KRONOS TIMEKEEPER ADMINISTRATIVE GUIDE Updated – January 2009
Page 2 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Table of Contents
Table of Contents...... 2
Payroll Procedures...... 4
Roles & Responsibilities...... 5 Employee Responsibilities...... 5 Timekeeper/Manager Responsibilities...... 5 Logging into Kronos...... 6
Understanding the System...... 7 The Header Bar...... 7 The Navigation Bars...... 8 Accessing Timecards...... 10 Time Card at a Glance...... 10 Timecard Sections – Workspace/Totals and Schedule...... 11 Totals Window - Lower Left Corner of Timecard Screen...... 11 Schedule Window - Lower Right Corner of Timecard Screen...... 13 Using Timecards - Indicators and Colors...... 14 Missed Punch...... 14 Punch Exception...... 14 Unsaved Edits...... 14 Absences...... 15 Comments...... 15 Using Timecards - Common Timecard Tasks...... 16 Save...... 16 Calculate Totals...... 16 Cancel Edits...... 17 Insert/Delete a Row...... 17 Add a Comment...... 18 Editing Timecards...... 19 Adding a New Punch to a Timecard...... 19 Transferring Hours to a Different Department...... 20 Transferring Work Rules...... 21 Adding a Pay Code Edit...... 22 Group Edits...... 23 Canceling Meal Deductions...... 24 Approving Timecards...... 25 Approving All Timecards at Once...... 25 Approving Individual Timecards...... 26 Difference Between Sign-off & Approval...... 26 Viewing Accrual Balances...... 27
Reports...... 28 About Reports...... 28 Accessing Reports in Kronos...... 28
Page 3 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Logging off Kronos...... 30
Auto-Timing Out of Kronos...... 31
Appendices...... 32 Appendix A: Quick Reference Sheet...... 32 Appendix B: Pay Rules, Work Rules, and Pay Codes...... 33 Appendix C: Timekeeper Entered Pay Codes...... 34 Bereavement...... 34 Jury Duty...... 34 Leaves of Absence...... 34 On Call...... 34 PTO Time...... 35 PTO Cashout...... 35 Sick/Vacation Time...... 35 Appendix D: Comments...... 36 Appendix E: Kronos Support...... 37 Appendix F: Changing Your Password...... 38 Appendix G: Manual Exception Log...... 39 Appendix H: Report Description...... 41
Page 4 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Payroll Procedures CPS/Medication Management employees use the Kronos system for time entry, recording of exception hours and PTO or Vac/Sick accrual. The Payroll Process involves tasks performed by employees, timekeeper/managers and Corporate Payroll
Employees Record time using a “Time Stamp” or “Project View” method Method of time entry is determined based on role/classification Approve timecard. This is an electronic signature verifying that the timecard is complete and accurate Report any timecard changes to Manager/Timekeeper immediately
Timekeeper/Manager Review/edit timecards as needed Approve timecards by noon Central Time on Payroll Monday Run department level reports as needed Immediately report any payroll discrepancies to Corporate Payroll
Corporate Payroll Audit timecards Process payroll Run company level reports as needed Process adjustments to previous pay periods
Payroll Procedure - Reminders To guarantee payroll processing, timecards must be approved by noon Central time on payroll Monday Payroll deadlines may be changed to accommodate holidays – Managers/Timekeepers will be notified in advance An employee will be required to “approve” his/her timecard to ensure that it is complete and accurate. Manual checks will not be issued when an employee fails to notify the department Timekeeper before the Payroll Monday deadline of an error on his/her timecard.
Page 5 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Roles & Responsibilities Employee Responsibilities
Arrive at work timely and always log in Log in at your scheduled time Understand and follow policies and procedures Communicate PTO or Vac/Sick/Hol and other exception time to the Timekeeper/Manager Review and approve timecard Inform Manager/Timekeeper of any problems with the Kronos system In the event no Manager/Timekeeper is available, contact the Help Desk regarding a non- functioning Kronos system
Timekeeper/Manager Responsibilities
Review all employee time cards often to ensure timely and accurate data Enter employee’s exception hours Monitor system availability. Contact the Help Desk to report any system connectivity issues Approve all timecards Resolve employee timecard issues Communicate with employees and payroll regarding any adjustments to timecards
Page 6 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Logging into Kronos STEPS:
1. Click on the Internet Explorer icon on your desktop. On the address line type in http://time.cpspharm.com /wfc/logon and press enter. The following screen will be displayed.
