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KRONOS BASIC (HTML) USER MANUAL Page 2 Ver. 04 -23 -12 TABLE OF CONTENTS LOG ON .. .. .. .. .. .. . 4 LOG OFF .. .. .. .. .. .. .. 4 WHAT IS KRONOS .. .. .. .. .. .. 5 WHAT YOU NEED TO KNOW .. .. .. .. .. .. 5 USER ROLES AND RESPONSIBILITIES Œ WHO ARE YOU? .. .. .. . 6 EMPLOYEES .. .. .. .. .. .. . 6 SUPERVISORS .. .. .. .. .. .. 7 PAY REPS (PAYROLL REPRESENTATIVES) .. .. .. .. . 8 MULTIPLE JOBS AND TIME COLLECTION PROCEDURES .. .. .. .. 10 WEB EMPLOYEES .. .. .. .. .. .. 10 CLOCK EMPLOYEES .. .. .. .. .. . 11 NAVIGATION I N KRONOS .. .. .. .. .. 12 TIMECARD OVERVIEW .. .. .. .. .. .. 15 OPENING THE TIMECARD .. .. .. .. .. 15 REVIEWIN G THE TIMECARD .. .. .. .. .. 15 TIMECARD ACTION MENU .. .. .. .. .. .. 15 TIMECARD GRID .. .. .. .. .. . 17 EMAIL AND PRINT .. .. .. .. .. 18 RECORDING, E DITING, AND APPROVING TIME .. .. .. .. . 19 ADDING TIME WORKED AND MEAL BREAKS .. .. .. .. 19 ADDING EARNINGS CODES (Benefits -Eligible Employees Only) .. .. .. .. 20 ADDING LEAVE TIME Œ EXEMPT EMPLOYEE .. .. .. .. 21 ADDING COMMENTS .. .. .. .. .. .. 21 TRANSFERS ON A TIMECARD .. .. .. .. .. .. 22 HOLIDAY ON A TIMECARD .. .. .. .. .. .. 25 SAVING THE TIMECARD .. .. .. .. .. . 25 EDITS TO A TIMECARD .. .. .. .. .. 26 TIMECARD APPROVALS .. .. .. .. .. . 26 TIMECARD SIGN -OFFS (Pay Reps Only) .. .. .. .. .. 27 USING GENIES (Online Reports For Supervisor And Pay Rep Use Only) .. .. .. . 28 GENIE USES AND DESCRIPTIONS .. .. .. .. 30 DESCRIPTIONS OF GENIES USED BY BOTH SUPERVISORS AND PAY REPS .. .. . 31 DESCRIPTIONS OF GENIES USED BY PAY REPS ONLY .. .. .. . 35
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KRONOS BASIC (HTML) USER MANUAL Page 3 Ver. 04 -23 -12 HISTORICAL EDITS .. .. .. .. .. . 39 ACCRUAL INFORMATION AND ADJUSTMENTS .. .. .. .. . 39 AD HOC QUERIES (Supervisors And Pay Reps) .. .. .. .. . 39 SCHEDULING (Supervisors And Pay Reps) .. .. .. .. . 39 PEOPLE EDITOR (Supervisors And Pay Reps) .. .. .. .. 40 USING REPORTS .. .. .. .. .. .. . 41 REPORTS FOR EMPLOYEES .. .. .. .. .. 41 REPORTS FOR SUPERVISORS AND PAY REPS .. .. .. .. 41 MISSING FUNCTIONALITY IN KRONOS BASIC (HTML) .. .. .. 43 RESOURCES AND CONTACTS .. .. .. .. .. .. 44
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KRONOS BASIC (HTML) USER MANUAL Page 4 Ver. 04 -23 -12 LOG ON https://www.kronos.cornell.edu EXAMPLE OF THE CORNELL UNIVERSITY KRONOS LOG ON PAGE LOG OFF BEST PRACTICE : To end a Kronos session click Log Off, located in the upper right corner of the screen , then close the browser. NOTE: Closing the browser rather than using the Log Off link may delete unsaved actions on a timecard. It also keeps an open connection behind the scenes (up to 30 minutes) which can lead to performance issues on busy days.
