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. 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 July 1 and the start of the contract must be used by the end of the contract year. Days earned between the end of the contract and June 30 must be used by December 31 of the following contract year. 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.

Section II-8 Revised 7/23/2015 Revised 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 Injury The 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.

Section II-9 Revised 7/23/2015 Revised

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.

Section II-10 Revised 7/23/2015 Revised 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, Section II-11 Revised 7/23/2015 Revised 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.

Section II-12 Revised 7/23/2015 Revised 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 WHOLE DAY HALF DAY FTE IN IN HOURS/HUNDREDTHS HOURS/HUNDREDTHS 1.0 (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.

Section II-13 Revised 7/23/2015 Revised 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 KRONOS 0 - 2 ½ 0 0 More than 2 1/2 but less than 6 1/2 day 4 6 or more 1 day 8

If 6.40 Hours Per Day (4/5 Contract) HOURS AND MINUTES ABSENT LEAVE CREDITED HOURS POSTED IN KRONOS 0 – 2 0 0 More than 2 but less than 4.48 1/2 day 3.20 4.48 or more 1 day 6.40

If 4.80 Hours Per Day (3/5 Contract) HOURS AND MINUTES ABSENT LEAVE CREDITED HOURS POSTED IN KRONOS 0 - 1 ½ 0 0 More than 1 1/2 but less than 3.36 1/2 day 2.40 3.36 or more 1 day 4.80

If 4 Hours Per Day (1/2 Contract) HOURS AND MINUTES ABSENT LEAVE CREDITED HOURS POSTED IN KRONOS 0 - 1 ¼ 0 0 More than 1 1/4 but less than 3 1/2 day 2 3 or more 1 day 4

If 3.20 Hours Per Day (2/5 Contract) HOURS AND MINUTES ABSENT LEAVE CREDITED HOURS POSTED IN KRONOS 0 – 1 0 0 More than 1 but less than 2.24 1/2 day 1.60 2.24 or more 1 day 3.20

If 1.60 Hours Per Day (1/5 Contract) HOURS AND MINUTES ABSENT LEAVE CREDITED HOURS POSTED IN KRONOS 0 - ½ 0 0 More than 1/2 but less than 1.12 1/2 day 0.80 1.12 or more 1 day 1.60

Section II-14 Revised 7/23/2015 Revised 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] MAIN Kronos iSeries Central 5.2 Date: 3/30/11 iSeries Timekeeper: Mesa Public Schools Time: 15:52:17

Select one of the following: 1. Daily Processing 2. Reports and Inquiries Type a one (1) on command line to select Daily Processing.

13. History [ENTER] 14. Accruals

90. Sign off Selection or command ===> 1______F2=Calendar F3=Exit F9=Previous Command F24=More keys

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

Section II-15 Revised 7/23/2015 Revised MENU01 Daily Processing Date 3/30/11 iSeries Timekeeper: Mesa Public Schools Time: 15:59:54

Select one of the following: 1. Time Editor Type a one (1) on the command line to select the Time Editor. [ENTER]

90. Sign off

Selection or command ===> 1______F2=Calendar F3=Exit F9=Previous Command F24=More keys

Section II-16 Revised 7/23/2015 Revised Selecting an Employee Select 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. 3/30/11 15:50:20 iSeries Timekeeper: Mesa Public Schools CLK303-01 Time Editor

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

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

Position to Name: ALL______Options: 1=Select A=Approve Opt 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 0 F3=Exit F7=Employee# F8=Name F9=Badge# F12=Cancel

Type a ‘1’ in the OPT field to select the employee. [ENTER]. 3/30/11 15:50:20 iSeries Timekeeper: Mesa Public Schools CLK303-01 Time Editor

Position to Name: ______Options: 1=Select A=Approve Opt 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 0 F3=Exit F7=Employee# F8=Name F9=Badge# F12=Cancel Section II-17 Revised 7/23/2015 Revised The Time Editor-Employee Detail screen will appear. From the Time Editor-Employee Detail screen, press [F6] to add an absence.

3/30/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 248765 SMITH ROBERT Badge: 124579 From: 3/25/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11 Position: ______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=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

The system displays the Time Editor - Add/Edit Punch screen. Enter the appropriate data into the A, B, C, and D fields. 3/30/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 248765 SMITH ROBERT Badge: 124579 From: 3/25/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11 Position: ______Opt Date InClock InOut HoursClock Out Sch PcdTotal Ap PositionPay # Daily Notes _ FR 3/20/09 Date800A LTime 1215P L Date4.15 Time 8.00 Hours0 634NCXCode Rule Ovr M/B _Actual: FR 3/20/09 * A1245P BL 300P E 2.15 C 0 634NCX* D * BD M _ FR 3/20/09 301P 1.30 G 0 634NCX _Days MO to3/28/05 Add: 715A E 1100ASkip Days: E 3.4 5 8.00 Complete0 634NCX fields M _ MO 3/28/05 1200P H 515P L 5.15 0 634NCX A, B, C, and D. 1Comment: 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 _Shift: TH 3/31/05 1 800A L Position1200P L # * 101NBQ4.00 8.00 Auto Ded:0 634NCX .00 _Division TH 3/26/09 * 10 130P L Hol? Group * B Cancel Meal: Department * 670 SA Account * Force New Shift: Supervisor * 101 UserField4 * Pay Rate: Bottom REG 25.30 REG2 4.00 G 1.30 F4=Select F12=Cancel Breakdown: 31.00 Total: 31.00 F6= Add F8=Adjust F9=Previous F10=Next F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule A.F19=Ins Clock Pun In DateF20=Del - the Pun current F21=Attenddays date displaysF22=OT as the Eq default F23=Summary date. Type in theF24=Shft date Hrs 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. Section II-18 Revised 7/23/2015 Revised After completing the information in the required fields, press [ENTER].

EXAMPLE 1 – Hours Available

3/30/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2448765 SMITH ROBERT Badge: 124579 From: 3/25/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11 Position: ______Opt Date InClock InOut HoursClock Out Sch PcdTotal Ap PositionPay # Daily Notes _ FR 3/25/05 Date800A LTime 1215P L Date4.15 Time 8.00 Hours0 634NCXCode Rule Ovr M/B _Actual: FR 3/25/05 * 0321245P511 L 0800A300P E 2.15 7.25 0 634NCX* L1 * BD M _ FR 3/25/05 301P 1.30 G 0 634NCX _Days MO to 3/28/05Add: 715A E 1100ASkip Days: E 3.4 5 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 Comment: * _ 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 _Shift: TH 3/31/05 1 800A L Position1200P L # * 101NBQ4.00 8.00 Auto Ded:0 634NCX .00 _Division TH 3/31/05 * 10 130P L Hol? Group * B Cancel Meal: Department * 670 SA Account * Force New Shift: Supervisor * 101 UserField4 * Pay Rate: Bottom REG 25.30 REG2 4.00 G 1.30 F4=Select F12=Cancel Breakdown: 31.00 Total: 31.00 F6= Add F8=Adjust F9=Previous F10=Next F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

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

3/30/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 999448765 SMITH ROBERT Badge: 124579 From: 3/25/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 3/25/11 800A 7.25 L1 101NBQ

Bottom L1 7.25

Breakdown: 7.25 Total: 7.25 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section II-19 Revised 7/23/2015 Revised EXAMPLE 2 – Insufficient Hours 3/30/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2448765 SMITH ROBERT Badge: 124579 From: 3/25/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11 Position: ______Opt Date InClock InOut HoursClock Out Sch PcdTotal Ap PositionPay # Daily Notes _ FR 3/25/05 Date800A LTime 1215P L Date4.15 Time 8.00 Hours0 634NCXCode Rule Ovr M/B _Actual: FR 3/25/05 * 0321245P511 L 0800A300P E 2.15 7.25 0 634NCX* L1 * BD M _ FR 3/25/05 301P 1.30 G 0 634NCX _Days MO to 3/28/05Add: 715A E 1100ASkip Days: E 3.4 5 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 Comment: * _ 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 _Shift: TH 3/31/05 1 800A L Position1200P L # * 101NBQ4.00 8.00 Auto Ded:0 634NCX .00 _Division TH 3/31/05 * 10 130P L Hol? Group * B Cancel Meal: Department * 670 SA Account * ForceIf New this Shift: message appears, Supervisor * 101 UserField4 * Pay Rate:use the [F12] Function Bottom REG 25.30 REG2 4.00 G 1.30 Key to Cancel F4=Select F12=Cancel

Insufficient Hours Available on Pay Code

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. 3/30/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2448765 SMITH ROBERT Badge: 124579 From: 3/25/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes

Section II-20 Revised 7/23/2015 Revised 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 Verify STINJ the remaining.00 balance..00 ([F12].00 to exit).00 .00 3/30/09 1 From the Time Editor-Employee Detail screen, press [F6] to add the available hours.

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.

3/30/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2448765 SMITH ROBERT Badge: 124579 From: 3/25/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11 Position: ______Opt Date InClock InOut HoursClock Out Sch PcdTotal Ap PositionPay # Daily Notes _ FR 3/25/05 Date800A TimeL 1215P L Date4.15 Time 8.00 Hours0 634NCXCode Rule Ovr M/B _Actual: FR 3/25/05* 0321245P511 L 0800A300P E 2.15 5.00 0 *634NCX L1 * BD M _ FR 3/25/05 301P 1.30 G 0 634NCX _Days MO to 3/28/05Add: 715A E Skip1100A Days: E 3.45 8.00 0 634NCX M _ MO 3/28/05 1200P H 515P L 5.15 0 634NCX 1Comment: 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 _Shift: TH 3/31/05 1 800A L Position1200P L# * 101NBQ4.00 8.00 Auto Ded:0 634NCX .00 _Division TH 3/31/05 * 10 130P L Hol? Group * B Cancel Meal: Department * 670 SA Account * Force New Shift: Supervisor * 101 UserField4 * Pay Rate: Bottom REG 25.30 REG2 4.00 G 1.30 F4=Select F12=Cancel

Section II-21 Revised 7/23/2015 Revised The screen will revert to the Time Editor and you will see your entry.

Bottom L1 5.00 Breakdown: 5.00 Total: 5.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section II-22 Revised 7/23/2015 Revised 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].

3/30/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2448765 SMITH ROBERT Badge: 124579 From: 3/25/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 3/31/11 Position: ______Opt Date InClock InOut HoursClock Out Sch PcdTotal Ap PositionPay # Daily Notes _ FR 3/25/05 Date800A TimeL 1215P L Date4.15 Time 8.00 Hours0 634NCXCode Rule Ovr M/B _ FR 3/25/05 1245P L 300P E 2.15 0 634NCX M Actual: * * BD _ FR 3/25/05 032301P511 0100P 1.30 G 2.25 0 *634NCX O _ MO 3/28/05 715A E 1100A E 3.45 8.00 0 634NCX M _Days MO to 3/28/05Add: 1200P H Skip515P Days:L 5.15 0 634NCX 1 TU 3/29/05 806P U 1156P 4.00 0 777 _Comment: 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 _Shift: TH 3/31/05 1 800A L Position1200P L # * 101NBQ4.00 8.00 Auto Ded:0 634NCX .00 _Division TH 3/31/05 * 10 130P L Hol? Group * B Cancel Meal: Department * 670 SA Account * Force New Shift: Bottom REGSupervisor 25.30 * 101REG2 4.00 UserField4 G *1.30 Pay Rate:

F4=Select F12=Cancel

Insufficient Hours Available on Pay Code – Press F5 To Override

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

Bottom L1 5.00 O 2.25

Section II-23 Revised 7/23/2015 Revised 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 Unencumber Classified Part Time Hourly w/o Accruals Any hours not worked Classified Part Time Hourly w/ Accruals After all eligible leave has been exhausted Classified 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)

1/12/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2006457 EXAMPLE JOE Badge: 9999999 From: 1/7/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 1/13/11 Position: ______Opt Date InClock InOut HoursClock Out Sch PcdTotal Ap PositionPay # Daily Notes _ FR 3/25/05 Date800A TimeL 1215P L Date4.15 Time 8.00 Hours0 634NCXCode Rule Ovr M/B _Actual: FR 3/25/05 * A1245P LB 300P E 2.15 C 0 *634NCX D * FD 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 Days to Add: Skip Days: _ MO 3/28/05 1200P H 515P L 5.15 0 634NCX 1 TU 3/29/05 806P U 1156P 4.00 0 777 _Comment: 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 _Shift: TH 3/31/05 1 130P L Position? # * E Auto Ded: .00 Division * 10 Hol Group * F Cancel Meal:

Department * 123 SA Account * Force New Shift: Bottom REGSupervisor 25.30 * 123REG2 4.00 UserField4 G * 1.30 Pay Rate:

F4=Select F12=Cancel

A.Insufficient Clock In Date Hours - Type Available in the date On ofPay the Code absence – Press record F5 (i.e.To Override011211). 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 – UC

Section II-24 Revised 7/23/2015 Revised E. 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.

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

EMPLOYEE #: 2006457 POSITION TO: ______Select the correct position

TYPE OPTIONS, PRESS ENTER.. by placing an ‘X’ in the X=SELECT select field. [ENTER]

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

123WTB CLERICAL AIDE 3.000 10.070 600 100-100-1000-6151-123-000-01 100.000 8/12/2010 5/27/2011 123WPB INSTR ASSIST 2.000 10.070 497 001-100-2620-6151-123-000-01 100.000 8/12/2010 5/27/2011 123WQA CROSSING GUARD .500 10.070 521 001-100-2620-6151-100-000-01 100.000 8/12/2010 5/27/2011 123WZU ADDITIONAL 20.000 10.070 775 100-100-1000-6151-123-000-01 100.000 8/07/2010 10/30/2010 F12=PREVIOUS

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 Period Emp#: 2006457 EXAMPLE JOE Badge: 9999999 From: 1/7/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 1/13/11 Position: ______Opt Date InClock InOut HoursClock Out Sch PcdTotal Ap PositionPay # Daily Notes _ FR 3/25/05 Date800A TimeL 1215P L Date4.15 Time 8.00 Hours0 634NCXCode Rule Ovr M/B _Actual: FR 3/25/05 * 0112111245P L 0800A300P E 2.15 .75 0 *634NCX UC * FD 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 _Days MO to 3/28/05Add: 1200P H Skip515P Days:L 5.15 0 634NCX 1 TU 3/29/05 806P U 1156P 4.00 0 777 _Comment: 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 _Shift: TH 3/31/05 1 130P L Position? # * 123WQA Auto Ded: .00

Division * 10 Hol Group * F Cancel Meal: Department * 123 SA Account * Force New Shift: Bottom REGSupervisor 25.30 * 123REG2 4.00 UserField4 G * 1.30 Pay Rate:

F4=Select F12=Cancel

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.

Section II-25 Revised 7/23/2015 Revised 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.

10/01/10 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp# 2001111 ALLEN PATRICIA Badge: 3211 From: 10/01/10 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 10/07/10 Position: ______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=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

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

10/01/10 iSeries Accruals: Mesa Public Schools 15:12:58 Employee Accrual File Maintenance Employee’sPress the balances [F17] by PayFunction Code Key to Employee: 2001111 ALLEN PATRICIA view the employee’s Pay Type: H Position # : 123NAFbalances. Hire Date: 6/07/99 Division : 10 Hol Group : A Seniority 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 1 GENLV .00 456.80 8.00 .00 464.80 10/01/10 1 JURY .00 .00 .00 8.00 8.00 - 10/01/10 1 MLTRY .00 .00 .00 .00 .00 10/01/10 1 O/C .00 .00 .00 8.00 8.00 - 10/01/10 1 PROF .00 .00 .00 16.00 16.00 - 10/01/10 1 STINJ .00 .00 .00 8.00 8.00 - 10/01/10 1

More . . . F3=Exit F7=Show Calendar F8=Show Balances As Of F12=Cancel

Section II-26 Revised 7/23/2015 Revised 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.

Section II-27 Revised 7/23/2015 Revised 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.

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

Select one of the following: 1. Daily Processing 2. Reports and Inquiries Put thirteen (13) on command line to select History. [ENTER] 13. History 14. Accruals

90. Sign off

Selection or command ===> 13______F2=Calendar F3=Exit F9=Previous Command F24=More keys In the MAIN menu select 13. History [ENTER]

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

MENU13 History Date 4/15/11 iSeries Timekeeper: Mesa Public Schools Time: 15:59:54 Select one of the following: 1. Time History Inquiry

7. Punch Detail Put one (1) on the command 8. Time Cards 9. Total Hours line to select the Time 10. Absentee History Inquiry. 11. Tardy [ENTER] 12. Budget vs. Actual

90. Sign off

Selection or command ===> 1______F2=Calendar F3=Exit F9=Previous Command F24=More keys

Section II-28 Revised 7/23/2015 Revised 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] 4/15/11 15:50:20 iSeries Timekeeper: Mesa Public Schools CLK908-S1 Time History Inquiry

Employee Number: * __2001550 Badge Number: * ______Enter the unique number Division * ______(EIN) or badge number of the Department * ______employee and a start date and Supervisor * ______Position # * ______time for the inquiry. Hol Group * ______[ENTER] SA Account * ______UserField4 * ______From Date/Time: * 070110___ 1200A To Date/Time: * ______

F3=Exit F4=Select F12=Cancel

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. 4/15/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2001550 ROGERS WILLIAM Badge: 124777 From: 7/01/10 Options: 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 Bottom L1 16.00 P 4.00 G 16.00 2L 24.00 O 4.00 Breakdown: 64.00 Total: 64.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section II-29 Revised 7/23/2015 Revised Example KRONOS OUT OF CURRENT WEEK ADJUSTMENTS

PAYROLL CLERK Site Name: Date: Site #: Ext: MISSED PUNCH INFORMATION HOURLY HOURS TO SA- EMPLOYEE POSITION BEGIN END CLOCK ADJUST IN ABSENCE / ACCOUNT NAME NUMBER CODE DATE CLOCK IN LUNCH LUNCH OUT HISTORY PAY CODE (7 digit #) not badge (6 digit) ( ) will indicate a delete punch – to delete if applicable if applicable Supervisor 1 (Adding an absence) 2001234 11/14/10 8.00 L1 Teacher 2 (Adding an absence) 2003456 11/14/10 8.00 2L Hourly 3 (Adding an absence) 2005678 101NAM 11/14/10 7.00 G Hourly Part Time 4 (Adding an absence) 2006789 102WPB 11/14/10 4.00 L1 Teacher 5 (Changing absence code) 2003456 2/17/11 -8.00 G

6 8.00 L1 Hourly 7 (Changing absence hours) 2005678 103NBQ 2/17/11 -8.00 G

8 6.75 G Hourly Part Time 9 (Changing absence date) 2006789 104WQA 2/17/11 -1.00 G

10 2/18/11 1.00 G Supervisor 11 (Deleting an absence) 2001234 5/4/11 -8.00 UT Teacher 12 (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.)

Revised 7/09/2014 SECTION III

EDIT TIME IN THE TIME EDITOR

A. TIME EDITOR

The Time Editor is a tool to manage your employees’ time records (punches). You will be able to add employees’ missed punches, delete double punches, and direct the flow of time to the proper position numbers for funding in the current week. However, edits to your own time records should always be handled by another editor—either your back-up editor or your payroll clerk.

To determine what needs to be corrected, run a Punch Detail Report (refer to Section IV, page 4, Punch Detail Report) and capture the punches for the week you are editing or scroll through your employees’ records in the Time Editor (refer to page 10, F10=Next).

To get into the Time Editor to correct the punches, start from the Kronos Timekeeper main menu.

In the MAIN menu, select 1. Daily Processing [ENTER] MAIN Kronos iSeries Timekeeper Central 5.2 3/22/11 iSeries Timekeeper: Mesa Public Schools 15:52:17 Select one of the following: 1. Daily Processing 2. Reports and Inquiries

13. History Put one (1) on the command line to 14. Accruals selectPut one the (1)Time on Editor.command line to select Daily[ENTER] Processing. 90. Sign off [ENTER]

Selection or command ===> 1______F2=Calendar F3=Exit F9=Previous Command F24=More keys In MENU01 (Daily Processing) select 1. Time Editor [ENTER]

MENU01 Daily Processing 3/22/11 iSeries Timekeeper: Mesa Public Schools 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

Section III-1 Revised 7/29/2015 A.1 Selecting Employees

Select your employees by typing your 3-digit school or department number in the Supervisor field. [ENTER]. Note: To view just one individual, type in the unique number (EIN) on the Employee Number field or the badge number on the Badge Number field.

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

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

All 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]

3/30/11 15:50:20 iSeries Timekeeper: Mesa Public Schools CLK303-S2 Time Editor

Position to Name: EX Options: 1=Select A=Approve Opt 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 __ 2004567 BUFFORD EUGENE 9993 0 __ 2005678 CORTEZ FRANK 9992 10.75 * 0 __ 2006789 CULL MARY D 9991 0 __ 2005555 EXAMPLE JOE 9999 19.00 0 __ 2007891 GALLAGHER FRANK P 9990 0

F3=Exit F7=Employee# F8=Name F9=Badge# F12=Cancel

Section III-2 Revised 7/29/2015 Type a ‘1’ in the OPT field to select the employee. [ENTER].