2. Enter the following:
User Name: Employee ID (unless otherwise directed) Password: payroll (default – all lower case)
3. Press the Enter key or click on “Log On”.
Page 7 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Understanding the System
The Header Bar
1. Name or ID - Determines the employee records that will be displayed 2. Time Period - Determines the date range of the information to be displayed 3. Actions – Option – Available to “Select All” employee names at one time 4. Amount – Option – Available to edit Pay Code amounts 5. Accruals – Option – Available to view accruals 6. Approvals - To approve timecards, click the Approvals tab and select “Approve” 7. Help Icon - Click the Help icon (?) in the upper right corner of the workspace to activate system-generated “Help”. A Help topic for the specific screen opens with links to various other related topics.
Page 8 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services The Navigation Bars
The Navigation Bar on the left-hand side of the screen offers options to “Log Off”, “Change Password” and view data via “Genies”
1. To log off, click on “Log Off”. It is very important to not use the “X” in the right-hand corner of the internet browser 2. To change password, click on “Change Password”
Additional Password Information:
. Keep Password Confidential - Do not set the Kronos system to remember passwords . Change password periodically . If you forget your password, contact Payroll to have it reset
Genies Genies are displayed on the left-hand Navigation Bar. Genies are links to information. An employee’s security level determines access to Genies.
Page 9 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Types of Genies
QuickFind – Used to search for employee(s) based on Name/ID Timecard Snapshot – Used to get an overview of all timecards Pay Period Close – Used to view employee(s) information at the end of the pay period and determine if time cards have been approved Timecard Exceptions – Used as an overview of all timecard exceptions PTO Balance –Used to view the PTO balances of employees Phone Number List – Used to view employee Home/Work phone numbers
Page 10 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Accessing Timecards
Time Card at a Glance
Below is an example of a Kronos timecard for a nonexempt (hourly) employee. The timecard reflects an employee’s actual punch times, the total number of hours worked, and the employee’s scheduled hours for the pay period. (If applicable)
Page 11 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Timecard Sections – Workspace/Totals and Schedule
The timecard workspace is comprised of three distinct sections: the timecard, the “Totals” and the “Schedule”.
The top portion of the workspace displays the actual timecard with In/Out punches and Pay Codes.
Date Displays the Day/Date Pay Code Pay codes are categories of time or money. Example: PTO and On-Call are Pay Codes Amount The number of hours/dollars entered for exception pay. In Where “In” punches are entered/displayed Transfer Where labor account and work rule transfers are entered/displayed Out Where “Out” punches are entered/displayed Shift This column totals the hours per shift. Daily This column totals the hours per day. Cumulative This column keeps a running total of all hours worked.
Totals Window - Lower Left Corner of Timecard Screen
The lower left corner of the timecard workspace reflects the “Totals”. Data under this section represents the calculations of the timecard. Account Shows the labor account to which the time is being charged* Pay Code The type of pay the employee receives on this timecard. Amount The number of hours recorded for each Pay Code and Labor Account Wages The $ amount for shift and on-call pay. This field will remain blank for all other pay codes. Page 12 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services * All employees are assigned to a “Home Account”. The “Home Account” is comprised of seven labor levels. 1. Company 2. Line of Business 3. Region 4. Department 5. Job Category 6. Job Code 7. Job Skill*
*Job Skill is not currently in use
Accruals Tab In addition to the “Totals” tab, there is an “Accruals” tab and an “Audits” tab – both tabs provide additional information about the employee/timecard.
Click on the “Accruals” tab to access the employee’s accrual balance. This is a VIEW only screen.
Audits Tab Click on the “Audits” tab, to see all changes that have been made to the timecard. Specify the desired filter by clicking on the drop down and selecting the desired entry.
Note: The timekeeper can resize columns in the Kronos system by placing the mouse to the right of the cell, left clicking and then dragging the mouse to the right. (Similar functionality to an Excel spreadsheet.)
Page 13 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Schedule Window - Lower Right Corner of Timecard Screen
If an employee has a schedule in the Kronos application, it will be displayed in the lower right corner of the timecard. This is a VIEW only area of the timecard and cannot be edited.
