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KRONOS Genesee County Training Manual

August 2020

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TABLE OF CONTENTS

Viewing Employee Timecards and Schedules ......................................................3

Save and Calculate Totals ....................................................................................6

Editing Schedules .................................................................................................6

Add/Edit/Delete Vacation and Personal Time .......................................................8

Schedule Patterns .................................................................................................9

Editing Employee Timecards .................................................................................9

Adding Paycodes .................................................................................... 10

Adding Comments ................................................................................... 12

Adding Missed Punches .......................................................................... 12

Inserting a Flex Rule ............................................................................... 13

Mark Late/Early Punches as Reviewed ................................................... 14

Move Overtime to Comp Earned ............................................................. 14

Removing 2nd Shift Premium for 1st Shift Employees .............................. 16

Removing .1 Overtime for Employees Returning Early from Lunch ........ 17

Approve Timecard ............................................................................................... 18

Reports ................................................................................................................ 19

Approve/Edit/Deny Time Off Requests ................................................................ 20

My Information .................................................................................................... 21

Quickstamp ............................................................................................. 21

My Timecard ........................................................................................... 22

Requesting Time Off ............................................................................... 24

Reports.................................................................................................... 26

Other Helpful Tips ............................................................................................... 28

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KRONOS can be accessed at https://genesee.kronos.net. Single-signon is enabled and will take you

directly to the Kronos application. If you reach a log in screen enter your current network ID and

computer password.

Departments not the County network please utilize the following link ;

https://genesee.kronos.net/wfc/logon?splogonexception=true

Viewing Employee Timecards and Schedules

You will see the screen below – next to QuickFind you can search for an individual by last name or

Kronos ID# in front of the asterix, then enter or choose search. To see all of your employees you can

choose an option from the QuickFind dropdown (we find Pay Period Close very user friendly).

After selecting “Pay Period Close” your list of employees will populate. This area will show you if the

employee has approved their timecard with a check mark under “Employee Approval”. If the

manager/supervisor has approved the timecard, the “Manager” column will populate with their name.

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When payroll has signed off on the pay period and no more changes can be made, a check mark will

appear under “Signed Off”. You have the option to sort by any of these columns by clicking on the dark

blue headings at the top of the columns. If you have multipe queries/departments, you can utilize the

dropdown in the upper right corner. This is also where you will find the dropdown to choose a specific

pay period, date or range of dates.

Here you can select the employees you wish to audit by choosing the “select all rows” in the upper left

(this will highlight all employees). You can also select certain employees by holding the shift key down

and arrow down for a group or you can also hold the contol key down and click on certain individuals.

Once you have selected your employees, you can choose the “Go To” dropdown to choose what you

wish to view (ie: timecards, schedules request manager etc).

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If you choose to view timecard, you will notice it opens a new tab at the top so you can easily toggle

back and forth to the “manage my department” tab anytime.

The employee’s name along with their Kronos ID# will appear in the upper left corner of the timecard

that you are viewing. If you chose multiple employees, you will see arrrows in the upper left corner and

a dropdown next to their name and can easily choose either of these options to toggle between the

employees you have chosen to view (for example 1 of 16).

If your employee has a schedule pattern applied, you will notice that this displays to the left side of the

timecard now instead of the bottom. The “+” on the left side of the timecard allows you to add a row.

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Pay codes and in/out punches cannot be applied on the same line, so the “+” might be used to add a

row for an additonal pay code. (For example if your employee worked a partial day, and wanted to use

Vacation time for the remainder of their shift; their punches would need to be on a separate line from

their Vacation time.) The “x” on the left side of the timecard allows you to delete a row.

Save and Calculate Totals

When you make changes to the timecard the “save” in the upper right side of the timecard will now

display orange, meaning you have changes to save and will return to black after saved. If you are unsure

of the change and want to view prior to permanently saving, you may also choose “calculate totals”

located next to the “save” option. Don’t forget if you use “calculate totals” to temporarily view your

change, you will still need to “save” to apply permanently. (The calculate totals tool can be helpful for

seeing how a flex rule will affect an employees timecard before saving it. It is also a helpful tool if you

want to see how a punch will affect an employee’s time card, so they can flex accordingly or for you to

put in the correct amount of PTO without saving the punch)

Editing Schedules

From the timecard if you need to make changes to the schedule, use the “Go To” dropdown and choose

“schedules”. Again, this will open up another tab at the top to easily toggle between timecards and

schedules.

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The schedules tab will bring up all the employees that you previously selected to view timecards.

Changing their schedule on a selected day will only change for that particular shift and not effect their

schedule pattern (changes to schedule patterns should still be requested through payroll). You can

choose to click on the day to change a shift time, don’t forget to “save”. You can also double click on the

day and a new edit shift box will appear for just this day allowing you to change a shift or pay code.

