United Independent School District Kronos Time Management System

United Independent School District Kronos Time Management System
Welcome to Kronos Employee Training PRESENTERS PAYROLL: Rosa Cabello Assistant Director Accounting TECHNOLOGY: Norma Perez Kronos System Support Jose Juan Nuñez & Norma Perez Systems Analyst / Data Analysts Good [ Morning – Afternoon ] Ladies & Gentlemen And Welcome to the Kronos Employee Training Our presentation will be translated from English to Spanish to ensure that the entire audience feels comfortable and fully understands the functions we’ll be reviewing today. All questions are important but because of timing constraints, we ask that you please hold your questions until the end of the presentation. Now let us focus our attention to the display screen and we can begin.

United Independent School District Kronos Sistema de Manejo del Tiempo
Bienvenidos al Entrenamiento para Empleados usando Kronos PRESENTADORES NÓMINA: Rosa Cabello Asistente de Director de Contabilidad TECNOLOGÍA: Norma Perez Supervisora de Kronos Jose Juan Nuñez & Norma Perez Servicios Administrativos / Analista de Sistemas [ Buenos Dias – Buenas Tardes ] Damas y Caballeros Y Bienvenidos al Entrenamiento para Empleados de Kronos Nuestra presentacion sera transladada de Ingles a Espanol para segurar que nuestra audencia este confortable y comprendera la explicacion de los funciones que estaremos revisando hoy. Sus preguntas se consideran al final de nuestra presentacion. Ahora comensemos con nuestro enfoque en la pantalla.

Introduction What is Kronos ? Kronos is United ISD’s time keeping system. Benefit: tracks all hours worked calculates comp time & overtime provides security thru finger scans Who is required to use Kronos? “Classified employees” non-exempt from Overtime Rules a. Para-professionals (earn comp time) b. Auxiliary (earn overtime pay) c. Part-time employees Explain the Session: After one year of using the Kronos timekeeping system, we’d now like to explain how to view your data on the clock. We will have a Presentation and a Q&A session at the end of the presentation. 1.) The Superintendent and the Board had a dual purpose for providing Kronos to UISD employees: a.) UISD is a rapidly growing district and needed a more efficient way of tracking time-and-attendance (electronic –vs- paper) b.) They wanted to provide UISD employees with a time and attendance system that would keep an accurate record of their time 2.) Kronos provides an electronic way of registering your time eliminating lost or damaged timecards, keeps historical information, and allows you to view your (regular & ot) hours and (comp & leave) balances at the clock.

Introducción ¿Que es Kronos ? Kronos es el sistema de rastreo de tiempo de UISD. Beneficio: calcula horas de tarjetas de marcar mantiene horas extras y tiempo compensatorio seguridad con verificacion de huellas ¿A quién se le requiere que use Kronos? “Empleados Classificados” no extán exentos de Tiempo Extra. a. Para-profesionales (acomulan tiempo compensatorio) b. Auxiliares (trabajan tiempo extra) c. Empleados de Medio-Tiempo (Part-time) Explain the Session: After one year of using the Kronos timekeeping system, we’d now like to explain how to view your data on the clock. We will have a Presentation and a Q&A session at the end of the presentation. 1.) The Superintendent and the Board had a dual purpose for providing Kronos to UISD employees: a.) UISD is a rapidly growing district and needed a more efficient way of tracking time-and-attendance (electronic –vs- paper) b.) They wanted to provide UISD employees with a time and attendance system that would keep an accurate record of their time 2.) Kronos provides an electronic way of registering your time eliminating lost or damaged timecards, keeps historical information, and allows you to view your (regular & ot) hours and (comp & leave) balances at the clock.

Upgrade Functions What has changed with Kronos? “Real Time” information available on the clock a. View recorded Timecard Punches “how many hours have I worked?” “did the clock record my punch?” b. View current Comp & Leave time Balances “how much comp time do I have?” “how many leave days do I have available?” “Global Verification” at ALL locations a. Finger scan required to enter a punch at ALL clocks b. Finger scan required to view totals 1.) Anyone who used a paper timecard before to register their hours is now using an Kronos clock to register their hours electronically: They are: a.) Paras b.) Hourlys c.) Part-Timers 2.) These groups of employees are called “Classified employees” You are Non-Exempt from overtime: this means that if you work over hours, you will either earn comp-time or be paid overtime. 3.) Paras earn comp-time hours Hourlys are paid overtime hours Both are tracked in Kronos depending on your classification.

