Employee Training - Hampton

Employee Training

Employee Training Objectives

I. Kronos Employee Workspace(PC) My Timecard ESS Accruals My Timestamp ESS Calendar

II. Clocking In & Out Time Clock Quick Punch (Computer) Mobile Transfers of alternate assignment

© Copyright 2014 Kronos Incorporated 3

Employee Training Objectives

III. Approving Your Timecard Time Clock PC Mobile

Employee Training – Understanding the Employee Workspace


Employee Workspace (PC)

Employee Training – Clocking In & Out

I: Overview of Clocking In and Out

• You will learn about the following topics: Time ClockQuick Time StampPCMobile

The KRONOS Time Clock?• The time clock helps you:

Get the information that you need, when you need it.

View and manage your own information, including:

• Request time off• View and approve timecard• View accrual balances• View current and future

schedules• Read Messages

English FrançaisEspañol

Add Punch

Delete Punch

Cancel Meal Deduction

Review Punches

View Accruals

View Schedules

View Timecard

Approve Timecard


How to use the Time Clock?

Indicator LightsGreen indicates that the terminal successfully read a badge

Red indicates that the terminal did not successfully read a badge

Yellow indicates that the terminal is receiving power

Soft KeysPress soft keys to perform transactions such as labor transfers

Navigation KeysUse these like cursor keys to move within fields and menus on the display

Badge SlotThe bar code on your badge.

Add Punch

Delete Punch


Review Punches

View Accruals

View Schedules

View Timecard

Approve Timecard

How to swipe a badge?

• Your time clock uses badges with a bar code:• Hold the badge so that the bar

code is facing the badge reader

• Swipe the badge through the reader from top to bottom

• If the punch is successful, the terminal emits a tone and the indicator light flashes green

• Rejected Punches: swipe badge too fast, employee is not in the system yet or badge error


Add Punch

Delete Punch


Review Punches

View Accruals

View Schedules

View Timecard

Approve Timecard

How Supervisors swipe their badge

• Non-exempt supervisors that have to clock in and clock out will have to utilize the “Manager Punch” soft key

• Press the “Manager Punch” soft key, then swipe your badge

Clocking In/Out (Quick Time Stamp)

• Quick time stamp allows employees to punch in and out for their shifts at their computer.


Clocking In/Out (Quick Time Stamp)

• Click on the Kronos Quick Stamp icon located on your desktop.

• Once you sign on and click “Record Time Stamp”, your time is recorded.


How Punches Work with a Schedule


Clocking In/Out (PC)

• Enter user name and password


Clocking In/Out (PC)

• From the employee workspace screen(My Timestamp), click on “Record Timestamp”.

• Time is recorded.

Clocking In/Out (Mobile)

• Certain employees who have access to use the mobile app will be able to clock in and out for their shift.

• The app can be downloaded with authentication given by IT.

Clocking In/Out

• After accessing the KRONOS app, the login page will appear; type in your User Name, Password and then click Log On.

Clocking In/Out Mobile

• After signing in you will see your your home screen. • Click “Punch” to clock in for your shift. • At the end of your shift click “Punch” to clock out.

Transferring to an Alternate Assignment

Certain employees will be able to transfer to other assignments for hours worked outside their primary shift.

This can be done through a time clock, PC, or a mobile device.


Transferring to Court

I. Ways to transfer• Time clock

– Public Safety Building– All Courthouses• Mobile & PC**

**You can only punch in and out via mobile and PC. A supervisor or payroll clerk will have to designate the punches as “court”


Transferring to an Alternate Assignment

• An alternate assignment can be but is not limited to:– Extra Duty– Alternate shifts– SWAT– Police Training

• Transferring to an alternate assignment can be done via timeclock, PC or mobile.


Transferring Using Mobile

• On the mobile device there is a drop down menu of available transfer options.

• All necessary fields will be automatically populated on your timecard if you use the drop down on the mobile device.


Transferring Using Mobile

• If you choose not to use the dropdown…you will have to complete all of the fields listed below and will need to know who the OIC is for the extra duty assignment you are signing up for.


Transferring Using the PC

• Logon to Kronos• Locate the My Timestamp section of the employee

workspace• Click on the drop down arrow of the transfers box (note: the

initial selection will generate transfers you’ve used previously. If what you are looking for is not listed, click the search button at the bottom of the list).



• If you have to initiate a search the following screen will appear after clicking that option:

• EVERY field must be correctly filled in!



• If signing up for Extra Duty, the advanced link has to be clicked and the correct work rule has to be chosen. If not, your pay could be affected.



• If everything is correct, once you hit “ok” your punch will be confirmed.

• If the information is incorrect, you will see the following error message:

• In this case, the OIC selected is not correct for the location or shift chosen.


Transferring Using the Time Clock (Court ONLY)

• Select the court transfer soft key on the screen.



• Tap the screen to select the court you are transferring to.



• You should receive the accepted message shown below.

Any questions?

Employee Training – Approving Your Timecard

II. Approving Your Time Card Objectives

You will be able to approve your time card through Time clock PC Mobile

You will not be able to edit your own timecard!

Approve Timecard at the Time Clock Press the Approve Timecard

soft key. Swipe your badge. Press the soft key that

corresponds to the period of time you want to approve.


Approve Timecard Approve Timecard | Adams, Julie

Approve Timecard at the Time Clock The timecard appears. If you have not yet approved the

timecard, the Approve option appears. To approve the timecard, press Approve. The message Timecard

successfully approved appears.