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KRONOS BASIC (HTML) USER MANUAL Page 5 Ver. 04 -23 -12 WHAT IS KRONOS Kronos is a web -based time collection system . A Kronos user can be a manager, an employee, or both. Time worked and leave time is collected through a variety of methods such as: Swiping a badge on a time clock . Using a desktop computer terminal to register a time stamp . Manually entering start and end (IN/OUT) time worked on a web -based timecard (the most common type of access ). Using a combination of these methods . The supervisor and Payroll Services i nform the employee which method to use. Kronos also provides Payroll Reps (Pay Reps) and Supervisors with a variety of tools to help them manage employees and payroll. Employees are assigned a work/ pay rule in Kronos which automatically applies the correct earnings codes and determines appropri ate pay for regular work, overtime, shift differentials, holidays , etc. The Pay Rule also determines how the employee™s time rounds. WHAT YOU NEED TO KNO W Employees and their managers should learn the following functions to be successful with the Kronos Time -Keeping System, and to assure an accurate and timely payroll: Basic Navigation: log on, log off, and use of the navigation, quick link, and action menus. How to enter time worked, meal breaks, and leave time (earnings codes such as SIC, VAC, PER, etc.). How to edit timecards in the current pay period , and from prior pay periods. How to attach comments and notes to timecard punches and earnings codes. How to use genies (online reports for supervisors and pay reps). How and when to approve timecards . How and when to sign -off timecards ( pay reps only ). How to view and create reports. How to use Kronos print and email functions. Kronos Basic (HTML) works on most browsers and can be used by employees to perform standard tasks such as recording work and leave time , adding comments, applying transfers, checking accrual balances, and approving timecards. Pay Reps and supervisors (and occasion ally employees) need to use Kronos Full (Java) for advanced functions such as historical edits (prior pay adjustments), creating or adjusting work schedules, setting up or changing people records, adjusting or suspending accruals, and viewing the audit trail. For a deta iled list of HTML limitations refer to: Missing Functionality in Kronos Basic (HTML) . For Kronos Full (Java) system requirements refer to: http://www.dfa.cornell.edu/payrollservices/services/kronos/requirements.cfm
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KRONOS BASIC (HTML) USER MANUAL Page 6 Ver. 04 -23 -12 USER ROLES AND RESPO NSIBILITIES Œ WHO ARE YOU? EMPLOYEES BASICS: Record time punches daily as worked. Record meal breaks daily in accordance with Cornell policy and NYS law. Immediately report problems with time entry to a supervisor or payroll representative. Approve timecards at the end of each pay period by the department issued deadline. Time Cl ock Employee Employee must have a Cornell issued employee ID or an assigned badge . IN/OUT time is recorded by swiping (sliding) the ID or badge through the time clock reader. ID / badge numbers can also be manually entered using the time clock keypad . Punches, accruals and schedules can be viewed on the clock . Employees can use the function buttons to transfer to different labor levels such as cost center or job number. Work rules can also be transferred as needed. Functions that cannot be done on a time clock include : Transfer of time worked to different supervisors. Entering earnings codes such as VAC, SICK, PER, FHC, etc. (used by benefits -eligible employees only). These functions can be done by a supervisor , or by the employee if s/he also has access to a web -based timecard which allows those functions to be applied from a computer. Time Stamp Employee Allows employees to use their desktop terminals as a time clock. Employees log on with NetID and Kerberos password . The Record Time St amp button registers IN or OUT time punch es without logging o nto a timecard or using a time clock. Time stamp employees can transfer labor levels such as cost center, supervisor, or job. They can also do work rule transfers. Time stamp access is recommended only if there are adequate computers or dedicated kiosks to allow employees easy access. NOTE: Time stamp employees at Cornell also have access to web -based timecards which allows them to enter leave and other earnings codes, view accruals, and approve their timecards. However, Kronos Basic (HTML) does not provide this access ; the employee must use Kronos F ull (Java) for those functions or ask their supervisor or pay rep for assistance.
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KRONOS BASIC (HTML) USER MANUAL Page 8 Ver. 04 -23 -12 Reconcile Timecard Daily Genie Supervisors use the Reconcile Timecard Daily genie to regularly scan employee timecards to check for missed time, mis sed punches, overtime, and use of appropriate leave time. At pay period end, supervisors review and approve individual timecards to confirm direct knowledge of the employees™ worked hours. The Pay Period Close genie provides an overview of actual time worked for the pay period , leave time, holiday time, missed punches, and unexcused absences. It also identifie s missing employee approvals. Refer to Genie Uses and Descriptions for recommended functions and details on genies available to supervisors. PAY REPS (PAYROLL RE PRESENTATIVES) Pay Reps and Pay Reps with Reset, have responsibilities that require the use of Kronos Full (Java). Kronos Basic (HTML) lacks imp ortant functionality including the ability: to enter or view historical edits (prior pay adjustments ), to view and change employees™ People information, to s et-up and change work schedules, to c reate ad hoc reports , and to a djust accrual balances (reset, suspend, or reinstate) . For details refer to Missing Functionality in Kronos Basic (HTML) . Refer to the Kronos Full (Java) User Manual for full -functionality procedures. BASICS: Review timecards frequently for missing information in preparation for pay end approvals . Monitor for missing time, missed punches and meal breaks, overtime, exceptions, and missing approvals. Set -up employees new to Kronos (daily). At pay period end, r eview direct -report employee timecards and apply approvals to each timecard. Sign-offs can be applied to individual timecards or by a mass function . Pay Reps who are also hourly employees acc ess their own timecards from Home / My Timecard. Use a variety of genies (online reports) to set -up new employees, and to ensure an accurate, timely, and successful payroll. Pay Reps should open the Reconcile Timecard Daily genie at log on. This genie displays all non -exempt employees in their security access and provides an overview of the timecards for the Current Pay Period. Pay Reps use this genie to scan for problems such as missed punches, overtime, leave time, missed employee and supervisor approvals, and to follow -up with the employees and supervisors for corrective actions prior to pay end.
