Isu Non-Exempt Staff Payroll Reporting

ISU NON-EXEMPT STAFF PAYROLL REPORTING

Timekeeper Procedures

Revised September 2012

Payroll reporting for non-exempt staff at ISU is successfully accomplished using these steps:

Ø  Provide for periodic review by supervisors throughout the current pay period.

Ø  Resolve timecard exceptions throughout the current pay period.

Ø  Review timecards at the end of the pay period.

Ø  Apply manager/supervisor approvals.

Ø  Apply sign offs.

Detailed instructions for each step follow.

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** Provide for periodic review by supervisors throughout the current pay period:

Throughout the pay period, daily or periodic reports can be provided to supervisors in several ways:

·  Supervisors may be authorized to log on to Kronos and view/approve time records.

·  Or….the timekeeper can screen print each timecard and distribute to appropriate supervisors.

·  Or….from the Timecard view, click on the Reports tool located just underneath the Time Period window; select Time Detail and print. (Figure 1)

·  Or….on the Total Hours by Employee genie, select the B1 group in Show window at the top and the Time Period desired. (Figure 2)

·  Or…..open the widget named General and select Reports. (Figures 3 & 4) From the list of reports, select either of the Time Detail reports (find it easily by clicking on the + preceding All). Choose the parameter options including the group and time period. Options are also available for emailing to one or more recipients or to print. Then click on Run Report. At the next screen, click on Refresh Status to check for completion, then preview if desired.

** Resolve timecard exceptions throughout the current pay period:

Timecard exceptions are defined as a missed punch or a long work interval and must be resolved prior to completing the approval and sign off processes. Long intervals worked must be corrected if in error, or marked as reviewed if correct. Missed punches will exclude timecards from being signed off and must be corrected.

For Employee Groups Clocking by Telephone:

·  The alert icon at the top of your session is a feature that alerts you to a timecard exception within your access group in the current pay period only. A number displayed on the icon tells you how many exceptions exist within your access group; clicking on the icon will return a list of employees whose timecards have exceptions. (Figure 5) When all exceptions are resolved, or if there are none, no number will be displayed on the icon.

o  To resolve a missed punch: click on the name, double-click on the red box in the missed punch field, and enter the time. Tab and click on Save. Missed punches will exclude timecards from being signed off and must be corrected.

o  To resolve a long interval: click on the name, select the field in which the time is in red font (indicating a long interval). If the time is correct, click on Mark as Reviewed. Otherwise correct the time and Save.

·  Alternatively, use the widget named ISU Timecard Exceptions to display and access exceptions by name or by exception type. (Figure 6) The time period and/or group may be changed as desired on this feature.

·  Alternatively, use the Reconcile Timecard genie from the Timekeeping widget to sort your group by the Missed Punch or Long Interval columns to find timecards with an action needed. (Figure 7)

·  Alternatively, resolve directly on the Timecards.

·  Remember that corrections to the timecards of others, including corrections to missed punches, should be accompanied by an appropriate comment. Click on the Comment tool within the timecard or right-mouse-click on the punch and select Add Comment. (Figure 8)

For Employee Groups Entering Time Directly on the Timecard:

·  The alert icon at the top of your session is a feature that alerts you to a timecard exception within your access group in the current pay period only. A number displayed on the icon tells you how many exceptions exist within your access group; clicking on the icon will return a list of employees whose timecards have exceptions. (Figure 5) Notify employees to resolve missed punches and supervisors to review long intervals as appropriate. When all exceptions are resolved, or if there are none, no number will be displayed in the icon.

·  Alternatively, use the widget named ISU Timecard Exceptions to display exceptions by name or by exception type. (Figure 6) The time period and/or group may be changed as desired on this feature.

·  Alternatively, use the Reconcile Timecard genie from the Timekeeping widget to sort your group by the Missed Punch or Long Interval columns to find timecards with an action needed. (Figures 6 &7)

·  Needed actions may be taken directly on the Timecards.

** Review timecards at the end of the pay period:

To review the individual timecards in your group, use a detail genie (either Total Hours by Employee or Reconcile Timecard genie from the Timekeeping widget). Select the applicable Time Period (Current or Previous Pay Period, depending on today’s date) and B1 for the Show window. (Figure 9)

·  Select your group of employees by clicking on the first name and dragging your cursor to the end of your group. (Alternatively, you can select the group by clicking on the first name, holding CTRL and SHIFT, then click on the last person’s name. Or you can hold the CTRL key down while clicking on only certain names on the list. Or you can click on the down arrow next to Actions [right above the name column] and click on Select All.)

·  With your group selected, right-mouse-click and select Timecard, which takes you to the timecard view for the first person you selected. Use the arrows to the right of the ID field to toggle back and forth among the selected group.

·  For student employee groups who do not clock by phone but rather must enter their hours worked themselves, assure that the required employee approvals are in place.

** Apply Manager/Supervisor Approvals:

At the end of the pay period or after the employee’s last shift of the pay period, all reviews and appropriate edits should be complete and then the manager or supervisor approval is to be applied. Approvals can be applied using any of the following methods:

·  Approve Timecards widget – located on the blue bar on the right side of the application. Click to open, then click on the question mark (?) on the first chevron to display instructions. After each task is completed, click Next to move to the next task. (Figures 9 & 10)

·  Reconcile Timecard genie – located within the Timekeeping widget. Click to open, then select all or individual timecards ready for approval. Click on the Approvals tool and select Approve. (Figure 11)

·  Timecard – the approval tool is also located on each timecard and can be applied individually. (Figure 12)

·  To undo an approval applied by any method, click on the Approvals tool and select Remove Approval.

** Apply Sign Offs:

After all approvals are in place, the departmental timekeeper should select the appropriate group and pay period on the Reconcile Timecard genie, then click on the Approvals tool and select Sign Off. To check that the Sign Off has been successfully applied, click on the Refresh bar next to the Time Period field. A check mark will be displayed in the Signed Off column of the genie for those whose records are signed off. (Figure 13) Payroll reporting is complete.

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