Work Instruction
Functional Area: Payroll / Maintain Kronos Account Lines
Purpose
Use this procedure to create, edit, or delimit Kronos account lines.
Trigger
Perform this procedure when you need to override the cost distribution or pay rate (students only) for absences and/or attendances recorded in Kronos.
Prerequisites
The operator must know the fund, cost center, functional area and, if applicable, the grant, WBS element, order, and pay rate override (students only) for the cost distribution.
Menu Path
Use the following menu path to begin this transaction:
  • Select Human ResourcesTime ManagementAdministrationTime DataMaintainto go to theMaintain Time Data (Working times)screen.
Transaction Code
PA61
Business Process Information
  • Kronos Account Lines are created and maintained to allow Organizational Units the ability to override (“pointing” in Kronos) the Cost Distribution (infotype 0027) for specific absences and attendances recorded in Kronos. Employee records will be updated in UC Flex immediately upon saving the transaction (no workflow approval required), therefore allowing the Organizational Units to create and point to the Kronos Account Line the day before the Kronos-to-SAP interface runs.
  • Kronos Account Lines consists of the following: Account Line Code, Company Code, Business Area, Fund, Cost Center, Functional Area, Grant, WBS Element, Order and Pay Rate Override (students only).
  • Every night Kronos will be updated with the latest changes to the Kronos Account Lines for the lines that are active during the current and previous pay periods and will be displayed in the Additional Information field located in the People Editor.
  • The Pay Rate Override is to be used for those students who have multiple pay rates within the same personnel assignment.
  • It is extremely important not to delete a Kronos Account Line. It is recommended to delimit (enter an end date) the account line for the purposes of retro corrections.
 When a Kronos Account Line code ends, it can be re-used for another Kronos Account Lines as long as the dates don’t overlap.
Helpful Hints
  • The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
  • On certain screens you may have to scroll to view some data entry fields.

Work Instruction
Functional Area: Payroll / Maintain Kronos Account Lines
Procedure
1. / Start the transaction using the menu path or transaction code.
Maintain Time Data (Working times)

2. / As required, complete/review the following fields:
Field / R/O/C / Description
Person ID / Required / Unique Employee Identification number
Example:
10000099
3. / Click .
Maintain Time Data (Working times) (2)

4. / Perform one of the following:
If You Want To / Then / Go To
Create a Kronos Account Line / - - / Step 5
Edit an existing Kronos Account Line / 1. Click to the left of All.
2. Enter 9001 or Kronos Account Lines in the Infotype field.
3. Click . / Step 11
Delimit an existing Kronos Account Line / 1. Click to the left of All.
2. Enter 9001 or Kronos Account Lines in the Infotype field.
3. Click . / Step 16
Exit this transaction / - - / Step 21
5. / As required, complete/review the following fields:
Field / R/O/C / Description
Fr. / Required / A beginning range to be entered or selected from a list
Example:
02/26/2006
To / Required / End value when specifying a range of values, dates and/or times
Example:
12/31/9999
Infotype / Required / Screen(s) in SAP HR that store HR data; Identified by a name and four-digit number
Example:
9001
You can also enter the Kronos Account Lines in the Infotype field.
6. / Click .
Subtypes for infotype "Kronos Account Lines" (1) XX Entries Found

7. / Double-click on 01 Account Line 1.
Create Kronos Account Lines (9001)

