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KRONOS REFERENCE MANUAL
BASIC SCHEDULER AND TIMEKEEPER
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Copyright © 2013 Axsium Group. All rights reserved.
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Table of Content
ii
Time Tasks ............................................................................................................................................................................ 1
Punch to Payroll Process ..................................................................................................................................................... 1
Logging On ............................................................................................................................................................................ 2
Regaining Access after Inactivity ......................................................................................................................................... 2
Logging off ............................................................................................................................................................................ 2
Classic User Interface Workspace ......................................................................................................................................... 3
Workspace Tools ................................................................................................................................................................... 4
Quick links ........................................................................................................................................................................... 4
Workforce Genies ................................................................................................................................................................. 5
Workforce Genie components ............................................................................................................................................ 5
Schedule Editor Genie .......................................................................................................................................................... 7
Navigating to the Schedule Editor Genie ............................................................................................................................ 7
Assigning Employees to a Group ......................................................................................................................................... 9
Shift Template Chart ......................................................................................................................................................... 10
Adding a shift ...................................................................................................................................................................... 11
Adding a Schedule Pattern.................................................................................................................................................. 13
Assigning Schedule patterns to a group ............................................................................................................................ 15
Creating Shifts with Transfers ............................................................................................................................................. 15
Scheduling Pay Codes .......................................................................................................................................................... 17
Scheduling Pay Codes (Full Shift) ....................................................................................................................................... 17
Scheduling Pay Codes (Partial Shift) .................................................................................................................................. 19
Audit Trail ........................................................................................................................................................................... 20
Quickfind Genie .................................................................................................................................................................. 20
Finding employees using quick find .................................................................................................................................. 21
Understanding the Timecard ............................................................................................................................................ 23
Timecard indicators ............................................................................................................................................................ 23
Acting on Employee data in Genies .................................................................................................................................... 24
Working from genies ......................................................................................................................................................... 24
Reconcile timecard Genie ................................................................................................................................................... 24
Exceptions ........................................................................................................................................................................... 26
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Add/Edit A Punch ................................................................................................................................................................ 27
Cancelling a No Lunch Premium ......................................................................................................................................... 29
Add/Edit a Pay code ............................................................................................................................................................ 30
Pay period Close genie ........................................................................................................................................................ 32
Refreshing Data on the Genie ........................................................................................................................................... 33
.......................................................................................................................................................................................... 33
Exporting data ................................................................................................................................................................... 33
Generating & Printing Reports ........................................................................................................................................... 34
Appendix A: Creating a Hyperfind ...................................................................................................................................... 36
Example of a Hyperfind based on an employee name or ID filter: ................................................................................... 36
Appendix B – Creating STANDBY (on-Call) Shifts ................................................................................................................ 38
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TIME TASKS
PUNCH TO PAYROLL PROCESS
1.
Meditech sends employee data to Kronos.
2.
Employee time is collected and sent to Workforce Timekeeper. Punches are evaluated against schedules for
exceptions.
3.
Employees review and approve timecards.
4.
Managers approve timecards.
5.
Payroll signs off timecards.
6.
Workforce timekeeper sends employee hours to the payroll system.
7.
Payroll is processed by Meditech payroll.
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LOGGING ON
To log into the Kronos system you can enter the following URL http://qvckronosapp01/wfc/logon
Or click on the icon on your intranet. The following window will be displayed.
From the Log On screen, do one of the following
1.
If you have used Kronos before enter your employee number and your current password
2.
If you have not used Kronos before enter your employee number as your username and the password “password”
all in lower case letters.
a.
The Change Password dialog box will be displayed prompting you to enter a new password
Note: If you are having any problems logging into the system, please call the Help Desk
REGAINING ACCESS AFTER INACTIVITY
The inactivity timeout protects sensitive information in the application. If the application does not detect activity within a
specific amount of time, it automatically logs you off. To regain access to the application, you must enter your password in
the inactivity timeout screen and select the Log On button. If you are finished with your work you can choose the Log Off
button and you will be logged off the system. The inactivity log on screen is displayed below.
LOGGING OFF
Upon completion of your tasks, you must log off the application to ensure that your employees’ information is kept
confidential. To Log Off the system, locate and click on the Log Off button, shown below in the upper right hand side of the
main screen.
Note: Clicking the Close (X) button without first logging off might leave your connection to the application open,
which might allow unauthorized people to view and edit information
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CLASSIC USER INTERFACE WORKSPACE
Banner
Action Bar
Workspace
There are two main areas of the workspace:
Banner
There are two areas of the banner:
1.
Tabbed menus with links to all features you can access in Kronos WFC.
2.
A set of utility links
Workspace
There are four areas of the workspace
1.
Quick link bars that provide quick access to other areas of the application.
2.
Page Header
3.
Work Area – detailed information about the employees and time period you are viewing.
4.
Action Bar which allows you to modify data.
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WORKSPACE TOOLS
The top of the workspace contains useful tools to help you filter and access data quickly and easily.
Show: Select a group of employees using a filter (Hyperfind). Example: select the All Home Hyperfind query to display all
employees assigned to the labor accounts you have access to.
Time Period: Select a time interval including:

