I
ntroduction ... 2
Accessing Work Force Central ... 4
Closing Work Force Central ... 7
Timestamp User ... 8
Duration User ...10
Entering Hours Worked ...10
Entering Prior Week’s Time ...11
Manual Entry Users ...12
Entering Start & Stop Times ...12
View Only Users ...14
Exempt Employees ...15
Default Hours ...15
Editing Default Hours ...16
My Timecard ...17
General Information ...17
Timecard Components ...18
Header ...20
Workspace ...21
Timecard grid - Manual/Hourly View ...22
Timecard grid - Duration View ...23
Timecard Tabs ...24
Audits ...26
Timecard Indicators and Codes ...27
Hourly View ...27
Duration View ...28
Schedule Exceptions ...29
Missed Punches ...30
Entering Time Off ...31
Hourly View ...31
Duration ...32
Adding Comments ... 34
Saving Your Timecard ...35
Refreshing Your Timecard ...35
Approving Your Timecard ...36
My Reports ...37
View/Run a report ...39
My Calendar ... 40
Appendix A - Using online help ...41
Appendix B - Available Codes ...42
Applendix C - Questions & Answers ...43
Assurant will be collecting employees’ time and attendance electronically using Kronos Workforce Central software. Kronos allows employees to manage their time and attendance effectively as well as run personal reports that display paid time off balances.
Types of users:
The format of your Kronos timecard, and the way that you will track worked time (if required) depends upon your exempt status and which Assurant business you are employed by. Detailed procedures for each type of user are found in the “Entering Your Hours Worked” section of this manual. Refer to the below grid to determine how you will be entering time.
Exempt Statusatu BBusiness(es) Hours default from schedule Description
Non-Exempt Assurant Solution
Assurant Specialty Property Swipe your badge at Clock* View/Approval access to your Kronos timecard.Your manager will enter your time-off details. Time imported from Phones** View/Approval access to your Kronos timecard.
Time-off details may be fed from another external system or entered by your manager
Timestamp Button Daily log-in to Kronos to punch in/out, plus enter time-off.
Check with your supervisor regarding your meal period requirements - some locations require in/out
punches at lunch, while others do not.
Assurant Health Start/Stop Entry Daily and weekly log-in to Kronos to enter your start/stop times plus time-off. This includes tracking actual start/ stop times for your meal period(s).
Assurant Employee Benefits Assurant, Inc
ACT (IT Division)
Duration Entry Daily or weekly log-in to Kronos to enter your total hours worked per day, plus time-off.
Exempt All Not required Exempt are not required to track true hours worked. Assumed hours default from your core schedule. Edit these in the event you take time off.
*Applicable to all Hazard locations as well as individuals who do not have computers. ** Applicable to Addison, TX and Lawton, OK only
Your role:
▪
Enter your worked time in the format listed for your business or location (This is not required for exempt employees)▪
Enter paid time off, as applicable▪
Approve your timecard at the end of each pay periodYou will be accessing Workforce through standard web browsers such as Internet Explorer. As you can see, there are different methods in which time and attendance will be captured; by time clock, phone feed, and using the PC. The system delivers the data collected to managers throughout our organization. This vital information enables managers to measure and improve productivity. Timecard information is also fed to payroll to ensure that
exception hours (ex: overtime, leave of absence) are paid accordingly. Your Manager’s role:
▪
Create Schedules for non-exempts▪
Review employee time cards▪
Make necessary corrections to employee time cards (such as missed punches)▪
Approve employee time cardsA
ccessing Workforce Central
Workforce Central is designed to make it easy for you to enter and view your time and attendance information.
Click the Kronos WFC link on your site’s corporate intranet page
...doubleclick on the Kronos Workforce icon located in the Novell Application Launcher (NAL) window.
OR...
1
2
You can also access Kronos by entering the following URL address in Internet Explorer: http://Kronoswfc.mia0.assurant. com/wfc/logon
The Login screen will appear.
Enter your Novell/LAN network ID.
Enter your AssurNet/LAN (http) Password.
Click this arrow button to login.
After you log on, the system checks your access profile to open your customized Workforce Central view in the web browser.
4
3
5
If you are logged on for a period of time and the Workforce Central system detects no activity, a message will appear stating your session is about to time out.
To continue your session where you left off, enter your password and click Log On.
Time Stamp This component allows you to use Workforce Central as a collection device, such as a time clock.
