Enter sign in and sign out time daily Several different methods Replacing Sign In / Sign Out Sheets; OnTime Time off Requests Replacing RFL

ODOT EMPLOYEE INTOUCH DEVICE TRAINING

Capabilities of Kronos

Enter sign in and sign out time daily Several different methods Replacing Sign In / Sign Out Sheets; OnTime

Time off Requests Replacing RFL

Approve Time Cards Replacing AU-15; OnTime

Check Accrual Balances Replacing RFL

Expectations as an Employee

Sign in and out of Kronos daily Enter time off requests Approve time card at the end of the pay

period By 10 am on the Monday after payday

Signing In and Out

4 Methods to Signing In and Out Web Application Via a PC

Office employees and those who have easy access to a computer on the ODOT network

InTouch Device County garages and some outposts

Teletime (not available for pilot group) Mobile Application

Only a few IT employees

InTouch Device

The InTouch is a time tracking kiosk located in every ODOT county garage and some outposts

To use, must have an ODOT badge Can do almost everything from an

InTouch device that you can do using the Kronos web application

InTouch Device

InTouch Device

Badge scan area.Hold / swipe your badge near this area and it will

detect you.

InTouch Device

Indicator light.

InTouch Device

Home Key – if you are in one of the screens and want to return to the main screen, push this button

InTouch DeviceThis is for future

development, there is not a camera in the

device.

InTouch Device

Menu Key for Authorized Users

to Access Maintenance

Mode.

InTouch Device

Main or Home screen

Signing In / Out

Signing In / Out

Hold your badge near the upper

right corner

Signing In / Out

If your swipe is accepted, the InTouch will

ding, the indicator light will turn green

and an accepted message will

display on the screen

Signing In / Out

If you forget your badge, you will need to know your badge

number to sign in or out. To enter your badge number, from the home screen touch

the icon that looks like a keyboard.

Signing In / Out

Use the buttons to enter your badge

number. Be sure to enter 1 + your district (105

for D05) an then your 5 digit badge

number.

Signing In / Out

For this employee their badge

number is 12345. They enter 105 for

D05 then 12345

Signing In / Out

Touch Enter

Signing In / Out

Accepted: Punch message will display

Signing In / Out

Rejected: Punch message will display with the reason

Signing In / Out - Lunch

Everyone is defaulted to a 30 minute lunch deduction. If you take a 60 minute lunch let payroll know so they can move you to the appropriate lunch group.

If you take longer than your standard lunch, sign in and out to override your lunch.

Cancelled Lunch

Kronos is programmed to automatically deduct lunch after 4 hours of work.

Employees working more than 4 hours who do not take a lunch will need to cancel the lunch deduction. This will then have to be approved by their manager. For the moment cancelling a lunch must be

done via the web application but will be on the InTouch device in the near future.

Signing In / Out

Rounding

The system is set to round each individual punch to the nearest 10th of an hour 0 stays at 0 1, 2, or 3 round back 4 or 5 round forward 6 stays at 6

Rounding

Example: In at 6:58 AM, will round to 7:00 AM Out at 3:29 PM, will round to 3:30 PM

Total of 8 hours

In at 7:05 AM, will round to 7:06 AM Out at 3:33 PM, will round to 3:30 PM

Total of 7:54 hours

Kronos timecard will still show your actual in and out times but will calculate total hours based on rounding

Rounding

Schedules

If assigned a schedule within Kronos: Signing in 31 minutes or more early will show

as an exception to your manager All time prior to unscheduled time will go into

an unapproved bucket which will not be paid until your manager approves the time

Signing out 31 minutes or more after your shift is to end will show as an exception to your manager

Who Will Be on Schedules?

Anyone who uses an InTouch device will be on a schedule.

Each District or Division will determine whether other employees will be on a schedule.

Schedules

Employee Overtime

Before an employee can be compensated for Overtime, the Overtime must be approved by the manager.

Approved overtime will default to paid Employees can move the Overtime to Comp

Time when they approve their timesheet.

Overtime

Home Screen

InTouch Home Screen

Date and Time

InTouch Home Screen

Soft Keys; To use any of the soft

keys, touch the icon and then

swipe your badge or

enter your badge id

InTouch Home ScreenAfter any soft key is touched, this

screen will appear. From here swipe

your badge or enter your badge

ID.