A specific date

A range of dates

A pay period

A schedule period
QUICK LINKS
Quick access to other Workforce Timekeeper components including:
Timecard: Launches the timecard(s) for the selected employee(s)
Schedule: Launches the Schedule Editor for the selected employee(s). The Schedule Editor is used to view and update
employee schedules.
People: Launches the People Editor for the selected employee(s). The People Editor is used to view and update personal
and employment information for employees.
Reports: Launches the Reports workspace. If you run a report, it will contain information only for the selected employee(s).
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WORKFORCE GENIES
Workforce Genies provide access to an employee’s timecard, schedule or people record in a summarized easy to read
format.
WORKFORCE GENIE COMPONENTS
When using a Workforce Genie you can use filters to answer the following questions:
Who
Select a group of employees using a filter (Hyperfind). The All Home query displays the base group of employees of all
employees assigned to the labor accounts to which you have access. This determines whose data is displayed.
When
Time period determines the time frame for the displayed data.

A specific date

A range of dates

A pay period

A schedule period
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What
The data that is displayed as a result of the Who and When is a list of the requested employees.
Actions
Determines the actions available to perform on the displayed data.
Column Sorts
Click the column headings to sort the data by the selected column. Clicking a column heading a second time reverses the
sort order. A down arrow shows the sort as descending an up arrow shows the sort as ascending.
Sort numbers: Click a second column heading to sort the display a second time according to the second column. The
second column becomes the primary sort, and the first column becomes the secondary sort. A number appears in each
column heading next to the up and down arrow to show which column is sorted on first and which column is sorted on
second.
Refresh
Click Refresh to display the most current information. You must click Refresh to ensure you are seeing the most recent
changes to the employee and application data.
Last Refresh
The upper left hand corner displays the more recent time you clicked Refresh.
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SCHEDULE EDITOR GENIE
The Schedule Editor Genie provides view of schedule data by Employee and Group. From this screen you view and manage
employees’ schedules. Assigning schedules to employees allows you to quickly compare differences between scheduled
and worked times.
NAVIGATING TO THE SCHEDULE EDITOR GENIE
1.
Go to the Menu item Scheduling > select Schedule Editor.
2.
The Schedule Editor workspace will appear with your employees for the current schedule period.
3.
To change Who you are seeing click on the drop down in the Show field. Hyperfind queries are listed to select
employees. Note: Appendix An outlines creating a Hyperfind which allows you to create custom groupings of
employees.
4.
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To change when you are looking at click on the drop down arrow in the Time Period field. Select the appropriate
option. Each day takes a column. Headings show dates and holidays. Scroll horizontally to see dates that do not
display on the screen.
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5.
6.
7.
8.
Actions –
a.
Select All – Select all employees from the Schedule Editor genie to perform an action
b.
Cut, Copy, Paste – Used to edit shifts
c.
Restore – Used to reinstate deleted shifts or pay codes that are part of a pattern
d.
Print Screen – print the portion of the screen that is visible on the window
e.
Export to Excel – The genie can be exported to Excel so it can be edited or printed from Excel
Shifts a.
Add/Edit/Delete – Used to Add, Edit or Delete Shifts
b.
Add/Edit/Delete – Used to Add, Edit or Delete Patterns
c.
Insert Template – Used to add a shift to a date
d.
Append Shift – Adds to the beginning or end of an existing shift
e.
Replace Shift – Deletes an existing shift and adds a new shift
f.
Insert Transfer – Add a transfer to an existing shift
Pay Code
a.
Add/Edit/Delete – Used to Add, Edit or Delete Pay Codes. Add and Edit brings up the Pay Code Editor.
b.
Add/Edit/Delete – Used to Add, Edit or Delete Pay Code Patterns.
View
a.
The schedule time can be viewed in Daily, 4-hour, 1-hour, or 15-minute intervals.
b.
The schedule can be displayed in Shift Times or Shift Labels.
c.
Totals – when selected shows the total number of hours and employees
d.
Accrual Amounts – when selected shows the accrual amounts as of the last day in the selected time
period
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e.
Breaks – not applicable for CVHP as breaks are not scheduled.