Funciones Renovadas ¿Que ha cambiado en el sistema Kronos? Informacion en “Tiempo Actual” esta disponible en la pantalla del reloj a. Horas registradas en su tarjeta de marca “¿cuantas horas e trabajado?” “¿registro mis horas el reloj?” b. Balance de horas compensatorias y tiempo de permiso “leave time” “¿cuantas horas compensatorias tengo?” “¿cuantos dias tengo de permiso (leave time)?” “Verificacion dentro el districto” en TODAS las ubicaciones a. la registracion de horas reqiere verificacion de la huella digital b. para ver totales, se reqiere verificacion de la huella digital 1.) Anyone who used a paper timecard before to register their hours is now using an Kronos clock to register their hours electronically: They are: a.) Paras b.) Hourlys c.) Part-Timers 2.) These groups of employees are called “Classified employees” You are Non-Exempt from overtime: this means that if you work over hours, you will either earn comp-time or be paid overtime. 3.) Paras earn comp-time hours Hourlys are paid overtime hours Both are tracked in Kronos depending on your classification.

United Independent School District Kronos Clocks - Locations
High Schools Middle Schools Elementary Schools (3) clocks 1 office 1 custodian 1 cafeteria (2) clocks 1 office 1 cafeteria (2) clocks 1 office 1 cafeteria Central Administration SAC / Fine Arts Police Department (1) Clock at * Hr dept * Tech. Ofc * IT * MIS * Central Ofc * Fed Prog * Student Services * Risk Mgmt (4) clocks 1 Fine Arts 1 Meeting Room 1 SAC 1 Athletics Ofc 1 Krueger Field (1) clock Brantley Hall Transportation Compounds Instruction Hwy359 Every school has at least 2 clocks: main clock 1-cafeteria clock All Departments have clocks in strategic locations: Central Office SAC/Fine Arts PD Dept Including the bigger departments like: Transportation Food Service Facilities Food Service Service Center (1) Clock at Warehouse Purchasing (2) clocks at Facilities (4) Clocks 2 North 2 South (2) clocks (2) clocks JJ Nunez

United Independent School District Localización – Relojes
Escuelas Preparatorias Escuelas Secundarias Escuelas Primarias (3) relojes 2 oficina 1 cafeteria (2) relojes 1 oficina 1 cafeteria (2) relojes 1 oficina 1 cafeteria Administración Central SAC / Artes Departmento de Policia (4) relojes 1 Fine Arts 1 Meeting Room 1 SAC 1 Athletics Ofc 1 Krueger Field (1) relojes * Hr dept * Tech. Ofc * IT * MIS * Central Ofc * Fed Prog * Student Services * Risk Mgmt (1) reloj Brantley Hall Transportacion North Compound escuela tiene al menos 2 relojes: 1-reloj principal 1-reloj en la cafetería. Todos los Departamentos tienen relojes en lugares estratégicos: Oficina Central SAC/Fine Arts Departamento de Policía Incluso los departamentos grandes como: Transportación y las Instalaciones de Food Service (Servicios de Alimentos) Transportacion South Compound Food Service Service Center (1) Reloj Warehouse Purchasing (2) relojes Facilities (2) relojes (2) relojes (2) relojes JJ Nunez

Expectations By the end of this presentation you should be able to: View Timecard Regular & Overtime Hours (Recorded) [Last and Current week (pay period)] View Comp Time Balances (Earned) [Running Balance] Retrieve Leave Time Balances (from Finance+) a. State Personal b. State Sick c. Local

Expectativas Al final de esta presentación usted será capaz de: Obtener horas Regulares y Tiempo Extra (registradas) [Período Actual de Pago] Obtener Balances del Tiempo Compensatorio (acumuladas) [Balance Corriente] Obtener Balances de Ausencias (en Finance+) a. dias personales b. dias de enfermedad c. dias locales

United Independent School District
Kronos Clock Display Screen Function Keys ‘Enter Key’ Numeric Keypad ALL KRONOS CLOCKS LOOK EXACTLY THE SAME. These are the different parts of the clock. Our first focus is on this area, it’s called the a.) Display Screen…It will display important information. Next are the blue bottons found on either side, these are the: b.) Function Keys (8 blue keys) Notice the: c.) Numeric key pad and d.) Enter Key Underneath is the e.) Biometric scanner (used to read your fingerprint) Biometric Scanner