3/30/11 15:50:20 iSeries Timekeeper: Mesa Public Schools CLK303-S2 Time Editor

Position to Name: Options: 1=Select A=Approve Opt Emp. # Name Badge Hours Exc Appr 1 2005555 EXAMPLE JOE 9999 19.00 0 __ 2007891 GALLAGHER FRANK P 9990 0 __ 2008910 SMITH JOE 9995 0 __ 2009101 TEST FRANK 9955 5.00 * 0 __ 2008765 TEST ROBERT 9912 0

F3=Exit F7=Employee# F8=Name F9=Badge# F12=Cancel

The Time Editor-Employee Detail screen will appear. The Time Editor displays all current week time records for the selected employee. Any and all adjustments will be done in this screen.

The Employee Detail Screen includes help screens within the column headings and also Options and Function Keys to help you understand and maintain the employee’s time records.

For detailed information on the Options, Function Keys, or Help Screens refer to pages 23-25.

9/14/10 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 9/10/10 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 9/16/10 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 9/10/10 800A 1215P 4.25 0 775 _ MO 9/13/10 715A 1100A 3.75 0 775 M _ WE 9/15/10 700A 731A .50 0 521 _ WE 9/15/10 731A 1034A 3.00 0 600 _ WE 9/15/10 1059A 203P 2.00 0 497 _ TH 9/16/10 700A 5.50 G 0 123WTB Bottom REG 13.50 G 5.50 Breakdown: 19.00 Total: 19.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Rounded F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section III-3 Revised 7/29/2015 B. EDITING A PUNCH/ABSENCE RECORD

The Edit option (Option: 1=Edit) is used to modify an existing punch or absence record. The edit function will mostly be used to change an absence pay code, absence time due to flexing within the same workweek, and/or to correct the position number for funding purposes. You should not change any existing clock-in time or clock-out time punches that the employee has swiped at the clock, including your own punches. Actual time worked cannot be altered. You must retain a punch adjustment slip or absence report before altering a record.

The Option 1=Edit will allow you to modify the following fields:

 Actual Clock-In Date - The existing date on the punch or absence record.  Actual Clock-In Time - The existing in time captured at the time the employee swiped.  Actual Clock-Out Date - The existing date on the punch record.  Actual Clock-Out Time - The existing out time captured at the time the employee swiped.  Total Hours – The punches will recalculate when there is a block of time (the combination of the in and out punch). You are required to enter hours when entering an absence.  Pay Code – This field is for designating a code for absence/pay purposes. If you are editing an absence record, the absence type must be entered to direct the time to the correct pay code.  Position # - This field is used to assign the time punches to the proper funding. Monitor the position and transfer codes entered by your employees. (Refer to Page 19, Viewing Available Positions)  SA Account – If working Student Activities (777 transfer) you must enter the 7-digit SA- Account in order for this to pay. (Refer to page 17, Editing Student Activities Records)

Situations that require editing:

 Changing an absence record (the absence report statement must match the change) o Date o Hours o Pay Code  Position/Transfer Codes o Transposed numbers o Failure to use a transfer code o The same transfer code for multiple sites must be changed to the 6-digit code  Student Activities – editing in the SA-Account number  Correcting previous edits o Date o Time

Section III-4 Revised 7/29/2015 To edit a record type a ‘1’ in the Opt line. [ENTER]

9/14/10 10:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 9/10/10 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 9/16/10 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 9/10/10 800A 1215P 4.25 0 775 _ MO 9/13/10 715A 1100A 3.75 0 775 M _ WE 9/15/10 700A 731A .50 0 521 1 WE 9/15/10 731A 1034A 3.00 0 497 _ WE 9/15/10 1059A 203P 2.00 0 497 _ TH 9/16/10 700A 5.50 G 0 123WTB Bottom REG 13.50 G 5.50 Breakdown: 19.00 Total: 19.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Make the correction to the necessary field. [ENTER] (i.e. an incorrect transfer code was used—497 should have been 600—type over the wrong code)

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

Section III-5 Revised 7/29/2015 C. ADDING AN IN AND OUT PUNCH

The Add function ([F6] Function Key) is primarily used to add absences. However, it can (in some cases) be used to add multiple punches to an employee’s record. You can add full blocks of time if the employee has not swiped into Kronos. Do not use this function to add just a single punch (Refer to page 9, Insert a Single Punch). You must retain a punch adjustment slip before altering a record.

Situations that may require using the Add function:  If an employee is without a working badge and missed both an In and Out punch. For Certificated employees working hourly positions, see the example on page 8.  If an employee is working in a remote area for the District and a clock is not easily accessible and misses both In and Out punches.

****NOTE: It is advisable to use the [F19] Ins Pun function (see page 9), rather than [F6] Add in nearly all situations.****

The [F6] Add Function Key will allow you to add data in the following fields:  Actual Clock In Date - Enter the date of the missed punch. Note: The current system date displays as a default. If you are adding a punch record for today’s date, [TAB] past the field.  Actual Clock In Time - Enter the actual clock in time in the Kronos time format (i.e. 0930A).  Actual Clock Out Date - Enter the ending date of the missed punch. The date should be the same as the actual clock-in date unless the employee worked past midnight.  Actual Clock Out Time - Enter the clock out time in the Kronos time format (i.e., 0315P)  Total Hours - The system calculates the hours based on the in and out times entered.  Position # -This field is used to assign the time punches to the proper funding. Select the correct position number from the position select screen listing if different from the employee’s default position. (Refer to page 19, Viewing Available Positions).  SA Account – If adding punches for Student Activities (777) you may also enter the 7-digit SA-Account number. (i.e. 274-1301) (Refer to Page 17, Editing Student Activities Records).

[F6] to add a complete time record. 9/14/10 10:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 9/10/10 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 9/16/10 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 9/10/10 800A 1215P 4.25 0 775 _ MO 9/13/10 715A 1100A 3.75 0 775 M _ WE 9/15/10 700A 731A .50 0 521 _ WE 9/15/10 731A 1034A 3.00 0 600 _ WE 9/15/10 1059A 203P 2.00 0 497 _ TH 9/16/10 700A 5.50 G 0 123WTB Bottom REG 13.50 G 5.50 Breakdown: 19.00 Total: 19.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section III-6 Revised 7/29/2015 To add the missed clock-in and clock-out punches, enter the date and time from the signed Kronos Punch Adjustment slip. The hours will calculate automatically. If the Position # should be anything other than the default, enter the 6-digit position # or the transfer #. (Refer to page 19, Viewing Available Positions)

IN AND OUT PUNCH EXAMPLE

Change the Position # if necessary. You may type in the full 6-digit position code or the 3- digit transfer code.

ABSENCE EXAMPLE

Leave the Position # as the primary code when adding an absence record.

Section III-7 Revised 7/29/2015 The screen will revert to the Time Editor and you will see your added time punches. 9/14/10 10:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 9/10/10 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 9/16/10 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 9/10/10 800A 1215P 4.25 0 775 _ MO 9/13/10 715A 1100A 3.75 0 775 M _ TU 9/14/10 732A 1034A 2.00 0 775 View your _ WE 9/15/10 700A 731A .50 0 521 added time _ WE 9/15/10 731A 1034A 3.00 0 600 punches. _ WE 9/15/10 1059A 203P 2.00 0 497 _ TH 9/16/10 700A 5.50 G 0 123WTB _ FR 9/17/10 700A 5.50 G 0 123WTB

Bottom REG 15.50 G 5.50 Breakdown: 21.00 Total: 21.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

CAUTION: Time records that show a date highlighted outside the employee's current pay period do not have the hours included in the totals at the bottom of the screen.

Insert the following information if adding certified hourly work:  Date – Enter the actual date worked  Pay Code - CRTH  Time – Enter the approximate time of day  OVR - T worked  Hours – Enter the total hours worked that day  Position # - Enter the 4-digit code

CERTIFIED HOURLY EXAMPLE

Section III-8 Revised 7/29/2015 Enter the 4-digit code. Do not use the Position Name on this field.

Section III-9 Revised 7/29/2015 D. INSERT A SINGLE PUNCH OR TRANSFER PUNCH

The Insert function ([F19] Function Key) will insert a single punch and realign any punches that follow. Inserting ([F19]) a punch rather than adding ([F6]) a punch allows a punch to be added between two existing times and places the punch in the right date and time order. The [F19] Function Key also inserts transfer punches to redirect funding by ending one job and starting another.

You must retain a punch adjustment slip before inserting punches.

1/14/11 10:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 1/07/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 1/13/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 1/07/11 800A 1215P 4.25 0 775 _ MO 1/10/11 715A 1100A 3.75 0 775 M _ WE 1/12/11 700A 1034A 3.50 0 521 _ WE 1/12/11 1059A 203P 2.00 0 497 _ TH 1/13/11 700A 5.50 G 0 123WTB

Bottom REG 13.50 G 5.50 Breakdown: 19.00 Total: 19.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

The [F19] Ins Pun Function Key will allow you to insert the following:

 Date - Enter the date of the missed punch.  Time - Enter the time of the missed punch.  Transfer - Enter a ‘Y’ if the punch missed should be immediately ending one position and starting another.  Position # - If the insert result is entering an ‘IN’ punch and the position is different from the default, enter the 6-digit alphanumeric code or the 3-digit transfer code. (Refer to Page 19, Viewing Available Positions)  SA Account – If inserting a missed punch for Student Activities (777) you may also enter the 7-digit SA-Account number. (Refer to Page 17, Editing Student Activities Records)

Situations that require an inserting a punch:

 Any time an employee misses a punch, forgets, clock unavailable, etc.  If a transfer punch was missed and their funding needs to be redirected from one position to another.

Section III-10 Revised 7/29/2015 To insert, press the [F19] function key.

The Insert Date and Time field will have the current date and time as the default. After inserting the correct date and time, [TAB] to the next necessary fields (Transfer and/or Position #) and make the necessary edits. [ENTER]

1/14/11 10:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 1/07/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT Leave the To: 1/13/11 Position: ______Transfer field as Opt Date In DateOut TimeHours TransferSch Pcd Ap Position’N’ # if inserting a Notes _ FR 8/07/09 800A 1215P 4.15 0 775 _ MO 8/10/09Insert: 715A* 1/121100A/11 731A3.45 Y 0 775 single punch. M _ WE 8/12/09 700A 731A .30 0 521 _ WE 8/12/09Pay Code: 731A* ______1034A 3.00Daily Rule: * FD 0 600 _ WE 8/12/09Shift: 1059A 1 203P 2.00Position #: * 600 0 497 _ TH 8/13/09Division 700A* 10 5.30Hol Group * GF 0 123WTB Department * 123 SA Account * Supervisor * 123 UserField4 * Bottom REG 13.30Comment: G * ______5.30 F4=Select Breakdown:F12=Cancel 19.00 Total: 19.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

If inserting an Out punch the following warning will appear: Warning: Out Punch – All Labor Information Will Be Ignored [ENTER] The screen will revert to the Time Editor and you will see your inserted time punch and the realignment of the remainder of the punches. 1/14/11 10:25:13 iSeries Timekeeper: Mesa Public Schools View the Pay Period Emp#: 999000555 EXAMPLE JOE Badge: 99999 insertedFrom: 1/07/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT punch andTo: 1/13/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # new totals Notes _ FR 1/07/11 800A 1215P 4.25 0 775 _ MO 1/10/11 715A 1100A 3.75 0 775 M _ WE 1/12/11 700A 731A .50 0 521 _ WE 1/12/11 731A 1034A 3.00 0 600 _ WE 1/12/11 1059A 203P 2.00 0 497 _ TH 1/13/11 700A 5.50 G 0 123WTB

Section III-11 Revised 7/29/2015 E. DELETE A LINE ITEM

The Delete option (Options: 4=Delete) is used to delete an entire time record or transaction. You can delete full blocks of time that were swiped in error or inserted in error. Do not use this option to delete a single punch (Refer to page 13, Delete a Single Punch).

The Option 4=Delete will allow you to delete the following line items:

 Delete an absence record  Delete a certified hourly time transaction  Delete an In and Out punch

Situations that require deleting a line item:

 An absence record was no longer needed  Errors made when editing o Wrong Dates o Wrong Times  Swipes made in error  Actual swipes registered to the wrong badge number

Note: You must retain a punch adjustment slip before deleting an actual clock punch. Only punches swiped in error can be deleted.

To delete a line item type a ‘4’ in the OPT field next to the record you wish to delete. [ENTER]. 1/14/11 10:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 1/07/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 1/13/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 1/07/11 800A 1215P 4.25 0 775 _ MO 1/10/11 715A 1100A 3.75 0 775 M _ WE 1/12/11 700A 731A .50 0 521 _ WE 1/12/11 731A 1034A 3.00 0 600 _ WE 1/12/11 1059A 203P 2.00 0 497 4 TH 1/13/11 700A 5.50 G 0 123WTB Bottom REG 13.50 G 5.50 Breakdown: 19.00 Total: 19.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section III-12 Revised 7/29/2015 A confirmation screen will appear. At the confirmation screen, [ENTER] to complete the deletion action or [F12] to cancel. 1/14/11 10:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 1/07/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 1/13/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 1/07/11 800 AThe Following1215P Entries 4.15Will Be Deleted 0 775 _ MO 1/10/11 715A 1100A 3.45 0 775 M _ WE 1/12/11 7 00A Day 731ADate In .30 Out Hours 0PayCd 521 _ WE 1/12/11 731A TH 1034A1/13/11 700A3.00 5.50 0G 600 _ WE 1/12/11 1059A 203P 2.00 0 497

TH 1/13/11 700A 5.30 G 0 123WTB 4 Bottom

REG 13.50 G 5.30 Bottom Breakdown: 19.00 Total: 19.00 F6= Add F7=Open/CloseENTER=Delete F8=Adjust F12=CancelF9/10 =Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

The system will display the Time Editor-Employee Detail screen with the line item deleted. 1/14/11 10:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 1/07/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 1/13/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 1/07/11 800A 1215P 4.25 0 775 _ MO 1/10/11 715A 1100A 3.75 0 775 M _ WE 1/12/11 700A 731A .50 0 521 View the _ WE 1/12/11 731A 1034A 3.00 0 600 employee’s _ WE 1/12/11 1059A 203P 2.00 0 497 corrected record.

Bottom REG 13.50 Breakdown: 13.50 Total: 13.50 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section III-13 Revised 7/29/2015 F. DELETE A SINGLE PUNCH

The Delete function ([F20] Function Key) deletes a single punch and realigns any punches that follow. When an employee swipes twice in error, the second punch causes the alignment to be off.

The [F20] Del Pun Function Key will allow you to delete the following line items:

 Delete a single Date and Time Entry

Situations that require a punch to be deleted:

 Double punches at the clock  Swipes made in error  Errors made when editing o Wrong Dates o Wrong Times  Actual swipes registering to the wrong badge number

Note: You must retain a punch adjustment slip before deleting an actual clock punch. Only punches swiped in error can be deleted. You must not make edits to your own time.

To delete a single punch, press the [F20] Function Key 1/14/11 10:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 1/07/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 1/13/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 1/07/11 800A 1215P 4.25 0 775 _ MO 1/10/11 715A 1100A 3.75 0 775 M _ WE 1/12/11 700A 731A .50 0 521 _ WE 1/12/11 731A 1034A 3.00 0 600 _ WE 1/12/11 1035A 1059A .50 0 123WTB _ WE 1/12/11 1059A 203P 3.00 0 497

Bottom REG 15.00 Breakdown: 15.00 Total: 15.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section III-14 Revised 7/29/2015 The Delete Punch window will appear. The date and time will default to the current date and time. Type in the date and time of the double punch that you need deleted. [ENTER] 1/14/11 10:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 1/07/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 1/13/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 1/07/11 800A 1215P 4.15 0 775 _ MO 1/10/11 715A 1100A 3.45 0 775 M _ WE 1/12/11 700A 731A .30Date Time 0 521 _ WE 1/12/11 731A 1034A 3.00 0 600 _ WE 1/12/11 1035ADelete: 1059A * 0 .301/12/ 11 1035A 0 123WTB _ WE 1/12/11 1059A 203P 0 497 F4=Select F12=Cancel Bottom REG 15.00 Breakdown: 15.00 Total: 15.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

When completed, the punch will be deleted, and the rest of the punches realign with the appropriate transfer code. 1/14/11 10:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 1/07/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 1/13/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 1/07/11 800A 1215P 4.25 0 775 _ MO 1/10/11 715A 1100A 3.75 0 775 View the M _ WE 1/12/11 700A 731A .50 0 521 realigned _ WE 1/12/11 731A 1034A 3.00 0 600 punches _ WE 1/12/11 1059A 203P 3.00 0 497

Bottom REG 14.50 Breakdown: 14.50 Total: 14.50 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section III-15 Revised 7/29/2015 G. FORCING OVERTIME / COMP TIME

When to Force time:

 To redirect overtime hours to the date and position number record that caused the overtime. The order of priority for forcing overtime o Rental out of district o Rental in district o Student activities o Hours worked for another School or department o Hours worked at the home site with different funding

 Change the default hours from COMP to Overtime or vice versa.

When forcing overtime, make sure the employee physically worked over 40 hours in the pay week. Holidays or paid absences do not count as worked hours. Do not make edits to your own time record.

F=ForceOT: entering "F" in the Option field next to the time record allows you to edit the amount of time assigned to the overtime blocks for this time record. This enables you to "force" overtime to this particular record usually to charge the overtime to the date/area that caused the overtime.

4/15/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2001234 TEST ROBERT Badge: 000000 From: 4/08/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 4/14/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 4/08/11 724A 400P 8.50 257NIP F FR 4/08/11 600P 1000P 4.25 777 _ MO 4/11/11 723A 402P 8.50 257NIP _ TU 4/12/11 724A 131P 6.00 257NIP _ TU 4/12/11 223P 405P 1.75 257NIP _ WE 4/13/11 723A 153P 6.50 257NIP _ WE 4/13/11 223P 449P 2.25 257NIP _ TH 4/14/11 726A 113P 5.75 257NIP _ TH 4/14/11 145P 500P 3.25 257NIP Bottom REG 40.00 COMP 6.75 Breakdown: 46.75 Total: 46.75 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Rounded F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section III-16 Revised 7/29/2015 Designate the hours and hundredths in the “150” Block for overtime or in the “COMP” Block to accrue comp time.

4/15/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 999001234 TEST ROBERT Badge: 000000 From: 5/08/11 Options: 1=EditClock In4=Del B=BrkdwnClock Out A=Appr F=ForceOTTotal Sched Pay Daily AutoTo: - 5/14/11 Position:Day ______Date Time Date Time Hours Hours Code Rule Deduct Opt FRIDate 4 /08/11 6In00 P Out4 /08/11 1000HoursP Sch4. 25 Pcd Ap Position # AD Notes _ FR 5/08/09 724A 400P 8.30 257NIP Enter the number of hours to force into each overtime block. FR 5/08/09 600P 1000P 4.00 777 F _ MO 5/11/09 723A 402PBlock 1: 8.30COMP .00 257NIP _ TU 5/12/09 724A 131P 6.00 257NIP _ TU 5/12/09 223P 405PBlock 2:1.45 150 4.2 5 257NIP _ WE 5/13/09 723A 153PBlock 3: 6.30 .00 257NIP _ WE 5/13/09 223P 449PBlock 4: 2.15 .00 257NIP _ THComment: 5/14/09 726A* 113P 5.45 257NIP _ THNote: 5/14/09 The pay145P code(s) listed500P are defaults3.15 from the pay period rules. 257NIP Bottom REG F12=Cancel40.00 COMP 6.30 Breakdown: 46.75 Total: 46.75 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Rounded F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

The “F” in the Notes column will indicate the hours have been forced.

Section IV-1 Revised 7/23/2015 4/15/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2001234 TEST ROBERT Badge: 000000 From: 4/08/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 4/14/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 4/08/11 724A 400P 8.50 257NIP _ FR 4/08/11 601P 1013P 4.25 777 F _ MO 4/11/11 723A 402P 8.50 257NIP _ TU 4/12/11 724A 131P 6.00 257NIP _ TU 4/12/11 223P 405P 1.75 257NIP _ WE 4/13/11 723A 153P 6.50 257NIP _ WE 4/13/11 223P 449P 2.25 257NIP _ TH 4/14/11 726A 113P 5.75 257NIP _ TH 4/14/11 145P 500P 3.25 257NIP Bottom REG 40.00 150 4.25 COMP 2.50 Breakdown: 46.75 Total: 46.75 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section IV-2 Revised 7/23/2015 H. EDITING STUDENT ACTIVITIES RECORDS

Classified employees who work a position funded by student activities swipe their badge at the clock using ‘777’ as the transfer code. There are some employees who are strictly funded by student activities and depending on how often they work, they do not always have a badge. In this case, the Kronos Editor would be required to enter punches from an edit slip using the transfer code ‘777’.

Kronos will generate a position based on the ‘777’ transfer code and the SA-Account. The SA- Account is a 7-digit number that consist of the unit/site number and the function code. (i.e. 257-7101)

1=Edit: entering ‘1’ in the Option field next to the time record allows you to edit the SA- Account field and designate the appropriate Student activity account information.