My Reports This component allows you to view and print the reports to which you have access, including accruals, schedule and time detail reports.
My Timecard This component allows you to review and enter paid time off.
My Calendar This component uses timecard history to display paid time off in a calendar view.
Closing Workforce Central
It is IMPORTANT that you log off from the Workforce
Central application before closing your browser. If you close the browser without logging off, your connection to the application may remain open, which makes it possible for another person to view and edit your information.
To log off, use the Log Off command located on the upper right-hand corner of the header area.
*The log off option is accessible from all Kronos Workforce Central screens - you do not specifically need to be on one of the above screens to log out.
DO NOT USE
IMPORTANT
It is critical that you DO NOT close this window using the standard windows
feature. If you do, the connection remains open.
The Time Stamp view is where you will record your start and stop times for the day (i.e., punching in and out) Your Kronos login will default to the Timestamp screen. The current date and local time is displayed until your enter your stamp.
You cannot edit your punches or approve your time in the Time Stamp workspace.
Click Record Time Stamp to record your start or end time.
T
ime Stamp User
The time that you see on Time Stamp is based on the Kronos server time and adjusted to your local time zone.
For example, 9 AM Eastern is really 6AM Pacific. This may not be exactly the same as your PC clock or wrist watch since those are items that can be modified locally.
You do not need to indicate if your punch is an “in punch” or “out punch”. The system does this for you based on your posted work schedule in Kronos. Ask your manager whether you need to punch in or out for lunch, as this varies by location.
Once you click Time Stamp, the server acknowledges your punch by applying its system time in the Recorded Time field.
Applicable to Assurant Solutions and Assurant Specialty Property non-exempt employees
only (excluding Clock and Phone Import groups). Verify with your manager if you are unsure whether to use Timestamp.
Please Note:
Your In/Out punch is not accepted until the screen refreshes with the Recorded Time. You cannot edit your punches once you have submitted them, nor can you insert “missed” punches that you forgot. See your manager for any missing punches or adjustments that need to be made.
Also, you cannot approve your timecard here on the Time Stamp screen. This is done by viewing your complete timecard (refer to the section “My Timecard” for information on approvals.)
Entering Hours Worked
You will record your time worked using the Hours Worked pay code in your timecard. You may either enter time once a week for all days worked or access the system daily to update your time.
Worked time should not be entered in advance of when it is worked.
D
uration Entry Users
On the Hours Worked pay code
line, select the appropriate date column to open the cell.
Enter the total amount of hours that you worked for the day. Enter the true number of hours/minutes that you worked, such as 8 hours and 8 minutes (8:08), or 7 hours and 51 minutes (7:51).
Your time worked each day will be rounded up to the next 5-minutes. You’ll notice this in the Totals window at the bottom of your Timecard.
Repeat these steps for any additional days on which you need to record time worked.
Applicable to non-exempt employees in Assurant Employee Benefits, Assurant Inc, and the ACT organization.
1
2
3
4
8.00
Click Save.Entering Prior Week’s Time
When you enter Kronos, the My Timecard screen defaults to the current week (pay period). You can change this display to any time period necessary such as, the prior week in order to finalize that week’s timecard.
2
Select the option, Previous Pay Period. Your timecard for theprior week will display for your review and/or edit.
NOTE: You will only be able to edit the current and previous
weeks’ timecard until approved. Once the timecard period is approved by you, your manager, and/or payroll, you can no longer alter its contents. Contact your manager in the event your timecard has been approved but still requires changes.
Entering Start & Stop Times
Assurant Health employees track start/stop times for both your shift and meal periods. You will manually enter your times into your timecard, preferably on a daily basis for the day’s actual worked time.
8:00a 5:10p
Click on the appropriate In/Out cell on the proper day (line) on your timecard that you need to enter.
Repeat these steps for every required in/out period. Click Save.
1
4
3
The IN/OUT columns follow the order of your work dayIn Out In Out
Start of your
shift Meal period begins Meal period ends End of your shift
M
anual Entry Users
Enter the time in HH:MM format. Note - decimals are not acceptable.
2
Applicable only to non-exempt employees at Assurant Health.
Rules for entering time in Kronos
To decipher AM from PM: Directly after the time, enter - AM or A example: 8:00AM or 8:00A (8:00 AM or 8:00 A) PM or P 5:00PM or 5:00P (5:00 PM or 5:00 P)
DO NOT ENTER - 8:30 A.M. or 8:30 A M Hours entered without AM or PM after them are assumed AM by
Kronos.