f.
Schedule Outline – displays a new window with all scheduled items for the selected time period
g.
Audits – shows who completed audits for the selected employee for the selected time period.
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ASSIGNING EMPLOYEES TO A GROUP
From the Schedule Editor, the Kronos system allows schedulers to view their schedules, By Employee or By Group. The “By
Group” tab displays employee schedule data by organizing them into groups. The steps to assign an employee to a schedule
group are described below.
1.
From the Schedule Planner, navigate to the By Group tab.
2.
Select the employee you wish to assign to a group, right click over their name and select Add to group.
3.
In the Add to Group window, from the drop down select the appropriate Schedule Group. Enter a valid Start & End
Date. This will define when the employee will be displayed in the group. To save your changes click OK.
4.
Navigate to the employees name to verify your results. The bold text under the Name Column represents valid
group names. Employees that have not been assigned to a group will show up under the Ungrouped Employees.
5.
Click Save to save your changes.
6.
Employees can belong to multiple groups.
7.
To remove an employee from a group. Right click on an employee’s name and select the option – Remove from
Group.
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SHIFT TEMPLATE CHART
A shift Segment is a valid shift that can be assigned to an employee. A new naming convention for shift segments is
described below.
Letter: Hour
Number: Minute
A- 1:00
0 – 00
B- 2:00
1- 15
C- 3:00
2- 30
D- 4:00
3 – 45
E- 5:00
F- 6:00
Shift Template Formula
A “Letter” denotes the hour. Military time is being used to denote PM times.
A “Number” denotes the 15 minute increment of the shift start or end time.
A shift template will be 4 characters. For example, a 7:00 AM to 15:30 PM shift
G- 7:00
would be denoted as G0O2. Using the chart below, you can see that the letter G = 7,
H- 8:00
the number 0 = 00, the Letter O = 15 and the number 2 = 30 minutes
I- 9:00
J- 10:00
K- 11:00
L- 12:00
M- 13:00
N- 14:00
O- 15:00
P- 16:00
Q- 17:00
R- 18:00
S- 19:00
T- 20:00
U- 21:00
V- 22:00
W- 23:00
X- 24:00
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ADDING A SHIFT
1.
Select the date cell where you want to add, right click and Select In the Schedule Planner window, select the date
cell where you want to add, right click and Select Add > Shift.
2.
The following window, Add Shift, will be displayed. Note the default shift type is set to Regular. Regular means you
are creating a shift for the employee’s primary labor account and job.
3.
The name of the employee is displayed in the upper left hand corner.
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4.
To enter a valid shift you need to do one of the following:
a.
Click on the Insert Shift button to select a valid shift/Shift Template.
b.
Select the shift.
c.
Click OK; the shift will appear in the date box on the Schedule.
d.
Or the shift can be manually entered by adding a valid Start and End Time.
i. The Sch Hrs will display the total number of hours for the shift
ii. If the shift you are entering crosses midnight or goes into the next day you need to change end
date
e.
5.
Click OK, the shift will appear in the date box.
To save the shift in the schedule click the Save button. Note: The orange text in the Schedule Editor indicates that
changes have not been saved.
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ADDING A SCHEDULE PATTERN
There are a number of ways to enter a schedule for an employee in the system but one of the most common is to assign an
employee to a schedule pattern. A schedule pattern is a fixed set of shifts or a rotation that become the default shifts that
get assigned to the employee.
To assign an employee to a shift pattern, you need to do the following from the Schedule Editor window.
1.
Right click on the employees name and select Add Pattern > Shift or Pay Code. The following window will be
displayed. Note: You can also select Edit Pattern if you want to change an existing pattern for an employee or
Delete Pattern if you want to delete an existing pattern.
2.
The pattern editor for employee is displayed in the window above. To enter a valid shift pattern, do the following.
a.
Select the work start date: The best practice for a work start date is the schedule start day of the week,
which is Sunday.
b.
Enter a Work Start Date: This is typically the start of the Pay Period.
c.
Enter the End Date: The Default end date is Forever meaning the pattern will last forever or until it is
modified to deleted. It is possible to enter a valid end date. For example, the shift pattern is going to be
used over a holiday period or for a certain length of time, so you could enter a different end date.
d.