4/15/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2001234 TEST ROBERT Badge: 000000 From: 4/08/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 4/14/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 4/08/11 724A 400P 8.50 257NIP 1 FR 4/08/11 600P 1000P 4.25 777 _ MO 4/11/11 723A 402P 8.50 257NIP _ TU 4/12/11 724A 131P 6.00 257NIP _ TU 4/12/11 223P 405P 1.75 257NIP _ WE 4/13/11 723A 153P 6.50 257NIP _ WE 4/13/11 223P 449P 2.25 257NIP _ TH 4/14/11 726A 113P 5.75 257NIP _ TH 4/14/11 145P 500P 3.25 257NIP Bottom REG 40.00 COMP 6.75 Breakdown: 46.75 Total: 46.75 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section IV-3 Revised 7/23/2015 Enter the appropriate 7-digit SA-Account #.

4/15/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2001234 TEST ROBERT Badge: 000000 From: 4/08/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 4/14/11 Position: ______Clock In Clock Out Total Pay Daily Opt Date Date In Time Out DateHours Time Sch HoursPcd Ap PositionCode # Rule Ovr M/B Notes _ Actual:FR 5/08/09 * 04/ 08/11724A 601A 400P 04/08/118.30 1013P 4. 25 * 257NIP * AD 1 FR 5/08/09 600P 1000P 4.15 777 _ DaysMO to5/11/09 Add: 723A 402PSkip Days: 8.30 257NIP _ TU 5/12/09 724A 131P 6.00 257NIP _ Comment:TU 5/12/09 * 223P 405P 1.45 257NIP _ WE 5/13/09 723A 153P 6.30 257NIP _ WE 5/13/09 223P 449P 2.15 257NIP Shift: * 1 Auto Ded: .00 _ TH 5/14/09 726A 113PPosition # * 5.45 777 257NIP _ DivisionTH 5/14/09 * 20145P 500PHol Group * 3.15D Cancel Meal: 257NIP Department * 257 SA Account*257-7107 Force New Shift: Bottom REGSupervisor 40.00 * COMP257 6.45 UserField4 * Pay Rate: Breakdown: 46.45 Total: 46.45 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=InsF4=Select Pun F20=DelF12=Cancel Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

If, by working student activities the total worked hours for the week are over 40, it is very important that you monitor and redirect the overtime to the student activity record for funding. (Refer to page 15, Forcing Overtime/Comp Time)

Section IV-4 Revised 7/23/2015 I. VIEWING AVAILABLE POSITIONS

By viewing an employee’s position select screen, you will see the following fields:

 Position #, Title, Hours per Day, Rate, Transfer #, Budget Info, Start, and Stop Dates.

To view an employee’s available positions, pull up the employee in time editor and press the [F6] Function Key. 1/14/11 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 1/07/11 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 1/13/11 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 1/07/11 800A 1215P 4.25 0 775 _ MO 1/10/11 715A 1100A 3.75 0 775 M _ WE 1/12/11 700A 731A .50 0 521 _ WE 1/12/11 731A 1034A 3.00 0 600 _ WE 1/12/11 1059A 203P 2.00 0 497 _ TH 1/13/11 700A 5.50 G 0 123WTB Bottom REG 13.50 G 5.50 Breakdown: 19.00 Total: 19.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section IV-5 Revised 7/23/2015 The system will display the Time Editor-Add Punch Screen. [TAB] to the Position # field and press the [F4] Function Key to select the position screen 9/24/10 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 9/17/10 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 9/23/10 Position: ______Opt Date InClock In Out HoursClock OutSch PcdTotal Ap PositionPay # Daily Notes _ FR 3/25/05 Date800A TimeL 1215P L Date4.15 Time 8.00 Hours0 634NCXCode Rule Ovr M/B Actual:_ FR 3/25/05 * 9/24/101245P L 300P E 2.15 0 *634NCX * FD M _ FR 3/25/05 301P 1.30 G 0 634NCX Days_ MO to 3/28/05 Add: 715A E 1100A E Skip3.45 Days:8.00 0 634NCX M _ MO 3/28/05 1200P H 515P L 5.15 0 634NCX Comment: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 Shift:_ WE 3/30/05 1 200P L Position300P E # * 1.00 123WTB Auto Ded:0 634NCX .00 Division_ TH 3/31/05 * 10800A L Hol1200P Group L * 4.00 A 8.00 Cancel Meal:0 634NCX Department * 123 SA Account * Force New Shift: Bottom REG 25.30 REG2 4.00 G 1.30 Supervisor * 123 UserField4 * Breakdown: Pay Rate:31.00 Total: 31.00

F6= Add F8=Adjust F9=Previous F10=Next F11=Charge F12=Cancel F13=ActualF4=Select F14=DefaultsF12=Cancel F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section IV-6 Revised 7/23/2015 Classified Hourly Example PHR01SEL SEL Employee Position # Date: 7/27/10

EMPLOYEE #: 2000555 POSITION TO: ______

TYPE OPTIONS, PRESS ENTER.. X=SELECT

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

F12=PREVIOUS

Certified Hourly Example PHR01SEL SEL Employee Position # Date: 6/11/10

EMPLOYEE #: 2008765 POSITION TO: ______

TYPE OPTIONS, PRESS ENTER. X=SELECT

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

_ TITBL TITLE FUNDS BLENDED RATE 48.000 29.730 3211 100-100-1277-6111-121-481-01 76.240 6/01/2010 6/26/2010 100-100-2212-6111-121-481-01 23.76 _ TSPREP TITLE I SUMMER SCH PR 16.000 15.410 2054 100-100-2212-6111-115-481-01 100.000 6/01/2010 6/25/2010 _ TSUM TITLE I SUMMER SCH INS 48.000 22.020 1054 100-100-1277-6111-115-481-01 100.000 6/01/2010 6/25/2010 _ AIMBL AIMS BLENDED RATE SUMM 64.000 29.730 3209 013-100-1000-6111-262-380-01 100.000 6/01/2010 6/25/2010

F12=PREVIOUS

Press the function key [F12] twice to back out of the record.

Section IV-7 Revised 7/23/2015 J. VIEW TIME CLOCK PUNCH DETAIL IN HISTORY INQUIRY

The History Module can provide you with year-to-date reporting information. To view punches posted to history, select the History Module from the Kronos Timekeeper main menu.

In the MAIN menu, select 13. History [ENTER]

MAIN Kronos iSeries Central 5.2 Date: 3/22/11 iSeries Timekeeper: Mesa Public Schools Time: 15:52:17

Select one of the following: 1. Daily Processing 2. Reports and Inquiries Put thirteen (13) on command line to select History. [ENTER] 13. History 14. Accruals

90. Sign off

Selection or command ===> 13______F2=Calendar F3=Exit F9=Previous Command F24=More keys

Section IV-8 Revised 7/23/2015 In MENU13 (History), select 1. Time History Inquiry. [ENTER]

MENU13 History Date 3/22/11 iSeries Timekeeper: Mesa Public Schools Time: 15:59:54 Select one of the following: 1. Time History Inquiry Put one (1) on the command 13. Punch Detail line to select the Time 14. Time Cards History Inquiry. 15. Total Hours [ENTER] 16. Absentee 17. Tardy 18. Budget vs. Actual

90. Sign off

Selection or command ===> 1______F2=Calendar F3=Exit F9=Previous Command F24=More keys

Section IV-9 Revised 7/23/2015 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 081409 1200A To 082009 1159P) [ENTER]

Alternatively, 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 070109 1200A) [ENTER] 3/30/09 15:50:20 iSeries Timekeeper: Mesa Public Schools CLK908-S1 Time History Inquiry

Employee Number: * ______Badge Number: * ______

Division * ______Department * ______Supervisor * ______Position # * ______Hol Group * ______SA Account * ______UserField4 * ______

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

F3=Exit F4=Select F12=Cancel

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.

Section IV-10 Revised 7/23/2015 8/14/09 16:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000444 EXAMPLE JANE Badge: 99998 From: 7/1/09 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ WE 7/01/09 700A 1222P 5.25 0 123NIL _ WE 7/01/09 1252P 415P 5.50 0 123NIL _ TH 7/02/09 700A 1227P 5.50 0 123NIL _ TH 7/02/09 1257P 430P 3.50 0 123NIL _ FR 7/03/09 800A 800A 8.00 HO.A 0 123NIL C _ MO 7/06/09 915A 118P 4.00 0 123NIL _ MO 7/06/09 130P 4.00 G 0 123NIL _ TU 7/07/09 730A 1210P 4.75 0 123NIL _ TU 7/07/09 1240P 400P 3.25 0 123NIL More… REG 237.75 HO.A 8.00 G 4.00 L1 8.00 Total: 257.75 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section IV-11 Revised 7/23/2015 OPTIONS IN THE TIME EDITOR

The Time Editor has five options, four of which you may use when editing. To use an Option, [TAB] to move the cursor to the OPT input field beside the appropriate record and type in the desired option code. [ENTER].

1=Edit - The Edit option allows you to select and modify the existing information on the time record. (i.e., Date, Time, Hours, Pay Code, Position, SA-Account etc.) (Refer to page 4, Editing a Punch/Absence Record)

4=Delete - The Delete option allows you to delete an entire line item. (Refer to page 11, Delete a Line Item).

B=Breakdown - The Breakdown option will display the pay code and total hours assigned to that line item.

A=Approved - The Approved option is not used at this time.

F=ForceOT – The ForceOT option is used to redirect overtime hours to a specific date and/or position number record or to change the default hours from COMP to Overtime or vice versa. (Refer to page 15, Forcing Overtime / Comp Time)

Example

8/14/09 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 8/07/09 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 8/13/09 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 8/07/09 800A 1215P 4.25 0 775 _ MO 8/10/09 715A 1100A 3.75 0 775 M _ WE 8/12/09 700A 731A .50 0 521 _ WE 8/12/09 731A 1034A 3.00 0 600 _ WE 8/12/09 1059A 203P 2.00 0 497 _ TH 8/13/09 700A 5.50 G 0 123WTB Bottom REG 13.50 G 5.50 Breakdown: 19.00 Total: 19.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Rounded F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule F19=Ins Pun F20=Del Pun F21=Attend F22=OT Eq F23=Summary F24=Shft Hrs

Section IV-12 Revised 7/23/2015 FUNCTION KEYS IN THE TIME EDITOR

Each of the Function Keys provides you with additional knowledge and functionality when editing.

F6=Add - Adds a complete time record/line item to the employees current time. F7=Open/Close – Opens and closes all records for mass editing. F9/10=Pr/Nx -- Rolls the screen back [F9] to the previous employee and forward [F10] to the next employee on your site list. F11=Charge - Displays the user defined fields. They include Division, Department, Supervisor, Position numbers, Hol Group, SA Account, UserField4, Shift, and Labor Levels. The default will display the position number. F12=Cancel - Returns to the previous screen. F13=Actual/Rounded - Toggles between the rounded punch times and the actual punch times. Punches will round according to the seven (7) minute rule and/or the meal tiering rules. F14=Defaults - Displays the default codes from the Employee Master File. The Pay Period rule and Daily rule default codes defined on the employee’s record drive the rounding rules. F15=Punches - Displays all actual punch times that were swiped at the time clocks. The time clocks are named according to their sites. F16=Audit - Displays all of the punch adjustments made to the employee’s time record, when it was made and who made the adjustment. Add, Edit, Insert, Delete, or DelPun will show depending on the option or function used. Kronos editors are prohibited from editing their own time record. Editors editing their own time records are subject to disciplinary action. F17=Accruals - Displays the employee’s accrual balances. F19=Ins Punch - Inserts a single punch or a transfer punch and realigns all of the punches that follow. F20=Del Pun - Deletes a single punch and realigns all of the punches that follow. F23=Summary – Displays a breakdown of total hours by position number and pay code. F24=Shift Hours/Punch Hours – Toggles between totaling by line item (punch hours) and the daily subtotals on the last time record for the shift (shift hours).

Function Keys that are not used are – F8=Adjust, F18=Schedule, F21=Attend, F22=OT Eq 8/14/09 12:25:13 iSeries Timekeeper: Mesa Public Schools Pay Period Emp#: 2000555 EXAMPLE JOE Badge: 99999 From: 8/07/09 Options: 1=Edit 4=Del B=Brkdwn A=Appr F=ForceOT To: 8/13/09 Position: ______Opt Date In Out Hours Sch Pcd Ap Position # Notes _ FR 8/07/09 800A 1215P 4.25 0 775 _ MO 8/10/09 715A 1100A 3.75 0 775 M _ WE 8/12/09 700A 731A .50 0 521 _ WE 8/12/09 731A 1034A 3.00 0 600 _ WE 8/12/09 1059A 203P 2.00 0 497 _ TH 8/13/09 700A 5.50 G 0 123WTB Bottom REG 13.50 G 5.50 Breakdown: 19.00 Total: 19.00 F6= Add F7=Open/Close F8=Adjust F9/10=Pr/Nx F11=Charge F12=Cancel F13=Actual F14=Defaults F15=Punches F16=Audit F17=Accruals F18=Schedule

F19=Ins Pun F20=DelSection Pun IV -13F21=Attend F22=OT EqRevised F23=Summary 7/23/2015 F24=Shft Hrs

Section IV-14 Revised 7/23/2015 HELP SCREENS WITHIN THE COLUMN HEADINGS

Within the Employee Detail Screen, help screens are available for quick reference to help define and describe the various column titles and codes. To access the quick help screens, place the cursor in the column in question and use the [F1] Function Key.

Day – Displays the day of the week.

Date – Displays the date of the punch.

In Punch -- Displays the rounded or actual punch-in time. You can toggle between the Actual and Rounded time by using the [F13] Function Key.

Out Punch -- Displays the rounded or actual punch-out time. You can toggle between the Actual and Rounded time by using the [F13] Function Key.

Hours -- Displays the calculated hours/hundredths of the in/out punches.

Schedule -- Displays the number of hours the employee was scheduled to work per the schedule form you filled out.

PCD (Pay Codes) -- Displays the pay codes that the hours are assigned to. The bottom section of the screen displays the pay code totals for the current pay period.

Ap -- Not used

Position # -- Displays the employee’s default position. Use the [F11] Function Key to toggle to view the employee’s department or supervisor numbers.

NOTES Use the [F1] Function Key to open the help screen.

Total -- Displays the total accumulated hours for the employee in the current pay period. The ‘Total’ is found on the bottom right hand side of the screen.

Exception Code -- The alpha character in the unmarked column next to the time IN or OUT is the Exception Code. The Exception Codes are based on the information set up from the schedule form you filled out and turned in to Payroll. To access the list of Exception Codes, place the cursor on one of the Exception Code letters and press the [F1] Function Key.

Section IV-15 Revised 7/23/2015 SECTION IV

RUNNING REPORTS

The Kronos Timekeeper/AS 400 system provides for report flexibility. To create and print a report, you need to set up the selection criterion that tells the system which records to include in your report. You can select ranges of data and/or select specific information. If you leave the entire selection criteria blank, you will see everything and everyone to which you have access, based on your security setup in the system.

After selecting your criteria, you will need to define the print qualifiers. You will choose whether to print the report in detail or summary information, whether to run the report in batch or interactively, and whether to print the report to the screen or to a spool file.

There are reports available to give you lists of your employees at your site, to help you edit your employees' punches, to provide you with a time card/sheet for record keeping, and to show each employee’s absences and accrual balances. The Employee Master Report, Punch Detail reports (including several variations), Time Card report, and Accrual report are the reports with which you will become familiar. The following pages will walk you through the different reports. When finished running reports see Section V on how to print from your work spool file (WRKSPLF).

On the Kronos Timekeeper main menu, for current week data select 2. Reports and Inquiries [ENTER] OR for prior week data select 13. History [ENTER].

MAIN Kronos Timekeeper/AS Ver. 4.1 Date: 7/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:52:17

Select one of the following: 1. Daily Processing 2. Reports and Inquiries Select 2 for current week reports OR

Select 13 for prior week reports

13. History 14. Accruals

90. Sign off

Selection or command ===> ______F2=Calendar F3=Exit F9=Previous Command F24=More keys

Section IV-16 Revised 7/23/2015 A. EMPLOYEE MASTER (current week)

The Employee Master Report generates a listing of all the employees at your site per the security set up in Kronos. You should run a summary listing at the beginning of each fiscal year.

Note: This is the only report in Kronos that will provide a social security number.

In MENU02 (2. Reports and Inquiries) select 1. Employee Master. [ENTER] MENU02 Reports & Inquiries Date: 7/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:4

Select one of the following: 1. Employee Master 2. Punch Detail 3. Time Cards 4. Total Hours 5. Absentee 6. Tardy 7. Approaching Overtime 8. On Premises 9. Scheduled Not Clocked In 10. Schedule Report 11. Audit 12. Comments

90. Sign off

Selection or command ===> 1______F2=Calendar F3=Exit F9=Previous Command F24=More keys

On the first select screen: Summary or Detail Enter ‘S’. Send to Printer, Screen, E-mail Enter ‘P’ for printer Submit to Batch Enter ‘Y’. Supervisor Enter your 3-digit school or department number. [ENTER]

7/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-01 14:48:17 Selection Employee Master Report (S)ummary or (D)etail: S Printer, Screen, E-mail: P (P,S,E) Submit To Batch: Y (Y,N) Leave Selection field blank to include all Select Ranges: FROM: TO:

Employee Number: * * Badge Number: * * Time Clocks: * * Division: * * Department: * * Supervisor: * 123 * Position #: * * Hol Group: * * SA Account: * * UserField4: * *

F3=Exit F4=Select F12=Cancel

Section IV-17 Revised 7/23/2015 On the second select screen: Status field select ‘A’ for active employees. [ENTER] 07/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-02 14:48:17 Selection Employee Master Report

Leave Selection fields blank to include all.

Pay Period Rules: * Schedule Codes: * Shift Codes: Group Codes: * Status: * A Pay Frequency: Pay Types * Restriction Codes: *

F3=Exit F4=Select F12=Cancel

On the third select screen: Sort Option Enter ‘L’ to sort alphabetically by last name. Page Break By Sort Enter ‘N’. [ENTER] 07/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-03 14:48:17 Selection Employee Master Report

Choose The Method The Data Is Presented

A = Numeric by Employee No. L = Alphabetical by Employee B = Numeric by Division M = Alphabetical by Division C = Numeric by Supervisor N = Alphabetical by Supervisor D = Numeric by Department O = Alphabetical by Department E = Numeric by Group Code P = Alphabetical by Group Code F = Numeric by Badge Number Q = Alphabetical by Badge Number G = Numeric by Position # R = Alphabetical by Position # H = Numeric by Hol Group S = Alphabetical by Hol Group I = Numeric by SA Account T = Alphabetical by SA Account J = Numeric by UserField4 U = Alphabetical by UserField4

Sort Option: L Page Break By Sort Field: N (Y/N) Output Queue: ______Number of Copies: 1

F3=Exit F12=Cancel

You will see a quick flash on your screen as the report goes to your work spool file. (To print your report from the spool file, refer to Section V, Print Reports from the Work Spool File.)

EXAMPLE CLK316C 7/22/09 752A iSeries Timekeeper: Mesa Public Schools PAGE: 1 EMPLOYEE SUMMARY ------EMP# NAME BADGE SOC-SEC-NO. BIRTHDAY HIREDATE TERMDATE CLS SCH SHF POSITION # ------200003 TEST AD 40156 999-00-0003 8/17/00 15/DD 999 1 101WPB 200001 TEST ED 40092 998-00-0001 8/17/85 11/AA 802 1 101NBQ 200002 TEST EVE 40115 999-00-0002 8/17/97 15/AA 801 1 101NAS

EMPLOYEES SELECTED TOTAL 3

Section IV-18 Revised 7/23/2015 B. PUNCH DETAIL

The Punch Detail report provides you with a list of the punches, edits, and absences. The Detail Report calculates the total hours worked and then breaks down the totals by pay code.

The Detail Report can be run for either the current week data or prior week data that has been rolled into history. For current week data, select 2. Reports and Inquiries. Or for prior week data that has been rolled into history, select 13. History.

In MENU02 (2. Reports and Inquiries) select 2. Punch Detail [ENTER] MENU02 Reports & Inquiries Date 7/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:4

90. Sign off

Selection or command ===> 2______F2=Calendar F3=Exit F9=Previous Command F24=More keys

In MENU13 (13. History) select 7. Punch Detail [ENTER] MENU13 History Date: 7/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:42

Select one of the following: 1. Time History Inquiry

7. Punch Detail 8. Time Cards 9. Total Hours 10. Absentee 11. Tardy 12. Budget vs Actual

90. Sign off

Selection or command ===> 7______F2=Calendar F3=Exit F9=Previous Command F24=More keys

Section IV-19 Revised 7/23/2015 On the first select screen: Exceptions Only Enter ‘N’. Send to Printer, Screen, E-mail Enter ‘P’. Submit to Batch Enter ‘Y’. Date & Time Range Friday 1200A through Thursday 1159P of the desired pay week. Supervisor Enter your 3-digit school or department number. [ENTER]

07/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-01 14:48:17 Selection Punch Detail Report The pay week starts on Friday

and ends on Thursday. Exceptions Only (Y/N) : N Printer, Screen, E-mail: P (P,S,E) Submit To Batch: Y (Y,N) Leave Selection field blank to include all Select Ranges: FROM: TO: Date & Time Range:* MMDDYY 1200A* MMDDYY 1159P Employee Number: * * Badge Number: * * Time Clocks: * * Division: * * Department: * * Supervisor: * 123 * Position #: * * Hol Group: * * SA Account: * * UserField4: * *

F3=Exit F4=Select F12=Cancel

On the second select screen: Status Enter ‘A’ for active employees. Pay Type Enter ‘H’ for classified hourly and/or ‘C’ view certified hourly. [ENTER] 07/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-02 14:48:17 Selection Punch Detail Report

Leave Selection fields blank to include all.