Date The day of the pay period. In Schedule start time. Out Schedule stop time. Pay Code Scheduled Pay Codes such as PTO. Amount The number of hours assigned to a scheduled Pay Code.
Page 14 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Using Timecards - Indicators and Colors
Missed Punch
A solid red cell indicates a missed punch. To enter a punch, click directly in the cell with the red box and add the correct punch time.
Punch Exception
A red outline in a cell indicates an “exception”. Exceptions are items such as a late punch, an early punch, or a long interval. Generally, a Kronos schedule is required to generate an exception indicator.
“Mouse over” any exception to provide additional information. Example above indicates a “Late In”.
Unsaved Edits
A gold bar across the top of the timecard workspace indicates that edits have been entered, but have not been saved.
Page 15 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Absences
A blue outline in a cell indicates an excused absence.
A red border around a date cell indicates an unexcused absence.
A Kronos schedule is required to generate an absence indicator. An absence is identified as excused/unexcused based on the Pay Code that is entered when a scheduled shift is not worked.
Comments
A small yellow note icon after a punch or an amount indicates a comment has been added. (See blue arrow in example above.)
Page 16 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Once a comment is entered, the “Comment” tab is displayed in the lower left corner of the timecard workspace. Click on the “Comments” tab to view all entered comments.
Using Timecards - Common Timecard Tasks Timekeepers perform a number of common timecard tasks. The most common tasks are outlined below.
Save
When do you do this? Whenever an entry is made in the Kronos application.
Any entries made in the Kronos application must be saved. Click the “Save” button. The “save” is always located on the upper left hand side of the screen. (See red arrow in screen shot above.) If you forget to “save” and attempt to navigate to another screen, the system will prompt you save your work.
Calculate Totals
When do you do this?
To verify, prior to saving, that an entry calculates correctly. Can also be used to enter a “what if” scenario.
To calculate totals, click on the “Actions” tab then select “Calculate Totals”.
The system calculates and displays the totals in the timecard but does not send the edits to the database. You must click on “Save” if you want to save the new calculated totals.
Page 17 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Cancel Edits
When do you do this?
When you want to delete information that you have entered but have not saved.
To cancel edits, click on the “Actions” tab, then “Refresh”.
The system returns information as it appeared before the edits. Any edits that you made but did not save are lost. If you already saved your edits, you cannot cancel them; however, you may edit them if you have the access rights.
Reminder: Do not use the Internet refresh button to refresh the timecard.
Insert/Delete a Row
When do you do this? Insert - When more than one row is required on a given day Delete - When an entire row of information needs to be deleted
The “Insert Row” icon is used when more than one row is required on a given day. An example would be if an employee worked a partial day and was on PTO the rest of the day. The punches would be on one row and an additional row would need to be inserted to add the PTO.
To insert a row, click on the “Insert Row” icon. An empty row appears below the row in which you clicked the Insert Row icon. The new row has the same date as the row in which you clicked the Insert Row icon.
The “Delete Row” icon is used to delete an entire row of information. An example would be if a Pay Code was entered in error and had already been saved.
To delete a row, click on the “Delete Row” icon. The “Erase Data” confirmation box opens to verify that you want to erase data for the entire row. Click Yes or No. The row will be deleted if it
Page 18 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services is an additional row for a given date. If it is the only row for a given date, the contents of the row are deleted and the actual row remains empty.
Add a Comment
When do you do this? To provide more detail about a Punch or Pay Code
Click the appropriate pay code, punch, or amount column. Click on the “Comment” tab, then click “Add”.
The “Add Comment” dialog box opens and you can select a comment to apply to the pay code amount, or punch. Click “OK” when finished. The screen shot below lists sample comments – the comments you see will be different.
TIP: Comments can also be added by right clicking on the In/Out punch. Then click “Add Comment”.
Page 19 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Editing Timecards
Adding a New Punch to a Timecard
When do you do this? When the employee has failed to punch in or out.
STEPS:
1. Click on the cell where you want to add the punch. 2. Type the “In” and/or “Out” time. 3. Hit the “TAB” Key on the keyboard 4. Add a comment that the employee forgot to punch In/Out. 5. Click “Save” to save your entries.
TIP: Times can be entered using either a 12-hour* or a 24-hour format. Regardless of how the time is entered, the format will always be converted to 12-hour format.