There is a check box called Override Other Patterns. Selecting this option will replace any existing shifts
with the new shifts that have been created when you save the pattern.
e.
Select the day(s) that you want to add the shift. Multiple days can be selected by holding down the ctrl
key and selecting the day. Selected days will be highlighted with a grey box around the day.
3.
To enter the schedule patterns you have the following options.
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4.
To insert a predefined shift do the following
a.
Select the day(s) of the week to enter the shift and select the Insert Shift button.
The following window will be displayed.
b.
Select a shift from the list and click on the ok button. The shift you selected will appear on the day(s) that
you selected on the Pattern Editor window.
5.
To manually create a shift pattern, do the following
a.
Select the day(s) of the week to enter the shift and select the Shift Editor button.
The following window will be displayed.
b.
Enter the appropriate shift information
c.
Click on the Ok button. The shift you created will be displayed on the day(s) that you selected on the
Pattern Editor.
6.
To add a pay code to the pattern, in the pattern Editor select:
7.
To close the Pattern Editor, click on the Save button.
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ASSIGNING SCHEDULE PATTERNS TO A GROUP
1.
If employees work the same schedules using the By Group feature will allow you to assign schedule patterns to a
group of employees.
2.
Navigate to the By Group tab.
3.
Select the employees in the group with the like schedule.
4.
Right click and select Add Pattern > Shift or Pay Code.
5.
Follow steps 2-7 from above, Adding a Schedule Pattern.
6.
The schedule will be applied to all employees selected.
CREATING SHIFTS WITH TRANSFERS
1.
In the Schedule Editor window, select the date cell where you want to add or edit a shift, right click the Select Add
> Shift. Note: If you select a date where a shift is already scheduled you would select the option Edit > Shift.
2.
The following window will be displayed. Note the default shift type is set to Regular. Regular means you are
creating a shift for the employee’s home labor account.
3.
The name of the employee is displayed in the upper left hand corner.
4.
To enter a valid shift you need to do one of the following.
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a.
Click on the Insert Shift button, select a valid shift and hit OK, or
b.
Manually enter a valid Start and End Time.
c.
The Sch Hrs will display the total number of hours for the shift.
d.
If the shift you are entering crosses midnight or goes into the next day you need to change the Day from 1
to 2.
5.
To enter a transfer you need to click on the Transfer down arrow to display the following box. The last five
transfers that have been performed will appear in the list along with a Search Button. If the current transfer is
listed in the drop down window you can select it. If not go to the next step.
6.
Click on the Search button and the following window will be displayed. To enter a transfer, you can do the
following.
7.
To enter a transfer you need to navigate to the lower right hand corner of the screen and add the correct Campus,
Department and Job Code for the location that you would like to transfer the employee.
8.
Click on Ok to save the changes.
a.
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The transfer you added will be displayed on the Transfer Line.
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i. Note: The shift type will change from Regular to Transfer once the update is saved.
9.
(Optional) Add a comment to the shift; click the down arrow in the Comments area and select a comment
10. When the shift is saved to the schedule editor window, the shift will have an (x) next to it to indicate that this is a
transferred shift.
11. To save the shift click the Save button.
SCHEDULING PAY CODES
SCHEDULING PAY CODES (FULL SHIFT)
The Kronos system allows the user to enter time off on a schedule for things like vacation, sick, or jury duty. This is done
through the Pay Code Editor. To enter time off to a schedule, do the following.
Note: It is important to enter this type of time off from the schedule. All timecard information will be automatically
updated by the system.
1.
In the Schedule select the date cell into which you are entering leave time.
2.
Select Add > Pay Code. The Pay Code Editor opens for the employee and date that you selected.
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3.
The effective date will be the date you selected from the schedule date field.
4.
Click Pay Code drop down and select a pay code from the list.
5.
Manually enter the amount of hours that will be paid. This is typically the number of hours that the employee
usually works in a shift (8, 10, or 12).
6.
Optional - Select the Override Shift – Whole Shift