Pay Period Rules: * Schedule Codes: * Shift Codes: Group Codes: * Status: * A Pay Frequency: Pay Types * H Restriction Codes: *

F3=Exit F4=Select F12=Cancel

On the third select screen: Sort Option Enter ‘L’ to sort alphabetically by last name. Page Break by Sort Enter ‘N’. [ENTER]

Section IV-20 Revised 7/23/2015 07/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-03 14:48:17 Selection Punch Detail Report

Choose The Method The Data Is Presented

Sort Option: L Page Break By Sort Field: N (Y/N) Output Queue: ______Number of Copies: 1

F3=Exit F12=Cancel

On the exception select screen: Detail or Summary Enter ‘D’. Print All Pay Codes Enter ‘Y’. [Tab] through the Select Pay Code fields. Approved, Un-Approved, or Both Enter ‘A’. Include Monetary Adjustments Enter ‘Y’. Sort by Home or Worked Enter ‘H’. [ENTER]

07/22/09 iSeries Timekeeper: Mesa Public Schools EXCEPT 12:35:36 Exception Selection Detail or Summary: D (D/S) Print All Pay Codes: Y (Y/N) or Select Pay Codes: * * * * * * * * Show Pay Code Totals for Labor Level: __ (1/2/3/4/5/6/7) Approved, Un-approved, or Both: A (A/U/B) Include Monetary Adjustments: Y (Y/N) Sort by Home or Worked Field: H (H/W) Note: Monetary Adjustments not available on WORKED report

F3=Exit F4=Select F12=Cancel

On the last screen select: Show Employees With No Hours Enter ‘N’. [ENTER] 7/23/09 iSeries History: Mesa Public Schools CLK308A-01 13:24:53 Punch Detail Report

Show Employees With No Hours: N (Y/N) F3=Exit

You will see a quick flash on your screen as the report goes to your work spool file. (To print your report from the spool file refer to Section V, Print Reports from the Work Spool File. (WRKSPLF)).

Section IV-21 Revised 7/23/2015 EXAMPLE

iSeries Timekeeper: Mesa Public Schools Punch Detail History Report 8/14/09 Thru 8/20/09 Supervisor: 625 Payroll Rounded--- Alt ----Actual------Scheduled— Pay Total Day Date In Out Daily Notes In Out In Out Code Hours AP Position # Hours ------Employee: XXXXX6789 SMITH JANE A PAY PERIOD RULE: 10 REGULAR, 12:00A WEEK DIV, OT FRI 8/14/09 730A E 1213 AD 726A 1213P 800A 200P 4.75 625NAF 4.75 FRI 8/14/09 1245 L 602P L AD 1243 600P 230P 430P 5.25 625NAF 10.00 MON 8/17/09 800A H 245P L AD 756A 249P 800A 200P 6.75 625NAF 16.75 MON 8/17/09 320P L 430P AD 1 320P 430P 230P 430P 1.25 625NAF 18.00 TUE 8/18/09 800A H 221P L AD 758A 221P 800A 200P 6.25 625NAF 24.25 TUE 8/18/09 248P L 430P AD 1 248P 430P 230P 430P 1.75 625NAF 26.00 WED 8/19/09 800A H 230P L AD 755A 231P 800A 200P 6.50 625NAF 32.50 WED 8/19/09 300P L 430P AD 1 300P 429P 230P 430P 1.50 625NAF 34.00 TOT HRS: 34.00 PAID 34.00 HOURS BY PAY CODE REGULAR HOURS 34.00 ------**TOTALS SUPERVISOR : 625 TOT HRS: 34.00 WORKED 34.00 NON-WORKED 0.00 PAID 34.00 NON-PAID 0.00 HOURS BY PAY CODE REGULAR HOURS 34.00

** FINAL TOTALS TOT HRS: 34.0 WORKED 34.0 NON-WORKED 0.00 PAID 34.00 NON-PAID 0.00 HOURS BY PAY CODE REGULAR HOURS 34.00

Section IV-22 Revised 7/23/2015 C. PUNCH DETAIL WITH EXCEPTIONS ONLY

The Punch Detail Exceptions Only report will provide you with employees who have missed a punch during the day or have forgotten to clock out at the end of the day. This report can be run daily and viewed in the spool file or printed to your printer. A signed Kronos Edit Slip from the employee is required when editing missed punches.

The Detail Report can be run for either the current week data or prior week data that has been rolled into history. For current week data, select 2. Reports and Inquiries. Or for data that has been rolled into history, select 13. History.

In MENU02 (2. Reports and Inquiries) select 2. Punch Detail [ENTER] MENU02 Reports & Inquiries Date 7/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:4

90. Sign off

Selection or command ===> 2______F2=Calendar F3=Exit F9=Previous Command F24=More keys

OR In MENU13 (13. History) select 7. Punch Detail [ENTER] MENU13 History Date: 7/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:42

Select one of the following: 1. Time History Inquiry

7. Punch Detail 8. Time Cards 9. Total Hours 10. Absentee 11. Tardy 12. Budget vs Actual

90. Sign off

Selection or command ===> 7______F2=Calendar F3=Exit F9=Previous Command F24=More keys

Section IV-23 Revised 7/23/2015 On the first select screen: Exceptions Only Enter ‘Y’. Send to Printer, Screen, E-mail Enter ‘P’. Submit to Batch Enter ‘Y’. Date & Time Range Friday 1200A through Thursday 1159P of the desired pay week. Supervisor Enter your 3-digit school or department number. [ENTER]

07/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-01 14:48:17 Selection Punch Detail Report The pay week starts on Friday Exceptions Only (Y/N) : Y and ends on Thursday. Printer, Screen, E-mail: P (P,S,E) Submit To Batch: Y (Y,N) Leave Selection field blank to include all Select Ranges: FROM: TO Date & Time Range: * MMDDYY 1200A * MMDDYY 1159P Employee Number: * * Badge Number: * * Time Clocks: * * Division: * * Department: * * Supervisor: * 123 * Position #: * * Hol Group: * * SA Account: * * UserField4: * *

F3=Exit F4=Select F12=Cancel

On the second select screen: The Status Enter ‘A’ for active employees. The Pay Types Enter ‘H’ for classified hourly. [ENTER]

07/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-02 14:48:17 Selection Punch Detail Report

Leave Selection fields blank to include all.

Pay Period Rules: * Schedule Codes: * Shift Codes: Group Codes: * Status: * A Pay Frequency: Pay Types * H Restriction Codes: *

F3=Exit F4=Select F12=Cancel

Section IV-24 Revised 7/23/2015 On the third select screen: Enter ‘L’ to sort alphabetically by last name. Page Break by Sort Enter ‘N’ unless you wish to distribute to the employees, then change the Page Break by Sort Field to ‘Y’. [ENTER] 07/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-03 14:48:17 Selection Punch Detail Report

Choose The Method The Data Is Presented

Sort Option: L Page Break By Sort Field: N (Y/N) Output Queue: ______Number of Copies: 1

F3=Exit F12=Cancel

On the exception screen: Print All Pay Codes Enter ‘Y’ for all [Tab] through the Select Pay Code field. Approved, Un-Approved, or Both Enter ‘A’. Sort by Home or Worked Enter ‘H’. Select the exceptions using ‘Y’. The two exceptions that pertain to missing punches are Missing In or Out Punch and Automatic Clock Out. All other Exceptions Enter ‘N’. [ENTER]

07/22/09 iSeries Timekeeper: Mesa Public Schools EXCEPT 12:35:36 Exception Selection Print All Pay Codes: Y (Y/N) or Select Pay Codes: * * * * * * * * Show Pay Code Totals for Labor Level: __ (1/2/3/4/5/6/7) Approved, Un-approved, or Both: A (A/U/B) Include Monetary Adjustments: Y (Y/N) Sort by Home or Worked Field: H (H/W) Note: Monetary Adjustments not available on WORKED report

EXCEPTIONS Y Missing In or Out Punch Y Automatic Clock Out N Early Punches N Not Home Division N Late Punches N Not Home Department N Unscheduled N Not Home Supervisor N Generic Scheduled Used N Not Home Position # N Short Meal N Not Home Hol Group N Long Meal N Not Home SA Account N Long Interval N Not Home UserField4 N Out of Pay Period F3=Exit F4=Select F12=Cancel

Section IV-25 Revised 7/23/2015 On the last screen select: Show Employees With No Hours Enter ‘N’. [ENTER] 7/23/09 iSeries History: Mesa Public Schools CLK308A-01 13:24:53 Punch Detail Report

Show Employees With No Hours: N (Y/N) F3=Exit

You will see a quick flash on your screen as the report goes to your work spool file. (To print your report from the spool file refer to Section V, Print Reports from the Work Spool File. (WRKSPLF)).

Section IV-26 Revised 7/23/2015 D. PUNCH DETAIL SUMMARY BY POSITION NUMBER

The Punch Detail Summary by Position Number provides you with a report that breaks down employees worked hours by position number. If the employee uses transfer codes at the clock, the hours may list under both the transfer code and the six-digit alphanumeric number.

In MENU02 (2. Reports and Inquiries) select 2. Punch Detail [ENTER] MENU02 Reports & Inquiries Date 7/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:4

90. Sign off

Selection or command ===> 2______F2=Calendar F3=Exit F9=Previous Command F24=More keys

OR In MENU13 (13. History) select 7. Punch Detail [ENTER] MENU13 History Date: 7/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:42

Select one of the following: 1. Time History Inquiry

7. Punch Detail 8. Time Cards 9. Total Hours 10. Absentee 11. Tardy 12. Budget vs Actual

90. Sign off

Selection or command ===> 7______F2=Calendar F3=Exit F9=Previous Command F24=More keys

Section IV-27 Revised 7/23/2015 On the first select screen: Exceptions Only Enter ‘N’. Send to Printer, Screen, E-mail Enter ‘P’. Submit to Batch Enter ‘Y’. Date & Time Range Friday 1200A through Thursday 1159P of the desired time frame. Supervisor Enter your 3-digit school or department number. Or for an individual enter the employee’s unique number (EIN) in the Employee number field or badge number in the Badge number field. [ENTER]

7/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-01 14:48:17 Selection Punch Detail Report

Exceptions Only (Y/N) : N Printer, Screen, E-mail: P (P,S,E) Submit To Batch: Y (Y,N) Leave Selection field blank to include all Select Ranges: FROM: TO: Date & Time Range:* MMDDYY 1200A* MMDDYY 1159P Employee Number: * * Badge Number: * * Time Clocks: * * Division: * * Department: * * Supervisor: * 123 * Position #: * * Hol Group: * * SA Account: * * UserField4: * *

F3=Exit F4=Select F12=Cancel On the second select screen: The Status Enter ‘A’ for active employees. The Pay Types Enter ‘H’ for classified hourly. [ENTER] 7/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-02 14:48:17 Selection Punch Detail Report

Leave Selection fields blank to include all.

Pay Period Rules: * Schedule Codes: * Shift Codes: Group Codes: * Status: * A Pay Frequency: Pay Types * H Restriction Codes: *

F3=Exit F4=Select F12=Cancel

Section IV-28 Revised 7/23/2015 On the third select screen: Sort Option Enter ‘R’ to sort by position number.

7/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-03 14:48:17 Selection Punch Detail Report

Choose The Method The Data Is Presented

Sort Option: R Page Break By Sort Field: N (Y/N) Output Queue: ______Number of Copies: 1 F3=Exit F12=Cancel Page Break by Sort Enter ‘N’. [ENTER]

On the exception select screen: Detail or Summary Enter ‘S’. Print All Pay Codes Enter ‘Y’. [Tab] through the Select Pay Code fields. Approved, Un-Approved, or Both Enter ‘A’. Include Monetary Adjustments Enter ‘Y’. Sort by Home or Worked Enter ‘W’. [ENTER]

7/22/09 iSeries Timekeeper: Mesa Public Schools EXCEPT 12:35:36 Exception Selection Detail or Summary: S (D/S) Print All Pay Codes: Y (Y/N) or Select Pay Codes: * * * * * * * * Show Pay Code Totals for Labor Level: __ (1/2/3/4/5/6/7) Approved, Un-approved, or Both: A (A/U/B) Include Monetary Adjustments: Y (Y/N) Sort by Home or Worked Field: W (H/W) Note: Monetary Adjustments not available on WORKED report

F3=Exit F4=Select F12=Cancel

On the last screen select: Show Employees With No Hours Enter ‘N’. [ENTER] 7/23/09 iSeries History: Mesa Public Schools CLK308A-01 13:24:53 Punch Detail Report

Show Employees With No Hours: N (Y/N) F3=Exit

You will see a quick flash on your screen as the report goes to your work spool file. (To print your report from the spool file refer to Section V, Print Reports from the Work Spool File).

Section IV-29 Revised 7/23/2015 E. PUNCH DETAIL BY PAY CODES (history)

The Punch Detail by Pay Codes provides you with a report that details all of the entries that have the specific pay codes you requested. You can create a list of all the overtime, personal leave, unused sick leave (for Q payback), or unencumbering. For all records by fiscal year, select 13. History.

In MENU13 (13. History) select 7. Punch Detail [ENTER]

MENU13 History Date: 07/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:42

Select one of the following: 1. Time History Inquiry

7. Punch Detail 8. Time Cards 9. Total Hours 10. Absentee 11. Tardy 12. Budget vs Actual

90. Sign off Selection or command ===> 7______F2=Calendar F3=Exit F9=Previous Command F24=More keys

On the first select screen: Exceptions Only Enter an ‘N’. Send to Printer, Screen, E-mail Enter ‘P’. Submit to Batch Enter ‘Y’. Date & Time Range Friday 1200A through Thursday 1159P of the desired time frame. Supervisor Enter your 3-digit school or department number. Or for an individual enter the employee’s unique number (EIN) in the Employee number field or badge number in the Badge number field. [ENTER] 7/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-01 14:48:17 Selection Punch Detail Report

F3=Exit F4=Select F12=Cancel

Section IV-30 Revised 7/23/2015 On the second select screen: Status Enter ‘A’ for active employees. [ENTER] 07/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-02 14:48:17 Selection Punch Detail History

Leave Selection fields blank to include all.

Pay Period Rules: * Schedule Codes: * Shift Codes: Group Codes: * Status: * A Pay Frequency: Pay Types * Restriction Codes: *

F3=Exit F4=Select F12=Cancel

On the third select screen: Sort Option Enter ‘L’ to sort alphabetically by last name.

01/06/01 iSeries Timekeeper: Mesa Public Schools SELECT-03 14:48:17 Selection Punch Detail History

Choose The Method The Data Is Presented

Sort Option: L Page Break By Sort Field: N (Y/N) Output Queue: ______Number of Copies: 1

F3=Exit F12=Cancel Page Break by Sort Enter ‘N’ unless you wish to disburse to the employees. [ENTER]

Section IV-31 Revised 7/23/2015 On the exception select screen: Detail or Summary Enter ‘D’. Print All Pay Codes Enter ‘N’. Only type in the specific pay codes you are looking for. An example (see below) would be to select the L1 and 2L pay codes. Approved, Un-Approved, or Both Enter ‘A’. Include Monetary Adjustments Enter ‘Y’. Sort by Home or Worked Enter ‘H’. [ENTER]

01/06/01 iSeries Timekeeper: Mesa Public Schools EXCEPT 12:35:36 Exception Selection Detail or Summary: D (D/S) Print All Pay Codes: N (Y/N) or Select Pay Codes: * L1 * 2L * * * * * * Show Pay Code Totals for Labor Level: __ (1/2/3/4/5/6/7) Approved, Un-approved, or Both: A (A/U/B) Include Monetary Adjustments: Y (Y/N) Sort by Home or Worked Field: H (H/W) Note: Monetary Adjustments not available on WORKED report

F3=Exit F4=Select F12=Cancel

On the last screen select: Show Employees With No Hours Enter ‘N’. [ENTER] 7/23/09 iSeries History: Mesa Public Schools CLK308A-01 13:24:53 Punch Detail Report

Show Employees With No Hours: N (Y/N) F3=Exit

You will see a quick flash on your screen as the report goes to your work spool file. (To print your report from the spool file Refer to Section V, Print Reports from the Work Spool File).

Section IV-32 Revised 7/23/2015 F. TIME CARD REPORT

The Time Card Report is an electronic time card showing the actual clock in and out times, days worked, total hours for each day, total worked hours for the pay week, posted absences, along with the position(s) descriptions, notations of where the funding for the position(s) is coming from and a notice of certification of the hours worked.

The primary Kronos editor will need to print the time card after the pay week is complete. First, give the time card to the employee for signature. Once the employee has signed the time card the supervisor needs to sign it. The signed time card becomes the employee’s official time card record. All edit slips must be attached to the appropriate time card. Keep the employee’s signed copy at your site with your payroll information for four full years plus the current fiscal year.

The Time Card Report can be run either for the current week data or for data that has been rolled into history. For current week data, select 2. Reports and Inquiries. Or for prior week data that has been rolled into history select 13. History.

In MENU02 (2. Reports and Inquiries) select 3. Time Cards [ENTER] MENU02 Reports & Inquiries Date 7/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:4

Select one of the following: 1. Employee Master 2. Punch Detail 3. Time Cards 4. Total Hours 5. Absentee 6. Tardy 7. Approaching Overtime 8. On Premises 9. Scheduled Not Clocked In

90. Sign off Selection or command ===> 3______F2=Calendar F3=Exit F9=Previous Command F24=More keys OR In MENU13 (13. History) select 8. Time Cards [ENTER] MENU13 History Date: 7/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:42

Select one of the following: 1. Time History Inquiry

7. Punch Detail 8. Time Cards 9. Total Hours 10. Absentee 11. Tardy 12. Budget vs Actual

90. Sign off Selection or command ===> 8______F2=Calendar F3=Exit F9=Previous Command F24=More keys Section IV-33 Revised 7/23/2015 On the first select screen: Use (A) Actual or (R) Rounded hrs field must always be ‘A’ for actual. Send to Printer, Screen, Email Enter ‘P’. Submit to Batch Enter ‘Y’. Date & Time Range Friday 1200A through Thursday 1159P. Supervisor Enter your 3-digit school or department number. Or for an individual enter the employee’s unique number (EIN) in the Employee number field or badge number in the Badge number field. [ENTER] 01/06/01 iSeries Timekeeper: Mesa Public Schools SELECT-01 14:48:17 Selection Time Card Report The pay week starts on Friday and ends on Thursday. Use (A)ctual or (R)ounded Hrs: A Printer, Screen, E-mail: P (P,S,E) Submit To Batch: Y (Y,N) Leave Selection field blank to include all Select Ranges: FROM: TO: Date & Time Range: * MMDDYY 1200A* MMDDYY 1159P Employee Number: * * Badge Number: * * Time Clocks: * * Division: * * Department: * * Supervisor: * 123 * Position #: * * Hol Group: * * SA Account: * * UserField4: * *

F3=Exit F4=Select F12=Cancel

On the second select screen: Status Enter ‘A’ for active employees. [ENTER] 01/06/01 iSeries Timekeeper: Mesa Public Schools SELECT-02 14:48:17 Selection Time Card Report

Leave Selection fields blank to include all.

Pay Period Rules: * Schedule Codes: * Shift Codes: Group Codes: * Status: * A Pay Frequency: Pay Types * Restriction Codes: *

F3=Exit F4=Select F12=Cancel

Section IV-34 Revised 7/23/2015 On the third select screen: Sort Option Enter ‘L’ to sort alphabetically by last name.

01/06/01 iSeries Timekeeper: Mesa Public Schools SELECT-03 14:48:17 Selection Time Card Report

Choose The Method The Data Is Presented

Sort Option: L Output Queue: ______Number of Copies: 1

F3=Exit F12=Cancel

On the last screen select: Show Employees With No Hours Enter ‘N’. [ENTER] 7/23/09 iSeries History: Mesa Public Schools CLK308A-01 13:24:53 Punch Detail Report

Show Employees With No Hours: N (Y/N) F3=Exit

You will see a quick flash on your screen as the report goes to your work spool file. (To print your report from the spool file Refer to Section V, Print Reports from the Work Spool File).