* The system will always assume AM unless PM is specified.
Page 20 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Transferring Hours to a Different Department
When do you do this?
When an employee works in a different department and fails to enter the transfer at time of log In.
STEPS:
1. In the timecard workspace, click the “Transfer” column on the row associated with the punch or amount that you want to transfer. A drop-down list appears that shows the last five transfers that were entered since the session started. 2. Select one of the following: A labor account from the drop down list or Click “Search”, which appears at the end of the drop-down list. The Select Transfer dialog box appears.
3. If using the Select Transfer dialog box, enter the appropriate transfer information (department) and click OK.
4. Select Save to save your edit. 5. Transfer is displayed in the “Transfer” box – see example below
Page 21 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Transferring Work Rules
When do you do this?
When an employee fails to complete the transfer when logging IN.
Work rules apply specific payroll rules to shifts. These rules determine how an employee accrues hours differently from their normal pay rule. According to your access rights, you may have access to more than one work rule.
STEPS:
1. Click on the “Transfer” cell between the In and Out Punches. A drop-down list appears that shows the last five transfers that were entered since the session started. 2. Select one of the last 5-entries or click on “Search” to locate the appropriate entry.
3. If “Search” is selected, the “Transfer Dialog Box” is opened. (See screen shot below), Click on the drop-down bow to the right of the “Work Rule” 4. Select the appropriate Work Rule 5. Click “OK”
Page 22 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Adding a Pay Code Edit
When do you do this?
When necessary to add additional hours/pay to an employee’s timecard. Reasons may include PTO, Bereavement, Jury duty, On-Call etc.
STEPS:
1. Click on the cell in the “Pay Code” column on the appropriate day 2. Click on the down arrow, and a list of Pay Codes appears 3. Scroll through the list, until you find the correct Pay Code. Click on the appropriate Pay Code 4. Click on the “Amount” column for the same day and enter the appropriate number of hours for the Pay Code 5. Click “Save” on the Header Bar
Page 23 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Group Edits
When do you do this? When a group of employees, need the same timecard edit. Example: PTO/Holiday added for a Holiday
STEPS:
1. From the “Timecard Snapshot” screen, select the group of employees whose timecards need to be edited the EXACT same way. Select all employees or select individual employees to create a group. To select only some of the employees - click on the employee names while holding the control key on the keyboard.
2. Click on the “Amount” tab to add a Pay Code edit. (The “Punch” tab is used to add a punch time to a group of timecards – this is rarely, if ever, used.)
3. Click on the “Add” to add a Pay Code.
4. The following screen will be displayed. Example below is PTO added for July 4. a. Select the appropriate Pay Code b. Enter the number of hours/dollars c. Enter the appropriate date for the Pay Code d. Transfer - if applicable e. Stop pay from schedule - if applicable f. Add a comment - if applicable g. Click “OK”
Page 24 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Canceling Meal Deductions
When do you do this? When an employee with an automatic meal deduction has worked through a meal period.
1. Open the employee’s timecard 2. Select the appropriate day/date and click on the IN punch. 3. An “Edit Punch” dialog box will appear. 4. Click on “Cancel Deduction” drop-down box. 5. Click on 30-minute meal. 6. Click “OK’
Page 25 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Approving Timecards Timekeepers should review and edit timecards throughout the pay period. A final review should take place prior to approving the timecards. All timecards must be reviewed, edited and approved, by 12:00 PM CST ON PAYROLL MONDAY.
Note: On rare occasions, the timecard deadline changes. Timekeepers will be notified in advance of any changes to the schedule.
Please review each employee’s timecard prior to approving. Items to review include: All punches are entered - no missed punches exist All Pay Codes are entered – this includes items such as, PTO, On-Call, Jury Duty, Bereavement All transfers are completed – this includes Department Transfers and Work Rule Transfers Timecard Totals are correct – Review “Totals & Schedule” tab in lower left-hand corner of the timecard
Approving All Timecards at Once
1. From the main “Timecard Snapshot” screen, change the “Time Period” In the Header to “Previous Pay Period”. Reminder: On “Payroll Monday” it is already the second day of the New Pay Period.
2. From the “Timecard Snapshot” screen, choose “Actions” and then “Select All” to highlight all employees.
The screen will turn yellow after all employees have been selected. Select the “Approvals” link and click “Approve” Page 26 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Approving Individual Timecards
It is possible to approve a timecard from within the timecard screen.