United Independent School District
Reloj Kronos Pantalla Informativa Teclado de Funciones ‘Tecla de Ingreso’ Teclado Numérico ALL KRONOS CLOCKS LOOK EXACTLY THE SAME. These are the different parts of the clock. Our first focus is on this area, it’s called the a.) Display Screen…It will display important information. Next are the blue bottons found on either side, these are the: b.) Function Keys (8 blue keys) Notice the: c.) Numeric key pad and d.) Enter Key Underneath is the e.) Biometric scanner (used to read your fingerprint) Escáner Biometrico

Note: The KEY to using Kronos is Your Employee# -and- Finger Scan How can I : View my TIMECARD ? Screen 1: Hit Function Key # 8 “MORE” Screen 2: Hit Function Key # 2 “View Timecard” Enter your 4-5 digit emp # using the numeric key pad and hit [Enter] Place your finger on sensor What will I see ? or Swipe your employee ID Pressing a blue function key will bring up your timecard on the clock screen… “The key to using Kronos is your EMPLOYEE NUMBER.” “How can I retrieve my Regular & OT Hours Worked? 1st, Hit function key #8 labeled “more” (blue button) this will take you to screen #2 Then, hit function key #3 labeled “Hours Worked” Always pay attention to the Display Screen. Now, Enter your 4-5 digit emp# using the numeric key pad then hit [enter] “What will you see?” The screen will display: your name Overtime Hrs Worked Hrs Remember: the hours are as of the Previous Day for the Current PP only Note: missing punches and absences will affect the totals View Timecard Online Select Time Period Previous Pay Period Current Pay Period Next Pay Period Today Yesterday Week to Date Last Week

United Independent School District TIMECARD VIEW
Totals by Shift Punches View Timecard Online Doe, Jane Current Pay Period Mon 2/12 7a 2:15pm Mon 2/12 3:15p 5p Shift Total: 9.00 Tue 2/13 7a 5p Shift Total: 9.00 Wed Use the scroll buttons to scroll up or down to view all timecard entries and totals manual entries Total Hrs Mon 2/12 7a 2:15pm Mon 2/12 3:15p 5p Shift Total: 9.00 Tue 2/13 7a 5p Shift Total: 9.00 Wed 2/14 7:15a 4:30p Wed 2/14 4:40p 10p Shift Total: 14.58 Fri 2/16 Absent Exc 8.0 Family Illness Shift Total: 8.00 Total: Use the (Esc)ape button to exit Timecard View

Nota: La LLAVE para utilizar Kronos es su Numero de Empleado y su Huella ¿Cómo puedo yo : Ver mi TARJETA DE MARCA ? Pantalla 1: Oprima tecla de funciones # 8 “MORE” Pantalla 2: Oprima tecla de funciones # 2 “View Timecard” Incorpore su numero de empleado usando el teclado numerico y oprime [Enter] Registre su huella en el sensor ¿Que vere ? o Use su tarjeta de Identificacion Oprimiendo las teclas azules le ensena su tarjeta de marca en la pantalla… “The key to using Kronos is your EMPLOYEE NUMBER.” “How can I retrieve my Regular & OT Hours Worked? 1st, Hit function key #8 labeled “more” (blue button) this will take you to screen #2 Then, hit function key #3 labeled “Hours Worked” Always pay attention to the Display Screen. Now, Enter your 4-5 digit emp# using the numeric key pad then hit [enter] “What will you see?” The screen will display: your name Overtime Hrs Worked Hrs Remember: the hours are as of the Previous Day for the Current PP only Note: missing punches and absences will affect the totals View Timecard Online Select Time Period Previous Pay Period Current Pay Period Next Pay Period Today Yesterday Week to Date Last Week

