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Table of Contents TABLE OF CONTENTS SECTION I ACCESS THE KRONOS TIMEKEEPER I-1 SECTION II POST ABSENCE/ATTENDANCE CODES IN KRONOS II-1 A. Absence Reports II-1 B. Absence/Attendance Pay Codes II-2 C. Teacher’s Full Time Equivalency (FTE) II-8 D. Absences Posted to an Employee in the Full Screen Editor II-10 E. Employee's Balances Viewed from the Full Screen Editor II-19 F. Absences Viewed from the History Module II-21 SECTION III EDIT TIME IN TIME EDITOR III-1 A. Time Editor II-1 B. Editing a Punch or Absence Record III-4 C. Add an In and Out Punch III-6 D. Insert a Single Punch or a Transfer Punch III-9 E. Delete a Line Item III-11 F. Delete a Single Punch III-13 G. Forcing Overtime / Comp Time III-15 H. Editing Student Activities Records III-17 I Viewing Available Positions III-19 J. View Time Clock Punch Detail in History Inquiry III-21 Reference Pages Options in the Time Editor III-23 Function Keys in the Time Editor III-24 Help Screens Within the Column Headings III-25 SECTION IV RUN REPORTS FROM REPORT MODULE IV-1 A. Employee Master IV-2 B. Punch Detail IV-4 C. Punch Detail with Exceptions Only IV-8 D. Punch Detail Summary by Position Number IV-12 E. Punch Detail by Pay Codes IV-15 F Time Card Report IV-18 G. Total Hours IV-22 H. Approaching Overtime Report IV-24 I. Employee Accrual Report IV-26 Section II-1 Revised 7/23/2015 Revised SECTION V PRINT REPORTS FROM WORK SPOOL FILE V-1 A. Print Reports from the ‘Work With all Spooled Files’ Window V-2 B. Change Assistance Level for Printing Reports V-3 C. Additional Options in the ‘Work With all Spooled Files’ Window V-5 D. Verify the Status of your Submitted Jobs V-7 SECTION VI VERIFY KRONOS INPUT FOR PAYROLL PROCESS VI-1 A. Exempt Versus Non-Exempt Status VI-1 B. Workday VI-2 C. Pay Week Versus Workweek VI-3 D Overtime And Compensatory Time VI-4 E. Pay Codes For Generating Pay VI-5 F. Position Numbers for Funding Purposes VI-8 SECTION VII PREPARING REPORTS FOR PAYROLL VII-1 A. Out of Current Week Adjustment Form VII-1 B. S.R.O. Payroll Report Form VII-6 SECTION VIII REVIEW EDITOR’S ROLE FROM PARFS TO PAY CHECKS VIII-1 A. Initiate PARF’s for Hiring VIII-1 B. Kronos Scheduling Forms VIII-2 C. Monitor Badges VIII-3 D. Report Clocks When Malfunctioning VIII-4 E. Report Employee Absences in Kronos VIII-4 F. Edit Employee’s Record from Missed Punch Slip VIII-5 G. Monitoring Certified Hourly VIII-6 H. Prepare Payroll Reports VIII-7 I. File Employee’s Signed Time Sheets VIII-8 J. Paychecks VIII-9 SECTION IX ATTACHMENTS AND FORMS IX-1 Kronos Absence Chart IX-2 Kronos Clock Instructions IX-4 Common Position Codes for Classified IX-5 Position Code List (Classified Job Master) IX-6 Timekeeping Conversion Chart IX-8 Rounding to the Nearest Quarter Hour IX-9 Reporting Certificated Hourly Time Worked IX-10 Section II-2 Revised 7/23/2015 Revised SECTION I ACCESS THE KRONOS TIMEKEEPER TO ACCESS AS/400 FROM WINDOWS Step 1. Open the following icon to login to AS/400. Step 2. The SESSION window is displayed and the cursor will be on the User field. Type your AS/400 login User name (usually first initial of first name, first initial of middle name, and first 6 letters of last name). Press the [TAB] key to move the cursor to the Password field. Type your AS/400 password (the password will not be displayed for security reasons). [ENTER] Enter your AS/400 Username and Password. [ENTER] Section II-3 Revised 7/23/2015 Revised Step 3. The Mesa Unified School District HOST Menu is displayed. Select 2. OBARS-District Funds. [ENTER]. Type 2 on the Selection or command line [ENTER] Step 4. The OBARS NV Main Menu appears and you are now logged into AS/400. Type “STRTAS” on the command line to start the Kronos Timekeeper. [ENTER] Type STRTAS on the Selection or command line. [ENTER] Section II-4 Revised 7/23/2015 Revised Step 5. The Kronos Timekeeper MAIN Menu screen is displayed. You are now ready to edit in the Kronos Timekeeper. Section II-5 Revised 7/23/2015 Revised 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-6 Revised 7/23/2015 Revised 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 Page 23, 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. REMAINING PAY PAID TAKEN TYPE OF ABSENCE BALANCE CODE (Y OR N) FROM NEG OR POS Administrative Leave (Administrators Only) L Y GENLV POS Compensatory Time Taken (Classified only) T Y COMP POS Court Subpoena H Y JURY NEG (-) Flex/Trade Days (Certified Only) UT Y TRADE POS Food & Nutrition Only Unpaid* F N O/C NEG (-) Furlough Time* FT N FLROW POS Industrial Injury (Sick Leave) W Y GENLV POS Industrial Injury (Vacation) WV Y VAC POS Industrial Injury (Comp Time) WT Y COMP POS Industrial 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 POS Personal Leave - Deduct $85* (Certified Only) 2L N 2PLV NEG (-) Professional Leave/School Business P Y PROF NEG (-) Sick Leave G Y GENLV POS Student Inflicted Injury SJ Y STINJ NEG (-) Unencumber for Hourly UC N UNCMB NEG (-) Vacation V Y VAC POS *Deductible from Salary/Wages Section II-7 Revised 7/23/2015 Revised 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.
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