1. From the timecard screen, click the appropriate “Time Period” – if approving timecards prior to the end of the pay period, the “Current Pay Period” is approved. If approving after the pay period is completed, the “Previous Pay Period” must be approved. 2. Click on “Approvals” and the “Approve”
Once the timecard is approved, a “Sign-offs & Approval” tab will appear on each timecard. Clicking on the tab will display what action was taken, when and who performed the approval process.
Page 27 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Difference Between Sign-off & Approval
It is important to understand the difference between Sign-off and Approval.
Sign-Off = Timecards are “closed” and payroll is being (or has been) processed. No additional entries can be made. Employee Approval = Employee’s electronic signature indicating that the timecard has been reviewed and is accurate Timekeeper Approval = Timecards have been reviewed and edited and are ready for payroll processing
Viewing Accrual Balances
When do you do this?
To view an employee’s accrual balances. (PTO, Vacation or Sick)
Please note that this a VIEW only screen. There is no processing associated with this screen.
STEPS:
1. Display an employee’s timecard. 2. Go to the Totals Window and click on the “Accruals” tab.
Page 28 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Reports
About Reports
There are nine categories reports that are included in the Kronos system. Each report is associated with one or more of the nine categories. The “All” category includes every report. Within the “All” category, the reports are displayed alphabetically.
Each Timekeeper is assigned to a Report Profile. The Report Profile determines what categories and reports the timekeeper can access.
Accessing Reports in Kronos
There are two ways to access reports in Kronos. Reports can be accessed from the Navigation bar on the left-hand side of the main screen. Reports can also be accessed by selecting one or more employees from “Timecard Snapshot” screen and then clicking on the “Reports” launch icon in the upper right-hand corner of the screen. Either method opens the “Reports” section of the application.
Select Reports from the Navigation Bar.
STEPS:
1. Click on the “Reports” link on the left-hand side of the main screen or the “Reports” icon on the upper right-hand corner of any screen. This will open the “Reports” section. 2. Expand a category by clicking on the “+” sign. Example below has expanded the “All” category.
Page 29 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services 3. Select a report from the list. Example below has selected “Time Detail” 4. After selecting the report to run, select, click on “Run Report”.
5. Screen will automatically change to “Check the Run Status” screen. 6. Once the report is completed, it can be viewed and/or printed directly from this screen. Note: Reports are viewed in Adobe Acrobat Reader
Page 30 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Page 31 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Logging off Kronos The logging off procedure is very important. Failure to log off correctly can result in system performance issues.
STEPS:
1. After work has been “saved”, go to the Navigation bar and click “Log Off”.
2. The system has now logged you out and you will be brought back to the main log in screen.
Reminder: Do not attempt to close the application using the Internet browser “x” – Always use the “Log Off” link.
Page 32 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Auto-Timing Out of Kronos If the system is not used for 15 minutes, the Timekeeper’s password must be entered to re- activate the system.
STEPS:
1. When the system prompts, enter your password. Click the “Log On” button.
2. If the password successfully, the following message will appear.
Page 33 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Appendices Appendix A: Quick Reference Sheet
WHEN YOU ...... IT’S BECAUSE WHERE DO YOU DO IT? Add a Pay code or The timekeeper needs to record In the Timecard Comment to the PTO/VAC/SICK timecard Bereavement Change a pay code in the “Pay On Call Code” column. Jury duty Go to the “In” or “Out” column, to add a comment. Or a comment needs to be added. Delete Data from a The timekeeper made a mistake In the Timecard Timecard in editing/adding.
Note: You should never edit actual hours worked Cancel a Meal Break An employee with an auto- In the Timecard deduction for meals has not Click on the IN punch taken a meal break. Click on Cancel Meal Deduction in the Edit Punch Dialog box. Click on 30-minute meal Click on OK Approval on a Timecard has been reviewed Use the “Approvals” tab on the Timecard and is ready for payroll header bar. processing. Select “Approve and Sign off”
Due by Noon CST on Payroll Monday Remove Approval on You have already approved a Use the “Approvals” tab on the a Timecard timecard and need to make an header bar. adjustment. Select “Remove Approval” Make correction. Approve again Transfer hours to a Your employee works in a In the Timecard different Work Rule different activity (i.e. callback), and he/she did not transfer the Transfer hours in the “Transfer” work rule. column. Transfer hours to a An employee has worked for In the Timecard different department. more than one department and has forgotten to transfer or has Transfer hours in the “Transfer” incorrectly transferred the column. hours. View Accrual You want to view the Click on the Accruals Tab in Totals Balances employee’s accrual balances Box in the lower left corner of the Timecard. Page 34 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Appendix B: Pay Rules, Work Rules, and Pay Codes
Pay Rules
Pay rules define the rules that calculate how employees are paid – based generally on their classifications, as well as, policy information, such as, shift differential and overtime. This is the broadest pay designation and generally includes standards that apply across the whole organization.