Section IV-35 Revised 7/23/2015 EXAMPLE

iSeries Timekeeper: Mesa Public Schools Employee Time Card 8/14/09 Thru 8/20/09

EMPLOYEE: 2006789 SMITH JANE BADGE: 73215

LABOR LVLS: 123WPB.123.123 RULE: 10 REGULAR, 12:00A WEEK DIV, OT ------* CLOCK IN * OUT PAY Division Department Supervisor Position # TOTAL FUND FTE% DAY DATE TIME TIME NOTES Hol Group SA Account UserField4 SHIFT HOURS ------FR 8/14 730A 1213P 10 123 123 123WPB 4.75 Maintenance & Operation 100.000 INSTR ASSIST D 1 FR 8/14 1245P 602P 10 123 123 123WPB 5.25 Maintenance & Operation 100.000 INSTR ASSIST M D 1 MO 8/17 756A 249P 10 123 123 123WPB 6.75 Maintenance & Operation 100.000 INSTR ASSIST D 1 MO 8/17 320P 430P 10 123 123 123WPB 1.25 Maintenance & Operation 100.000 INSTR ASSIST M D 1 TU 8/18 758A 221P 10 123 123 123WPB 6.25 Maintenance & Operation 100.000 INSTR ASSIST D 1 TU 8/18 248P 430P 10 123 123 123WPB 1.75 Maintenance & Operation 100.000 INSTR ASSIST M D 1 WE 8/19 755A 231P 10 123 123 123WPB 6.50 Maintenance & Operation 100.000 INSTR ASSIST D 1 WE 8/19 300P 429P 10 123 123 123WPB 1.50 Maintenance & Operation 100.000 INSTR ASSIST M D 1 TH 8/20 756A 1202P 10 123 123 123WPB 4.00 Maintenance & Operation 100.000 INSTR ASSIST D 1 TH 8/20 1245P 532P 10 123 123 123WPB 4.75 Maintenance & Operation 100.000 INSTR ASSIST M D 1 ------Total hours rolled **TOTAL PAID HOURS 42.75 into payroll to be **TOTAL WORK HOURS 42.75 paid.

DISTRIBUTIONS: REGULAR HOURS 40.00 The total hours paid OT 1.5 2.75 distributed by pay As employee I certify that this report is a true & accurate record of my work efforts for the time period indicated. As supervisor I certify that I have codes. direct firsthand knowledge of funding and activities. ______Employee Signature Date Supervisor Signature Date

Section IV-36 Revised 7/23/2015 G. TOTAL HOURS (current week)

The Total Hours report is used by Food & Nutrition. This report shows employee’s work hours on a daily basis.

In MENU02 (2. Reports and Inquires) select 4. Total Hours. [ENTER] MENU02 Reports & Inquiries Date07/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:4

90. Sign off

Selection or command ===> _4______F2=Calendar F3=Exit F9=Previous Command F24=More keys

On the first select screen: Send to Printer, Screen, Email Enter ‘S’. Submit to Batch Enter ‘Y’. Date & Time Range Enter the day desired (i.e. Tuesday 1200A - Tuesday 1159P). Supervisor Enter your 3-digit school number. [ENTER]

01/06/01 iSeries Timekeeper: Mesa Public Schools SELECT-01 14:48:17 Selection Total Hours Report

Printer, Screen, E-mail: S (P,S,E) Submit To Batch: Y (Y,N) Leave Selection field blank to include all Select Ranges: FROM: TO: Date & Time Range: * MMDDYY 1200A * MMDDYY 1159P Employee Number: * * Badge Number: * * Time Clocks: * * Division: * * Department: * * Supervisor: * 123 * Position #: * * Hol Group: * * SA Account: * * UserField4: * *

F3=Exit F4=Select F12=Cancel

Section IV-37 Revised 7/23/2015 On the second select screen: Status Enter ‘A’ for active employees. Pay Types Enter ‘H’ for classified hourly employees. [ENTER]

01/06/01 iSeries Timekeeper: Mesa Public Schools SELECT-02 14:48:17 Selection Total Hours

Leave Selection fields blank to include all.

Pay Period Rules: * Schedule Codes: * Shift Codes: Group Codes: * Status: * A Pay Frequency: Pay Types * H Restriction Codes: *

F3=Exit F4=Select F12=Cancel

The result of this report will display on your directly on the screen. You will then be able to view the total hours Worked, Non-Worked, Paid, and Non-Paid.

Section IV-38 Revised 7/23/2015 H. APPROACHING OVERTIME REPORT (current week) The Approaching Overtime Report was developed to help manage overtime. The report will give you a list of employees who have reached the minimum number of hours you have selected with the report parameters. You may never have a need to run this report.

In MENU02 (2. Reports and Inquires) select 7. Approaching Overtime. [ENTER] MENU02 Reports & Inquiries Date07/24/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:4

Select one of the following: 1. Employee Master 2. Punch Detail 3. Time Cards 4. Total Hours 5. Absentee 6. Tardy 7. Approaching Overtime 8. On Premises 9. Scheduled Not Clocked In

90. Sign off Selection or command ===> 7______F2=Calendar F3=Exit F9=Previous Command F24=More keys On the first select screen: Show Emps. With .>= Set the minimum hours by determining how many hours the employee should have worked by the specific day for which you run the report. For example, to see how many employees are nearing overtime by Wednesday of the current workweek (8 hours x 4 days = 32), enter the hours ‘32.01’ to capture hours over 32. Send to Printer, Screen, Email Enter ‘P’. Submit to Batch Enter ‘Y’. Date & Time Range Enter the desired time frame (i.e.Friday 1200A - Wednesday 1159P). Supervisor Enter your 3-digit school or department number. Or for an individual enter the employee’s unique number (EIN) in the Employee number field or badge number in the Badge number field. [ENTER] 7/24/09 iSeries Timekeeper: Mesa Public Schools SELECT-01 14:48:17 Selection Approaching OT Reports Show Emps. With >= xx.xx hrs: 32.01 Printer, Screen, E-mail: P (P,S,E) Submit To Batch: Y (Y,N) Leave Selection field blank to include all Select Ranges: FROM: TO: Date & Time Range: * MMDDYY 1200A* MMDDYY 1159P Employee Number: * * Badge Number: * * Time Clocks: * * Division: * * Department: * * Supervisor: * 123 * Position #: * * Hol Group: * * SA Account: * * UserField4: * * F3=Exit F4=Select F12=Cancel

Section IV-39 Revised 7/23/2015 On the second select screen: Status Enter ‘A’ for active employees. Pay Types Enter ‘H’ for classified hourly. [ENTER]

7/24/09 iSeries Timekeeper: Mesa Public Schools SELECT-02 14:48:17 Selection Approaching OT Report

Leave Selection fields blank to include all. Pay Period Rules: * Schedule Codes: * Shift Codes: Group Codes: * Status: * A Pay Frequency: Pay Types * H Restriction Codes: *

F3=Exit F4=Select F12=Cancel

On the third select screen: Sort Option Enter ‘L’ to sort alphabetically by last name. Page Break by Sort Enter ‘N’. [ENTER]

7/24/09 iSeries Timekeeper: Mesa Public Schools SELECT-03 14:48:17 Selection Approaching OT Selection

Choose The Method The Data Is Presented

Sort Option: L Page Break By Sort Field: N (Y/N) Output Queue: ______Number of Copies: 1

F3=Exit F12=Cancel

On the last select screen: Pay Codes used to Qualify for Approaching Overtime Enter ‘A’ for all. 7/24/09 CLK324CL 10:20:44 Approaching OT

Pay Codes used to Qualify for the Approaching Overtime Limit: A A = All Pay Codes O = Only Use Pay Codes Setup to Count Towards Overtime

F3=Exit F12=Cancel

Section IV-40 Revised 7/23/2015 You will see a quick flash on your screen as the report goes to your work spool file. (To print your report from the spool file refer to Section V, Print Reports from the Work Spool File). I. EMPLOYEE ACCRUAL REPORT

The Employee Accrual Report provides you with all of the information available in the employee accrual file. The report includes the activity detail information (absences and accruals), a twelve (12) month calendar, and the balances of each accrual bucket. You can retrieve absence information from July 1, 1999 to the present time.

On the Kronos Timekeeper MAIN menu, select 14. Accruals. [ENTER] MAIN Kronos Timekeeper/AS Ver. 4.1 Date: 7/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:52:17

Select one of the following: 1. Daily Processing 2. Reports and Inquiries

13. History 14. Accruals

90. Sign off

Selection or command ===> 14______F2=Calendar F3=Exit F9=Previous Command F24=More keys

In MENU14 (14. Accruals) select 2. Employee Accrual Report. [ENTER]

MENU14 Accruals Date 07/22/09 iSeries Timekeeper: Mesa Public Schools Time: 15:48:4

Select one of the following:

2. Employee Accrual Report

90. Sign off

Selection or command ===> 14______F2=Calendar F3=Exit F9=Previous Command F24=More keys

Section IV-41 Revised 7/23/2015

On the first select screen: Send to Printer, Screen, Email Enter ‘P’ Submit to Batch Enter ‘Y’. Date & Time Range Enter the desired time range. Supervisor Enter your 3-digit school or department number. Or for an individual enter the employee’s unique number (EIN) in the Employee number field or badge number in the Badge number field. [ENTER]

7/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-01 14:48:17 Selection Employee Accruals Report

Printer, Screen, E-mail: P (P,S,E) Submit To Batch: Y (Y,N) Leave Selection field blank to include all Select Ranges: FROM: TO:_ ____ Date & Time Range: * MMDDYY 1200A* MMDDYY 1159P Employee Number: * * Badge Number: * * Time Clocks: * * Division: * * Department: * * Supervisor: * 123 * Position #: * * Hol Group: * * SA Account: * * UserField4: * *

F3=Exit F4=Select F12=Cancel

On the second select screen: Status Enter ‘A’ for active employees. [ENTER] 7/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-02 14:48:17 Selection Employee Accruals Report

Leave Selection fields blank to include all.

Pay Period Rules: * Schedule Codes: * Shift Codes: Group Codes: * Status: * A Pay Frequency: Pay Types * Restriction Codes: *

F3=Exit F4=Select F12=Cancel

Section IV-42 Revised 7/23/2015

On the third select screen: Sort Option Enter ‘L’ to sort alphabetically by last name. [ENTER]

7/22/09 iSeries Timekeeper: Mesa Public Schools SELECT-03 14:48:17 Selection Employee Accruals Report

Choose The Method The Data Is Presented

Sort Option: L Output Queue: ______Number of Copies: 1 F3=Exit F12=Cancel

On the Selection screen: Select Pay Codes Enter ‘A’ for all. Print Calendar Enter ‘Y’ to view the calendar. Show Year Starting leave as the default date. The calendar is considered a rolling calendar and will automatically show the prior 12 months. Print Activity Details Enter ‘Y’ to show all detail. Print Summary Info Enter ‘Y’ to view the summary information. [ENTER]

07/22/09 iSeries Accruals: Mesa Public Schools CLK979P-01 17:30:20 Employee Accruals Report

Select pay codes A (A=All but those below, O=Only those below)

Include/Exclude pay codes: * ______* ______* ______* ______* ______* ______* ______* ______* ______* ______

Print calendar: Y (Y/N) Show year starting: 0709 (MM/YY) Print activity details: Y (Y/N) Print summary info: Y (Y/N)

Print balances as of:_07/22/09 (blank for today's date)

F3=Exit F4=Select F12=Cancel

The report will go to your spool file. (Refer to Section V, Print Reports from the Work Spool File.

Section IV-43 Revised 7/23/2015 EXAMPLE

Mesa_Public_Schools CLK979 07/22/09 17:46:04 KRONOS TIMEKEEPER/AS PAGE: 9 EMPLOYEE ACCRUALS REPORT ------Employee: 126789 EMPLOYEE 1 1 1 1 1 1 1 1 1 1 2 2 2 2 2 2 2 2 2 2 3 3 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 JULY ------AUGUST ------SEPTEMBER ------OCTOBER ------NOVEMBER ------DECEMBER ------JANUARY ------FEBRUARY ------*- - - - MARCH ------E APRIL - - - - - L ------* ------*- MAY ------V ------JUNE ------*= multiple activity

PAY ACCRUAL DATE OF ACCRUED CARRIED ACCRUED HOURS REMAINING BALANCE EMPLOYEE CODE CODE LAST POST INELIG FORWARD ELIG TAKEN BALANCE AS OF TIER ------XXXXX6789 EMPLOYEE COMP COMP 7/22/09 .00 .00 .00 .00 .00 7/22/09 1 XXXXX6789 EMPLOYEE GENLV SN120 7/22/09 .00 .00 24.00 20.00 4.00 7/22/09 1 XXXXX6789 EMPLOYEE JURY JURY 7/22/09 .00 .00 .00 .00 .00 7/22/09 1 XXXXX6789 EMPLOYEE MLTRY MLTRY 7/22/09 .00 .00 .00 .00 .00 7/22/09 1 XXXXX6789 EMPLOYEE O/C O/C 7/22/09 .00 .00 .00 .00 .00 7/22/09 1 XXXXX6789 EMPLOYEE PROF PROF 7/22/09 .00 .00 .00 .00 .00 7/22/09 1 XXXXX6789 EMPLOYEE STINJ STINJ 7/22/09 .00 .00 .00 .00 .00 7/22/09 1 XXXXX6789 EMPLOYEE VAC VN120 7/22/09 .00 .00 8.00 .75 7.25 7/22/09 1

PAY ACTUAL EMPLOYEE CODE PAY CODE DATE HOURS COMMENT ------XXXXX6789 EMPLOYEE GENLV EG 2/27/09 A + 8.00 EARN SICK LEAVE XXXXX6789 EMPLOYEE GENLV G 2/27/09 T + 8.00 XXXXX6789 EMPLOYEE GENLV EG 3/31/09 A + 8.00 EARN SICK LEAVE XXXXX6789 EMPLOYEE GENLV L1 4/5/09 T + 4.00 XXXXX6789 EMPLOYEE GENLV G 4/24/09 T + 8.00 XXXXX6789 EMPLOYEE GENLV EG 4/30/09 A+ 8.00 EARN SICK LEAVE XXXXX6789 EMPLOYEE VAC EV 4/30/09 A+ 8.00 EARN VACATION ACCRUAL XXXXX6789 EMPLOYEE VAC V 5/15/09 T + .75

“T” = Taken “A” = Accrued

Section III-44 Revised 8/25/2015 SECTION V

PRINT REPORTS FROM THE WORK SPOOL FILE

Once a report has been requested, it runs in job queue (WRKSBMJOB). Once the job goes into the out queue, you can view it from the work spool file window (WRKSPLF). Within the Work with all Spooled Files window, you can print, display, or delete your reports.

Many times, you may run a report and you cannot see it immediately in the ‘Work with all Spooled Files’ window. If the job cannot be viewed immediately in the spool file, you can verify that the job has been submitted to the job queue by using the ‘Work with Submitted Jobs’ window. (Go to page 6)

From any command line in KRONOS, type WRKSPLF. [ENTER]

Type WRKSPLF on the command line. [ENTER]

The AS/400 ‘Work with All Spooled Files’ window will appear.

Section VII-45 Revised 7/27/15 A. PRINT REPORTS FROM THE ‘WORK WITH ALL SPOOLED FILES’ WINDOW.

Select the reports you want to print by placing a ‘2’ in the OPT field. [TAB] to the command line and type OUTQ and your printer name in parentheses. More than one job can be selected if they are all going to the same printer.

Jobs will be listed in sequential order with the most current on the bottom of the status group RDY (ready).

Type OUTQ(your printer name) on the command line. [ENTER]

Place a ‘2’ in the OPT fields to select the Make sure you use both parentheses reports you and underscore. Underscores may not want printed. show but they are there.

To find/install your printer, you will need to visit printers.mpasz.org and select your location from the drop down list or search for your site in the search bar. To install a new printer you’ll click on the printer name and follow the prompts. To find the format for your printer name to print with you will need to contact the help desk at x20044 for additional assistance.

Section VII-46 Revised 7/27/15 B. CHANGE ASSISTANCE LEVEL FOR PRINTING REPORTS.

If the ‘Work with Printer Output’ window appears, you will need to change the Assistance Level.

Press [F21]. When the Selected Assistance Level window appears, type ‘2’. [ENTER]

Press [F21] Choose option ‘2’ for Intermediate Level [ENTER]

Pop up box will display.

Section VII-47 Revised 7/27/15 The ‘Work with All Spooled Files’ window will display. This process only needs to be done one time. Once you have changed the assistance level to Intermediate, your ‘Work with All Spooled Files’ window will always display as the default.

Section VII-48 Revised 7/27/15

C. ADDITIONAL OPTIONS IN THE ‘WORK WITH SPOOLED FILES’ WINDOW

Use the DISPLAY option to view a report and verify the contents before you print. Type ‘5’ on the OPT field to view the contents of the report. [ENTER]

The ‘Work with all Spooled Files’ window will appear.

Use the ‘5’ option to view your report before printing. [ENTER]

After you are done viewing the job, press [F12] to exit the screen. The job will still be listed in your ‘Work with all Spooled Files’.

Use the DELETE option when you want to remove the job(s) from your work spool file. Type ‘4’on the OPT field next to the jobs you want to delete. [ENTER]

Use the ‘4’ option to remove the job(s) from your spool file. [ENTER]

Section VII-49 Revised 7/27/15 A confirmation screen will appear. At the confirmation screen, press [ENTER] to complete the deletion action.

Press [ENTER] to confirm the deletion of the jobs.

NOTE: Jobs will remain in your ‘Work with All Spooled Files’ even after you sign-off the AS/400. They will be removed when the USER either DELETES or PRINTS the reports. The system will automatically purge (delete) your jobs in ‘Work with All Spooled Files’ after 10 days.

Section VII-50 Revised 7/27/15

D. VERIFY THE STATUS OF YOUR SUBMITTED JOBS

With many people asking for similar reports at the same time, the AS/400 will get backed up. If the job is not viewed immediately in the spool file, you can verify that the job has been submitted to the job queue by using the ‘Work with Submitted Jobs’ window. Use the WRKSBMJOB command to view the status of the job(s) you have requested.

You can see the status of your job by displaying the screen ‘Work with Submitted Jobs’. On any command line, type WRKSBMJOB. [ENTER]

Section VII-51 Revised 7/27/15 The ‘Work with Submitted Jobs’ screen will appear. The job has completed when the status displays OUTQ. The report will be in your work spool file. When you see JOBQ, the job is waiting to process on the AS/400 and it is not yet in your work spool file.

OUTQ – Job has completed. The report is now in your work spool file. JOBQ – Job is waiting to process on the AS/400. Do NOT submit again.

To update the status of the screen, use the [F5]

Function Key.

If you stay on the ‘Work With Submitted Jobs’ screen, you can update the displayed data by using the [F5] Refresh Function Key.

If you used the [F12] Function Key to cancel out of the ‘Work With Submitted Jobs’ screen, retype WRKSBMJOB on the command line. If WRKSBMJOB was previously typed on the command line, you can use the [F9] Function Key to bring the command back without retyping.

You may want to keep checking the WRKSPLF or the WRKSBMJOB screens until your job has completed and you are able to print.

Section VII-52 Revised 7/27/15 SECTION VI

VERIFY KRONOS INPUT FOR PAYROLL PROCESS

As an editor for the Kronos timekeeping system, you will need to monitor and edit the employee’s time records on a daily basis, input absence/attendance pay codes for both classified and certified as needed, and print all hourly (certified and classified) time card/sheets weekly for review and signature. To accomplish this task, you need to understand the District’s policies and regulations and the Fair Labor Standards Act regarding workday, workweek, pay week, overtime, and compensatory time. In addition, you need to have an understanding of how transfer codes and position numbers work to ensure that the time flows to the correct funding.

A. EXEMPT VERSUS NON-EXEMPT STATUS

The United States Department of Labor categorizes employees either as exempt or non-exempt for wage and hour issues. All classified personnel, except for Supervisors and Administrators, are considered non-exempt employees. Non-exempt employees are paid an hourly rate and are subject to the rules and regulations of the Fair Labor Standards Act. In order to comply with the regulations of the Fair Labor Standards Act, you must understand the following:

1. All non-exempt employees must record hours worked in the Kronos time clock except police officers.

2. If a non-exempt employee works over forty (40) hours of REG per week, the employee must be compensated at time and one-half, either through wages paid or compensatory time recorded.

3. Work that the employee does before or after scheduled hours, even without direct permission is compensable. Work performed at home for the District is also compensable.

4. A Classified employee cannot be paid in cash, nor be paid a stipend or ‘flat rate’. The employee must be paid his/her hourly rate. The hours must be recorded in Kronos.

5. A Classified employee cannot volunteer to do work that is of the same type as the employee’s job with the District without being paid and the hours recorded in Kronos unless the employee is volunteering in his/her own child’s school.

6. The Kronos time card/sheet is a record of the time worked by the employee. The time card/sheet must be signed by the employee and approved by the Administrator/Supervisor.

Section VII-53 Revised 7/27/15 B. WORKDAY

The workday is the part of the day during which one works and is determined by the Superintendency. The defined working day may include lunch breaks and/or rest periods.

B.1. Meal Breaks

Each full-time employee is authorized a minimum uncompensated meal break of thirty (30) minutes and maximum of sixty (60) minutes, as scheduled by the appropriate Administrator/Supervisor. ‘Full-time’ for a classified non-exempt employee is eight (8) hours per day or forty (40) hours per week, exclusive of meal breaks. Employees working less than eight (8) hours per day may be scheduled for a meal break at the discretion of the supervising administrator.

If an employee works through his/her scheduled lunchtime due to circumstances beyond his/her control, the lunch break becomes compensable. If the employee is at lunch and is interrupted to perform District-related work, the employee is to clock back in. If they were not able to clock in, they need to fill out a ‘Kronos Punch Adjustment’ slip and turn it into the employee’s Kronos editor. They should also try to reschedule their lunch during that same workday so that they do not go over their scheduled hours for the day. The Kronos meal tiering rounding rules ensure that a full-time employee is compensated for meal breaks of twenty-two (22) minutes or less. (Refer to Section IX, page 8, Rounding to Nearest Quarter Hour).