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KRONOS BASIC (HTML) USER MANUAL Page 9 Ver. 04 -23 -12 Pay Reps have responsibility for reviewing and approving timecards for their direct reports and for sign -off on all unit/department employees after the pay period ends. The Pay Period Close and the Payroll Readiness genies allow for a final review of tim ecards at pay end to identify possible problems , and to confirmation that all employee and supervisor approvals are on the timecards before doing a final mass sign -off of all timecards. Other genies may be useful for identifying People to be Set Up , and for specific tasks that require separating employee types (exempt, non -exempt, or student employees). Refer to Using Genies for recommended functions and details on genies available to Pay Reps.
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KRONOS BASIC (HTML) USER MANUAL Page 10 Ver. 04 -23 -12 MULTIPL E JOBS AND TIME COLL ECTION PROCEDURES BASICS: Cornell employees can hold multiple jobs in the same and/ or different departments. Jobs can be non -exempt (hourly) or exempt, full -time or part -time, or any combination of these job types. Non -exempt employees are paid by the hour and must record start time and end time for work shifts and meal breaks. Work hours are tracked by web -based timecard, time clock, time stamp, or a combination of these time -collection methods. Student employees are the largest group of multiple job hold ers, although an increasing number of benefits -eligible employees are also working more than one job. Payroll Services sends e mployees who have multiple jobs a special password and log on instructions for each job . The transfer function on a timecard automatically moves time worked to a different job, supervisor, or cost center. WEB EMPLOYEES : A web -based timecard is used to manually record IN/OUT punches and leave time. The time stamp method uses a computer l ike a time clock to automatically record IN/OUT punches when the employee logs on. Web employees receive a confirmation email from Payroll Services with log on information for Kronos. A web employee with Multiple Jobs in the Same Pay Rep Group has only one timecard. The primary job is called the Home Job, which is the default job number and pay rate on the timecard. An employee uses the home job timecard to transfer hours worked to a different job, supervisor, cost center, or other labor account item when the employee works for another job in the same pay rep group . A web employee with Multiple Jobs in Different Pay Rep Groups will have different log on Net IDs and passwords for jobs in each pay rep group. Payroll Services provides the employee with specific log on information and special passwords for each job. The Payroll assigned passwords expire and must be reset to a personal password by the e mployee prior to the expiration date. The first web job is tied to the employee™s Cornell assigned Net ID # and Kerberos password. Subsequent jobs (second, third, or more) are assigned different log on ID™s and passwords. Each subsequent ID is the employee™s Net ID with the job number concatenated .
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KRONOS BASIC (HTML) USER MANUAL Page 11 Ver. 04 -23 -12 Example of an employee ( NetID ) with three jobs, log on IDs, and passwords : Job 0 Log on = NetID Password = employee™s Kerberos password. Job 1 Log on = NetID -001 Special password is provided by Payroll; employee resets the password. Job 2 Log on = NetID -002 Special password is provided by Payroll; employee resets the password. CLOCK EMPLOYEES : Time is recorded either by swiping an assigned ID card or badge, or by using the clock keypad to enter an employee ID number or badge number. A bad ge number is specific and distinct to a single job and cannot be assigned to more than one job/timecard. Employees with only one clock job can have their employee ID assigned as their badge number . Employees will have multiple badge numbers if they have jobs in multiple departments . An employee ID or other badge number assigned to a clock job cannot be reassigned unless the job is terminated. All subsequent clock jobs must have different badge numbers for that employee. Some benefits -eligible employees who use time clocks are also granted access to web -based timecards to record leave time such as sick, vacation, personal, etc.
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