Approve Timecard | Nedd, Tim

Approve TimecardPrevious Pay Period

Timecard successfully approved.

Name: Nedd, Tim1/08/2012, 4:49PM

• After logging in, your Employee Workspace will appear: Select the correct pay period by utilizing the drop down box.

Approve Your Time Card Using a PC

Approve Your Time Card Using a PC

• Click “Approve Timecard.” Select “Approve Timecard” from the dropdown.


Approve Your Timecard Using a PC

• Once the approval is selected, an attestation statement will appear. The employee will need to confirm that their hours are accurate then click “Approve”.

Approve Your Time Card using a PC

• Finally, an approval notification will appear on your time card and the background will change color.

Approving Your Time Card with Mobile

• After logging in, your task screen will appear:• Select “Timecard”• Select the correct pay period from the drop down box• Then click “Approve”

****Important**** Even though the approval statement does NOT display when approving your timecard via mobile, you are STILL attesting that what you are approving is an accuratereflection of hours worked and leave taken!

Approving Timecards


III. Requesting Leave

You will be able to: Submit a request for leave through the PC, Time Clock and a

Mobile device

© Copyright 2014 Kronos Incorporated

Submitting a Time Off Request Philosophy

• All full time employees will have the capability of submitting their leave requests through KRONOS.

• Your accruals will be up to date accurately and consistently.• If you do not have enough accruals for your leave request, KRONOS will

not let you submit a time off request.• If you are at your max for your accruals, there is no alert for you. You

must keep track of your own leave.

Use your leave or lose your leave

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Submitting a Time Off Request Using a PC

• Sign into your PC.


Employee Workspace – ESS Calendar

• Submitting time off request requires you to expand your ESS Calendar pane• You may use your mouse to double click and drag the calendar pane to the

center of your computer screen to make it the active display or click on the gear in the top right of the window pane and then click on Pop-out.


Requesting Time off Using a PC

• After expanding your calendar, click on the Request Time Off button.


Time Off Request

• Select either TOR – HOURS (Partial day) or TOR – Schedule (Full day)• Complete the required fields• Click Submit• You will receive an e-mail that you have submitted your TOR and your

supervisor will receive an e-mail mentioning that you have submitted a TOR pending approval by your supervisor.


Accessing the My Leave Requests

• From your calendar you can review the details of your Time off Request (TOR) or retract it. Located on top of the day that you have initially requested,

click on Details or Retract.


Details of the Time off Request

• When you click on the details of your request – this display box will open.


Retracting the Leave Request

• If you decided to retract your leave request, this display will generate and then you will click on submit.


Verifying your Approved Leave Request

• Once approved, the employee will receive an e-mail and the requested date(s) will also be highlighted in green on the employee’s calendar for the date in question.


Time Off Request Approved Details

• You will be able to view the details of your approved request by clicking on the TOR tab highlighted above your requested/approved date.


Request Time Off at the Time Clock

• Press the Request Time Off soft key.

• Swipe your badge

• TOR – HOURS = Partial Day

• TOR – Schedule = Full Day

English Français

Request Time Off



• Optionally, press the comment code. Use the arrows on the right to scroll through comments.

Request Time Off

Request Time Off | Nedd, Tim

Comment Code:

Leave Type:

140Approved

150Child Care160Training

Request Time Off | Adams, Julie



• Press the Leave Type code. Use the arrows on the right to scroll through the codes.

Request Time Off

Comment Code:140

Leave Type:

202Sick

203Vacation

204Jury

201Personal




• Select the From and To dates.

Request Time Off

Request Time Off | Adams, Julie

Comment Code:140


Leave Type:Personal

Jan 2014



• Enter the Hours using the keypad.

• When finished, press Enter.

• Review the information. When finished, press Submit.

Leave Type:Personal


From Date1/16/2014To Date:

1/20/2014

Hours/Day:

Hours/Day: Comment Code:

Leave Type:

From Date:

To Date:

Hours /Day

140 Approved

201 Personal

1/16/2014

To1/20/2014

8:00


Time Off Request with Mobile

• When you log in to your KRONOS mobile application, press “Request.”

• To add a request, press the + icon.• You will be prompted to select TOR – HOURS or TOR – Schedule.



• The Time Off Request page will appear: Input the “Start date,” “Start time” & “Duration.”



• To enter a note for your manager to view, tap “Notes.”• After entering your note, tap “Done.”



• You will be directed back to the Time off request page and you will now have to select the appropriate pay code and then tap “done.”


Time Off Request with Mobile• Now, tap submit.• Your immediate supervisor will receive an alert, letting them

know that you have submitted a TOR.


Time Off Request (Holiday Day Off)

• In Kronos, holiday banked is not usable until earned. For example, July 4th’s accrual cannot be used on July 4th as leave. When requesting a holiday off, another form of leave might have to be used.


Requesting Time Off


HPD Only Items

• Court Time– Court time has a 1-hour minimum for morning and/or

afternoon sessions

• K9

• Flex Time (Kelly Hours) – Only applies to sworn officers on 12-hour shifts– Will not show on the timecard, but the schedule will be

adjusted by the supervisor.

• Overtime– Will be calculated after reaching 160 hours and, if requested

and approved, will be paid out 2 weeks after the rotation ends.


Employee Training

Documents

Employee Training - Hampton