B.2. Rest Period

Employees who work eight (8) hours per day shall be accorded two (2) separate fifteen (15) minute rest periods per day, one in the first half of the shift, and one in the second half of the shift.

Employees who work fewer than eight (8) hours per day shall be accorded one (1) rest period as follows:

1. Any employee who works at least four (4) hours prior to a scheduled meal break shall be accorded a fifteen (15) minute rest period or ‘break’.

2. Any employee who works at least four (4) hours after a scheduled meal break shall be accorded a fifteen (15) minute rest period or ‘break’.

3. Any employee who works for (4) to six (6) hours per day and does not have a scheduled meal break shall be accorded a fifteen (15) minute rest period or ‘break’.

Administrators/Supervisors will determine the rest period schedule.

Section VII-54 Revised 7/27/15 C. PAY WEEK VERSUS WORKWEEK

There is a difference between pay week and workweek. The District’s pay week is determined by the Superintendency. The workweek is defined by the employee’s work schedule and may be different from the pay week. The District defines the regular workweek as Friday through Thursday.

Overtime or compensatory time is automatically calculated in Kronos when the employee works over forty (40) hours in one workweek (Refer to Page 4).

C.1. Pay Week

The pay week for Mesa Public Schools is Friday at 12:00 a.m. through Thursday at 11:59 p.m. The hours recorded in Kronos for two (2) pay week periods will be rolled into payroll and paid. (An Employee Pay Schedule is available online at Payroll) For most employees in the District, the pay week is the same as the workweek.

C.2. Workweek

The normal workweek for classified employees shall be no more then forty (40) hours per week. No employee shall work more than forty (40) hours per week without authorization from a division superintendent.

A workweek is defined by Fair Labor Standards Act as a “regularly recurring period of seven (7) consecutive twenty-four (24) hour periods.” The fixed and recurring one hundred sixty eight (168) hour workweek may begin on any day and at any hour of the day. After defining the workweek, the accumulated hours over forty (40) must be paid at one and one-half (1 ½) times the employee’s hourly rate.

Our District permits alternative workweeks for individuals whose work schedules will allow for flexibility. The alternative workweek (9/80 schedule) is a flexible work schedule designed to work with the Clean Air Act and Travel Reduction Program. The 9/80 schedule is working eighty (80) hours in nine (9) days. The two-week period would include eight, 9-hour days, one, 8-hour day and one day off (TRD). Four (4) hours into the 8-hour day is the day divide and the starting time of the employee’s workweek. If your 8-hour day starts at 8:00 a.m., your day divide would be at 12:00 p.m. Your workweek for overtime calculations would be from 12:00 p.m. one week to 12:00 p.m. the next.

Section VII-55 Revised 7/27/15 D. OVERTIME AND COMPENSATORY TIME

Any (REG) time worked in excess of forty (40) REG hours per week is considered overtime and requires the prior approval of the appropriate division assistant superintendent. Only in cases of emergency may approval be obtained after the fact. The request for late approval must be submitted on the first working day after the time is worked. Overtime shall be paid either in the form of monetary compensation or compensatory time off, as determined by the site administrator.

Approval for overtime must be requested on a PARF. The PARF may be done for a single instance or as a blanket PARF to cover a specified number of hours over the course of a school year.

The site administrator determines whether the employee’s hours over forty (40) defaults to overtime or compensatory time. The employee’s record is set up as overtime as the default unless a Kronos schedule form is submitted by you to the Payroll Department changing it to Comp Time (Forms are available online at Payroll). Once the default is set for each employee, all hours over forty will flow to the specified default. However, you can redirect the hours from the employee’s default by forcing the time (Refer to Section III, page 15, Forcing Overtime / Comp Time). When forcing, you must not take the total (REG) to below forty (40) hours.

D.1. Overtime The Kronos Timekeeping System tracks time worked for the employees who use the system to clock in and out. When the employee has the default of overtime, the system automatically assigns the overtime (150) pay code to the hours worked over forty (40). The overtime (150) pay code will pay the hours at one and one-half (1 ½) times the employee’s hourly rate.

To be paid for overtime, an employee must actually work over forty (40) hours during a week. If during the week an employee has holiday pay, sick leave, personal leave, vacation, etc., this does not count as “worked” hours. Absences paid or not paid are not considered worked hours.

If an administrator determines they want an employee’s current week overtime hours to go to comp time, the hours may be changed by “Forcing” the hours (Refer to Section III, page 15, Forcing Overtime / Comp Time). If you do not get the hours changed to comp time before the current week is rolled into history, the employee would be paid, and the record would stand. You would not be able to have the employee docked and place the hours back into the comp accrual bucket.

D.2. Compensatory Time Compensatory time may be earned in lieu of monetary compensation if an agreement or understanding has arrived between the supervisor and employee before the work is performed. The compensatory time must also have prior approval from the assistant superintendent of the respective division.

Compensatory time will be earned under the same guidelines as overtime. The employee must actually work forty (40) hours during the week for compensatory time to be granted at the rate of

Section VII-56 Revised 7/27/15 one and one-half (1 ½) hours for each hour of overtime worked. The maximum number of overtime hours for which compensatory time may be accumulated is 120 (80 hours worked). Compensatory hours accrued in one contract year must be used by December 31 of the following contract year. Compensatory time may not be used while on an extended contract or any other summer position.

If the hours were added to the employee’s compensatory record and you wanted them paid, you would need to complete a Comp Time Reimbursement Form and send it to Payroll.

Section VII-57 Revised 7/27/15 E. PAY CODES FOR GENERATING PAY

The majority of pay codes that we use in Kronos generate pay. When the pay code pays, the hours must be assigned to a position number for funding. You need to familiarize yourself with all of the pay codes, since it will be your responsibility to verify and ensure that each block of time associated with a pay code is directed to the correct position number for funding.

E.1. Absence/Attendance Pay Codes

All of the absence/attendance pay codes are defined in Section II. (Refer to Section II, page 2, Absence/Attendance Pay Codes.)

E.2. Fifteen (15) Minute Break (pay code 15MIN)

Upon approval by the appropriate Administrator/Supervisor, the afternoon breaks on Fridays may be scheduled fifteen (15) minutes prior to the end of an employee’s work shift. The employee will leave fifteen (15) minutes early but be paid as if they had completed the shift.

The following conditions must be met in order for the employee to qualify.

1. The employee’s regularly scheduled Friday must be an eight (8) or nine (9) hour shift.  During the summer, this practice may be applied to Thursday, if the employee’s regularly scheduled Thursday is a ten (10) hour day (a 4/10 schedule).  When a holiday falls on Friday, this practice may be applied to an alternate day of the week, as determined by the Superintendency. For example, during Thanksgiving week, Wednesday may be treated as Friday. 2. The employee must work no less than their regularly scheduled shift, less fifteen (15) minutes.  For an eight (8) hour shift, the employee must work at least seven (7) hours and forty- five (45) minutes.  For a nine (9) hour shift, the employee must work at least eight (8) hours and forty-five (45) minutes.  For a ten (10) hour shift, the employee must work at least nine (9) hours and forty-five (45) minutes (applies to summer schedule of a ten (10) hour shift on Thursday).

If the employee is absent for any reason or for any part of the day, the minimum time worked requirement will not be met. Any break the employee may qualify for will be taken at their normal break time. The employee cannot use a break for the purpose of leaving work early in this instance.

If an employee meets the criteria for leaving early, but is unable to leave due to a business need, they will still be compensated for the fifteen (15) minutes. Compensation may put the employee over forty (40) hours worked, and result in overtime paid or compensatory time earned.

Section VII-58 Revised 7/27/15 Employees who meet the criteria and leave work fifteen (15) minutes early should clock out at the time they leave. The Kronos editor will add the fifteen (15) minutes to the Kronos time record using the fifteen (15) minute (15MIN) pay code.

Section VII-59 Revised 7/27/15 E.3. Holidays (pay codes HO.A-HO.J and HOWRK)

Holiday pay codes are mass entered from the Payroll Department into each employee’s record, if they are eligible for the holiday pay. Each employee’s holiday pay code is assigned according to his or her average daily hours and contract term.

Twelve (12) month contract employees are paid for eighteen (18) holidays each fiscal year and will be assigned the holiday (HO.A) pay code.

Nine (9) to eleven (11) month contract employees are paid for the holidays occurring during their work term that are scheduled for teachers in the approved school calendar. They will be assigned the holiday (HO.B), (HO.C), or (HO.D) pay codes depending on the length of their work term.

All part-time employees (less than thirty (30) hours per week), working a minimum of eight (8) months, excluding substitutes and temporary employees, shall be paid for nine (9) holidays beginning their 6th year of continuous employment. This includes twelve (12) month part-time employees.

The scheduled holidays and holiday pay codes are as follows:

6-8 Yrs 9-13 Yrs. 14 Yrs + (HO.E and HO.F) (HO.G and HO.H) (HO.I and HO.J) Days Days Days Labor Day -1 Veterans Day -1 Veterans Day -1 Veterans Day -1 Thanksgiving -2 Thanksgiving -2 Thanksgiving -2 Semester Break -2 Semester Break -4 Semester Break -4 Presidents -1 Presidents -1 Civil Rights -1 Spring Break -2 Spring Break -2 Presidents -1 April Break -1 April Break -1 Spring Break -2 April Break -1

The amount of holiday hours earned is determined by the employee’s average hours. If the average hours are 5.8 or 3.8 a day, the hours will be rounded to 6 or 4. Holidays will only be paid if the employee works the day before and after the holiday, unless the day before and/or after the holiday is a normal scheduled day off. Notify the Payroll Department during the current week if a holiday pay code appears on the record of an employee that you know should not be earning the holiday.

If an employee is required to work on a day that is designated as a holiday for their work term, they will be compensated at time and one-half (1 ½) for all hours worked. The Kronos system

Section VII-60 Revised 7/27/15 automatically assigns the pay code (HOWRK) when the employee clocks in and out for their worked time on the holiday. The employee will also receive the holiday pay.

E.4. Overtime (pay code 150)

When an employee works over forty (40) hours during a week, the Kronos Timekeeping System automatically assigns the overtime (150) pay code to the hours worked over forty. The total hours assigned the overtime (150) pay code are then paid at one and one-half (1 ½) times the employee’s hourly rate.

E.5. Regular Work Hours (pay code REG)

The combination of a clock in and clock out on the employee’s record is considered a block of time and automatically assigns the pay code (REG). The worked hours accumulate in the (REG) pay code and are shown in the Time Editor on the bottom of the screen.

If an employee forgets to clock in or clock out, the employee needs to fill out a ‘Kronos Punch Adjustment’ slip and submit it to you for editing. While editing the employee’s record, be sure to verify that all of the worked hours are directed to the correct transfer code or position number for funding. If an employee works over forty (40) hours in their workweek, Kronos automatically assigns the additional time to the default of either overtime (150) or compensatory time (COMP).

E.6. Shift Differential (pay code REG2 and REG3)

Shift differential is paid to those contract employees whose scheduled work shift is substantially different from the standard working hours. Substitutes, part-time, or temporary employees do not qualify for shift differential.

The shift differential is paid when fifty-one percent (51%) of the worked hours fall in either the second shift or the third shift as defined by the Governing Board.

 The second shift (REG2) hours will fall between 2:00 p.m. and 12 midnight and pay thirty-five cents (.35) more per hour.  The third shift (REG3) hours will fall between 11:00 p.m. and 7:00 a.m. and pay fifty cents (.50) more per hour.

The Kronos timekeeper system will automatically assign the shift differential (REG2) or (REG3) pay code to the hours when all of the criteria are met for each shift.

Section VII-61 Revised 7/27/15 F. POSITION NUMBERS FOR FUNDING PURPOSES

All hours in the Kronos Timekeeper must be directed to the correct position numbers. If the time is not properly assigned, your budget will be affected. A position selection screen has been added in the Time Editor listing all of the position numbers and transfer codes assigned to each of your employees. Use the screen to select or view the correct position number when editing.

F.1. The Position Number Select Screen

The position number select screen is located within the Time Editor in Kronos. It can be accessed by using the edit, add, or insert function. (Refer to Section III, page 19, Viewing Available Positions) The information on the position select screen includes the six digit alphanumeric position number, the three digit transfer code that correlates with the six digit position number, the start date and stop date, the funding sources, the average hours, and the hourly rate of each position.

The position select screen gives you access to view all of the valid position numbers PARFed and set up in the system for the employees at your site. The information in the position select screen should help you to verify that either the six-digit alphanumeric position number or the three-digit transfer code, entered at the clock by the employee, is correct.

F.2. Position Numbers and Transfer Codes

When a PARF is generated to have an employee work a job at your site and have it funded through a specified account, a position number is assigned. The position number flows from the OBARS system to the Kronos system and becomes the default position number. All hours will flow to the default position number unless the editor redirects the time to other position numbers.

If the employee has been hired for several jobs, the employee will have multiple position numbers. Since the Kronos system allows only one position number to be the default, the position number with the most hours will become the primary position and the Kronos default.

When a part-time (less than 30 hours per week) employee has more than one position number, the employee will need to use the transfer button at the clock and enter a transfer code to direct the time to the other position numbers. When a contract employee (30 hours per week or more) has multiple positions that make-up their contract they do not use a transfer code, nor do they swipe in and out for changing positions.

If a contract employee is working a position other than their regular contract, they will need to use the 3-digit transfer code. The transfer code is tied to the last two alpha characters of the position number. (Refer to Section IX, Position Codes for Classified Part-Time and Classified Job Master)

Transfer punches need to be done using the button on the clock. When an employee is changing positions, they should not be swiping out and then waiting a minute or two then swiping back in.

Section VII-62 Revised 7/27/15 By using the transfer button at the clock, Kronos will insert an out punch and an in punch under the code used.

If an employee has more than one job with the same 3-digit transfer code, the Kronos Editor will need to edit the code with the 6-digit alphanumeric code. When entering an absence other than unencumbering, you may redirect the time to another position or Kronos will automatically split the hours.

F.3. Student Activities Transfer Code

All employees who have a ‘regular’ position with the District will swipe all time worked through Kronos. When an employee works for a student activity function, the time must be transferred by using the three digit (777) code at the clock. The funding usually comes from student clubs monies or organizations. Make sure, when you are entering the student activity under the 777 code that you enter the correct account code on the edit screen. (Refer to Section III, page 17, Editing Student Activities Records)

Employees who work ONLY in a position funded by student activities monies will not always be issued a badge and will not swipe their time through Kronos. Edit slips will need to be done for those without badges.

All time worked by an employee will be gathered in Kronos and calculated for overtime. If the student activity puts the employee into overtime, it is very important that you monitor and redirect the overtime to the student activity position number for funding. (Refer to Section III, page, 15, Forcing Overtime / Comp Time)

F.4. Rental Functions Transfer Codes

District personnel, who work a rental activity that is not part of their regular shift, will continue to submit these hours on a Rental Payroll Form in addition to “swiping in” and entering the correct three-digit code at the clock.

When any of your staff requests or submits a PARF for overtime (or additional hours beyond their contract hours) for a rental at your facility, give the employee the Student Activities/Rental form.

Facility Assistants, Lead Custodians, Office Personnel, or any other employee who works overtime (or additional hours beyond their contract hours) for rental functions must clock in using the correct rental transfer code. There are two (2) possibilities.

 Rental Within the District 760 (School to School, Department to School, Program to School)  Rental Out of the District 773 (Outside business or agency using the school facility)

Section VII-63 Revised 7/27/15 The overtime/additional hours must continue to be turned in on the Student Activities/Rental form. Completing the form will ensure that the group renting your facility is billed properly and that your school’s civic center fund is reimbursed for the expense of the overtime. If the form is not submitted, the renter may not be charged for the hours worked.

As with student activities, it is very important that overtime be directed to these rental codes. Further, for employees that have multiple overtime positions, you should use the position select screen to assign the full six (6) alphanumeric number. This will ensure the payroll programming will select and pay against the correct position number and account code.

Section VII-64 Revised 7/27/15 SECTION VII

PREPARING REPORTS FOR PAYROLL

A. OUT OF CURRENT WEEK ADJUSTMENT FORM

The ‘Out of Current Week Adjustment’ form is used to capture all of the missed punches and absences that were not entered within the current week. The form can also be used to journal entry absence codes and position numbers that rolled into history incorrectly.

The ‘Out of Current Week Adjustment’ form can be submitted daily. The Payroll Department will date and time stamp each form received. If the report is received before the cut off time, it will be added into the employee’s current paycheck. If it is not received by the cut off time, it will be processed on the next payroll check. Current cut off times and dates can be found on the Payroll Intranet website. Please be sure to email this form to your payroll specialist and follow up with the signed copy through the inter-office mail. Retain copies for the current fiscal year at your site.

A.1. Form Information

The ‘Out of Current Week Adjustment’ form is the means of getting the employee paid for the time and absences that were not entered in Kronos before it processed and rolled into history. The missed time needs to be paid as promptly as possible.

All missed punches or absences reported on this form must have backup signed by the employee. The ‘Kronos Punch Adjustment’ slip is the backup for the missed time/punches. The absence report is the backup for the missed absences. The missed information should be written on the employee’s time card for your records and the employee’s. The employee needs to initial the corrections added to their signed time card.

The information on the ‘Out of Current Week Adjustments’ form must be filled out completely and accurately to ensure prompt payment. An explanation would be helpful if it is a complicated entry. The data listed on the report will be researched and entered into the payroll system by the Payroll Department. The following fields must be completed:

Name Must be the exact name as in Kronos (no nicknames).

Employee Number Must be the employee unique number (not necessarily the badge number).

Hourly Position Code Must be the six-digit alphanumeric position number, (not the three-digit transfer code). Only list the position code for hourly records.

Date Is the date of the missed absence or missed punch/punch error.

Missed Punch Information (Clock In, Begin Lunch, End Lunch, and Clock Out) The missed punch information on this form must be the same as indicated on the ‘Kronos Punch

Section VII-65 Revised 7/27/15 Adjustment’ slip signed by the employee. Enter the punches that are missing or incorrect in Kronos. If deleting a punch, enter the punch with parenthesis around it (i.e. (8:30)). Hours to Adjust in History List the actual hours that need to be adjusted. Any time you enter a missed punch or absence on this form, you must enter the hours to adjust. The minutes (.15, .30, .45) must be reported as hundredths / quarter hours (.00, .25, .50, .75).

The only time the negative sign (-) is used is when time needs to be reversed or deleted from Kronos. Do not enter the positive sign (+) when entering hours and minutes in this field. The positive sign (+) is implied.

Examples:  If both lunch punches are missed, the employee would be overpaid and a negative (-) adjustment would be entered. (Refer to page 6, example L.)  If time was paid on a pay code or position number in error, a negative (-) adjustment would be made to reverse the time. (Refer to pages 5-6, examples D, E, F, and J.)

Absence/Pay Code (if applicable) List all absence adjustments and any missed punches with specific pay codes other than ‘REG’. (Refer to Section II, page 2, Absences/Attendance Pay Codes, and Section VI, page 5, Pay Codes for Generating Pay.)

SA Account (if applicable) When turning in time for Student Activities, you must provide the seven (7) digit SA Account number in order for this to be paid. The SA Account number is the 3-digit school number, a dash, and then the 4-digit function code (i.e. 275-1301).

A.2. Required Data Needed for Corrections

To ensure employees are paid as promptly as possible for the missed punches and absences, fill in all of the required fields accurately and completely.

Missed/Absence Corrections All classified and certified absences that are not entered in Kronos in the current week must be submitted on this report form. (Refer to page 5, Examples A, B, and C)

The following fields are required:

 Name - No Nicknames  Employee Number – (EIN) Do not use the badge number  Hourly Position Code – must be the primary six-digit alphanumeric position number. Do not use the three-digit transfer code. Only list a position code for hourly records.  Date - Date of Absence correction  Hours to Adjust in History – Use a (–) negative sign to delete from Kronos. Report the time in hundredths (i.e. 4.25, 7.75).  Absence / Pay Code

Section VII-66 Revised 7/27/15 Missed Time Punches All classified employees’ missed punches that are not entered into Kronos in the current week must be submitted on this report form. (Refer to pages 5-6)

The following fields are required:

 Name – No Nicknames  Employee Number – (EIN) Do not use the badge number  Hourly Position Code – must be the primary six-digit alphanumeric position number. Do not use the three-digit transfer code. Only list a position code for hourly records.  Date – Date of the missed punch  Missed Punch Information  Only list the punch errors, not each punch for the day. The actual missed punch or the duplicate/double punch is the only punch that needs to be entered on the missed punch information fields.  Hours to Adjust in History  Only input the adjustment amount. (Take the total for the day from Kronos and subtract the actual hours that should have paid, the difference is the adjustment amount.) Use the negative sign (-) if you want the hours docked.  Absence/Pay Code, if applicable  Use for anything other than ‘REG’ (i.e. ‘150’ for overtime).  SA-Account #, if applicable-Use for Student Activities adjustment (777 transfer code)

Journal Entry to Correct Position Numbers All missed transfer code punches that have not been corrected by the editor in Kronos in the current week must be submitted on this report form to ensure proper funding. (Refer to page 5, Example F and J.)

