daily
In and Out
Review Totals
Click More
When ready,
Click Approve
Timecard will be
put into an
Approved status
Once an employee has approved
his or her timecard, they cannot
make any more changes.

Time off requests are submitted by the
employee and sent to their manager for
approval.


In the Future: I want to take July 2nd – 6th off.
- OR For a day in the past: I took a personal day Monday
My Time Off
Requests can
be found in
Related Items.
Click on a
related item to
open a new tab
Clicking on a
related item opens
a new tab. To
return to your
time card, click
My Information
Shows any time off
requested/approved
Shows accrual balances
The days shown default to the first
week of the current pay period. To
move to the next week of the pay
period, click on the forward arrow
next to the dates being displayed.
To view the week of July 2,
click on the Select Dates
Icon next to the down
arrow
In the Select Dates box,
click on the calendar icon
Use the left and right arrows to go
to the month; then select the date.
Once a Start Date is selected, the
end date will be populated with
the start date.
To change the end date, click on
the calendar icon in the end date
row and select an end date.
Once you have the Start Date and
End Dates you would like to view,
click OK
The drop down now
indicates the time frame
available to view.
The screen changes to
the week that includes
July 2nd – July 6th.
The dates available to
view have changed as
well.
Indicates July 4th is a
holiday.
This is important when
requesting time off.
Click Request Time Off.
Note: If you click Request Time
Off without changing the
dates, request dates will
default to the time period listed
in the drop down
Request
Time Off
screen
appears
Defaults to the
first date in the
dates selected.
Use the
calendars to
select a start and
end date
Since July 4th is a
holiday 2 lines
are needed in this
request. The first
line is for July 2nd
and 3rd.
The Pay code
defaults to
VACLV. If you
want to change it
to another leave
type select from
the drop down.
Enter the start
time for your
request.
Enter how many
hours you would
like to take off
each day.
To add a line for
July 5th and 6th,
click Add another
time-off period
Make the
appropriate
changes to the
dates, pay code,
start time and
length
Once the request
is ready, click
submit.
Request is in a
submitted status.
To see the
details of the
request, click
on the
request and
select Details
Shows Date
submitted; who
submitted it and
the status
Shows Pay
Code being
used; Start
date; End date
and time.
Scroll to see the
details of the
second line in
the request.
To retract/void
the request, click
on the request
and select
Retract

If an employee enters multiple lines of time off
in the same time off request and later wants to
retract only one day/line in the request, the
entire request must be retracted and re-entered.
Shows Date
submitted; who
submitted it and
the status
Shows Pay Code
being used; Start
date; End date
and time for each
line –
scroll to see the
additional lines
requested
Click Submit
Indicates the
request has
been retracted

Managing Exceptions Daily
Reviewing Exceptions
 Adding Missed Punches
 Cancelling Meal Deductions



Managing Time Off Requests
Approving Overtime
Click on the Home
Tab
Missing
Punches
Missed Punch
Exceptions
Exceptions
Cancelled Lunch


Kronos is programmed to automatically deduct
lunch after 4 hours of work.
Employees working more than 4 hours who do
not take a lunch will need to cancel the lunch
deduction. This will then have to be approved
by their manager.
Click Save
Unexcused Absences
Excused Absences
Related Items
Check Inbox

Two types of Inbox Notifications:
 Tasks
 Example: Delegation that needs actions taken on
 Messages
 Example: Confirmation from delegator of acceptance or
declined.
 Kronos system messages
 General messages will come to your ODOT e-mail in
Outlook
Tasks
Messages
Manage Exceptions
Manage Time Off

Review and manage requests in the request
grid. IMPORTANT: Ensure the time period is
set correctly. You will only see requests for the
period that is loaded.
View Time Off
Requests by Status

To manage requests, click on one and then use
the action buttons, e.g. Approve, Refuse,
Retract, etc. You can also submit a request for
time off for an employee by clicking on Request
Time Off and filling out the form.
Request Time
Off



All columns in the table can be sorted.
Modified By – Indicates the last person to touch
the request.
Example – When entered, it will show the
employee’s name. When approved, it will
show the manager’s name.
Overtime that has been submitted
Approve Overtime
Approve
Overtime Must be in 6
minute
increments
Overtime has been
approved

Links, which appear as icons, enabling you to
quickly view the type and number of tasks and
issues that you need to address.
Alerts




Clear exceptions daily.
Approve all time off requests for the pay
period.
Chevrons will guide you through the steps.
All employee timecards must be approved by
noon on the Monday after payday (subject to
change).
Manually
entering time

Visual indicators appear on a timecard when
an exception occurs.

Visual indicators key:
Visual Indicator
Description
Blue-bordered date
An excused absence for the day, such as Vacation, Bereavement, or Jury Duty
Red-bordered date
An unexcused absence for the day
Red-bordered punch
An exception, such as a late or early punch, or a short or long break
Green-bordered punch
Exception has been marked as reviewed
Solid-red cell
A missed punch
Yellow note icon in the top
corner of a cell
One or more comments are attached to the punch or amount
Words in Orange:
Need to SAVE
Click on Workspaces
and use the arrows to
go to Approve
Timecards Checklist.
Click on Approve
Timecards Checklist
The Approve
Timecards
Checklist tab
appears.
Chevrons to guide
you through
Items to
take
action on
prior to
approving
timecards
Once all
exceptions are
resolved, press
next for to be
taken to the next
step
Resolve any time off requests
Once all time off
request are
resolved, press
next for to be
taken to the next
step
Double check all
items are resolved
To approve all
time cards, select
Actions and then
Select All
To approve select
time cards, Ctrl +
Click
Once you have
selected the time
cards to be
approved, select
Approvals and
then Approve
Timecards are
marked as
approved

How to Delegate

Work carousel
 Manage Delegations
 Select Manager
 Select Start and End Date
 Save

Once you delegate to another manager and they
accept, the application automatically provides you
access to the task defined for the set period.

A Switch Role link appears as a quick link so you
do not have to log on as the manager who delegated
you the tasks.
Manage
Delegations
Manage
Delegations
2
1
On the day the accepted delegation begins, the delegated user may switch
between their role and the delegating manager. If the start day is today, then
the manager must log off and log back in to see the “Switch Role”
functionality.



FMLA Time Off Requests will be approved by
the managers.
Employees who have an approved FMLA will
submit Time Off Requests using the
appropriate Code; FMVAC, FMSCK, etc.
It is important that the Manager works with the
District FLMA Coordinator, to verify the usage
of FMLA.


If you encounter issues during the Pilot, please
report them to your manager.
Your manager should contact the district
payroll office.

similar documents