United Independent School District TIMECARD VIEW
totales por dia Ponchadas View Timecard Online Doe, Jane Current Pay Period Mon 2/12 7a 2:15pm Mon 2/12 3:15p 5p Shift Total: 9.00 Tue 2/13 7a 5p Shift Total: 9.00 Wed Use los botenes de flecha para subir y bajar la vista en la pantalla entradas manuales total de horas Mon 2/12 7a 2:15pm Mon 2/12 3:15p 5p Shift Total: 9.00 Tue 2/13 7a 5p Shift Total: 9.00 Wed 2/14 7:15a 4:30p Wed 2/14 4:40p 10p Shift Total: 14.58 Fri 2/16 Absent Exc 8.0 Family Illness Shift Total: 8.00 Total: Use el boton (Esc)ape al terminar Timecard View

Note: The KEY to using Kronos is Your Employee# -and- Finger Scan How can I : View my Leave & Comp ? Screen 1: Hit Function Key # 8 “MORE” Screen 2: Hit Function Key # 4 “View Accruals” Enter your 4-5 digit emp # using the numeric key pad and hit [Enter] Place your finger on sensor What will I see ? or Swipe your employee ID Press the <Enter> key to bring up your leave & comp time on the clock screen… “The key to using Kronos is your EMPLOYEE NUMBER.” “How can I retrieve my Regular & OT Hours Worked? 1st, Hit function key #8 labeled “more” (blue button) this will take you to screen #2 Then, hit function key #3 labeled “Hours Worked” Always pay attention to the Display Screen. Now, Enter your 4-5 digit emp# using the numeric key pad then hit [enter] “What will you see?” The screen will display: your name Overtime Hrs Worked Hrs Remember: the hours are as of the Previous Day for the Current PP only Note: missing punches and absences will affect the totals View Accruals Online Doe, Jane *As of Accrual Projections through Projections

United Independent School District ACCRUAL VIEW
Current Comp Time Leave Balance recorded View Accruals Online Doe, Jane As of 2/14/2007 Comp Time OT 4.5 Hour Comp Time REG 0.0 Hour Local 5.0 Day State Personal 2.5 Day State Sick 9.0 Day Use the (Esc)ape button to exit Timecard View

Things to Consider Kronos considers the Work Week as : Monday 12am to Sunday 11:59pm “Current Pay Period” Kronos Finger-scans are ELECTRONIC HR scans your Biometric fingerprint on Kronos system. How does this affect you ? Provides Timecard Security: only YOU are authorized to enter or view your timecard information on the clock. Finance+ maintains Leave Absences not Kronos. How does this affect the Leave Balance displayed on the screen ? Leave Balances are as of the last Finance+ update [ in Hours ] THINGS TO CONSIDER: Current Pay Period = Mon – Sun Updates [ 2:30am – 5:00am ] and [ 1:30pm – 3:30pm ] a. Reg & OT hours will be as of 6am = previous day’s totals The totals are only as of the current Pay Period (can’t view last week’s hours on the clock) b. Comp Time balances are also as of the previous day The totals you see are the Running Balance, not what you’ve accrued during the current week 3. There is no link between Pentamation & Kronos right now. a. Pentamation still maintains the current balances depending on when the absences are posted. b. Balances cross over to Kronos only Once a Month. c. Days get converted into Hours in Kronos: Kronos considers an 8 hour work day so each [day x 8]. d. Whenever you take a Day during the month, Leave Balances in Kronos doesn’t change… it only changes in Pentamation.

Cosas a Considerar Kronos considera la semana del trabajo de : Lunes 12am a Domingo 11:59pm “Período Actual de Pago” 2. Kronos registra sus huellas ELECTRONICAMENTE Dept de Recursos Humanos registra huellas Biometricas. ¿Cómo le afecta a usted ? Prevee seguridad para su tarjeta de marca: solamente USTED esta autorisado para registrar or ver su informacion en la pantalla del reloj Kronos. Finance+ mentiene las ausencias, no Kronos. ¿Cómo afecta el balance de Ausencias mostrado en la pantalla ? balances de ausencias son de el ultimo actualización [en Horas] COSAS A CONSIDERAR: Período Actual de Pago = Lunes – Domingo Actualización de Horas [2:30am- 5:00am] y [1:30pm-3:30pm] .Horas Regulares y Tiempo Extra serán hasta las 6am = totales del día anterior Los totales son solamente del Período Actual de Pago (no puede ver las horas de la semana pasada en el reloj). .Los balances de Tiempo Compensatorio también son del día anterior. Los totales que usted advierte es el Balance Corriente, no lo que ha acumulado durante la semana en curso. .Por ahora no hay un enlace entre Pentamation y Kronos. .Pentamation todavía mantiene los balances corrientes dependiendo en cuándo las ausencias hayan sido anunciadas. .Los balances cruzan sobre Kronos solo una vez al mes. .Los días se convierten en Horas en Kronos: Kronos considera 8 horas de trabajo por un día [día x 8]. .Cuando usted toma un Día durante el mes, los balances de ausencias en Kronos no cambian…solo cambian en Pentamation.