When finished select “apply” then “save”. You can also right click on a day (shift or pay code) and a

menu will open giving you the option to edit, add pay code, delete, cut, copy, paste or add shift. Don’t

forget to “apply” and/or “save”.

Once you make changes to the employees schedule, you can easily toggle back to their timecard by the

“timecards” tab at the top. To view the changes you have made on the schedule, you will need to

choose “refresh” on the timecard.

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To Add/Edit/Delete Vacation and Personal Time

When time off has been approved through request manager, it will automatically populate on their

schedule and timecard). From your list of employees double click the employee you want to change (line

will turn blue). This will take you to their timecard.

To add a pay code, right click on the day. Click Edit/Then choose Pay Code and type in the number of

hours:

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Alternatively you can click in the pay code box to bring up the options.

If there is already Vacation or Personal Time in that day, and you want to edit it (Change the number of

hours used or switch it to a different pay code), you can click on the paycode to change the type of

hours being used, or you can click on the number of hours to change the amount. If the paycode and

amount are purple, you will have to make the change in their schedule.

If you want to delete a paycode from the timecard, you can click on the x to the left of the date. If the x

is gray and the paycode and amount are purple, you will have to make the change in their schedule.

To edit Personal/Vacation time in the schedule, click “go to” in the upper right corner, then select

schedules from the drop down menu; or if you have schedule tab already open, click on that tab.

Click once on the person’s name you are editing, and their line will turn blue. Then right click on the

paycode you want to change and you can select Add, Delete, or Edit.

Schedule Patterns If you would like to add or change an employee’s recurring schedule pattern, we ask that you email

payroll this request. This a very sensative process and if not done properly, this can change past pay

periods that have already been processed.

Editing Employee Timecards You can either choose the employee by entering through QuickFind or you can enter through Approve

Time Cards, Pay Period Close or Reconcile Timecard (they all flow the same).

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Click Approve Timecards and then click Previous Pay Period.

From this screen double click on the employee’s name or click on the employee’s name once so it is

highlighted, then click on Go To in the upper left corner, then select Timecards. This will bring you to

the employee’s time card.

If you want to see multiple employees from the Pay Period Close or Reconcile Timecard menus, click and

drag to highlight all of the employees you want to see -or- you can do control and click specific

employees you want to look at) then click Timecard in the upper left corner.

If you chose to see multiple employee timecards, you will use the arrows to navigate to the

previous/next employee:

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Adding Paycodes If there are no punches on the day, you can click on the box to bring up the paycodes and click on the

paycode you want to use. Type in the number of hours you want to add to this paycode and click save.

When SAVE appears as Orange (like in the picture below), you have unsaved changes. When it appears

as grey, there is nothing new to save.

If there are punches on the day, and you are just making up for a partial day, you will have to add a line,

by clicking on the + next to the date as highlighted below. On the new line, repeat the process above of

adding the paycode and hours.

The following table is a list of available paycodes. Not all paycodes are available for use for each person.

The paycodes that appear bold are the only ones that count towards seniority hours and drive the

vacation accural counter. When approving an employees timecard, please be sure that their seniority

hours add up to exactly 80 for the pay period.

Pay Codes

10 REGULAR PAY 20 OVERTIME 43 OT 3RD SHIFT PREM 12% 75 VACATION

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21 MAJOR HOLIDAY OT 44 GVRC OT SHIFT 10.5% 77 HOLIDAY PAY

25 FMAL COMP 45 GVRC OT SHIFT 7.5% 78 COMP EARNED

26 FMLA HOLIDAY 49 OT SWING SHIFT 13.5% 79 COMP TAKEN

27 FMLA VAC 63 MINOR HOLIDAY PAY 80 PERSONAL TIME

28 FMLA PERS 65 UNION PAY 81 WORK COMP W/PAY

29 FMLA UNPAID 66 HOLIDAY FURLOUGH 82 WORK COMP INS PAY

32 REG 2ND SHIFT 6% 68 COURT TIME 83 JURY DUTY

33 REG 3RD SHIFT 8% 69 SEMINAR PAY 84 FUNERAL LEAVE

34 GVRC 7% SHIFT 71 HOLIDAY EARNED 85 MILITARY PAY

35 GVRC 5% SHIFT 72 HOLIDAY TAKEN 86 ER FURLOUGH DAY

39 REG SWING SHIFT 9% 73 COURT TIME 87 STAND BY TIME

42 OT 2ND SHIFT PREM 9% 74 BUSINESS DAY 88 WITHOUT PAY

Without Pay (Paycode 88) This paycode can be used in place of seniority hours and go towards your

“80” for the following reasons:

• The employee is new and has not earned Personal or Vacation time yet, but takes an approved

day off.

• The employee is laid off.

• The employee is suspended.