Home Screen –> Review Punches

The Review Punches will show you all your sign in and out entries made from the InTouch device for the day. If you sign in or out using a method other than

the InTouch device, those entries will not appear on the InTouch Review Punches screen.

Review Punches

Touch the Review

Punches icon

Review Punches

Indicates the soft key selected.

Swipe badge or enter badge ID

Review Punches

This indicates the number of sign in / outs and rejected

Review Punches

Indicates the type and

time.Punch is Accepted

Punch

Review Punches

To see the reason for the Rejected

Punch, touch the blue arrow

Review Punches

Reason for the Rejected Punch.

Review Punches

Use the arrows to scroll through the transactions for

the day.

Review Punches –> Return Home

To return to the main screen

push the Home Button

Review Punches

Home Screen –> View Accruals

View Accruals will show your accrual balances similar to RFL The date defaults to today and will show your

accruals to date. If you change the date, it will show your

projected accruals as of that date.

Home Screen -> View Accruals

Touch the View

Accruals icon

View Accruals



View Accruals

The current date is highlighted for

reference.

The accrual balance shown will be as of the date selected. To select a date, touch the date.

View Accruals

The accrual balance shown will be as of

5/15/2012.

View Accruals

To see the details of all accruals, touch the

blue arrow

View Accruals

Shows the amount of each accrual balance

View Accruals

Shows details of a specific accrual type

View Accruals –> Return Home



View Accruals

Home Screen –> View Schedule

View Schedule will show your schedule for any future dates with a schedule. Schedules can only be changed by payroll

View Schedule

Touch the View

Schedule icon

View Schedule



View Schedule

Shows the daily schedule as well as any scheduled

time off

View Schedule–> Return Home



View Schedule

Home Screen -> View Punch Status

View Punch Status will tell you the date and time of your last successful punch

Home Screen -> View Punch Status

Touch the View Punch Status icon

View Punch Status



View Punch Status

Pop up window appears for 5 seconds indicating the last punch. Once the window

disappears, you will return to the home screen.

View Punch Status

Home Screen -> View Timecard

The View Timecard icon will take you to a screen where you can see your sign in and outs for the past pay period, current pay period or next pay period. You would look at the next pay period if you

were going to be on vacation the next week, two or 4 so you could ensure you had entered your time off request and it was approved.

Home Screen -> View Timecard

Touch the View

Timecard icon

View Timecard



View Timecard

Select what period of time you would like to see your timecard for

View Timecard

Use the arrows to scroll to see more

period of time options

View Timecard

Once you scroll these are the

additional options

View Timecard

View Timecard

Date range being displayed

View Timecard

The total logged to date including future time off in the period

View Timecard

The days with the have exceptions or

alerts for your manager

View Timecard

Touch a day to see the details of the day

View Timecard

Signed in at 8:34 AMSigned out at 7:58 PM

E Late Out = exception for the dayShift Total: is total hours worked that day

Daily Total would differ from shift total if there is a leave type on that day.

View Timecard

To return to the previous screen, touch “Close”

View Timecard

View Timecard–> Return Home



View Timecard

Home Screen -> View Totals

The view totals screen allows you to see your total productive and unproductive (leave) time for a pay period, week or specific day.

Home Screen -> View Totals

Touch the View Totals

icon

View Totals



View Totals

Select what period of time you would like to

see your totals for

View Totals



View Totals



View Totals

Once you scroll these are the

additional options

View Totals

Indicates the timeframe selected on the previous screen

View Totals

The long string of numbers is where

you the time is being charged to

View Totals

Touch the blue arrow to see the

details

View Totals

This shows 6 hours and 30

minutes of regular time for yesterday

View Totals–> Return Home



Viewing Totals

TIME OFF REQUESTS

Time off requests are submitted by the employee and sent to their manager for approval.

Once the time off request is approved it will be populated on the employees time sheet.

When entering a time off request, , if the time off you want to take crosses a weekend or holiday, you must add a line in the time off request and schedule around those days. Otherwise it will put your leave on those days.