8. / As required, complete/review the following fields:
Field / R/O/C / Description
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
This field will automatically default once cost elements are entered.
Business Area / Required / Campus to which the cost center is assigned; Uptown (U), Clermont (C), Raymond Walters (R)
Example:
U
This field will automatically default once cost elements are entered.
Fund / Required / Separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes. Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations. Funds are classified into fund types, which have distinctive accounting and reporting requirements.
Example:
A100001
Cost Center / Required / Organizational unit for capturing costs
Example:
6261202000
Functional Area / Required / Organizational unit in accounting that classifies the expenses of an organization by functions; i.e. Instruction (0), Research (1), Public Service (2), Academic Support (3), Student Services (4), Institutional Support (5), Operation and Maintenance (6), Scholarship and Fellowship (7), Auxiliaries (8), Hospital (9), None (X)
Example:
0
Grant / Conditional / Award to the university as additional resources normally to support instruction, research, public service and scholarship with specified guidelines for spending and reporting; At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards.
Example:
1001191
If a grant is not relevant, leave this field blank and the system will automatically default NOT RELEVANT.
Order / Conditional / Cost Collector; Can vary from simple activities to complex projects and can cross an organization's fiscal years, funding sources, and organizational units
Example:
A12007
WBS Element / Conditional / Work breakdown structure element utilized to track plant projects
Example:
G1000-1002017
Pay Rate Override / Conditional / Pay rate for a student with multiple pay rates within a single personnel assignment; Pay rate will override the Basic Pay (infotype 0008 )
Example:
8.50
9. / Click .
Maintain Time Data (Working times) (3)

10. / Return to Step 4.
/ The system displays the message, “Record created”.
List Kronos Account Lines (9001)

11. / Click to the left of the appropriate Kronos Account Line.
12. / Click .
/ It is important to use (copy) instead of(change) because the change functionality can cause retro inconsistencies between Kronos Account Lines and cost allocation for the absences and/or attendances that were pointed to.
Copy Kronos Account Lines (9001)

13. / As required, complete/review the following fields:
Field / R/O/C / Description
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
This field will automatically default once cost elements are entered.
Business Area / Required / Campus to which the cost center is assigned; Uptown (U), Clermont (C), Raymond Walters (R)
Example:
U
This field will automatically default once cost elements are entered.
Fund / Required / Separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes. Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations. Funds are classified into fund types, which have distinctive accounting and reporting requirements.
Example:
A100001
Cost Center / Required / Organizational unit for capturing costs
Example:
6261202000
Functional Area / Required / Organizational unit in accounting that classifies the expenses of an organization by functions; i.e. Instruction (0), Research (1), Public Service (2), Academic Support (3), Student Services (4), Institutional Support (5), Operation and Maintenance (6), Scholarship and Fellowship (7), Auxiliaries (8), Hospital (9), None (X)
Example:
0
Grant / Conditional / Award to the university as additional resources normally to support instruction, research, public service and scholarship with specified guidelines for spending and reporting; At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards.
Example:
1001191
If a grant is not relevant, leave this field blank and the system will automatically default NOT RELEVANT.
Order / Conditional / Cost Collector; Can vary from simple activities to complex projects and can cross an organization's fiscal years, funding sources, and organizational units
Example:
A12007
WBS Element / Conditional / Work breakdown structure element utilized to track plant projects
Example:
G1000-1002017
Pay Rate Override / Conditional / Pay rate for a student with multiple pay rates within a single personnel assignment; Pay rate will override the Basic Pay (infotype 0008)
Example:
8.50
14. / Click .
List Kronos Account Lines (9001) (2)

15. / Return to Step 4.
/ The system displays the message, “Record created".
List Kronos Account Lines (9001) (3)

16. / Click to the left of the appropriate Kronos Account Line.
17. / Click .
Change Kronos Account Lines (9001)

18. / As required, complete/review the following fields:
Field / R/O/C / Description
To / Required / End value when specifying a range of values, dates and/or times
Example:
05/31/2006
19. / Click .
List Kronos Account Lines (9001)

20. / Return to Step 4.
/ The system displays the message, "Record changed”.
21. / Click until you return to the SAP Easy Access screen.
22. / You have completed this transaction.
8/14/2017
Ver: / 05_PY_PA61_Main Kronos Acc Lin_PY3_0.udc
© University of Cincinnati / 1/16
Work Instruction
Functional Area: Payroll / Maintain Kronos Account Lines
Result
You have created, edited and/or delimited Kronos Account Lines.
Comments
None
8/14/2017
Ver: / 05_PY_PA61_Main Kronos Acc Lin_PY3_0.udc
© University of Cincinnati / 1/16