• The employee has used all of their Personal or Vacation time and calls in.

• The employee has taken a leave of absence (not FMLA)

• The employee is on Military Leave, and has maxed out their Military Pay.

Please keep in mind that hours coded to this paycode DO NOT count towards seniority hours or the

vacation counter.

Adding Comments When you add/edit/delete anything on the timecard, you can also add a comment that will stay in the

audit trail for any future inquiries. From the timecard, right click on any punch, or number of hours in

the amount column, then click on comments.

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Adding Missed Punches Click on the box that is missing the punch. Type in the correct time of which the punch should be. Make

sure it correctly states AM or PM, then click Save.

If the employee missed a punch in the middle of their day (example: if they clocked out for lunch, didn’t

clock back in, then punched out for the day), click on the missing punch (red box), type in the time of the

missing punch, then click save.

Inserting A Flex Rule Find the day that needs the flex rule and click on the down arrow in the transfer column for that day and

select the correct flex rule based on that employee’s union contract. Your 5 most frequently used flex

rules will appear when you click the down arrow.

If the correct flex rule does not appear in the drop-down box, click on search in the drop-down. A new

box will appear, click on “Work Rule” and find the correct flex rule in that box. Then click apply.

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Click save when you get back to the time card.

Flex Rules Used Most Often:

• Union 496-00 Flex – When they work a variety of hours during the week.

• Union 496-00 No Shift – If they are scheduled 8-5 and possibly take the morning off for an

appointment, so they come in after noon. The system may think they are a second shift

employee. This will remove the shift premium.

• 496-01 8_40OT Shift 30 Min Flex – This is used for an employee working a variety of flex hours

during the week and they have an auto 30 minute lunch.

** Remember to use the flex rule that corresponds to the employee’s union.

** You can click “Calculate Totals” to see how a flex rule will affect the timecard before saving it.

Mark Late/Early Punches as Reviewed:

Right Click on the punch that has a red mark beside it, and a new box will appear. Click “Mark

as Reviewed”. When you get back to the timecard, the red mark should have turned green.

Don’t forget to save!

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Move Overtime to Comp Earned

Highlight the last day of the pay period on the employees timecard. Then right click on the amount of

overtime located under the Totals tab and a new box will pop up.

After clicking on “Move Amount” a new box will pop up. Make sure the Effective Date is the last day of

the pay period, the Paycode is Comp Earned 78, and the Amount is the amount you want to move from

overtime to comp earned. Then click ok. When you get back to the timecard, don’t forget to save!

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You will now have a new button. (see below) Clicking this button will delete all moves and

revert paycodes back to their original state.

If you are trying to move Regular No Seniority, Paycode 63, do not move it to overtime. It must

be moved to Hours Earned so that it accrues as straight time and not time and ½. This may

occur when they work a Saturday and use Vacation/Personal/Furlough during the week. This

can be used the same as comp taken, but they would choose hours taken.

Removing 2nd Shift Premium for 1st Shift Employees

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If an employee uses Vacation or Personal Time at the beginning of their shift, then comes to work late,

Kronos will think they are a “2nd” shift employee and should get 2nd shift premium.

When that is not the case, and they were not SCHEDULED to work second shift, you can correct it by

using the dropdown in the transfer column to select the correct transfer rule. You should use the

transfer rule that matches the employee’s union with “No Shift” or “Flex No Shift” (if they are a flex

employee). The drop down will contain your most recently used flex rules.

If the correct flex rule isn’t in the drop down box, click “Search” in the drop down box, and a new

window will open. Click on “Work Rule”, then find the correct transfer rule in the box. Then click

“Apply”.

Don’t Forget to SAVE when you are brought back to the Timecard!

Removing .1 Overtime for Employees returning early from lunch

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Prior to making this correction you will want to check with the employee (we do not want to remove

any time when an employee is working).

Right Click on the in/return lunch punch, and a new window will open. Click on “Edit, in the Lower Left

corner. In the Override drop down menu, select how long you want their lunch to round to (30, 60 min

lunch), then click OK. This will take away their .1 for the day that they received from comining back

from lunch a few minutes early.

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Approve Time Card (only after all changes have been completed) While on the time card, click on Approve Timecard, then from the drop down, click Approve Timecard

again. (the timecard will appear orange when an employee has approved, green when their supervisor

has approved and will appear grayed out when payroll has locked the timecard down for processing).

If you wish to approve in mass, from the Manage My Department tab you can highlight the

employees ready for approval, make sure you are in previous pay period, choose the Approval

dropdown then Approve Timecard.

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Reports Kronos has several reports that can be useful to managers. Select the employee(s) you would like to

include in the report first. Select Reports from the “Go To Widget”. The one used most, is the Time

Detail Report.

Select the criteria for your report, then click “Run Report” in the upper left corner.

