SECTION III - Mesa Public Schools



SECTION IIIEDIT TIME IN THE TIME EDITORA. TIME EDITORThe Time Editor is a tool to manage your employees’ time records (punches). You will be able to add employees’ missed punches, delete double punches, and direct the flow of time to the proper position numbers for funding in the current week. However, edits to your own time records should always be handled by another editor—either your back-up editor or your payroll clerk. To determine what needs to be corrected, run a Punch Detail Report (refer to Section IV, page 4, Punch Detail Report) and capture the punches for the week you are editing or scroll through your employees’ records in the Time Editor (refer to page 10, F10=Next).To get into the Time Editor to correct the punches, start from the Kronos Timekeeper main menu.Put one (1) on command line to select Daily Processing.[ENTER] MAIN Kronos iSeries Timekeeper Central 5.2 3/22/11iSeries Timekeeper: Mesa Public Schools 15:52:17 Select one of the following:1. Daily Processing2. Reports and Inquiries13. History14. Accruals90. Sign off Selection or command ===> 1___________________________________________________________________________________________________________________________________________________________________ F2=Calendar F3=Exit F9=Previous Command F24=More keysIn the MAIN menu, select 1. Daily Processing [ENTER]Put one (1) on the command line to select the Time Editor.[ENTER] MENU01 Daily Processing 3/22/11 iSeries Timekeeper: Mesa Public Schools 15:59:54 Select one of the following:1. Time Editor90. Sign off Selection or command ===> 1_________________________________________________________________________________________________________________________________________________________ F2=Calendar F3=Exit F9=Previous Command F24=More keysIn MENU01 (Daily Processing) select 1. Time Editor [ENTER]A.1 Selecting EmployeesSelect your employees by typing your 3-digit school or department number in the Supervisor field. [ENTER].Note: To view just one individual, type in the unique number (EIN) on the Employee Number field or the badge number on the Badge Number field.3/30/11 15:50:20iSeries Timekeeper: Mesa Public SchoolsCLK303-01 Time EditorEmployee Number:* _____________Badge Number:* _____________Division* _____________Department* _____________Supervisor *__________Position #* _____________Hol Group* _____________SA Account* _____________UserField4* _____________From Date/Time:* ___________ ______To Date/Time:* ___________ ______ F3=Exit F4=Select F5=Exceptions Only F12=Cancel F15=Edit By Work Fields 3/30/11 15:50:20 iSeries Timekeeper: Mesa Public Schools CLK303-S2 Time EditorPosition to Name: EXOptions: 1=Select A=ApproveOpt Emp. # Name Badge Hours Exc Appr __ 2001234 AARON MATTHEW99980 __ 2002345 ALLEN SUSAN999731.000 __ 2003456 BEST JEAN999624.00*0 __ 2004567 BUFFORD EUGENE99930 __ 2005678 CORTEZ FRANK999210.75*0 __ 2006789 CULL MARY D99910 __ 2005555 EXAMPLE JOE999919.000 __ 2007891 GALLAGHER FRANK P99900F3=Exit F7=Employee# F8=NameF9=Badge#F12=CancelAll employees set up under your site code will display. You can scroll through the list by using your Page Up and Page Down keys on your keyboard or you can type several characters of the last name in the Position to Name field (you must be in name order [F8]). [ENTER]Type a ‘1’ in the OPT field to select the employee. [ENTER]. 3/30/11 15:50:20 iSeries Timekeeper: Mesa Public Schools CLK303-S2 Time EditorPosition to Name: Options: 1=Select A=ApproveOpt Emp. # Name Badge Hours Exc Appr 1 2005555 EXAMPLE JOE999919.000 __ 2007891 GALLAGHER FRANK P99900 __ 2008910 SMITH JOE99950 __ 2009101 TEST FRANK99555.00*0 __ 2008765 TEST ROBERT99120F3=Exit F7=Employee# F8=NameF9=Badge#F12=CancelThe Time Editor-Employee Detail screen will appear. The Time Editor displays all current week time records for the selected employee. Any and all adjustments will be done in this screen.The Employee Detail Screen includes help screens within the column headings and also Options and Function Keys to help you understand and maintain the employee’s time records.For detailed information on the Options, Function Keys, or Help Screens refer to pages 23-25.9/14/10 12:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 9/10/10Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 9/16/10Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR9/10/10800A1215P4.250775 _MO9/13/10715A1100A3.750775M _WE9/15/10700A731A .500521 _WE9/15/10731A1034A3.000600 _WE9/15/101059A203P2.000497 _TH9/16/10700A5.50G0123WTBBottomREG13.50G5.50Breakdown:19.00Total:19.