If the pay code is replacing a shift - for example, when the employee is sick - select Override Shift.
7.
If necessary, change the Display Start Time value. The default is typically the start time of the shift.
8.
Do one of the following:


If the leave time is for one day, leave the default (1) in Number of Days.
If the leave time is extending for more than one day, type the number of days for which the pay code applies.
The system counts consecutive days, not just scheduled days.
9.
(Optional) You can add comments to the pay code; click the down arrow in the Comments area and select a
comment.
10. Click Ok to save the pay code edit.
11. Click Save to save your changes to the schedule.
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SCHEDULING PAY CODES (PARTIAL SHIFT)
In this example, an employee has been scheduled to work a full shift. If the employee leaves early for personal reasons, or is
flexed off you can add a pay code for those remaining hours to the employee's schedule.
Listed below is an employee who is scheduled to work a 7a – 330p shift. In this example we are going to give them time off
beginning at 11:30 am for a partial day due to low census.
1.
Select the shift in the Schedule, right click and select Add > Pay Code
The pay Code Editor will be displayed.
2.
Select Override Shift and select the Partial Shift radio button. Selecting the override shift button and partial shift
will change the shift in the schedule.
3.
Enter 11:30 am as the start time for the Paid Time Off because this is when the employee is going to quit working
the shift.
4.
Add the Comment – Flexdown – Low Census.
5.
Click OK to close the Pay Code Editor. The new schedule will look like the following.
6.
The shift is now from 7a-11:30am and 4 hours of Flexdown will be paid for the remainder of the shift.
7.
Click Save to save your changes to the Schedule.
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AUDIT TRAIL
At this time you have been able to enter, edit or delete shifts, and pay codes to the system. If you want to view any
changes that have been made you can do so by using the Audit trail that comes with the system. To view the Audit, do the
following.
1.
Select an Employee from the Schedule Planner window, Right Click on the name and select Audit. This will display
the Audit window.
2.
A detailed audit of all changes “saved” to the system will appear including the date, the type of edit and who
performed the edit. An example for Employee C is listed below.
QUICKFIND GENIE
Quickfind is a tool to quickly find employee(s). To use this feature to type all or a portion of an employee’s name or ID. The
* acts as a wildcard. If you are looking for an employee whose last name begins with an M, you can type M* and all
employees whose last name that begins with M that you have access to will display.
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From either of these views, managers can:
• Select tasks from the menu to bar perform tasks on employee data.
• Navigate to other components, such as Timecards, Schedules or Reports.
FINDING EMPLOYEES USING QUICK FIND
Use QUICKFIND to search for employees by either name or ID. Then use the Action menu to select an action that applies to
the selected employees. To search using
QUICKFIND:
1.
In the Name or ID field, enter a search option. For example:
a.
Enter b* to display employees whose surnames begin with B.
b.
Enter an ID number or range to display employees by employee ID, such as 012* for employees whose IDs
begin with 012.
2.
Select the Time Period to identify the time period you want to work with.
3.
When the system returns the requested information, select the employees for whom the task is being performed.
a.
To select one employee, click on the employee row.
b.
To select multiple employees, hold down the Ctrl or Shift key and select multiple employee names using
the mouse.
c.
4.
To select the full list, use Actions > Select All
To navigate to a workspace for the selected employee(s) select the appropriate Quick Link. In this example select Timecard.
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5.
The Timecard will appear for the selected employee(s) for the selected Time Period.
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UNDERSTANDING THE TIMECARD
Action Bar
List of actions that can be displayed on the data being displayed.
Workspace
The data you can display actions on is displayed in the workspace.
Totals & Schedule
Displays total by Account and Pay Code. Can select to display Totals by All, Daily or
Cumulative. To view Daily totals click on the day once the view option is updated.
Accruals
Displays accruals and totals based on your profile.
Schedule
Displays the schedule for the data being displayed. Use the scroll button to see additional
days. The workspace can also be increased by dragging on the ‘…’ and pulling up the
screen area.
TIMECARD INDICATORS
Indicator and Color
Description
Orange on the workspace title, followed by an asterisk (*), or on a tab title indicates that data
has changed but has not been saved
A yellow note icon after a punch or amount indicates a comment about the cell’s contents.
Point to the icon or select the Comments tab at the bottom of the timecard workspace to view
the comment.
A solid red cell indicates a missed in-punch or out-punch. Point to the red box for more
information
A cell bordered in red indicates an exception, such as a late punch, early punch, or long
interval. Point to the cell for more information.
A cell bordered in red and containing a yellow note icon indicates that a punch or amount has
a comment and an exception.
A date cell bordered in red indicates an unexcused absence day.
A transaction shown in purple indicates that it was added to the database by the system.
A green box indicates an exception has been marked as reviewed.
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ACTING ON EMPLOYEE DATA IN GENIES
Genies present information organized by employee name. Only employees in your employee group appear in these views.
The view can be expanded to include employees who transfer in temporarily. Hyperfinds are also available in the genies.
The Genie is the starting point for editing timecards, generating reports, adjusting schedules, or proceeding to more
complex tasks.
1.
Reconcile Timecard—Lists unexcused absences, missed punches, overtime, and other time irregularities for the
employees.
2.
Pay Period Close—Shows the status of employee timecard approvals, time irregularities, and total hours for
your employees.
3.
Shift Start—Shows who working, based on the shift start times is currently.
4.
IS Summary—Lists employee information such as home account, user name, email address, badge number, and
manager name.
WORKING FROM GENIES
To find employees and perform a task:
1. Search for the employees using a query from the Show drop-down list:
a.
All Home displays the manager’s own employee group.
b.
All Home and Transferred In also displays other employees who worked in the manager’s area. The
transferred employee and does not report to the manager, but works in the manager’s area temporarily.
c.
All Home and Scheduled In also display employees who were scheduled into a job that is overseen by the
manager; the scheduled-in employee does not report to the manager.
2.
Select the employee(s).
a.
To select one employee, click on the employee row.
b.
To select multiple employees, hold down the Ctrl or Shift key and use the mouse to select multiple
employee names.
c.
To select the full list, choose Select All from the Actions drop-down list.
3. Select a time frame or specific date from the Time Period drop-down, for example, Current Pay Period, Today, or a
specific date.
RECONCILE TIMECARD GENIE
1.
Access the Reconcile Timecard Genie from the Timekeeping menu option. Timekeeping > Reconcile Timecard
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2.
The Reconcile Timecard genie allows you to quickly identify individual timecard issues. To address any exceptions
double-click on the employee name in the Name column. The Timecard will appear.
3.
Address exceptions as described above in Resolving Exceptions outlined earlier in the manual.
Addressing exceptions in a timely manner will reduce time
needed at the end of the pay period to approve timecards.
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EXCEPTIONS
Types of Exceptions:







Missed punch
Late In
Early In
Late Out
Early Out
Bonus Applied
Unexcused Absence
Resolving Exceptions
1.
Hold your mouse over punch or fields marked in Red. The cause of the exception will display in a pop-up.
2.
For missing or incorrect punches double click on the cell and enter the correct time. (See Edit/Add punch process
below for full details.)
3.
For Early In/Late In/ Late Out/Early Out punches compare to the Schedule in the lower window. Add comments
to justify the exception punches or update the Schedule with the actual time the employee worked.
PTO/Flexdown should be added on the Schedule not the Timecard.
4.
For Bonus Applied if the employee forgot to punch for lunch add the punches in the In/Out field. The Schedule
Out time will also need to be moved. If the employee was not able to take their lunch the No Lunch and applicable
Shift Premiums will be automatically added to the timecard and display in the Totals & Schedule section of the
Timecard. Removing the premium for the No Lunch will be discussed below, Cancelling a No Lunch Premium.
5.
For Unexcused Absence if the employee worked add the punches following the Edit/Add punch process. If the
employee was absent update the employee’s Schedule with the applicable Pay Code and the timecard will be
updated with the pay code and the exception will be removed.
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ADD/EDIT A PUNCH
1.
Click in the cell containing the punch error and enter the correct punch time.
Kronos will accept time in several formats:

4A or 4P

24 Hour Format (1525)

Full AM/PM format (3:25p)

AM/PM format without the colon (325p)
2.
Optional – You can add a comment by clicking Comment > Add Comment. The Add Comment window appears.
3.
Select the appropriate comment.
4.
Select Ok.
5.
The red indicator will disappear and the comment will be indicated next to the corrected punch.
6.
To view a comment in a timecard, click the cell containing the comment, and then click the Comments tab. The
selected comment will display in the Comment tab and be highlighted for easy locating.
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Click Save when finished.
NOTE: Once the time is entered and saved, the system will adjust and recalculate time based on the
added punch.
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CANCELLING A NO LUNCH PREMIUM
1.
Double Click on the Out punch to bring up the Edit Punch screen.
2.
In the Cancel Deduction drop down box select CVHP Meal Premium if the employee works 8HR Shift or CVHP Meal
Premium 12 HR EE for the 12HR employee. Click OK.
3.
Mark the exception as resolved by right clicking and selecting the option Mark as Reviewed. The box will change
to green.
4.
Save your changes.
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ADD/EDIT A PAY CODE
1.
Enter the employee’s last name or ID in the QUICKFIND menu or double click on the employee’s name from the
genie and proceed to Step 6.
2.
From the QUICKFIND genie follow these steps:
3.
Click the Time Period drop-down menu to select a date or date range.
a.
Note: If you select Specific Date or Range of Dates, you will need to enter or select start and end dates from the Select
Dates window.
4.
Click Find. All matching results for the entered Name or ID and optional Time Period return in the Results Table.
NOTE: If you click Find without entering search criteria, the entire list of employees you have access to will be
returned in the Results table.
5.
Double-click the employee name to open the timecard and view the selected dates.
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6.
Click the Pay Code drop-down menu and select the applicable pay code.
7.
Enter the number of hours in the Amount field.
8.
Note: If there are punches on the day you will be adding a Pay Code you will need to insert a line first. Click on the
+ sign to the left of the date to add the line.
9.
Optional, to add a Comment click in the Amount field. Click Comment > Add Comment. The Add Comment
window opens.
6.
Select the appropriate comment.
7.
Select Ok. The comment displays next to the added or edited Pay code Amount.
10. To view a comment in a timecard, click the cell containing the comment, and then click the Comment Tab. The
selected comment will display in the Comment tab and be highlighted for easy locating.
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PAY PERIOD CLOSE GENIE
1.
At the end of the pay period access the Pay Period Close genie from the Timekeeping menu option to address
outstanding exceptions and approve your employee’s timecards. Timekeeping > Pay Period Close
2.
The Pay Period Close genie will identify any issues that need to be addressed prior to approving the timecard.
3.
Double click on the employee name to bring up the timecard and address the issues. To address issues use the
steps detailed above.
a.
Missed Punches – Add/Edit a Punch
b.
Late In/Early In/Late Out/Early Out – Add the appropriate comment to the punch or Edit the punch if
required following the Add/Edit a Punch process.
c.
Bonus Applied – No action necessary. Meal premium automatically added. Additional premiums will be
added at the end of the pay period.
d.
Unexcused Absence – If employee did not work a schedule shift add the Pay Code to their schedule. If
they forgot to punch add the missing punches.
4.
Once all issues are addressed and the Employee has approved the timecard approve your timecards.
5.
Select employee(s) timecard that you would like to approve.
6.
Select Approvals > Approve
7.
The Manager Approval column will have a check mark once the timecard is approved.
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REFRESHING DATA ON THE GENIE
After updating an employee’s data clicking on the Refresh button by the Time Period option will update the data in the
genie to reflect any updates you make to an employee’s timecard or schedule.
EXPORTING DATA