Home Screen -> Time Off Request

From the InTouch device, you can request time off, or cancel (void) a time off request. If your manager has approved your request,

you will need to cancel your request from my time off requests.

Your manager will then have to approve the Cancel Submitted.

Home Screen -> Time Off Request

Touch the Time Off Request

icon

Time Off Request


iconIndicates the soft

key selected.Swipe badge or enter badge ID

Time Off Request

Touch Time Off Request

Time Off Request

Touch Submit Request

Time Off Request

Use the blue arrows to change

months

Time Off Request

The request is going to be for the week of

Thanksgiving

Time Off Request

The box that is highlighted is the step you are on

Time Off Request

Touch the 19 to make Nov 19th the

Start Date

Time Off Request

The Start Date

reflects 11/19/2012

Time Off Request

The next step is

highlighted

Time Off Request

Because 11/22/2012 is the holiday, the end

date for the first part of the request will be

11/21/2012

Time Off Request

The end date

reflects 11/21/2012.The next

step is also highlighted

Time Off Request

This areas shows the types of leave that can be selected.

Time Off Request

To see additional leave types, use the blue arrows to scroll

Time Off Request

Touch the type of leave to be used. In this case it is

vacation

Time Off Request

First confirmation of what you have

selected so far

Time Off Request

To make corrections, touch

back

Time Off Request

If it is correct, touch continue

Time Off Request

The next step is duration. This has no purpose and we are working on removing this

Time Off Request

Just touch here to move to the next step

Time Off Request

Use this area to enter a start time.

Since this is a multiple day request this will be the start time for each

day.Enter hours and

minutes and select AM/PM.

Time Off Request

Once the start time is

entered, touch Enter

Time Off Request

The Start Time shows

7:30 AM and the

next step is highlighted

Time Off Request

The length is the amount of time being requested

for each day in the request. For this request

length will be 8 hours, NOT 24 hours

Time Off Request

The length is defaulted to 1 hour

Time Off Request

To change to 8 hours, touch the 8

then 0, 0

Time Off Request

Once the length is entered,

touch Enter

Time Off Request

Review the details of the

request

Time Off Request

To make corrections or

changes, touch back

Time Off Request

If the request is complete,

touch Submit

Time Off Request

For this request, we want to also request off

11/22 so touch Add Another. Follow the

steps on the previous slides

Time Off Request

Review the details of

the second request entered

Time Off Request

If correct and no change or additional days needed, touch

Submit

Time Off Request


icon

Time Off Request

When you enter a time off request, the balance of the leave type you are requesting is verified against the current balance and any future requests made. Example: There are 36 hours of vacation leave

available. I have requested off July 11, 12 and 13. I then request 16 hours of personal leave for June 21 and June 22. I will receive an error.

Time Off Request


icon

Time Off Requests

Approving Timecard

Each employee must approve their timecard by 10:00 AM on the Monday after payday. Move overtime to comp time Once you approve your timecard, you cannot

make any other changes to your timecard. After the employee approves their

timecard, it will go to the Manager for final approval before being sent to Central Office Payroll.

Home Screen -> Approve Timcard

Touch the Approve Timecard

icon

Approve Timecard

Touch Enter

Enter Badge ID

Approve Timecard


icon

Touch the desired Pay

Period. This

example is for the

Current Pay Period.

Approve Timecard


iconTouch the day to see

the exceptions.

Approve Timecard


icon

Use the arrows to

scroll through the transactions for the day.

Approve Timecard


icon

Touch Close when finished scrolling.

Approve Timecard


icon

If correct and no changes needed, touch Approve.

Approve Timecard


icon

Approved: Timecard message will display.

Approving Your Timecard

FMLA FMLA Time Off Requests will be approved

by the managers. Employees who have an approved FMLA

will submit Time Off Requests using the appropriate Code; FMVAC, FMSCK, etc.

It is important that the Manager works with their HR office to verify the usage of FMLA.

Who to contact during Pilot?

If you encounter issues during the Pilot, please report them to your manager.

Your manager should contact the district payroll office.

Questions?

Documents

Enter sign in and sign out time daily Several different methods Replacing Sign In / Sign Out Sheets; OnTime Time off Requests Replacing RFL