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Kronos FAQ

General

1. How far back in history will we keep data in KRONOS?
We will keep at least the current fiscal year, and depending on space, the previous fiscal year. No History information is being imported into KRONOS for previous time cards. Accruals will be balanced from Peoplesoft and then reside in KRONOS.

2. Can the time be made military time instead of showing in hundredths?
The time needs to stay as hundredths.
      
3. When there is a Monday holiday, we require timecards to be in on Friday. The supervisor can't sign off on a timecard that is the current week. How will we handle sign-offs for these weeks?
Payroll will have to lock the cards on Friday. The supervisor will check the timecards on Tuesday, and note any needed corrections. Contact Payroll to make any needed corrections. Also, if a person works on a Saturday, put in the time you expect them to work.  If there is overtime it will be paid the following week.

4. If an org. number doesn't appear next to the student's swipe in the Fat Client or Web, does that mean they did not use a Function Key?
Yes, but when a student works through the midnight hour, the time in the second day of the shift does not show the account number that the student's swipe should be charged.  It does appear on the swipe in when the student presses the Function Key.
      
5. Is there a faster way to get to the Kronos Web page or do I  need to type the address each time?
From the Holy Cross home page click on the down arrow next to the Site Index field and choose Time Entry-Kronos.  The Kronos home page will display.  Or create a bookmark in either Netscape Communicator or Internet Explorer.  Go to the Kronos Web page and click the bookmark button to the left of the location field and choose Add bookmark from the listing. The next time you enter or edit time simply click the bookmark button and choose the address from the listing.
      
6. Is it okay for a 7 hour a day person, for example, to work an 8 hour day one day so they can leave an hour early another day (i.e. for a doctor's appointment or other valid reason)?  So in the end, they still work a total of 35 hours but did not used vacation time or personal time and did not work through their lunch.
Yes, if it is approved by the supervisor.  Once approved the start and stop fields on the timesheet needs to be edited to reflect the correct amount of hours worked for each day.  So if the employee works 8 hours Monday and leaves early Tuesday,  Monday's hours should total 8 to include the extra time and Tuesday's hours should total 6 hours to reflect the time used.
      
7. How should snow day or early dismissal be entered into the KRONOS system?
The regularly scheduled hours should be entered.
      
8. Is it acceptable for an employee to work 34 hours one week, and then 36 hours the next week to make up the hour that they missed the week before.  I know that if the person is a 40 hour a week employee, they run into OT issues, but is it okay with an employee who works less than 40 hours?
The supervisor should contact Donna Wrenn to get it approved in both cases as they involve either Regular OT or OT Hourly.
      
9. If the situation of donating sick time occurs, how will it be handled in KRONOS?
All sick time donations must be submitted to Human Resources in writing.  Once approved Human Resources will make the appropriate adjustments.
      
10. Will Student Teaching Aisstants and Student Tutors/Tutoring Workshops need to enter their time in the KRONOS system?
No.  They will continue to use Time Cards.

Budgets

1. What happens if funds aren't available when you transfer time to another department?
KRONOS simply logs the time that the employee worked in a department, it does not check funds. Supervisors can check their budget amounts in PeopleSoft. If there is a budget problem, the supervisor should contact the Budget Office.

2. Today, Athletics fills out and approves a requisition payment form to pay for Public Safety to be at games. If Public Safety bills the time to Athletics org number, how can Athletics approve that the time was correct?
The time entered into KRONOS is entered against the Special detail pay bucket. Journal entries will still be required to chargeback. The charged time will appear on the Monthly Budget reports.

3.   Public Safety bills student orgs for their services. The student orgs are not on the list.
Please see #2. Also, student orgs don't have employees therefore they are not in KRONOS.

Rosters

1. How is the employee roster being delivered to departments?
Via campus mail.   The department supervisor should receive the roster on or before each Friday.

2. Will the roster show employees who are assigned to your home acct only? What if a student works for you, but their home acct is a different dept?
The roster will show all students that have a job record in that department whether it is their home account or not.

3. What should I do when I find a terminated student or employee on my roster?
Identify and mark the employee on the roster. Make a copy of the roster and send it to the Records Clerk in the Human  Resources Department at PO Box HR.

Timecards

1. Some depts have students who are not getting their own timecards yet, they are still using blank ones. Does this mean that the student will not be in KRONOS?
No, the time cards are printed two weeks in advance.

Grace Period

1. If someone punches out 11 minutes past their usual punch out time, will it pay them 11 minutes extra?
KRONOS will pay minute to minute beyond the grace period. In this example, they will be paid for 11 extra minutes.

Web Supervisor

1. What should I do if there are network or web problems on a Monday morning and can't get into the timecards to signoff? Who checks the timecards on Monday morning?
We would do everything possible to get the network/web working properly. If problems persist, Payroll will pull the time cards without the supervisor approval and run the pay. Departments would then have to review the time cards once the system is working again. The supervisor will need to make note of the corrections needed and request Payroll to make the corrections.