Examples of Pay Rules include:
Exempt Corporate Exempt Field Management Pharmacist Non Exempt Corporate Non Exempt Field Staff Agency Employees
Within each grouping, the pay rules are further defined by information such as:
Shift Differential Eligibility On-Call Eligibility Worked Holiday Eligibility
Employees are assigned to a “Pay Rule” as part of the New Hire Process.
Work Rules
Every Pay Rule has a corresponding Work Rule. There are additional Work Rules to cover special pay practices that generally do not apply to the whole organization, but rather to specific groups of employees or departments. Work Rule transfers are used to pay an employee for a single shift using a pay calculation that is different from how they normally would be paid the majority of the time they work. An example of when to use a Work Rule transfer is:
Call-in from On Call – The Work Rule transfer pays the 2-hour guarantee
Pay Codes
The Pay Rules and Work Rules automatically process time into Pay Codes. Pay Codes are pay types that correspond to rate information in the payroll system. Pay Codes are generally calculated. However, in some special circumstances the Timekeeper has the ability to enter a Pay Code directly into an employee’s timecard. An example of this is PTO or Jury Duty.
The bottom left-hand corner of the employee’s timecard will display the total hours to be paid under each Pay Code designation (i.e. regular, overtime, shift differential, etc.). Timekeepers should ensure that all hours are appropriately listed with the correct Pay Code.
Page 35 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Appendix C: Timekeeper Entered Pay Codes
Bereavement
When would you use this?
When an employee has received manager approval for Bereavement pay in accordance with the established HR Bereavement Policy.
STEPS:
1. Follow the steps for entering a Pay Code – PAGE # - add to all of these steps 2. Select the appropriate Exempt/Nonexempt Bereavement Pay Code from the drop down box 3. Enter the appropriate number of hours in the Amount column
Jury Duty
When would you use this?
When an employee has received manager approval for Jury Duty pay in accordance with the established HR Jury Duty Policy.
STEPS:
1. Follow the steps for entering a Pay Code 2. Select the appropriate Exempt/Nonexempt Jury Duty Pay Code from the drop down box 3. Enter the appropriate number of hours in the Amount column
Leaves of Absence
Human Resources will typically process timecards for employees on leave of absence (LOA). Managers/Timekeepers should contact Human Resources before making any timecard entries for employees on LOA.
On Call
When would you use this?
When an employee is classified as “on call” in accordance with the policy.
STEPS:
1. Follow the steps for entering a Pay Code 2. Select the On-Call Pay Code from the drop down box 3. Enter the appropriate number of hours in the Amount column (System will calculate dollars)
Note for Puerto Rico Employees: On call for Puerto Rico employees is based on a weekly on-call period. For Step 3 above, enter “1” in the “Amount” column Page 36 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services PTO Time
When would you use this?
When an employee has requested and received manager approval for PTO time in accordance with the established HR PTO policy.
STEPS:
1. Follow the steps for entering a Pay Code 2. Select the appropriate Exempt/Nonexempt PTO Pay Code from the drop down box 3. Enter the appropriate number of hours in the Amount column
Reminder: If an employee has worked and has PTO in the same day, insert a row to record the PTO hours
**During Parallel Testing, you will select the appropriate Exempt/Nonexempt PTO Parallel Testing Pay Code from the drop down box.
PTO Cashout
When would you use this?
When an employee has requested and received manager approval for a PTO Cashout in accordance with the established HR PTO Cashout policy.
STEPS:
1. Follow the steps for entering a Pay Code 2. Select the Cashout PTO Pay Code from the drop down box 3. Enter the appropriate number of hours in the Amount column
Sick/Vacation Time
When would you use this?