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=RoundedF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsB. EDITING A PUNCH/ABSENCE RECORD The Edit option (Option: 1=Edit) is used to modify an existing punch or absence record. The edit function will mostly be used to change an absence pay code, absence time due to flexing within the same workweek, and/or to correct the position number for funding purposes. You should not change any existing clock-in time or clock-out time punches that the employee has swiped at the clock, including your own punches. Actual time worked cannot be altered. You must retain a punch adjustment slip or absence report before altering a record.The Option 1=Edit will allow you to modify the following fields:Actual Clock-In Date - The existing date on the punch or absence record.Actual Clock-In Time - The existing in time captured at the time the employee swiped.Actual Clock-Out Date - The existing date on the punch record.Actual Clock-Out Time - The existing out time captured at the time the employee swiped.Total Hours – The punches will recalculate when there is a block of time (the combination of the in and out punch). You are required to enter hours when entering an absence.Pay Code – This field is for designating a code for absence/pay purposes. If you are editing an absence record, the absence type must be entered to direct the time to the correct pay code.Position # - This field is used to assign the time punches to the proper funding. Monitor the position and transfer codes entered by your employees. (Refer to Page 19, Viewing Available Positions)SA Account – If working Student Activities (777 transfer) you must enter the 7-digit SA-Account in order for this to pay. (Refer to page 17, Editing Student Activities Records)Situations that require editing:Changing an absence record (the absence report statement must match the change)DateHoursPay CodePosition/Transfer CodesTransposed numbersFailure to use a transfer codeThe same transfer code for multiple sites must be changed to the 6-digit codeStudent Activities – editing in the SA-Account numberCorrecting previous editsDateTimeTo edit a record type a ‘1’ in the Opt line. [ENTER]9/14/10 10:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 9/10/10Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 9/16/10Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR9/10/10800A1215P4.250775 _MO9/13/10715A1100A3.750775M _WE9/15/10700A731A .500521 1WE9/15/10731A1034A3.000497 _WE9/15/101059A203P2.000497 _TH9/16/10700A5.50G0123WTBBottomREG13.50G5.50Breakdown:19.00Total:19.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsMake the correction to the necessary field. [ENTER](i.e. an incorrect transfer code was used—497 should have been 600—type over the wrong code)The screen will revert to the Time Editor and you will see your correction.C. ADDING AN IN AND OUT PUNCH The Add function ([F6] Function Key) is primarily used to add absences. However, it can (in some cases) be used to add multiple punches to an employee’s record. You can add full blocks of time if the employee has not swiped into Kronos. Do not use this function to add just a single punch (Refer to page 9, Insert a Single Punch). You must retain a punch adjustment slip before altering a record.Situations that may require using the Add function:If an employee is without a working badge and missed both an In and Out punch.For Certificated employees working hourly positions, see the example on page 8.If an employee is working in a remote area for the District and a clock is not easily accessible and misses both In and Out punches.****NOTE: It is advisable to use the [F19] Ins Pun function (see page 9), rather than [F6] Add in nearly all situations.****The [F6] Add Function Key will allow you to add data in the following fields:Actual Clock In Date - Enter the date of the missed punch.Note: The current system date displays as a default. If you are adding a punch record for today’s date, [TAB] past the field.Actual Clock In Time - Enter the actual clock in time in the Kronos time format (i.e. 0930A).Actual Clock Out Date - Enter the ending date of the missed punch. The date should be the same as the actual clock-in date unless the employee worked past midnight.Actual Clock Out Time - Enter the clock out time in the Kronos time format (i.e., 0315P)Total Hours - The system calculates the hours based on the in and out times entered.Position # -This field is used to assign the time punches to the proper funding. Select the correct position number from the position select screen listing if different from the employee’s default position. (Refer to page 19, Viewing Available Positions).SA Account – If adding punches for Student Activities (777) you may also enter the 7-digit SA-Account number. (i.e. 274-1301) (Refer to Page 17, Editing Student Activities Records).