1. Where do you see how many hours of PTO I’ve taken for the year?
The best place to see this is to select the Accruals tab in the timecard. The column titled Taken To Date will display, for each accrual code, the total number of hours that you have taken year-to-date.
If you want to see how much PTO you took last year, change the Balance as of Date to 12/31 of the prior year before you review the Taken To Date column.
2. What is the difference between PTO and PTO YTD?
The PTO bucket will show you how many hours you have left of PTO for the entire year. This assumes that you will continue working for the entire year, and includes accrual amounts that you will receive for the remaining months of the year. The system will give you an error message if you try to use more than what you have in your bucket.
The PTO YTD bucket is the opposite –it excludes future month credits and shows you only what you have accrued as of today (or the date you are viewing). This bucket will show a negative amount if you have actually used more PTO year-to-date than what you have accrued.
This bucket specifically shows you how much PTO you can apply to a leave of absence – either the STD waiting period or to continue receiving pay during FMLA leave. This bucket also confirms the specific amount of PTO that you will be paid out in the event that you leave the company.
In short: PTO is an annualized bucket. PTO YTD is accrued only, as of a point in time within the year.
3. I need to take time off for a leave of absence, but don’t see any pay code in my list for this. What do I do?
Beginning April, 2009, you will need to contact the YES Center to initiate a leave of absence request. They will manage your leave and the appropriate paid or unpaid leave pay codes in your timecard during your absence.
4. I accidentally approved my current timecard and need to input tomorrow’s information. What do I do?
Once you, or your manager, have approved any time period, you will not be able to make any further edits to it. You will need to advise your manager of the correction, and s/he will be able to make the edit until it is signed off by payroll.
5. I forgot to put in PTO for 3 months ago. The timecard is grayed out - how do I update it?
Any edits for time periods greater than the previous pay period must go through your HR/Payroll contact for Kronos. You will need to send an email indicating the dates, pay codes, and number of hours that need updating to the following individual, plus copy to your manager. Refer to the listing below for your appropriate contact:
Business Location Contact
Solutions or Specialty Property All Your Manager
Health All
Employee Benefits DRMS / SSDC All Email to KC Payroll
Assurant Inc New York
Woodbury, Iowa
ACT Organization Email to Kronos Corporate or [email protected]
ACT employees use the appropriate contact for the business/site that they work at.
6. What is the ALT Holiday accrual, and why don’t I have any time in it?
This bucket is used by a limited number of locations, and about 25% of our employee base. Only those employees who work at locations that do not observe (are closed on) all company holidays will have time in this bucket. For example, if you work at a location that is only closed 6 of the 10 holidays, then you will have 4 days worth of time in this bucket. A day is defined as your weekly hours divided by 5.
Since most locations and departments observe all company holidays, this bucket will be 0.00 for many employees.
7. When to I approve my timecard?
Non-Exempt employees should approve every week’s timecard by noon the following Monday.
Exempt employees should approve timecards with activity (time off or travel entered) by noon the following Monday. Exempt employees do not need to approve timecards where no time-off or travel occurred, unless your department/manager has requested that you do so.
8. I am an exempt employee. Can I enter my hours worked?
Yes, you can – but you are not required to. If you wish to enter your true hours worked on a daily basis, and not just your time off, enter those hours under the Hours Worked pay code.
9. I’m supposed to have 7.75 hours worked for the day, but I only see 7.45 - what’s wrong?
Look at your timecard carefully. You are not actually seeing 7.45 – you are seeing 7:45, which is HH:MM format. 7:45 and 7.75 are actually the same amount, just displayed differently (Hours:Minutes versus Decimal).
To convert from HH:MM to decimal: divide the minutes amount by 60. (45ww / 60 = .75) To convert from decimal to HH:MM: multiply the decimal by 60. (.75 x 60 = 45)
10. I came in to work on the holiday and was promised a different day off. What pay code do I use for that day off?
Your Supervisor will need to make this entry. Supervisor/Managers enter the code “PAID-OTH” with a comment of “Holiday – Exchanged day off” to identify this time away from work as exchanged for a holiday worked. You do not have access to enter this code yourself, it must be entered by your supervisor (or the appropriate timekeeping administrator for your department).