You can export Workforce Genie information to other applications such as Excel where you can reformat the data for your
business needs. When the file is opened with a compatible application each line of data displays in a separate row.
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GENERATING & PRINTING REPORTS
This section will describe how to generate and print reports in the system
1.
From the General tab drop down in the Schedule Planner window select > Reports
2.
A reports window will be displayed with all valid reports that the employee has access to. From the list of reports,
select the desired report. Use the + or – keys to expand the view.
2. All reports will print based on the Show and Time Period that you select.
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3.
Enter the selection parameters for the selected report.
4.
Select Run Report to run the report.
5. You can click on the Refresh Status button to see what the status of the report is. The status will change to
complete when it is finished running.
6.
Select View Report to view the report.
The report will populate in a separate browser window
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APPENDIX A: CREATING A HYPERFIND
EXAMPLE OF A HYPERFIND BASED ON AN EMPLOYEE NAME OR ID FILTER:
1.
From the Show Field select New.
2.
The Hyperfind set up screen will appear. In the Filters field under the General Information area select Name or ID.
3.
Search for an employee by entering their last name or to select all employees whose last name begins with b by
typing b* in the Search for: field and click the Search button. The * acts as a wildcard. The employee(s)'s name
will be listed in the Search Results box.
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4.
Click on Add Condition to add the employee(s).
5.
Continue steps 2 through 4 until all employees are added.
Note: If you make a mistake selecting conditions, click on the selected condition and click Delete Condition.
6.
Test this new query by clicking on the Test button in the top header bar. Depending how many records were
selected, this may take a moment or two to be displayed on the View Query Tab.
7.
To save this query, click the Save As... Tab. Click on the Personal button in the Visibility section. Save with a name
that will distinguish the employees included in the group. This will now be available in the Show field when
selecting employees you wish to view.
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APPENDIX B – CREATING STANDBY (ON-CALL) SHIFTS
A standby shift is a type of shift that allows the scheduler to create a schedule that may or may not be worked. A scheduled
standby shift will utilize a work rule transfer because the shift will be typically being paid differently. To create a standby
shift in the Schedule Editor you will follow the same logic as entering a transfer that was described in the previous section
and then apply the work rule transfer.
1.
In the Schedule Editor, select the date cell where you want to add or edit a shift, right click the mouse and select
Add > Shift or Edit > Shift.
2.
Follow the same steps from the previous section to enter a valid shift start and end time if needed. When you
click on the transfer button, the following screen will be display.
3.
If needed update the labor account the Standby will be charged to.
4.
At this point you need to enter the work rule transfer. Click on the down arrow key from the Work Rule transfer
drop down and select the valid Call Back work rule that would apply for your department.
5.
Click on Ok to save the changes.
a.
The transfer job you added will be displayed on the Transfer Line.
b.
The shift type will change from Regular to Transfer indicating the transfer.
6.
(Optional) Add a comment to the shift; click the down arrow in the Comments area and select a comment
7.
When the shift is saved to the schedule the shift will have an “x” and the “Call Back” work rule transfer next to it to
indicate that this is a transferred shift. Hover over the shift to see details of the transfer. An example is shown
below.
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8.
To save the shift click the Save button.
Note: After you have saved a shift, you can use copy and paste to copy shifts and their attributes from one cell to
another.
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