2. In Workforce Manager, what are the On, Off and Totals columns used for?
The college is not using these fields.

3. How would you enter time if an hourly employee needed to leave work early and did not have any time left to use?  Should the hourly employee enter something?  The supervisor? Or should nothing be entered? Example:  If the employee worked 9am-5pm and left at 2pm and the three hours are to be unpaid, do we leave it as working 9am-2pm or do we need to put a paycode against the three hours unpaid (2pm-5pm)?
The hours should read 9am-2pm and the supervisor should enter a paycode of Leave without pay for the three hours.

4. How should a web supervisor adjust the Regular Houly time for someone that is out sick and works OT in the same week?
Refer to documentation for instructions.  Call extension 3849 for further assistance if necessary.

Fat Client

1. How can you view a timecards for someone who's home account is a different department, but the person worked in your department?
From the Select Employee window in Kronos click the HyperFind Query radio button.  Choose a Timeframe and click the SetUp button.  Click on the Worked tab then the Department radio button.  Enter your department id in the Search field and select the Search button.  Highlight the department id in the results window and click on the Add button.  Do this for as many departments as you need. (You should see the departments start to build on top of the scroll window.) Click Run.  The first timecard that meets the criteria displays.  Use the down arrow next to the field to select the next timecard.

2. What should I do when I get the error message "SQL ERROR #160 Specified driver could not be loaded due to system error 1157"?
The user will need to reinstall both Oracle and Kronos applications.  If the reinstall does not correct the problem call extension 3849.

3. I am unable to Login to the Fat Client.
Check to see if the username and password is entered correctly (remember they are case sensitive).  Check that you are pointing to the correct database -KRONOS Production (check this field on the login screen).  If neither of these suggestions work call extension 3849.

4. An employee worked from 6a-11a and took 2 hours of personal time, the employee came back to work from 2pm-2:30pm. Kronos won't let us put in a 2:00pm punch since her schedule is until 2:30pm.
Change the schedule for this day.

5. How would you enter time if an hourly employee needed to leave work early and did not have any time left to use?  Should the hourly employee enter somthing?  The supervisor? Or should nothing be entered? Example:  If the employee worked 9am-5pm and left at 2pm and the three hours are to be unpaid, do we leave it as working 9am-2pm or do we need to put a paycode against the three hours upaid (2pm-5pm)?
The supervisor should enter 9am-2pm and then enter a paycode of Leave Without Pay for the three hours.

6. Can KRONOS provide information on how many hours an employee has worked during the year?  Our department works with budgeted hours/year because some of the employees are not full year employees?
KRONOS has a List Report that provides detail through a range of dates, of all paycodes, by employee, within a department.

Differential OT

1. If a public safety officer works 8am - 8 pm, will the system know to give him/her 4 hours of differential OT? Or does the supervisor need to edit?
KRONOS rules will note the Differential time and will pay 8 reg and 4 diff reg.

Clock Functions

1. If an employee uses the function key F12 for a call in, and they work less than 3 hours, does the F12 key on the Hogan 3rd floor and Maintenance clocks automatically give them three hours when they swipe out?
Function key 12 for Call Ins will pay a minimum of 3 hours of time, or more than three hours according to the swipe out.  The employee MUST swipe out in order to get the overtime.

2. What if a person doesn't see anything on the LCD panel when they swipe their card?
Report the problem to your supervisor who will call extension 3849.  The person's account information will be checked in each system (PeopleSoft, Kronos and One Card) for accuracy.  If the information is correct in all systems, the person will need to get a new card.

3. What should I do when a student who works in multiple departments swipes in, does not use a function key, their home account is another department and all hours worked are charged to the department?
The supervisor should notify Payroll at extension 2516.  Do not delete the time from the timecard or the student/employee will not paid at all.

Work Rules

1. Dining Services assigned Work Rules to their shifts. Will this cause any problem?
It will if the work rule doesn't apply to everyone in the shift otherwise it should be ok.

Reports

1. Is there a report for all OT in a department. Also, a report of "shifting", when a person works Saturday and takes another day off during the week?
Use the Time detail report to select the pay code you would like a report on, such as OT Hourly. If shifting has been edited in the schedule it will show in shift change. You can also do a hyperfind query on the comment "shifted". If this comment has been attached to the punches, the query will display those timecards.

Printing the Timecard

1. How Do I print the Timecard?
While viewing the timecard window hold down the Alt key on the keyboard and tap the Print Screen key.  Release the Alt key. Open Microsoft Word.  Click on the paste icon on the toolbar.  Click on print.  If you wish you can save the document.

Web Hourly

1. If an hourly employee has Web Supervisor access and they approve their timesheets where does the approval display?
The approval will display in the Manager approval column.

2. In Workforce Manager, what are the profile settings to view On, Off and Totals used for?
The college is not using these fields.