Preparing for Support Staff Payroll with Electronic Approvals

  1. Periodic Review

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

  1. Supervisors may be authorized to log on to Kronos and view/approve time records.
  2. Or….the timekeeper can screen print each timecard and distribute to appropriate supervisors.
  3. Or….from the Timecard view, click on the Reports tool located just underneath the Time Period window; select Time Detail and print.
  4. Or….on the Total Hours by Employee genie, select the B1 group in Show window at the top and the Time Period desired.
  5. Or…..select appropriate group and time period from any genie, then click on Reports (link is above the name of the genie); select Time Detail, click on Run Report, click on Refresh Status to check for completion, then preview if desired and print.
  1. End of Pay Period Review, Approval, and Sign Off

After the pay period ends and all known edits have been made, the departmental timekeeper is to review the Pay Period Close genie for the B1 group for Previous Pay Period.

  1. Remember that normal reporting is performed after the pay period ends so you select Previous Pay Period; however, for any pay period requiring an early sign off, you must select Current Pay Period when signing off before the pay period is actually over.
  2. Any timecards with missing punches MUST be corrected and re-approved before continuing!
  3. Tip: corrections may be reflected only after clicking on the Refresh button next to the Time Period selection.
  4. ALL timecards MUST be approved by both the employee and by the supervisor or designee.
  5. After all approvals are in place, the timekeeper should select the group, then click on the Approvals tool and select Sign Off.
  6. Both the Approval and Sign Off functions are required in order to qualify for the payroll interface and receive pay.
  7. What if you’re ready to sign off, but an employee is absent and has not approved his/her Kronos Timecard? Assure that the supervisor approval is applied then sign off. Submit your payroll documents with a note on your Kronos report that the employee has not applied the approval. Print the Time Detail report, obtain the employee signature upon his/her return, and submit to the Payroll Office as soon as possible. Be sure to indicate any adjustments needed.

Continued…………

  1. Reports for Payroll
  2. From the Timekeeping tab, select the Total Hours by Employee genie. This genie displays hours by pay code for each employee and provides summary information to be submitted to Payroll instead of posting hours on the Recap Time Sheet. Select B1 in the Show field andPrevious Pay Period in the Time Period field.
  3. Option 1: if your entire roster for this pay period is displayed on screen without scrolling down, you may simply print this screen. Then write the pay ID (e.g., 2010 B1-26) on the printed version and sign it.
  4. Option 2: if your roster is very large and cannot be captured with a screen shot, select the whole group, click on Actions (above the Person Name column) and select Print.
  5. A small window will pop up. Click on Page Setup and reduce the margins which will allow a larger and more readable font. If desired, you can make a printer selection or preview the report by clicking on the appropriate bar.
  6. Print the report, write the pay ID (e.g., 2010 B1-26) on it and sign it.
  7. Again from the Timekeeping tab, select the Department Totals genie. Select B1 in the Show field and Previous Pay Period in the Time Period field. Your department totals for each pay code will be displayed. Print this screen, write the pay ID (e.g., 2010 B1-26) on the printed version and sign it.
  8. Review the Recap Time Sheet, making any appropriate notes. IT IS NOT NECESSARY TO POST THE HOURS TO THE RECAP TIME SHEET.
  1. Submit to Payroll Office on the due date/time:
  2. Signed copy of screen shot of Total Hours by Employee or report.
  3. Signed copy of screen shot of Department Totals.
  4. Signed Recap Time Sheet.

- 1 -

L:\Business Affairs\Payroll\SHARED\Kronos\Training Materials\Preparing for Support Staff Payroll with Electronic Approvals.doc