The way you enter time into this little “black box” is how you will get paid ! It is very important that you remember to use the clock to punch all your hours. Remember that the hours that are punched in the clock determine how many hours you will be paid at the end of the month (besides your regular pay).

Asi como registran sus horas en esta “cajita ” es como se determina su pago ! It is very important that you remember to use the clock to punch all your hours. Remember that the hours that are punched in the clock determine how many hours you will be paid at the end of the month (besides your regular pay).

This is why it is so important to submit the UISD edit log for any corrections to your timecard that may affect your pay. =

Por eso es muy importante entregar la forma titulada “UISD edit log” para correjir su tarjeta de marca que pueda affectar su pago. =

you should now be able to: Retrieve Regular and Overtime Hours Worked Retrieve Comp Time Balances Retrieve Leave Time Balances a. State Personal b. State Sick c. Local

Ahora usted debe de estar preparado para: Obtener información de horas regulares y horas extras trabajadas Obtener información de balances de tiempo compensatorio Obtener información de balances de ausencias a. dias personales b. dias de enfermedad c. dias locales

Questions And Answers This concludes our Presentation. Now we’re open for the “Questions & Answers” session.

Preguntas Y Respuestas Esto concluye nuestra presentación Ahora seguiremos con la sesión de “Preguntas y Respuestas”

Frequently Asked Questions TIMECARDS Q: What’s the procedure for timecard shortage of hours for PARAs? A: The shortage can be deducted from comp-time balance in Kronos and the appropriate pay code entered in Kronos to complete the weekly hours required. Shortages without leave/comp available are handled at the discretion of the campus / dept administrator or Human Resources. Q: What’s the procedure for timecard shortage of hours for a AUXs? A: Auxiliary employees only get paid for hours worked. They are not required to “make up time”. Q: If an employee is “short” hours this week, can they make-up hours the following week? A: No. Make-up hours must be worked during the same week. An administrator may allow for “flex time” in order to make-up hours during the same week only. An employee can not work extra hours the following week because those hours are subject to overtime rules that can not be waived.

Frequently Asked Questions TIMECARDS Q: May an employee clock-out but continue to work (i.e. to “catch up” or for Jamaicas)? A: No. Employees need to be compensated for ALL HOURS WORKED. An administrator MAY request an employee work after hours but MUST have the employee be “on the clock”. Q: How do I correct “Missing Punches”? A: An employee is responsible for entering punches on their timecard. If an employee misses entering a punch at the clock, they need to fill out an “edit form” with the date and time of the missed punch and have it approved by their administrator before the correction is made in Kronos.

Frequently Asked Questions LEAVE TIME Q: Why don't Leave Balances in Kronos match the Leave Balances in Finance+? A: Leave balances are maintained in Finance+. Kronos gets updates periodically and only reflects balances as of the last update. Remember that timely entry of absences is critical to having an accurate Leave Balance in Finance+. Yearly Leave allotments are posted in Finance+ each September 1st and are then posted in Kronos on the next update run. Q: What is the difference between Comp Time OT & Comp Time REG buckets? A: Comp Time OT = overtime accrued at time-and-a-half (“worked” hours > 40). Comp Time REG = overtime accrued at “straight time” (PARA35 “ worked” hours between 35-40) (PARA40 “non-worked” hours > 40 Example: absence excused, jury duty, holiday, vacation, bereavement).

Frequently Asked Questions LUNCH TIME Q: How much time does an employee have for lunch? A: Employees have a minimum of 30 MINUTES for a “duty free” lunch. Administrators will review lunch breaks and advise employees who take a “short” lunch. Lunch should be away from the work area in order to be considered a “bonified” meal. Only an administrator can authorize “work thru lunch” and cancel a meal deduction.

United Independent School District Kronos Time Management System

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United Independent School District Kronos Time Management System

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