[F6] to add a complete time record.9/14/10 10:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 9/10/10Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 9/16/10Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR9/10/10800A1215P4.250775 _MO9/13/10715A1100A3.750775M _WE9/15/10700A731A .500521 _WE9/15/10731A1034A3.000600 _WE9/15/101059A203P2.000497 _TH9/16/10700A5.50G0123WTBBottomREG13.50G5.50Breakdown:19.00Total:19.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsTo add the missed clock-in and clock-out punches, enter the date and time from the signed Kronos Punch Adjustment slip. The hours will calculate automatically. If the Position # should be anything other than the default, enter the 6-digit position # or the transfer #. (Refer to page 19, Viewing Available Positions)IN AND OUT PUNCH EXAMPLEChange the Position # if necessary. You may type in the full 6-digit position code or the 3-digit transfer code.ABSENCE EXAMPLELeave the Position # as the primary code when adding an absence record.The screen will revert to the Time Editor and you will see your added time punches. View your added time punches.9/14/10 10:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 9/10/10Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 9/16/10Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR9/10/10800A1215P4.250775 _MO9/13/10715A1100A3.750775M _TU9/14/10732A1034A2.000775 _WE9/15/10700A731A .500521 _WE9/15/10731A1034A3.000600 _WE9/15/101059A203P2.000497 _TH9/16/10700A5.50G0123WTB_FR9/17/10700A5.50G0123WTBBottomREG15.50G5.50Breakdown:21.00Total:21.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsCAUTION: Time records that show a date highlighted outside the employee's current pay period do not have the hours included in the totals at the bottom of the screen.Insert the following information if adding certified hourly work:Date – Enter the actual date workedPay Code - CRTHTime – Enter the approximate time of day workedOVR - THours – Enter the total hours worked that dayPosition # - Enter the 4-digit codeCERTIFIED HOURLY EXAMPLEEnter the 4-digit code. Do not use the Position Name on this field.D. INSERT A SINGLE PUNCH OR TRANSFER PUNCH The Insert function ([F19] Function Key) will insert a single punch and realign any punches that follow. Inserting ([F19]) a punch rather than adding ([F6]) a punch allows a punch to be added between two existing times and places the punch in the right date and time order. The [F19] Function Key also inserts transfer punches to redirect funding by ending one job and starting another.You must retain a punch adjustment slip before inserting punches.1/14/11 10:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 1/07/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 1/13/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR1/07/11800A1215P4.250775 _MO1/10/11715A1100A3.750775M _WE1/12/11700A1034A3.500521 _WE1/12/111059A203P2.000497 _TH1/13/11700A5.50G0123WTBBottomREG13.50G5.50Breakdown:19.00Total:19.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsThe [F19] Ins Pun Function Key will allow you to insert the following:Date - Enter the date of the missed punch.Time - Enter the time of the missed punch.Transfer - Enter a ‘Y’ if the punch missed should be immediately ending one position and starting another.Position # - If the insert result is entering an ‘IN’ punch and the position is different from the default, enter the 6-digit alphanumeric code or the 3-digit transfer code. (Refer to Page 19, Viewing Available Positions)SA Account – If inserting a missed punch for Student Activities (777) you may also enter the 7-digit SA-Account number. (Refer to Page 17, Editing Student Activities Records)Situations that require an inserting a punch:Any time an employee misses a punch, forgets, clock unavailable, etc.If a transfer punch was missed and their funding needs to be redirected from one position to another.To insert, press the [F19] function key.The Insert Date and Time field will have the current date and time as the default. After inserting the correct date and time, [TAB] to the next necessary fields (Transfer and/or Position #) and make the necessary edits. [ENTER]Leave the Transfer field as ’N’ if inserting a single punch.DateTimeTransferInsert:* 1/12/11731AYPay Code:* ______Daily Rule:* FDShift: 1Position #: * 600Division* 10Hol Group* FDepartment* 123SA Account* Supervisor* 123UserField4* Comment:* __________________________________________________F4=SelectF12=Cancel1/14/11 10:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 1/07/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 1/13/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR8/07/09800A1215P4.150775 _MO8/10/09715A1100A3.450775M _WE8/12/09700A731A .300521 _WE8/12/09731A1034A3.000600 _WE8/12/091059A203P2.000497 _TH8/13/09700A5.30G0123WTBBottomREG13.30G5.30Breakdown:19.00Total:19.