The following fields are required:

 Name – As listed in Kronos No Nicknames  Employee Number – (EIN) Do not use the badge number  Hourly Position Code – Only list a position code for hourly records. The primary six-digit alphanumeric position number must be used. Do not use the three-digit transfer code.  Date – Date the transfer punch was missed  Hours to Adjust in History

To correct the journal entry information, you will need one line item to reduce the hours in the overstated position number and then another line item to add hours to the correct position number. For the overstated hours, use the negative sign (-).

Section VII-67 Revised 7/27/15

Section VII-68 Revised 7/27/15

Section VII-69 Revised 7/27/15 B. S.R.O. PAYROLL REPORT FORM

The ‘S.R.O. Payroll Report’ is used to record hours worked by City of Mesa police officers who are not funded through the Safe Schools Grant, but are funded through the District as a School Resource Officer. Generally these will be hours worked at the junior high and success school levels; however, there may be some hours at the high school level that need reported on the S.R.O. form. Hours worked by police officers under school funding and not through the Safe Schools Grant, or reported to Student Activities, or as the usual School Resource Officer position, shall be reported on the ‘Out of Current Week Adjustment’ form. (Procedures for hours reported to the Student Activities Department has not changed as of the revision date listed below.)

The ‘S.R.O. Payroll Report’ form is submitted to Payroll once per pay period—prior to the cut-off time listed on the right-hand side of the report. However, it is also acceptable to submit the ‘S.R.O. Payroll Report’ each Friday—prior to the cut-off time listed, and for the current pay week just ended—if this is easier for you. The S.R.O. form should only be submitted to Payroll once you have the timesheet and matching payment invoice. After submitting the form to Payroll, the original/signed copy needs to be sent in to Payroll with all reported timesheets and payment invoices through the inter-office mail. Retain copies at your site through the current fiscal year.

B.1. Timesheets

A timesheet will be submitted by the officer at the time the officer works. It is to be completed and signed by the officer at the time the officer works. A copy of the completed timesheet is to remain at your site and a copy submitted to the Mesa Police Dept. Once the officer has submitted a copy of the timesheet to Mesa PD, a payment invoice will be generated by Mesa PD and sent to your site either by fax or email.

The timesheet will state the following information:  Job #  Date of Job  Location of Job  Hours worked  Officer’s name  Officer’s badge # (Do not use this as the EIN on the S.R.O. Payroll Report Form.)  Officer’s phone number

B.2. Payment Invoices

The Payment Invoice, will state the following information needed for reporting hours worked:  the officer’s name  the job #  the date of the job  the time of the job  the job to be performed in the ‘Special Instructions’ box  “SRO Off-Duty Work Request” for hours to be submitted on the ‘S.R.O. Payroll Report’ “Off-Duty Work Request – ______” for hours worked doing other functions (i.e. Dance or Football Game) will be submitted to the Student Activities Department

All payment invoice information should match the timesheet information completely.

B.3. Form Information

Section IX 70 Revised 3/24/2014 The ‘S.R.O. Payroll Report’ must be filled out completely and supported with proper documentation before being submitted to Payroll. Fields that can be entered once and saved are Payroll Clerk, School/Dept., Site Number, and Phone/Ext. Fields that need completed each pay period are:

Date: the date the form is completed

Pay Period Begins: The current pay date can be found to the right of the main form. Select the current start date by using the drop down arrow in the field.

Pay Period Ends: Using the current pay date again, select the corresponding stop date with the drop down arrow in the field.

Name: The name should match both the timesheet and the payment invoice (as well as what Human Resources should have on file).

Employee Number (EIN): The EIN number is provided by Human Resources. Do not use the officer’s police badge # or Social Security Number on the form.

Date Worked: Each day is listed separately even if an officer works at your location multiple days within the pay period.

Job #: This number is listed on both the timesheet and the payment invoice. These numbers must match between the timesheet and payment invoice.

Total Hours Worked: This should match the amount of hours noted on the work order.

Signature – Principal or Supervisor: The original must be signed and sent to Payroll, along with all timesheets and work orders listed on the form.

Following is an example of what the form looks like:

Section IX 71 Revised 3/24/2014

Section IX 72 Revised 3/24/2014 SECTION VIII

REVIEW EDITOR’S ROLE FROM PARFS TO PAY CHECKS

Your role as an editor is very important. Your function is to ensure that each and every employee at your department or school has accurate payroll records. Through your knowledge and understanding of the District’s policies and procedures and the Kronos timekeeping system, you will ensure that your employees will be paid timely and accurately.

The PARF you initiate when you hire a new employee is the beginning process. The information on the PARF is input into the OBARS system by Human Resources using many codes. The codes tell the system how to handle the employee’s punches. Once the information is entered in OBARS and downloaded into the Kronos system, the employee begins swiping at the clock. After the punches have been collected from the clock, the editor monitors and edits the employee’s records.

ALL EDITING MUST BE COMPLETED BY 10:00 A.M. FRIDAY MORNING FOR THE WEEK BEING PROCESSED.

At the end of a pay week, time card/sheets are printed by the editor and signed by the employee and the administrator. If punches were missed and not entered into the Kronos system before rolling and posting into history, the information needs to be entered on the Out of Current Work Week Time Adjustments form. This will ensure the recording of the missed information. The final result is a paycheck with all monies directed to the appropriate funding.

A. INITIATE PARF’S FOR HIRING

When a person is hired to work for Mesa Public Schools, a Personnel Action Request Form (PARF) is generated. The PARF, after approval from all sources, is the document used to enter the employee record into the system with all payroll and accounting information. Without a PARF, the employee would not be in the system and therefore would not receive a payroll check.

The Personnel Action Request Form is done electronically online.

The following information must be completed on the PARF.

 Employee Unique Number (EIN)  Last and First Name  School/Department  Position/Title  Email Address  Work Site  Start and End Date  Length of Contract or FTE  Hours Per Week  Who the Hire Replaces  Account Codes

Section IX 73 Revised 3/24/2014 B. KRONOS SCHEDULING FORMS

The Kronos Scheduling form must be completed for the following departments: Operations, Information Systems, and Security. Forms will also have to be completed for the following schedule types or changes: alternative work week, positions eligible for shift differential, changing a scheduled lunch to no lunch or visa versa, or changing the default to receiving Overtime pay to Comp Time accrued would require a scheduling form. Comp Time to Overtime would require a PARF to be completed. (Kronos Scheduling Forms are available online at Payroll)

B.1. The Kronos Scheduling Form

Verify that the form is filled out completely and accurately.

 Complete the employee’s full name (no nicknames) and social security number or EIN.  Complete the Position title.  Complete the Site Name and Department.  Indicate if New Hire, Schedule Change (Enter the Start Date), or Temporary Schedule (Enter the Start and Stop Dates).

Section A  Check the appropriate box indicating the employee’s workweek Regular OR Alternate Workweek (9/80) schedule (Refer to Section VI, page 3, Workweek.)  If an Alternate, check the day of the week the employee alternates between the eight (8) hour work day and the day off. Monday, Tuesday, Wednesday, Thursday, Friday  Indicate the date of the first day off.  Indicate whether the hours worked over forty (40) will default to comp time earned (only contract employees are eligible for comp) or overtime paid. Accrue as Comp Time OR Receive Overtime  Indicate if the employee is eligible for shift differential. (Refer to Section VI, page 7, Shift Differential).

Section B  Indicate the contract status and the length of the contract. Contract = Full-time OR Non-Contract = Part-time, substitute, temporary, or student  Indicate if the employee takes a scheduled lunch. (Employees working 8 hours per day must take a lunch.) No Lunch OR Lunch (employee takes a 30-60 minute lunch by request, not a break between jobs.)  Hours per day

Section C  Complete a breakdown of the employee’s working schedule. (Do not use the lunch times to indicate a break in shift)

The Schedule form should be reviewed by the site supervisor/administrator. All forms need to be sent directly to the Payroll Clerk.

Section IX 74 Revised 3/24/2014 C. MONITOR BADGES

When employees are hired, they are issued a badge. The badge serves as identification and a means to view hours worked and accrual information from the Kronos clock. For classified employees the badges are used to record ‘in’ and ‘out’ punches for pay purposes.

All badges are printed with the employee’s name as it exists in the Human Resources database.

C.1. Monitor the New Hires’ Punches

If the employee receives his/her badge and begins swiping before they are entered into Kronos, the employee’s punches will not record. Verify that the employees are in the system before they begin swiping.

You can verify that the employee is in the system by going into the Time Editor. If you are able to view the employee, that verifies they are set up. If the employee is not in the system, have the employee fill out a Kronos Punch Adjustment slip until you are able to view the employee in Kronos.

If the employee is transferring from another site you may not be able to view them in Kronos immediately. As long as they are an active employee they will still be able to swipe even if they do not see their name on the clock.

C.2. The Badge Replacement Form

When a badge is lost or damaged, the employee must come to the editor and request a new badge. Fill out the ‘Kronos Badge Request Form’ and send it into Human Resources for a replacement. (Refer to Human Resources website for the Badge Request Form.)

The employee will have to complete a Kronos Punch Adjustment slip during the time they are without a working badge.

The form must be complete before submitting to Human Resources.

 Reason for the Request (Employees will be charged for lost badges and new photos.)  Employee Signature (if lost or for a new photo)  Classification (Certified, Classified, or Substitute)  Employee Name  Current Badge #  Site Name  Supervisor signature (or the secretary signature if the supervisor is not available)  Date

Employees who transfer positions must take their badge with them. The badge does not need to be reissued for transfers.

Section IX 75 Revised 3/24/2014 D. REPORT CLOCKS WHEN MALFUNCTIONING

When clocks are not functioning properly, you may need to call either the Payroll office at 472-0444, or the Help Desk at 472-0044, depending on the problem. If the problem is with the time on the clock being incorrect, call the Payroll office. If the problem is related to the clock not functioning, call the Help Desk.

E. REPORT EMPLOYEE ABSENCES IN KRONOS

When an employee is absent, an Absence Report Statement must be completed and signed by the employee (excluding part time employees with less than five (5) years of service). The signed absence report gives you permission to go into the employee’s time record and enter the absence. (Refer to Section II, page 1, Absence Reports)

After you have entered the absences in Kronos, have the administrator sign the Absence Reports and submit the signed white copies to the Payroll Department immediately.

All absences must be entered prior to processing Kronos. If they are not entered in the current week, they must be entered on the ‘Out of Current Week Adjustment’ form and sent to the Payroll Department immediately to ensure timely payment. Hourly employees receive pay based on hours posted in Kronos. If the absence is not posted then it will not be paid.

E.1. Edit Shared Employees

When an employee works at more than one school, the employee can only be edited by one school site. Human Resources will determine the home school of the employee based on the site with the majority of the hours. All absences as well as edits will need to be reported to the home school for Kronos reporting.

E.2. Inform Employees of the Absence Reporting Procedures

Inform employees of the necessary procedures to follow when they are absent.

 Teachers must call both the substitute office and the school principal.  Floating teachers must call the substitute office, school principal and department director.  All employees must call the school or department.  All employees must complete an absence report immediately and submit it to his/her home site for input into Kronos by the primary Kronos editor.

Section IX 76 Revised 3/24/2014 F. EDIT EMPLOYEE’S RECORD FROM THE KRONOS PUNCH ADJUSTMENT SLIPS

Each morning the previous day’s punches should be reviewed and corrected if necessary. All corrections must be done from the Kronos Punch Adjustment slip. They need to be signed by the employee and the immediate supervisor.

F.1. The Kronos Punch Adjustment Form

Verify that the form is filled out completely and accurately.

 Is the employee’s name the same as on their paychecks? (No nicknames)  Is the EIN number or badge number complete and accurate?  Is the missed punch information completed (date, time, if necessary, the position or transfer code, the shift circled, and the reason circled or written in)  Is the slip signed and dated by the employee and the employee’s immediate supervisor?

F.2. Verify Punches, Position Numbers, and Pay Codes

Each day you edit the employee’s records, verify that the punches, position/transfer codes, and pay codes are correct. Do the necessary editing to make the record correct.

 Verify daily punches.  Monitor the employee’s 3 digit transfer codes.  Select the correct overtime position number when the employee has multiple overtime position numbers.  Force overtime to the appropriate position number and/or day if necessary. You can only force overtime to comp time or comp time to overtime if the employee has actually worked over forty (40) hours. Holidays and paid absences do not count as actual worked hours. The pay code (REG) must be forty (40) hours. (Refer to Section III, page 15, Forcing Overtime/Comp Time.)  Monitor the holidays entered by the Payroll Department. If you disagree with who received the holiday or the amount of time received for the holiday, contact your payroll clerk for verification and correction. Do not make any changes to the holiday record.

F.3. Inform Employees of the Clock Procedures

Inform the employees of the procedures they need for punching their time at the clock.

 Punch the time clock daily for all the hours worked. Swiping in and out for lunch or for breaks in between jobs longer than fifteen (15) minutes.  Direct punches to the appropriate funding source by using the three-digit transfer code at the clock.  Fill out the Kronos Punch Adjustment slip when they miss punches, transfer codes, or double punch.

Section IX 77 Revised 3/24/2014 G. MONITORING CERTIFIED HOURLY

Certified employees working hourly positions report their hours at the Kronos clock. If an employee works for multiple sites only the active primary site can be the Kronos editor. Since the Kronos Timekeeping System only allows one editor, you may have to edit hours worked for other sites. Even if a certified staff member is working for a different site, the home site is the site responsible for the hours (watching for errors, making adjustments, printing/retaining time cards, etc.).

G.1. Procedures for Certified Hourly

 Inform the employee of the clock procedures. Certified employees do not clock in and out, they have a special procedure to follow at the clock. (Refer to Section IX, page 10, Reporting Certificated Hourly Time Worked.) o Teachers cannot enter two blocks of time on the same date with the same time. If working multiple hourly positions on the same day they must use two different start times.  Review the hours reported. Hours are to be entered each day as worked and not as a lump sum. o Employees are not to hold their hours; hours are to be reported daily.  Review the Position Codes. Make sure the correct four (4) digit position code has been used. o Instruction/Teaching codes are in the 1000’s o Prep/Curriculum codes are in the 2000’s o Blended rate codes are in the 3000’s Note: only instruction time is reported for blended rates; prep time is accounted for in the rate of pay.  Review the dates worked. Future dates are not allowed. If hours from a past week were missed, the hours still need to be reported in the Kronos clock. The hours are to be entered using the date worked. The editor will need to verify the hours, change the date to the current week’s Saturday date, and post the actual date(s) on the comment line. Late entries of time worked are to be an exception only.  Make the necessary edits. Edit slips are not necessary for changes being made to the Kronos record. o The only time hours are to be manually added by an editor is if the employee does not have a working badge.  If an employee claims to have swiped hours that did not appear in Kronos, it’s possible that two entries were made at the clock during the same minute causing a ‘double punch’. The second entry will not flow into Kronos. The missing time would need to be reentered at the clock.  Print weekly timecards. The timecards must be signed by the employee and the administrator/supervisor.

Section IX 78 Revised 3/24/2014 H. PREPARE PAYROLL REPORTS

When the Payroll Department receives reports—Out of Current Week Adjustment form and/or S.R.O. Payroll Report—they will be date and time stamped. (Refer to Section VII) If a form is received before the final date and time cutoff, the document will be processed. If a form is received after the final date and time cutoff, the document will be processed on the next payroll.

H.1. Out of Current Week Adjustment Form Procedures

The ‘Out of Current Week Adjustments’ form is for all punch, absence, and position code corrections that were not done in the current week when Kronos processed. This report can be sent into the Payroll Department daily. The hours recorded on the ‘Out of Current Week Adjustments’ form will be keyed manually in the Payroll Department. Missed punches will not appear in history even once paid.

 Complete the top section of the form when saving as your master.

 Once the form has been sent to payroll use a new form for additional adjustments.

 The original report form must be signed by the administrator and sent to the Payroll Department as quickly as possible following the electronic transmittal.

 Keep a copy for the current fiscal year then shred.

H.2. S.R.O. Payroll Report Procedures

The ‘S.R.O. Payroll Report’ form is used to report hours worked by City of Mesa police officers who are not funded by the Safe Schools Grant. This report should be sent into the Payroll Department once each pay period prior to the cutoff time/day listed on the spreadsheet. The hours recorded on the ‘S.R.O. Payroll Report’ form will be keyed manually in the Payroll Department. Time worked for Student Activities by a police officer should still be turned in to the Student Activities department for processing.

 Complete the top right-hand section of the form when saving as your master.

 The form is to be turned in once per pay period.

 The original report form must be signed by the administrator and sent to the Payroll Department, along with all corresponding work orders (payment invoices), as quickly as possible following the electronic transmittal.

 Keep a copy for the current fiscal year then shred.

I. FILE EMPLOYEE’S SIGNED TIME CARD

Section IX 79 Revised 3/24/2014 Time cards are mandatory for all certified hourly, non-exempt contract, and part-time classified employees in order to meet the Wage and Hour provisions of the Fair Labor Standards Act.

Both the employee and supervisor/administrator must sign the time card. Signed time cards are to be given to the primary Kronos editor at the site.

The time cards are kept at the individual sites for four (4) full years plus the current fiscal year and then either sent to the Payroll Department for shredding or shredded on site.

I.1. Inform Employee of Time Card Procedures

The time card is the opportunity for the employee to agree or disagree with the time reported for payment.

 The employee is to sign the weekly time card after reviewing.

 The employee is to have his/her supervisor/administrator sign the time card.

 The employee is to return the signed time card to the Kronos editor when complete.

Section IX 80 Revised 3/24/2014 J. PAYCHECKS

All live paychecks are delivered to the department or school during the school year (starts the first check in August through the check in May, prior to the last day of the school year). In the summer months some twelve month departments continue to be picked up while other departments and all schools are mailed to the home address on file. It is crucial that employees verify their mailing address on their paycheck. If the employee needs to change their address they must complete a Personal Data Change Form and send it to Human Resources. (Forms are available in Human Resources or on their website.)

You must take precautions with the checks that are delivered to your site!

Recommended Procedure 1. School secretary places the live checks in sealed envelopes and distributes personally. DO NOT LEAVE CHECKS IN AN EMPLOYEE’S MAILBOX!

2. School secretary files the live checks in sealed or reusable envelopes labeled with the employee’s name and place them in an alphabetical file box. The employee signs a sheet indicating the check has been received and then removes the check from the file box.

3. Unclaimed checks must be locked up overnight.

4. Unclaimed checks must be returned to the Payroll Department after 5 working days.

The earnings on our paychecks will show a breakdown by various pay codes. The following pay will show on your check when you use the pay codes that fall into the category (a more detailed list is available online under the Payroll website’s Documents Tab: “How to Read your Pay Stub”).

Short Description on Check Pay Codes in Kronos Comp Pay T, WT Hol Wrked HOWRK Holiday HO.A-HO.J Hrly Pay REG, CRTH, 15MIN, M, P, SJ, TR2, TR3 Jury Y, J, H, K Overtime 150 Shift Hrly2 REG2 Shift Hrly3 REG3 Sick Lv Pay G, L1, W Vac Pay V, WV

Section IX 81 Revised 3/24/2014 SECTION IX

ATTACHMENTS AND FORMS

ATTACHMENTS

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 Nearest Quarter IX-9 Reporting Certificated Hourly Time Worked IX-10

ONLINE DOCUMENTS AVAILABLE ON THE PAYROLL WEBSITE

Intranet Absence Report Statement How to Read Your Pay Stub Is Your Paycheck Correct? Kronos Scheduling Form Out of Current Week Adjustment Form Employee Pay Schedule PARF & Payroll Due Dates Retention Schedule for Payroll Records Alternative Week 9/80 Schedules

ONLINE DOCUMENTS AVAILABLE ON THE HUMAN RESOURCES WEBSITE

Staff Resources – Forms Absence Report Statement Badge Request Form Punch Adjustment Form Personal Data Change Form

Section IX 82 Revised 3/24/2014 KRONOS ABSENCE CHART

PAY ABSENCE TYPE CODE DESCRIPTION / EXPLANATION

ADMINISTRATIVE LEAVE L Administrators are allowed 8 days per fiscal year, which will be deducted from their sick leave balance. MUST PARF COMP TIME T Classified Hourly who have previously earned comp (in lieu of overtime) may use comp hours for an absence. COURT SUBPOENA H Employees that are eligible for sick leave will be paid their workday on the day(s) of the absence. MUST PROVIDE COPY OF SUBPOENA FOOD AND NUTRITION NON- F Food and Nutrition pay code for tracking non-worked, unpaid time. WORKED TIME FURLOUGH TIME* FT Unpaid, non-work day that would otherwise be a paid workday. INDUSTRIAL INJURY PAID W If an employee has a work related injury, earns sick leave, and is on a continuous leave; only the first 5 work days will be posted and paid (if there is time available from the sick leave accrual). INDUSTRIAL INJURY UNPAID* WU Once an employee is considered to be on an Unpaid Work Comp. INDUSTRIAL INJURY WV If an employee has a work related injury, earns vacation, and is on a VACATION continuous leave; only the first 5 work days will be posted and paid (if there is time available from the vacation accrual). Used after ‘W’ is exhausted within the first 5 workdays. INDUSTRIAL INJURY (COMP WT If an employee has a work related injury, earns comp time, and is on a TIME) continuous leave; only the first 5 work days will be posted and paid (if there is time available from the comp time accrual). Used after ‘W’ is exhausted within the first 5 workdays. INDUSTRIAL INJURY W2L If a certified employee has a work related injury and is on a continuous PERSONAL LEAVE (2L) leave; only the first 5 workdays will be posted and paid. Used after ‘W’ is exhausted within first 5 workdays, but cannot exceed the 3-day limit for 2L use. (See 2L description below) JURY DUTY 1 DAY ONLY Y Employees that are eligible for sick leave will be paid their workday on the day(s) of absence due to Jury Duty. They MUST provide paperwork to JURY DUTY $12 PER DAY J prove jury service (cannot be summons). If jury service cannot be confirmed personal leave, vacation, or off contract time must be used. If released they JURY DUTY $40 PER DAY K must report to work. A deduction will take place if paid by the court, excluding mileage. MILITARY LEAVE PAID M Employees are allowed 30 days paid every 2 years. A copy of the orders must be provided to Human Resources as well as a PARF. MILITARY LEAVE UNPAID MU Once an employee has exhausted their Military Leave. Eligible accruals may be used if requested by the employee. A copy of the orders must be provided to Human Resources as well as a PARF. OFF CONTRACT O When an employee has exhausted all eligible leave (Personal Leave, Comp Time, and Vacation), excludes sick leave. OFF CONTRACT/NO SICK Q Once sick leave has been exhausted, all other eligible leave must be LEAVE exhausted before going off-contract/no sick leave. (Other eligible leave = Comp Time, Personal Leave $85, or Vacation) PERSONAL LEAVE L1 Personal leave is deducted from sick leave (must have sick leave time available in order to use). Certified are allowed 2 days per fiscal year (MUST PARF), Classified Hourly are allowed 3 days (12 mo) or 5 days (<12 mo) per fiscal year, and Supervisors are allowed 7 days per fiscal year. PERSONAL LEAVE DEDUCT 2L Certified are allowed 3 days per fiscal year where they will pay the cost $85 equal to a substitute, even when no sub is needed. MUST PARF PROFESSIONAL LEAVE P Employees attending workshops, conferences, conventions, seminars, and/or clinics approved by the Superintendency.