Click on “Refresh Status”, and wait for it to say “Complete” under Status. Then Click on “View report”,

and select “Open” when the window pops up.

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Approve/Edit/Deny Time Off Requests

Go to Request Manager from on the Home page.

You can choose a date range already provided or you can click on the calendar next to this and choose a

specific date range. Here you can also choose different request status:

Click once on Employee Name to Highlight it, then Click Approve. From the next screen, you can Click

Approve if you want to approve it the way it is (here you can also edit the detail prior to approval) .

Some managers prefer to approve their employee requests by putting them in a pending status. This is

showing that you approve their request, but it doesn’t freeze up the time from their current balance.

You will still need to approve this time as it gets closer.

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My Information

For a manager to access their own timecard and personal information, click the plus tab next to manage

my department, then click on “My Information”.

Quick Timestamp

You will see the screen below – If you click on the Record Timestamp, this will apply the current time

directly to your timecard (It is Genesee County Policy that we only use this quick punch for lunches).

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Your workspace widgets are located on the right side of this screen. If it is grayed out, the widget is

already open.

My Timecard

By choosing My Timecard widget, this will open another tab as an active workspace. Here you can view

your timecard for any chosen pay period. You can choose a built in pay period with the dropdown in the

upper right corner or by selecting the calendar next to the dropdown, you can select your own specific

range of chosen dates.

Approving your timecard – When your timecard is complete, make sure you are in the previous pay

period and select the Approve Timecard dropdown, then select Approve Timecard. If this needs to be

removed, then you would choose Remove Timecard Approval.

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Once you have approved your timecard the color will change to orange. When your supervisor has

approved your timecard the color will change to green. When payroll has locked the timecard down for

payment the color will appear gray.

Your timecard shows your schedule pattern on the left side along with the date.

On the bottom left of your timecard, under the Totals tab, you can view your totals by each pay code

for the specific pay period you are viewing.

Balances - If you select the Accruals tab in the bottom left of your timecard, this will show your current

accrual balances. Keep in mind which day you have highlighted in your timecard, since these balances

are real time.

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Requesting Time Off From your My Information tab, you will select the My Calendar widget on the right side of your screen.

This will open up your calendar that you can view by day, week or month which you can choose in the

upper left corner of the calendar. Again, you choose the pay period you wish to view in the upper right

corner by the built-in drop down or a specific range with the calendar.

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If you have approved time off, this is populated on your calendar.

Request Time Off – you will select the Request Time Off icon.

This will open a Request Time Off box. On the bottom of this box, you can view your current accrual

balances. Select a Start date and End date, but keep in mind if you are not a 7-day operation employee

you will want to choose a Friday and a Monday separately or this will apply to each day in this selected

range. Select the Pay code with the dropdown and your requested Start time. The Daily Amount you

request is the amount that will populate on each day. For example, if you are requesting a Thursday and

Friday off and you are an 8hr a day employee, then you will still only request 8hrs in the Daily Amount

and this is going to apply to each day requested. When finished choose Submit in the bottom right

corner.

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Once the request has been submitted, this will now populate as a Time off Request on your calendar. If

you hover over the Request, this will show you what you have requested.

Cancel Request – You can only cancel a request prior to its approval. Right click on the submitted Time

Off Request on the calendar and choose “Cancel request”. This will open a separate Cancel Time-Off

Request box and you will select the Cancel Request in the bottom right corner.

Now when you hover over the Time off Request the detail will show retracted.

Reports

From your My Information tab, choose the My Reports widget from the right side of your screen.

You should see the Available Reports, Schedule and Time Detail:

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Select your Time Period and which report you want to view and then choose View Report. This will

open the detail for the selected report and range of dates chosen.

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Other Helpful Tips

If an employee is consistantly having problems with their finger not scanning they can request to have

their finger scan redone, which can sometimes help eliminate their problem. Some employees begin

experiencing problems after some time, a re-scan typically helps resolve the issue. Contact payroll and

we can remove their current biometrics, then their supervisor can add them back in.

Keep in mind when someones biometric is scanned into Kronos, the machine they are scanned on is the

only one they can use that day. All the machines are updated overnight, so then they will be active on all

machines going forward.

In the larger departments payroll can create a department query so a manager can only see employees

assigned to them.

Quick Tip – Quick Links Tab -

General – This drop down is where your reports are located.

My Genies –

• Quickfind you can search for one individual by last name.

• Affordable Care Act will show you your employees’ class, hire date,

regular/overtime/total hours for a specific period.

• Overtime shows overtime hours for a specific period.

• Pay Period Close will show you at a glance if the employee and/or manager

have approved their timecard and if payroll has signed off on this.

• Reconcile Timecard can be used the same as Pay Period Close, but prior to

entering it will show you exceptions.

• Scheduling – this is used to add/edit to the schedule editor.