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsIf inserting an Out punch the following warning will appear:Warning: Out Punch – All Labor Information Will Be Ignored[ENTER]The screen will revert to the Time Editor and you will see your inserted time punch and the realignment of the remainder of the punches.View the inserted punch and new totals1/14/11 10:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:999000555EXAMPLE JOEBadge:99999From: 1/07/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 1/13/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR1/07/11800A1215P4.250775 _MO1/10/11715A1100A3.750775M _WE1/12/11700A731A .500521 _WE1/12/11731A1034A3.000600 _WE1/12/111059A203P2.000497 _TH1/13/11700A5.50G0123WTBBottomREG13.50G5.50Breakdown:19.00Total:19.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsE. DELETE A LINE ITEM The Delete option (Options: 4=Delete) is used to delete an entire time record or transaction. You can delete full blocks of time that were swiped in error or inserted in error. Do not use this option to delete a single punch (Refer to page 13, Delete a Single Punch).The Option 4=Delete will allow you to delete the following line items:Delete an absence recordDelete a certified hourly time transactionDelete an In and Out punchSituations that require deleting a line item:An absence record was no longer neededErrors made when editingWrong DatesWrong TimesSwipes made in errorActual swipes registered to the wrong badge numberNote: You must retain a punch adjustment slip before deleting an actual clock punch. Only punches swiped in error can be deleted.To delete a line item type a ‘4’ in the OPT field next to the record you wish to delete. [ENTER].1/14/11 10:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 1/07/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 1/13/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR1/07/11800A1215P4.250775 _MO1/10/11715A1100A3.750775M _WE1/12/11700A731A .500521 _WE1/12/11731A1034A3.000600 _WE1/12/111059A203P2.000497 4TH1/13/11700A5.50G0123WTBBottomREG13.50G5.50Breakdown:19.00Total:19.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsA confirmation screen will appear. At the confirmation screen, [ENTER] to complete the deletion action or [F12] to cancel.The Following Entries Will Be DeletedDayDateInOutHoursPayCdTH1/13/11700A5.50GBottomENTER=DeleteF12=Cancel1/14/11 10:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 1/07/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 1/13/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR1/07/11800A1215P4.150775 _MO1/10/11715A1100A3.450775M _WE1/12/11700A731A .300521 _WE1/12/11731A1034A3.000600 _WE1/12/111059A203P2.000497 4TH1/13/11700A5.30G0123WTBBottomREG13.50G5.30Breakdown:19.00Total:19.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsThe system will display the Time Editor-Employee Detail screen with the line item deleted.View the employee’s corrected record.1/14/11 10:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 1/07/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 1/13/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR1/07/11800A1215P4.250775 _MO1/10/11715A1100A3.750775M _WE1/12/11700A731A .500521 _WE1/12/11731A1034A3.000600 _WE1/12/111059A203P2.000497BottomREG13.50Breakdown:13.50Total:13.50F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsF. DELETE A SINGLE PUNCH The Delete function ([F20] Function Key) deletes a single punch and realigns any punches that follow. When an employee swipes twice in error, the second punch causes the alignment to be off.The [F20] Del Pun Function Key will allow you to delete the following line items:Delete a single Date and Time EntrySituations that require a punch to be deleted:Double punches at the clockSwipes made in errorErrors made when editingWrong DatesWrong TimesActual swipes registering to the wrong badge numberNote: You must retain a punch adjustment slip before deleting an actual clock punch. Only punches swiped in error can be deleted. You must not make edits to your own time.To delete a single punch, press the [F20] Function Key1/14/11 10:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 1/07/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 1/13/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR1/07/11800A1215P4.250775 _MO1/10/11715A1100A3.750775M _WE1/12/11700A731A .500521 _WE1/12/11731A1034A3.000600 _WE1/12/111035A1059A .500123WTB _WE1/12/111059A203P3.000497BottomREG15.00Breakdown:15.00Total:15.