Do not enter spaces or decimals with the AM/PM. You will get an error message, “You typed an invalid time”
Employees of Assurant Solutions or Assurant Specialty Property who have their in/out punches fed from external systems will not have access to enter additional punches or worked time in Kronos. This includes the following types of users:
• Clock Users - employees who swipe a badge at a clock on the wall.
• Phone Interface - Phone agents in Addison, TX or Lawton, OK who punch in to their phone instead of Kronos.
These users have view access to their timecard for verification and approval purposes. Refer to the “My Timecard” section for assistance with displaying your timecard.
E
xempt Employees
Default Hours
Exempt employees’ work hours are defaulted into the timecard based on their core hours and the standard work schedule for their location. For example, if your weekly hours are 40.00 – then you will see 8.00 hours worked defaulted Monday-Friday. You will see these hours in purple, indicating that they are
coming from the schedule.
You are not required by Human Resources to track your total hours worked per day in Kronos. Other systems such as ITG are used to track actual hours for budget, projects, and chargeback reasons.
However, if you wish to update the Kronos hours worked to mirror your actual activity, you may do so. (Some groups may also require this of their departments – verify if that is the case for your department.)
Editing Default Hours
To edit the (purple) Hours Worked amounts, just click on whichever amount needs to be changed, override it, and click Save.
After you click Save, you will notice that the revised day is no longer in purple, but in black. This indicates that it is no longer defaulted from the schedule, but that it has been edited.
Notes:
The purple default hours are not visible for the later of (1) seven days into the future, or (2) your most future-dated time-off entry in your timecard. For example, you won’t see the default hours for December 20th unless you have time entered up to that date, or that happens to be within seven days from now.
For specific procedures on entering time-off instead of default work hours, refer to page 32.
M
y Timecard
Workforce Central has different timecards according to user type. However all timecards have the same components as outlined on the following page.
Timecard - General Information
Duration view
Timecard components
*Note: This button , located at the upper right-hand corner of the workspace, will hide or display your header. The Header is the very top of the screen.
It contains: 1) Log Off option; 2) tabs to the screens that you have access to, such as your Timecard, your Calendar, or links to other applications; and 3) your name and time period.
Timecard Grid - contains punch
or amount/hour information. It is used to enter paid time off used as well as to review and approve your Timecard at the end of each pay period. A “pay period” in Workforce Central is equivalent to a single week.
Timecard tabs - displays Totals
& Schedule, Accruals and Audits. Depending on the current activity on your timecard, you may see additional tabs.
The Workspace contains the menu bar
and is the primary display area. It is
divided into 2 sections, the Timecard grid and the Timecard tabs.
1 2
In addition to the 3 basic tabs, depending on the activity in your timecard, you may also see the following tabs. The data contained within these tabs are for information only and cannot be edited.
Historical Amounts - Displays entries that were made by payroll in the timecard’s time period, but that actually refer to historical dates from a closed time period. This might be time-off hours that were not posted in time to a closed pay period, or that some type of additional edit needs to be made to time that was already approved and closed.
Unprocessed Time - Displays punches or amounts that are saved from an in/out timecard, but displayed in a duration format timecard. This would occur if you were non-exempt and changed to exempt, or were a Solutions, Specialty Property, or Health employee and transferred to another one of the businesses or ACT. Do not enter hours worked from the same hours that are listed in the Unprocessed Time Tab, as the unprocessed time will be paid.
Sign-off & Approvals - Identifies the User ID of the person; and time that approval and sign-off were made. The time listed for the approval or sign-off are listed in eastern time.
Comments - Displays comments assigned to punches or amounts in your timecard entered by you or your supervisor.
Time period - defines the time period you are viewing. Use the drop-down list to select a different time period.
Displays your Timecard or Timestamp and My Reports where you can run a query.
Online view showing your timecard history as a calendar grid.
Links to other systems and documents.
Nonexempt/Timestamp Users Exempt Users
(see Note)
Header
Tabs - give access to the various components of the Work Force Central.
Note: Most employees default upon login to My Timecard. To return there from
Workspace
Timecard grid - where your worked time is recorded (either in/out times or hours worked entry) and where you add your absence codes for days you are not at work (i.e., PTO, Jury Duty, Travel.)
Approvals menu - displays approval options.
After your timecard is approved, you cannot make changes or remove your approval.
Actions menu - displays various options
such as refreshing or printing your timecard.