When a Puerto Rico employee has requested and received manager approval vacation or sick time in accordance with the established HR Sick and Vacation policies
STEPS:
1. Follow the steps for entering a Pay Code 2. Select the appropriate exempt/nonexempt Sick/Vacation Pay Code from the drop down box 3. Enter the appropriate number of hours in the Amount column
Page 37 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Appendix D: Comments
The Manager/Timekeeper is responsible to add “Comments” to an employee’s timecard. Comments are used to track certain situations and can be used in reporting.
Note: The list above represents a sample of available comments. Additional comments will be added to the system based on business needs.
Page 38 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Appendix E: Kronos Support
ISSUE CPS HELP RESOURCE The Kronos system is not functioning Contact the Help Desk properly 1-877-806-7888 (follow the prompts) An employee or Timekeeper is unable to Contact the Help Desk access the Kronos system 1-877-806-7888 (follow the prompts) An employee is not in the Kronos system Contact Payroll via email at [email protected] OR Contact Human Resources via email at [email protected] If an employee does not seem to be set- Contact Payroll via email at up correctly in Kronos [email protected] OR Contact Human Resources via email at [email protected] An employee or Timekeeper has a Contact Human Resources via email at question about policy [email protected] An employee or timekeeper has Contact Payroll via email at questions about how hours are being [email protected] OR Contact calculated in Kronos Human Resources via email at [email protected] An employee needs his/her password Contact Payroll via email at reset [email protected] OR Contact Human Resources via email at [email protected] An adjustment needs to be made to a Contact Payroll via email at previous pay period [email protected] An employee needs his/her password Contact Payroll via email at reset [email protected] OR Contact Human Resources via email at [email protected] An employee has a question about Contact Payroll via email at his/her paycheck [email protected]
Page 39 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Appendix F: Changing Your Password
STEPS:
1. Click on “Change Password” on the Navigation bar.
2. Enter “Old” password. 3. Enter “New” password. 4. Verify “New” password. 5. Click “Change Password Now” button.
Page 40 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Appendix G: Manual Exception Log
The use of the “Manual Exception Log” is optional. The “Manual Exception Log” is available for sites that do not have an existing process in place. A printable “Manual Exception Log” is available on the next page.
Sample “Manual Exception Log” below.
Page 41 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Kronos Missed Punch/Exception Hours Log
Pay Period:
Date: Name: IN OUT Reason: Pay Hours: Time: Time: Code:
Page 42 of 43 Proprietary and Confidential – Comprehensive Pharmacy Services Appendix H: Report Description
Report Name Description Additional Information Absent Employees Displays all absent employees Use “Options” tab to choose and indicates if an “excused” or type of absence to display. “unexcused” absence. This report requires the use of Kronos schedules. Accrual Balances & Displays current accrual balance, Ability to calculate/display Projections future takings and projections projections is based on the accrual rules assigned. Accrual Detail Displays running accrual balance and all accrual related transactions for selected date range. Accrual Summary Displays starting and ending accrual balance for selected date range. Actual vs. Scheduled Displays scheduled hours vs. This report requires the use actual hours worked of Kronos schedules. Employee Hours by Summarizes Hours/Earnings by Use “Options” tab to choose Labor Account individual employee Pay Codes to display.
Employee Schedules - Displays employee schedules in a Best run for 1-week periods Custom printable format. This report requires the use of Kronos schedules. Employees Currently Displays the employees who have Can be used to determine who Earning Time (On an “In” punch but no “Out” punch is “on site” at any given time – Premise) at the time the report is generated useful for large departments with remote sites. Exceptions - MMM Displays timecard exceptions and Use “Options” tab to choose comments – Examples: early type of exceptions to display. punch, late punch, cancelled meal, unscheduled shift. Some “exceptions” require use of Kronos schedules. Without schedules, all shifts are unscheduled Hours by Labor Account Summarizes hours/earnings by Use “Options” tab to choose (Multiple versions) labor account – not be individual. Pay Codes to include.
Productive-Non Summarizes Productive and Productive Hours Nonproductive hours by individual employee Punch Origin Displays In/Out punch information including URL Time Detail Displays all timecard information Can also be run from the for selected employees and timecard selected date range Timecard Audit Displays all timecard audits Use “Options” tab to choose audit types to include.
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