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsThe Delete Punch window will appear. The date and time will default to the current date and time. Type in the date and time of the double punch that you need deleted. [ENTER]DateTimeDelete:* 01/12/111035AF4=SelectF12=Cancel1/14/11 10:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 1/07/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 1/13/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR1/07/11800A1215P4.150775 _MO1/10/11715A1100A3.450775M _WE1/12/11700A731A .300521 _WE1/12/11731A1034A3.000600 _WE1/12/111035A1059A .300123WTB _WE1/12/111059A203P0497BottomREG15.00Breakdown:15.00Total:15.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsWhen completed, the punch will be deleted, and the rest of the punches realign with the appropriate transfer code.View the realigned punches1/14/11 10:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 1/07/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 1/13/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR1/07/11800A1215P4.250775 _MO1/10/11715A1100A3.750775M _WE1/12/11700A731A .500521 _WE1/12/11731A1034A3.000600 _WE1/12/111059A203P3.000497BottomREG14.50Breakdown:14.50Total:14.50F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsG. FORCING OVERTIME / COMP TIMEWhen to Force time:To redirect overtime hours to the date and position number record that caused the overtime.The order of priority for forcing overtimeRental out of districtRental in districtStudent activitiesHours worked for another School or departmentHours worked at the home site with different fundingChange the default hours from COMP to Overtime or vice versa.When forcing overtime, make sure the employee physically worked over 40 hours in the pay week. Holidays or paid absences do not count as worked hours. Do not make edits to your own time record.F=ForceOT: entering "F" in the Option field next to the time record allows you to edit the amount of time assigned to the overtime blocks for this time record. This enables you to "force" overtime to this particular record usually to charge the overtime to the date/area that caused the overtime.4/15/11 12:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2001234TEST ROBERTBadge:000000From: 4/08/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 4/14/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR4/08/11724A400P8.50257NIP FFR4/08/11600P1000P4.25777 _MO4/11/11723A402P8.50257NIP _TU4/12/11724A131P6.00257NIP _TU4/12/11223P405P1.75257NIP _WE4/13/11723A153P6.50257NIP _WE4/13/11223P449P2.25257NIP _TH4/14/11726A113P5.75257NIP _TH4/14/11145P500P3.25257NIPBottomREG40.00COMP6.75Breakdown:46.75Total:46.75F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=RoundedF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsDesignate the hours and hundredths in the “150” Block for overtime or in the “COMP” Block to accrue comp time.Clock InClock OutTotalSchedPayDailyAuto-DayDateTimeDateTimeHoursHoursCodeRuleDeductFRI4/08/11600P4/08/111000P4.25ADEnter the number of hours to force into each overtime block.Block 1:COMP .00Block 2:150 4.25Block 3: .00Block 4: .00Comment:*Note: The pay code(s) listed are defaults from the pay period rules.F12=Cancel4/15/11 12:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:999001234TEST ROBERTBadge:000000From: 5/08/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 5/14/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR5/08/09724A400P8.30257NIP FFR5/08/09600P1000P4.00777 _MO5/11/09723A402P8.30257NIP _TU5/12/09724A131P6.00257NIP _TU5/12/09223P405P1.45257NIP _WE5/13/09723A153P6.30257NIP _WE5/13/09223P449P2.15257NIP _TH5/14/09726A113P5.45257NIP _TH5/14/09145P500P3.15257NIPBottomREG40.00COMP6.30Breakdown:46.75Total:46.75F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=RoundedF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft Hrs4/15/11 12:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2001234TEST ROBERTBadge:000000From: 4/08/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 4/14/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR4/08/11724A400P8.50257NIP _FR4/08/11601P1013P4.25777F _MO4/11/11723A402P8.50257NIP _TU4/12/11724A131P6.00257NIP _TU4/12/11223P405P1.75257NIP _WE4/13/11723A153P6.50257NIP _WE4/13/11223P449P2.25257NIP _TH4/14/11726A113P5.75257NIP _TH4/14/11145P500P3.25257NIPBottomREG40.001504.25COMP2.50Breakdown:46.75Total:46.75F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsThe “F” in the Notes column will indicate the hours have been forced.H. EDITING STUDENT ACTIVITIES RECORDSClassified employees who work a position funded by student activities swipe their badge at the clock using ‘777’ as the transfer code. There are some employees who are strictly funded by student activities and depending on how often they work, they do not always have a badge. In this case, the Kronos Editor would be required to enter punches from an edit slip using the transfer code ‘777’.Kronos will generate a position based on the ‘777’ transfer code and the SA-Account. The SA-Account is a 7-digit number that consist of the unit/site number and the function code.