Save - saves your
Timecard Grid - Hourly View
Applicable to non-exempt employees of Assurant Health, Assurant Solutions, or Assurant Specialty Property.
Delete Row - removes all data from the specified row.
Insert Row - adds a new row to the timecard under the same date as the line you select. Date - specifies the day of week you are tracking.
Pay Code - defines a category for specifying hours for worked and nonworked times. Refer to Appendix B for pay code definitions.
The amount of hours pertaining to the code in the Pay Code column. In - displays the punched in time.
Out - displays the punched out time.
Shift totals - displays the daily and cumulative totals of hours worked.
A
C
C A-H
F
D
B-G
D-E
B
G F E H-Timecard Grid - Duration View exempt employees of Assurant Inc., Assurant Employee Benefits, and ACT.
Delete Row - removes all data from the specified row. Insert Row - adds an additional row to the timecard.
Pay Code - defines a category for specifying hours for worked and nonworked times. Refer to Appendix B for pay code definitions.
Hours Entered - defines the amount of hours applicable to the code in the Pay Code column. Totals - displays the cumulative totals of hours worked.
A
C
C A-D
B D-E
B
E-Any time you see a red flag in the Totals & Schedule tab, it means that your totals might not be up to date. To update your totals, click Save. This sends any edits you made in the timecard to the database. After you save, the red flag will disappear.
Timecard Tabs - displays Totals & Schedule, Accruals and Audits. Depending on the current activity on your
timecard, you may see additional tabs. Totals & Schedule view - displays the hours you are expected to
work for the range of dates you selected.
Note: Any time you see a red flag in the Totals & Schedule tab, it means that your totals might not be up to date. To update your totals, click Save. This sends any edits you made in the timecard to the database. After you save, the red flag will disappear.
Accruals
The Accruals tab displays accrual balances and year-to-date totals. To view this screen, select the Accruals window at the bottom of your timecard. The key fields on this screen are:
Accrual Code: The Specific accrual bucket, such as PTO or Alt Holiday.
B
C
D
F
A
G
Ending Balance: This column will only display true ending balances (for 12/31) if future dated time has been entered into December.Balance: How much the employee has left as of the date that you are viewing. Refer to the Balance as of date field to validate the date that the balance is for. If you are viewing a range of dates, this data will default to the start of the date rate.
Earned To-Date: How much the employee has earned between the beginning of the year and now. For the “PTO” bucket, this equates to what they started out with at the beginning of the year.
Taken To-Date: How much the employee has used in each bucket since January 1 of the current year. Planned Takings: Any future-dated usage of time that has already been entered in timecards.
H
Balance as of: This field defaults to the start date in your timecard view. You can change this to any date you want to view accruals for.
E
Opening Balance: Thisis the starting balance for the year (January 1st). For new hires, this will be zero.A
C
D
E
Audits
The Audits tab allows you to view the edits that have been made to your timecard, the date and time they were made and who made the edits. This includes the receipt of transactions from external systems or other Kronos applications - such as punches from clocks or phone interfaces, or transactions from the Leave of Absence tracking system.
If you select All under Type of Edit, a list of edits will be retrieved from the server. This list contains all edits that affect the dates currently displayed in the timecard grid.
T
imecard Indicators and Codes
Hourly View
Solutions, or Assurant Specialty Property.
Solid red cell indicates a missed In or Out punch.
Red outline cell indicates an early or late punch in/out, unscheduled work day, or an unexcused absence. Blue outline date cell indicates an excused absence.
*Grey cell - information cannot be added.
*Purple entiries indicate the transaction was automated from your schedule, and these transactions cannot be edited. These occur most Pay Code - gives the
categories for non-worked time.
Amount - indicates the hours defined in the Pay Code column.
Exception Indicator - cells with colored borders indicate that there is an exception such as a missing, early, or late punch. If you move your mouse over the cell, a message provides more information.
Duration View
*Grey cells - information cannot be added.
Blue outlined date - indicates an excused absence.
Red outline date - indicates an unexcused absence or unscheduled work day This is often seen when there are no hours entered yet on a prior date.
Purple outline date - indicate the transaction was automated from your schedule, and these transactions cannot be edited. These occur most frequently with holidays.
Cells with borders indicate exceptions to your schedule, such as unscheduled work days. If you move your mouse over the cell, a message provides more information
Applicable to non-exempt employees in Assurant Employee Benefits, Assurant Inc, and the ACT organization.