Section IX 83 Revised 3/24/2014 KRONOS ABSENCE CHART (continued)

PAY ABSENCE TYPE CODE DESCRIPTION / EXPLANATION

SICK LEAVE G Employee's own illness, an illness involving a member in the immediate household, medical exams, bereavement, FMLA. STUDENT INFLICTED INJURY SJ If an employee was intentionally injured by a student or parent. MUST BE APPROVED BY RISK MANAGEMENT IN EMPLOYEE BENEFITS. TRADE DAY UT Administrators may work up to 5 non-work days a fiscal year. Supervisors may work up to 3 non-work days a fiscal year. They may use these days on non-student workdays. Days must be used by end of fiscal year. Time must be authorized and approved by Superintendency prior to the days being worked. MUST PARF WORKED DAYS AND DAYS TO BE USED. UNENCUMBER* UC Unencumbering is used when an employee does not work all of the hours PARFed. This is a way to add back unpaid dollars into your accounts. Unencumber all non-worked hours for part time hourly who do not earn accruals OR non-worked hours for part time employees who do earn accruals and have exhausted all eligible leave OR contract employees who are off-contract 'O' because they have exhausted all eligible leave. UNPAID LEAVE OF ABSENCE Z Employees going on an unpaid leave need a 'Z' posted on both the first and last day unpaid. VACATION V If the employee earns vacation, they may use it as needed. Administrators MUST PARF.

Absence reports must be completed for all listed *except Furlough time assigned by Human Resources, Industrial Unpaid for Part Time, and Unencumber.

Section IX 84 Revised 3/24/2014 KRONOS CLOCK INSTRUCTIONS

To swipe your badge (record a punch): Slide your card (picture facing you) through the card reader. To verify your punch was successful, you will hear a single beep and on the screen, then you will see your name, the time, and then the date. Press the Esc key to return to the main screen.

KRONOS CLOCK FUNCTIONS

View Hours: Allows you to view total hours worked for the current week and available accruals. Total Hours = Total hours worked for the week through the prior day G, L, L1, W, Absenc = Available sick leave Vac Absence = Available vacation Comp Earned 1.5 =Available comp time

Review Punches: Allows you to view your prior punch date and times done in the last 72 hours. The most recent punch will be at the top. To scroll through, use the page down button or the arrows.

Punch Status: Allows you to view the following: the time of the last punch (at that clock), the date, and how many minutes since the last punch.

Transfer: Allows you to use a 3-digit code to designate a specific job when working multiple jobs.

Certified Hourly: Allows certificated employees who are working hourly positions to report their hourly hours worked. You must designate the date worked, time of day worked, duration (hours and hundredths), a 4-digit position/job code, and then punch (swipe).

Kronos Clock Screen TIME Date Mesa Public Schools ■ View Hours ■ ■ Review Punches ■ ■ Punch Status Certified Hourly ■ ■ Transfer ■

Press the ESC button to return to the main screen

Section IX 85 Revised 3/24/2014 HOW TO SWIPE IN USING A TRANSFER CODE:

Push the button on the Kronos clock for Position Code Trnsfr Enter your 3-digit transfer code, Press ENTER Swipe your badge DO NOT ENTER YOUR BADGE #

This process will also change positions. The process will clock you 'OUT' of the last job, and 'IN' to the new job. When you are ready to clock 'OUT', simply swipe your badge.

COMMON POSITION CODES This is a partial listing of position codes. See your site secretary for your specific codes. FOR PART-TIME EMPLOYEES FOR SUBSTITUTE EMPLOYEES Code Job Title Code Job Title 604 Career Ladder Technician 705 Clerical Aide Sub 600 Clerical Aide - Site-funded 737 Clerical Aide - Regular - SUB ONLY 598 Clerical Aide - Special Ed 499 Computer Lab Tech 521 Crossing Guard 730 Crossing Guard - SUB ONLY 516 Instr Assist - Title 703 Instr Assist Sub 517 Instr Assist - Community Ed 749 Instr Assist - Comm Ed - SUB ONLY 497 Instr Assist - Site-funded 712 Instr Assist - Ext Kg - SUB ONLY 518 Instr Assist I - Special Ed 732 Instr Assist - Site-funded - SUB ONLY 529 Instr Assist II - Special Ed 748 Instr Assist - Special Ed - SUB ONLY

651 Resource Center Aide 752 Toddler Program Manager - SUB ONLY 506 Toddler Program Manager - Comm Ed

MISCELLANEOUS POSITION CODES Code Job Title Code Job Title 759 Extended Contract 527 F&N Lunch 775 Additional 531 F&N Lunch POS 773 Rentals - Out of District 573 F&N Breakfast 760 Rentals - Within District * 574 F&N Breakfast POS 777 Student Activities 575 F&N Free & Reduced – Overtime 778 Overtime 576 F&N Free & Reduced - Additional 755 Summer - Summer Rate 622 F&N Special Event 758 Summer - Regular Rate 766 F&N Temporary Assignment for Trainees

NOTE: Code 497, Instr Assist, includes Playground Monitors, Cafeteria Monitors, and Classroom Aides funded by the school site, Early Childhood, and/or Title.

* Rentals - Within District will include: ~ School to School functions ~ Department to School functions ~ Program to School functions

Section IX 86 Revised 3/24/2014 CLASSIFIED JOB MASTER (used to determine last two digits of position #) Job Code is linked to KRONOS # and cannot change. JOB KRONOS CONTR 1st CODE CODE JOB TITLE STATUS CALN SCHED RANGE STEP PB 497 Instr Assist P 180 US 13 1 PC 498 Home/School Liaison P 180 US 21 1 PD 499 Computer Lab Tech P 180 US 15 1 PE 405 Facility Assist P 180 US 21 1 PF 501 SEI Technician II P 180 US 19 1 PJ 505 Interpreter I P 180 US 32 1 PK 506 Toddler Program Mgr P 180 US 20 1 PL 507 Hearing Impair Assist w Cert P 180 US 20 1 PM 508 SEI Technician P ESL US 17 1 PN 509 Hearing Impaired Assist w/o Cert P 180 US 17 1 PR 513 Office Technician P FISYR US 20 1 PS 500 Speech & Language Assist I P 180 US 42 1 PT 514 Security Monitor P 180 US 23 1 PV 516 Instr Assist Title P 180 US 13 1 PW 517 Instr Assist Community Ed P 180 US 13 1 PX 518 Instr Assist Special Ed I P 180 US 15 1 PZ 520 Instr Assist SEI P ESL US 13 1 QA 521 Crossing Guard P 180 US 13 1 QB 522 Bus Aide P 180 US 13 1 QC 523 Arts Aide P 180 US 13 1 QE 525 Computer Lab Aide P 180 US 13 1 QF 526 Office Specialist – Elementary P 180 US 23 1 QG 527 Food Service Employee (Lunch) P 180 US 10 1 QI 529 Instr Assist Special Ed II P 180 US 20 1 QJ 530 Cafe Special Programs P 180 US 20 1 QK 531 Cafeteria Assistant (Lunch) P 180 US 12 1 QL 532 Classified Nurse P 180 US 43 1 QN 534 Video Specialist P 180 US 33 1 QP 536 HVAC Tech P FISYR US 43 1 QQ 537 Instr Assist Pre K P 180 US 13 1 QS 539 Tutor P 180 US 17 1 QT 540 Comm Liaison P 180 US 18 1 RA 547 Delivery Worker P FISYR US 22 1 RB 548 Bus Driver P 180 US 26 1 RC 549 Courier P 180 US 14 1 RD 550 Custodian Part-Time P FISYR US 17 1 RE 551 Records Clerk P 180 US 22 1 RG 553 Operations Worker P 180 US 8 1 RH 554 Attendance Clerk P 180 US 18 1 RK 557 Service Worker I P 180 US 23 1 RL 558 Parent Educator P 180 US 22 1 RO 561 Whse Worker P FISYR US 25 1 SA 573 Food Service Employee (Breakfast) P 180 US 10 1 SB 574 Cafeteria Assistant (Breakfast) P 180 US 12 1 SC 575 Free and Reduced – Overtime P FISYR US SD 576 Free and Reduced – Additional P FISYR US SY 597 Student Store Clerk P 180 US 20 1 SZ 598 Clerical Aide Special Ed P 180 US 13 1 TB 600 Clerical Aide P 180 US 13 1 TC 601 Office Assistant P 180 US 19 1 TE 603 Health Assist P 180 US 24 1 TF 604 Career Ladder Tech P 180 US 31 1 TK 609 Special Ed Clerk P 180 US 19 1 TO 613 Receptionist P 180 US 20 1 TP 614 R & E Assistant II P FISYR US 28 1 TQ 615 File Clerk P FISYR US 15 1 TT 618 Office Specialist P FISYR US 21 1 TX 622 Special Event P FISYR UX from reg pos VA 651 Resource Center Aide P 180 US 13 1 VB 652 Stage Mgr P FISYR US 25 1 VC 653 Stage Mgr Lead P FISYR US 36 2 VE 655 Paraprofessional P 180 US 13 1

Section IX 87 Revised 3/24/2014 CLASSIFIED JOB MASTER (used to determine last two digits of position #) Job Code is linked to KRONOS # and cannot change. JOB KRONOS CONTR 1st CODE CODE JOB TITLE STATUS CALN SCHED RANGE STEP VF 656 Accompanist P 180 UM 7 1 VG 657 Lunchroom Supervision (Cert for Class) P 180 US 13 7 VI 659 Stage Crew P FISYR US 13 3 WX 700 Crossing Guard Second Account P 180 US 13 1 XA 703 Instr Assist (Sub) P 180 US 13 1 XB 704 Clerical Aide Spec Ed (Sub REG) P 180 US 13 1 XC 705 Clerical Aide (Sub) P 180 US 13 1 XD 706 Instr Assist Diff Acct #2 (Sub) P 180 US 13 1 XE 707 Instr Assist Special Ed I (Sub REG) P 180 US 15 1 XG 709 Instr Assist ECPE (Sub REG) P 180 US 13 1 XJ 712 Instr Assist Ext KG (Sub REG) P 180 US 13 1 XK 713 Instr Assist Pre KG (Sub) P 180 US 13 1 XU 723 Additional - Fac Assist/Cust P FISYR US XX 726 Fourth Additional P FISYR US XY 727 Third Additional P FISYR US XZ 728 Second Additional P FISYR US YB 730 Crossing Guard (Sub only) SUB 180 US 13 1 YD 732 Instr Assist (Sub only) SUB 180 US 13 1 YE 733 Health Assist (Sub only) SUB 180 US 24 1 YF 734 Hearing Impair Assist w/o Cert (Sub Only) SUB 180 US 17 1 YG 735 Food Service Employee (Sub Only) SUB 180 US 10 1 YI 737 Clerical Aide (Sub only) SUB 180 US 13 1 YJ 738 Cafeteria Assistant (Sub only) SUB 180 US 12 1 YK 739 Records Clerk (Sub only) SUB 180 US 22 1 YM 741 Instr Assist Early Ed (Sub only) SUB 180 US 13 1 YN 742 Facility Assist (Sub only) SUB 180 US 21 1 YT 748 Instr Assist Special Ed (Sub only) SUB 180 US 15 1 YU 749 Instr Assist Comm Ed (Sub only) SUB 180 US 13 1 YV 750 Instr Assist Title (Sub only) SUB 180 US 13 1 YW 751 Instr Assist SEI (Sub only) SUB ESL US 13 1 YX 752 Toddler Pgm Manager (Sub only) SUB 180 US 20 1 YY 753 Home School Liaison (Sub only) SUB 180 US 21 1 ZA 755 Summer 1 FISYR UM 2 ZB 756 Summer 2 FISYR UM 2 ZC 757 Summer 3 FISYR UM 2 ZD 758 Summer - Regular position/pay FISYR ZE 759 Extended Contract F FISYR US ZF 760 Rental - School Function P 180 UM 6 ZG 761 Bus Driver Training P FISYR US 26 9 ZH 762 Supplement ECPE P 180 US 13 ZJ 764 Stu Funds Police Officer XTR 180 UM 7 2 ZK 765 Stu Funds Police Sergeant XTR 180 UM 7 3 ZL 766 F & N Temporary Assignment F 9HRLY US ZM 767 Stu Funds Classified (no other positions) XTR FISYR UM 7 1 ZS 773 Rental - Out of District P FISYR ZT 774 Temporary Assignment (Acting for FT) FISYR US ZU 775 Additional FISYR US ZV 776 Student Employee STU 180 UM 1 ZW 777 Stu Funds Classified FISYR ZX 778 Overtime FISYR US ZY 779 Temporary Employee (Temp for FT) TMP FISYR US ZZ 780 Second Overtime FISYR US

(11-12)

Section IX 88 Revised 3/24/2014 TIMEKEEPING CONVERSION CHART

MINUTES HUNDREDTHS TO QTR HR MINUTES HUNDREDTHS TO QTR HR 0.01 0.02 .00 0.31 0.52 .30 0.02 0.03 .00 0.32 0.53 .30 0.03 0.05 .00 0.33 0.55 .30 0.04 0.07 .00 0.34 0.57 .30 0.05 0.08 .00 0.35 0.58 .30 0.06 0.10 .00 0.36 0.60 .30 0.07 0.12 .00 0.37 0.62 .30 0.08 0.13 .15 0.38 0.63 .45 0.09 0.15 .15 0.39 0.65 .45 0.10 0.17 .15 0.40 0.67 .45 0.11 0.18 .15 0.41 0.68 .45 0.12 0.20 .15 0.42 0.70 .45 0.13 0.22 .15 0.43 0.72 .45 0.14 0.23 .15 0.44 0.73 .45 0.15 0.25 .15 0.45 0.75 .45 0.16 0.27 .15 0.46 0.77 .45 0.17 0.28 .15 0.47 0.78 .45 0.18 0.30 .15 0.48 0.80 .45 0.19 0.32 .15 0.49 0.82 .45 0.20 0.33 .15 0.50 0.84 .45 0.21 0.35 .15 0.51 0.85 .45 0.22 0.37 .15 0.52 0.87 .45 0.23 0.38 .30 0.53 0.89 .00 0.24 0.40 .30 0.54 0.90 .00 0.25 0.42 .30 0.55 0.92 .00 0.26 0.43 .30 0.56 0.94 .00 0.27 0.45 .30 0.57 0.95 .00 0.28 0.47 .30 0.58 0.97 .00 0.29 0.48 .30 0.59 0.99 .00 0.30 0.50 .30 0.60 1.00 .00

KRONOS TIME CONVERSION

MIDNIGHT = 1200A NOON = 1200P 1:00 a.m. = 0100A 7:00 a.m. = 0700A 1:00 p.m. = 0100P 7:00 p.m. = 0700P 2:00 a.m. = 0200A 8:00 a.m. = 0800A 2:00 p.m. = 0200P 8:00 p.m. = 0800P 3:00 a.m. = 0300A 9:00 a.m. = 0900A 3:00 p.m. = 0300P 9:00 p.m. = 0900P 4:00 a.m. = 0400A 10:00 a.m. = 1000A 4:00 p.m. = 0400P 10:00 p.m. = 1000P 5:00 a.m. = 0500A 11:00 a.m. = 1100A 5:00 p.m. = 0500P 11:00 p.m. = 1100P 6:00 a.m. = 0600A 12:00 a.m. = 1200A 6:00 p.m. = 0600P 12:00 p.m. = 1200P

Section IX 89 Revised 3/24/2014

Rounding to Nearest Quarter Hour Utilizing 7

Minute Rule MEAL TIERING

60 From To Deduct Minutes Minutes Minutes Hour Quarter 1 7 0 * 8 22 0 * Quarter 23 37 30 Half 15 45 38 52 45 Half 53 67 60 Three Quarter 68 82 75 83 97 90 Three Quarter 98 112 105 Hour 113 127 120 30 *considered a break - compensable

Time Converts Time Converts Time Converts Time Converts Time Converts Time Converts

7:01 7:00 7:11 7:15 7:21 7:15 7:31 7:30 7:41 7:45 7:51 7:45 7:02 7:00 7:12 7:15 7:22 7:15 7:32 7:30 7:42 7:45 7:52 7:45 7:03 7:00 7:13 7:15 7:23 7:30 7:33 7:30 7:43 7:45 7:53 8:00 7:04 7:00 7:14 7:15 7:24 7:30 7:34 7:30 7:44 7:45 7:54 8:00 7:05 7:00 7:15 7:15 7:25 7:30 7:35 7:30 7:45 7:45 7:55 8:00 7:06 7:00 7:16 7:15 7:26 7:30 7:36 7:30 7:46 7:45 7:56 8:00 7:07 7:00 7:17 7:15 7:27 7:30 7:37 7:30 7:47 7:45 7:57 8:00 7:08 7:15 7:18 7:15 7:28 7:30 7:38 7:45 7:48 7:45 7:58 8:00 7:09 7:15 7:19 7:15 7:29 7:30 7:39 7:45 7:49 7:45 7:59 8:00 7:10 7:15 7:20 7:15 7:30 7:30 7:40 7:45 7:50 7:45 8:00 8:00

Hour is Interchangeable Minutes will remain Constant

Section IX 90 Revised 3/24/2014 REPORTING CERTIFICATED HOURLY TIME WORKED:

Human Resources will send notification back to the person who initiated the PARF, at the time the PARF is approved. The PARF notification will include the Kronos code to be used at the clock when entering the time worked. Hours are entered on a daily basis, as worked. DO NOT ENTER FUTURE HOURS.

Step 1 Press the Certified Hourly button.

Step 2 Display will read: Edit Date Press the 'ENTER' button to accept the current day’s date, OR enter the date the hours were worked, then 'ENTER.'

Step 3 Display will read: Edit Time – the time of day must be different for multiple entries on the same date. Enter the time (in military format, see chart below) to the approximate time of day the hours were worked, then 'ENTER', OR Press the 'ENTER' button to accept the current time as displayed.

Step 4 Display will read: Duration (hh:mm) Enter the hours and minutes worked in 15-minute increments (as 15, 30, or 45 minutes); press the 'ENTER' button.

Step 5 Display will read: Position Code Enter the 4-digit code and then press the 'ENTER' button.

Step 6 Display will read: Employee Badge-ID Swipe your badge through the reader (keypad entry will not work).

Step 7 Press ESC to clear the screen.

Conversion Chart for Military Time 12:00 AM = 0000 6:00 AM = 0600 12:00 PM = 1200 6:00 PM = 1800 1:00 AM = 0100 7:00 AM = 0700 1:00 PM = 1300 7:00 PM = 1900 2:00 AM = 0200 8:00 AM = 0800 2:00 PM = 1400 8:00 PM = 2000 3:00 AM = 0300 9:00 AM = 0900 3:00 PM = 1500 9:00 PM = 2100 4:00 AM = 0400 10:00 AM = 1000 4:00 PM = 1600 10:00 PM = 2200 5:00 AM = 0500 11:00 AM = 1100 5:00 PM = 1700 11:00 PM = 2300

Kronos Clock Screen

View Hours BUS WKDY/END ■ NO STAY ■ Review Punches Weekend/Holiday ■ Trip ■ ■ Punch Status Certified Hourly ■ Transfer Spcl Presenter ■ Hours ■

For questions, call the Payroll Department.

Section IX 91 Revised 3/24/2014

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