(i.e. 257-7101)1=Edit: entering ‘1’ in the Option field next to the time record allows you to edit the SA-Account field and designate the appropriate Student activity account information.4/15/11 12:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2001234TEST ROBERTBadge:000000From: 4/08/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 4/14/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR4/08/11724A400P8.50257NIP 1FR4/08/11600P1000P4.25777 _MO4/11/11723A402P8.50257NIP _TU4/12/11724A131P6.00257NIP _TU4/12/11223P405P1.75257NIP _WE4/13/11723A153P6.50257NIP _WE4/13/11223P449P2.25257NIP _TH4/14/11726A113P5.75257NIP _TH4/14/11145P500P3.25257NIPBottomREG40.00COMP6.75Breakdown:46.75Total:46.75F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsEnter the appropriate 7-digit SA-Account #.Clock In Clock OutTotalPayDailyDateTimeDateTimeHoursCodeRuleOvrM/BActual:*04/08/11601A04/08/111013P4.25 **ADDays to Add:Skip Days:Comment:* Shift:*1Position #* 777Auto Ded:.00Division*20Hol Group* DCancel Meal:Department*257SA Account*257-7107Force New Shift:Supervisor*257UserField4* Pay Rate: F4=SelectF12=Cancel4/15/11 12:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2001234TEST ROBERTBadge:000000From: 4/08/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 4/14/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR5/08/09724A400P8.30257NIP 1FR5/08/09600P1000P4.15777 _MO5/11/09723A402P8.30257NIP _TU5/12/09724A131P6.00257NIP _TU5/12/09223P405P1.45257NIP _WE5/13/09723A153P6.30257NIP _WE5/13/09223P449P2.15257NIP _TH5/14/09726A113P5.45257NIP _TH5/14/09145P500P3.15257NIPBottomREG40.00COMP6.45Breakdown:46.45Total:46.45F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsIf, by working student activities the total worked hours for the week are over 40, it is very important that you monitor and redirect the overtime to the student activity record for funding. (Refer to page 15, Forcing Overtime/Comp Time)I. VIEWING AVAILABLE POSITIONSBy viewing an employee’s position select screen, you will see the following fields:Position #, Title, Hours per Day, Rate, Transfer #, Budget Info, Start, and Stop Dates.1/14/11 12:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 1/07/11Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 1/13/11Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR1/07/11800A1215P4.250775 _MO1/10/11715A1100A3.750775M _WE1/12/11700A731A .500521 _WE1/12/11731A1034A3.000600 _WE1/12/111059A203P2.000497 _TH1/13/11700A5.50G0123WTBBottomREG13.50G5.50Breakdown:19.00Total:19.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsTo view an employee’s available positions, pull up the employee in time editor and press the [F6] Function Key.Clock In Clock OutTotalPayDailyDateTimeDateTimeHoursCodeRuleOvrM/BActual:*9/24/10 **FDDays to Add:Skip Days:Comment:* Shift:1Position #* 123WTBAuto Ded:.00Division*10Hol Group* ACancel Meal:Department*123SA Account* Force New Shift:Supervisor*123UserField4* Pay Rate: F4=SelectF12=Cancel9/24/10 12:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 9/17/10Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 9/23/10Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR3/25/05800AL1215PL4.158.000634NCX _FR3/25/051245PL300PE2.150634NCXM _FR3/25/05301P1.30G0634NCX _MO3/28/05715AE1100AE3.458.000634NCXM _MO3/28/051200PH515PL5.150634NCX 1TU3/29/05806PU1156P4.000777 _WE3/30/05900AL200P5.008.000634NCX _WE3/30/05200PL300PE1.000634NCX _TH3/31/05800AL1200PL4.008.000634NCXBottomREG25.30REG24.00G1.30Breakdown:31.00Total:31.00F6= AddF8=AdjustF9=PreviousF10=NextF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsThe system will display the Time Editor-Add Punch Screen. [TAB] to the Position # field and press the [F4] Function Key to select the position screenClassified Hourly ExamplePHR01SELSEL Employee Position #Date: 7/27/10EMPLOYEE #: 2000555 POSITION TO: _______________TYPE OPTIONS, PRESS ENTER..X=SELECT? POS #STS JOB DESCRIPTIONAVG HRSRATEXFER #BUDGET #BGT %START DATEEXP DATESTOP DATE 123WTBCLERICAL AIDE3.00010.070600100-100-1000-6151-123-000-01100.0008/12/20105/27/2011 123WPBINSTR ASSIST2.00010.070497001-100-2620-6151-123-000-01100.0008/12/20105/27/2011 123WQACROSSING GUARD .50010.070521001-100-2620-6151-100-000-01100.0008/12/20105/27/2011 123WZUADDITIONAL20.00010.070775100-100-1000-6151-123-000-01100.0008/07/201010/30/2010F12=PREVIOUSCertified Hourly ExamplePHR01SELSEL Employee Position #Date: 6/11/10EMPLOYEE #:2008765 POSITION TO: ________________TYPE OPTIONS, PRESS ENTER.X=SELECT?POS #STS JOB DESCRIPTIONAVG HRSRATEXFER #BUDGET #BGT %START DATEEXP DATESTOP DATE _TITBLTITLE FUNDS BLENDED