Schedule Exceptions
P
unch In: Very Early means clocked in 30 minutes or more prior to start of schedule day. Early means clocked in 7 minutes to 29 minutes prior to start of schedule day. Late means clocked in 5 minutes or more after the start of a schedule day.P
unch Out: Early means clocked out 5 minutes or more before the end of a shift.Late means clocked out 7 minutes to 29 minutes after the end of a shift. Very Late means clocked out 30 minutes or more after the end of a shift.
P
unch In &: Long means a shift of 12 hours or more worked for the day.Punch Out Short means a shift of less than 30 minutes worked for the day.
R
ounding Rules: WorkForce Central (WFC) rounds your daily hours up to the nearest five (5) minutes, and the total of all your days is what you are paid. This total is not rounded any further. You will see this on your timecard screen on your daily totals after the system calculates the differences between your “In” and “Out” punch for the day.For example: Let’s look at an employee who works the following hours and minutes during the week:
Exceptions only apply to non-exempt employees with schedules, and many also apply only to individuals who track In/Out time in Kronos.
Day
Hours worked
Hours Rounded Up
Monday 8:08 8:10
Tuesday 7:58 8:00
Wednesday 8:02 8:05
Thursday 8:00 8:00
Friday 8:09 8:10
40.17 hours 40:00 hours regular and :25 punched minutes overtime
Solutions & Specialty Property Employees
As a timestamp or clock user, you do not have access to edit actual In/Out punches or enter
any missed punches.
If you failed to punch In/Out for any reason, you will need to contact your supervisor and have them correct your time card.
Applicable to non-exempt employees in Assurant Health, Assurant Solutions, and Assurant Specialty Property only.
Solid red cell indicates a missed in or out punch.
Health Employees
Since you enter your own punches manually, you have the ability to edit any punches and/or insert missing punches, as long as your timecard has not yet been approved.
To enter a missed punch, click on the red cell and type in the HH:MM of the punch. Save your timecard.
The same applies to any punch that needs to be fixed - click on the punch cell and type over with the correction. Remember to save your timecard after any changes.
If you have already approved the timecard that holds the missing punch, contact your supervisor and have them correct your timecard.
Hourly View
To enter time off, such as PTO, select the pay code that describes the time not worked and enter the appropriate amount of time to that pay code. You can enter time in decimal format (i.e. 8.50) or hours and minutes (i.e. 8:30)
See your supervisor if you are unsure which pay code to use or do not see the one that you need in your drop-down list.
Refer as well to the Employee Handbook in EPIC on how accrued time may be applied.
E
ntering Time Off
1
Click the down arrow in the Pay Code column and select the appropriate pay code.2
Enter the number of hours in the Amount column.You may also select users select Full-Day or Half-Day increments instead of typing in the hours.
Click Save.
3
“Pay Codes” and “In/Out punches” cannot exist on the same row. As a result, you will often need to insert a row in order to enter your time off. This also applies when more than one pay code is being applied to a single day.
To enter time off, such as PTO, select the pay code that describes the time not worked and enter the appropriate amount of time to that pay code. You can enter time in decimal format (i.e. 8.50) or hours and minutes (i.e. 8:30)
Duration View
Click the Insert Row icon.
Click the down arrow in the Pay Code column and select the appropriate pay code.
Enter the number of hours for the pay code in all the appropriate date (day) columns.
Click Save.
Only one pay code can exist on the same line. You will need to insert a new row in order to add time-off to a timecard that also has hours worked.
1
2
3
4
To enter time off, such as PTO, you must clear out the default work hours and insert time-off hours instead.
Exempt Employees
1
Erase or reduce the number of Hours worked for the day(s) that you were absent.2
Click the Insert Row icon.3
Click the down arrow in the Pay Code column and select the appropriate pay code.4
Enter the number of hours for the pay code in the appropriate date (day) column.5
Click Save.Note: Entire Week Absences:
If one pay code describes the reason for your absence the entire week, then just select them applicable Pay Code and override Hours Worked. Click Save - and your worked default worked
Comments can only be added to fields with In/Out punches or hourly amounts, they cannot be added to the
actual Pay Code field.
1
Click the appropriate cell.2
Click the Comment menu, ... or right click within the timecard cell. Then click Add Comments. The Add Comments dialog box will appear.3
Select the appropriate comment or comments. Note: Use the Ctrl+Click to select more than one comment.(Optional) Click within the Note box and enter free-form text if you wish to provide further explanation or details to the
transaction.