RATE48.00029.7303211100-100-1277-6111-121-481-0176.2406/01/20106/26/2010100-100-2212-6111-121-481-0123.76 _TSPREPTITLE I SUMMER SCH PR16.00015.4102054100-100-2212-6111-115-481-01100.0006/01/20106/25/2010 _TSUMTITLE I SUMMER SCH INS48.00022.0201054100-100-1277-6111-115-481-01100.0006/01/20106/25/2010 _AIMBLAIMS BLENDED RATE SUMM64.00029.7303209013-100-1000-6111-262-380-01100.0006/01/20106/25/2010F12=PREVIOUSPress the function key [F12] twice to back out of the record.J. VIEW TIME CLOCK PUNCH DETAIL IN HISTORY INQUIRYThe History Module can provide you with year-to-date reporting information. To view punches posted to history, select the History Module from the Kronos Timekeeper main menu.In the MAIN menu, select 13. History [ENTER] MAINKronos iSeries Central 5.2 Date: 3/22/11iSeries Timekeeper: Mesa Public SchoolsTime: 15:52:17 Select one of the following:1. Daily Processing2. Reports and Inquiries13. History14. Accruals90. Sign off Selection or command ===> 13___________________________________________________________________________________________________________________________________________________________________ F2=Calendar F3=Exit F9=Previous Command F24=More keysPut thirteen (13) on command line to select History.[ENTER] MENU13HistoryDate 3/22/11iSeries Timekeeper: Mesa Public SchoolsTime: 15:59:54 Select one of the following:1. Time History InquiryPunch DetailTime CardsTotal HoursAbsenteeTardyBudget vs. Actual90. Sign off Selection or command ===> 1_________________________________________________________________________________________________________________________________________________________ F2=Calendar F3=Exit F9=Previous Command F24=More keysIn MENU13 (History), select 1. Time History Inquiry. [ENTER]Put one (1) on the command line to select the Time History Inquiry.[ENTER]Select an individual employee by entering the unique number (EIN) in the Employee Number field or Badge Number in the Badge Number field.Since the history file currently retains information from 7/1/2002, specify a range of time in the From Date/Time and To Date/Time fields. For a specific week, enter the Friday through Thursday dates in the From Date/Time and To Date/Time fields. (i.e. From 081409 1200A To 082009 1159P) [ENTER]3/30/09 15:50:20iSeries Timekeeper: Mesa Public SchoolsCLK908-S1Time History InquiryEmployee Number:* ___________Badge Number: * ___________Division* _______________Department* _______________Supervisor* _______________Position #* _______________Hol Group* _______________SA Account* _______________UserField4* _______________From Date/Time:* _______ _____To Date/Time:* _______ _____ F3=Exit F4=Select F12=CancelAlternatively, use July 1 of the fiscal year in the From Date field and 1200A in the From Time field for fiscal year totals. (i.e. From 070109 1200A) [ENTER]By specifying a range of time, you will be able to see the totals for all of the various pay codes on the bottom of the screen, to help check on personal leave totals, overtime totals, etc.8/14/09 16:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000444EXAMPLE JANEBadge:99998From: 7/1/09Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo:Position: __________OptDateInOutHoursSchPcdApPosition #Notes _WE7/01/09700A1222P5.250123NIL _WE7/01/091252P415P5.500123NIL _TH7/02/09700A1227P5.500123NIL _TH7/02/091257P430P3.500123NIL _FR7/03/09800A800A8.00HO.A0123NILC _MO7/06/09915A118P4.000123NIL _MO7/06/09130P4.00G0123NIL _TU7/07/09730A1210P4.750123NIL _TU7/07/091240P400P3.250123NILMore…REG237.75HO.A8.00G4.00L18.00Total:257.75F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsOPTIONS IN THE TIME EDITORThe Time Editor has five options, four of which you may use when editing. To use an Option, [TAB] to move the cursor to the OPT input field beside the appropriate record and type in the desired option code. [ENTER].1=Edit - The Edit option allows you to select and modify the existing information on the time record. (i.e., Date, Time, Hours, Pay Code, Position, SA-Account etc.) (Refer to page 4, Editing a Punch/Absence Record)4=Delete - The Delete option allows you to delete an entire line item. (Refer to page 11, Delete a Line Item).B=Breakdown - The Breakdown option will display the pay code and total hours assigned to that line item.A=Approved - The Approved option is not used at this time.F=ForceOT – The ForceOT option is used to redirect overtime hours to a specific date and/or position number record or to change the default hours from COMP to Overtime or vice versa. (Refer to page 15, Forcing Overtime / Comp Time)8/14/09 12:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 8/07/09Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 8/13/09Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR8/07/09800A1215P4.250775 _MO8/10/09715A1100A3.750775M _WE8/12/09700A731A .500521 _WE8/12/09731A1034A3.000600 _WE8/12/091059A203P2.000497 _TH8/13/09700A5.50G0123WTBBottomREG13.50G5.50Breakdown:19.00Total:19.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=RoundedF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsExampleFUNCTION KEYS IN THE TIME EDITOREach of the Function Keys provides you with additional knowledge and functionality when editing.F6=Add - Adds a complete time record/line item to the employees current time.F7=Open/Close – Opens and closes all records for mass editing.F9/10=Pr/Nx -- Rolls the screen back [F9] to the previous employee and forward [F10] to the next employee on your site list.F11=Charge - Displays the user defined fields. They include Division, Department, Supervisor, Position numbers, Hol Group, SA Account, UserField4, Shift, and Labor Levels. The default will display the position number.F12=Cancel - Returns to the previous screen.F13=Actual/Rounded - Toggles between the rounded punch times and the actual punch times. Punches will round according to the seven (7) minute rule and/or the meal tiering rules.F14=Defaults - Displays the default codes from the Employee Master File. The Pay Period rule and Daily rule default codes defined on the employee’s record drive the rounding rules.F15=Punches - Displays all actual punch times that were swiped at the time clocks. The time clocks are named according to their sites.F16=Audit - Displays all of the punch adjustments made to the employee’s time record, when it was made and who made the adjustment. Add, Edit, Insert, Delete, or DelPun will show depending on the option or function used. Kronos editors are prohibited from editing their own time record. Editors editing their own time records are subject to disciplinary action.F17=Accruals - Displays the employee’s accrual balances.F19=Ins Punch - Inserts a single punch or a transfer punch and realigns all of the punches that follow.F20=Del Pun - Deletes a single punch and realigns all of the punches that follow.F23=Summary – Displays a breakdown of total hours by position number and pay code.F24=Shift Hours/Punch Hours – Toggles between totaling by line item (punch hours) and the daily subtotals on the last time record for the shift (shift hours).8/14/09 12:25:13iSeries Timekeeper: Mesa Public SchoolsPay PeriodEmp#:2000555EXAMPLE JOEBadge:99999From: 8/07/09Options:1=Edit4=DelB=BrkdwnA=ApprF=ForceOTTo: 8/13/09Position: __________OptDateInOutHoursSchPcdApPosition #Notes _FR8/07/09800A1215P4.250775 _MO8/10/09715A1100A3.750775M _WE8/12/09700A731A .500521 _WE8/12/09731A1034A3.000600 _WE8/12/091059A203P2.000497 _TH8/13/09700A5.50G0123WTBBottomREG13.50G5.50Breakdown:19.00Total:19.00F6= AddF7=Open/CloseF8=AdjustF9/10=Pr/NxF11=ChargeF12=CancelF13=ActualF14=DefaultsF15=PunchesF16=AuditF17=AccrualsF18=ScheduleF19=Ins PunF20=Del PunF21=AttendF22=OT EqF23=SummaryF24=Shft HrsFunction Keys that are not used are – F8=Adjust, F18=Schedule, F21=Attend, F22=OT EqHELP SCREENS WITHIN THE COLUMN HEADINGSWithin the Employee Detail Screen, help screens are available for quick reference to help define and describe the various column titles and codes. To access the quick help screens, place the cursor in the column in question and use the [F1] Function Key. Day – Displays the day of the week.Date – Displays the date of the punch.In Punch -- Displays the rounded or actual punch-in time. You can toggle between the Actual and Rounded time by using the [F13] Function Key.Out Punch -- Displays the rounded or actual punch-out time. You can toggle between the Actual and Rounded time by using the [F13] Function Key.Hours -- Displays the calculated hours/hundredths of the in/out punches.Schedule -- Displays the number of hours the employee was scheduled to work per the schedule form you filled out.PCD (Pay Codes) -- Displays the pay codes that the hours are assigned to. The bottom section of the screen displays the pay code totals for the current pay period.Ap -- Not usedPosition # -- Displays the employee’s default position. Use the [F11] Function Key to toggle to view the employee’s department or supervisor numbers. NOTES Use the [F1] Function Key to open the help screen.Total -- Displays the total accumulated hours for the employee in the current pay period. The ‘Total’ is found on the bottom right hand side of the screen.Exception Code -- The alpha character in the unmarked column next to the time IN or OUT is the Exception Code. The Exception Codes are based on the information set up from the schedule form you filled out and turned in to Payroll. To access the list of Exception Codes, place the cursor on one of the Exception Code letters and press the [F1] Function Key. ................
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