4
Click OK. The cell will be tagged with a small yellow note.
A
dding Comments
Important: Once a comment has been added, it cannot be removed by the employee or supervisor. The employee will need to contact Human Resources for comment changes.
O
nce you have entered anything on your timecard (punches, hours worked, comments and/or time off), you must save the timecard before you exit. Otherwise, the tansactions you entered are lost.Refreshing your timecard
S
elect Refresh to update your screen. Note, your totals will be updated.If you continue to view or edit the timecard, you should also “refresh” to update the totals before you check accruals or make further changes.
Click the Save button on the menu.
Click Actions.
1
2
Select Refresh.You must approve your timecard at the end of each week. (At most businesses, exempts are only required to approve timecards that include time-off entered.) This is required only during the weeks where you entered activity into the timecard.
Note: Once your timecard is approved by you or your supervisor, you will be unable to make further edits. Your supervisor, however, may continue to edit your timecard in the event of an error.
Each approval is recorded in the timecard’s Audits tab and Sign-offs & Approval tab, which are visible at the bottom of the Timecard workspace.
Select the correct pay period from the Time Period drop-down list.
1
Click Approvals on the menu. Then click Approve.
2
When you approve your timecard, you are indicating that it is complete and no further edits are necessary. Your supervisor/manager will also approve your timecard on a weekly basis.
You will not be able to make changes after you approve your timecard.
A
pproving Your Timecard
M
y Reports
Overview
There are three standard reports you can run at any time. They are:
I. Accrual Balances and Projections
This report shows the selected period of time, starting with accrual balances, earnings, credits or both; taking debits or both; and ending accrual balances projected to the furthest planned taking date.
This report is very similar to what you see in the “Accruals” tab within your timecard.
II. Schedule
This report is only valid for non-exempt employees. It shows the selected time period, shift start and end times, shift labels, shift totals and comments.
III. Time Detail
Displays detailed information about the hours that you worked during a specified period of time, including start and stop times or durations with associated labor levels and pay codes.
View/Run a report
Select My Reports
1
Select a time period. (Skip for Accrual Balance report.)
3
Select the report you want to run.
2
For Schedule and Time Detail reports:
Select a date from the drop-down list.
Select Specific date option. Then
either enter a date (mm/dd/YYYY) or click on the drop-down arrow and use the calendar to specify a date. (The Accrual Balance report only prints for current date.)
Click View Report.
4
After reviewing your report, click the Return button to close it.
If you are connected to a printer, you can select Print on your browser window to print the report results.
M
y Calendars
The Time Off History calendar translate your timecard entries into a calendar view.
You may determine the view of the calendar as well as the time period.
Select Time Off History
1
The calendar will display with the current month’s activities.
A yellow note icon symbol on the calendar indicates that a comment is associated with a pay code entry on that day.
If you are connected to a printer, you can right-click on any date within the calendar and select Print to print a paper copy of the view.
Paid time off transactions will display on the calendar in green.
For details on a date’s entry, click on the specific date and click the Day Detail button from the menu at the top.
Appendix A
Using online help
Pressing the F1 key within Kronos will not access the Kronos Help text. For some browsers, it may provide browser help, such as I.E. or Netscape help.
Select the Help link...OR...
Select a topic from the left side of the workspace.
Click a linked word.
Select a topic from the Related Topics list.
Click an entry in the index.
Click search to look for words to search for.
From within the Help button found within an individual dialog box. This gives you help on the specific active dialog box. Once the Help workspace is open, you
can navigate in several ways.
To access online help:
This Help Text is generic for all Kronos users, and not at all specific to Assurant’s policies and practices. If you have a question about our practices, contact your local HR department.
Appendix B
Available Pay Codes
These pay codes are the most frequently used and are available for selection within your timecard.
Scheduled/Approved refers to time that has been pre-approved by your supervisor or manager.
Unscheduled/Unapproved refers to time that is unexpected and unscheduled.
Note: Your timecard may include additional pay codes beyond what you have in your drop-down, such as “Lv-STD” to indicate STD-paid disability leave. These may be codes fed from other systems as scheduling sysem or the leave administration tool.
Speak to your supervisor/manager if you are unsure which code to use for a specific absence, or if your absence doesn’t seem to fit any of the codes that you have access to.
Appendix C
Questions and Answers
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 protected] to Kronos Corporate or
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.
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).
