1. Employee Time Keeping Keeping Accurate Time Using Kronos
DBHDD Employee Training
January 2011

2. Using Time Clocks
Punch In using Time Clocks: If you currently turn in a paper timecard, you are a non-exempt employee and will be required to use the Time Clock to punch in and out. Please note, Admin Assistants are Non-exempt and must use the Time Clocks as well.
Punch In using Time STAMP: If you currently turn in a paper time card and you have employees that you supervise, or you are a time keeper, you are a non-exempt employee and will use the Time Stamp. See instructions beginning on page 10.
If you currently do not turn in a paper time card, your are more than likely a Salaried Exempt Employee and will use the option of My Time Card, when you log on to KRONOS. Please see your Manager to enroll in the manager training if you have not already attended a session.

3. Kronos Time Clock Time Off Request Enter Punch View Messages
View Timecard
Menu
View Accrual Balances
View Schedule
Help
Clear
Enter
View Accrual Balances
Backspace
Finger Scan

4. Log in to the Time Clock
Using the numeric keypad- enter your Employee ID number.
Remind Employees that they will only have 3 attempts to log in—
after the 3rd attempt they will be ‘locked out’ and will have to contact their supervisor in order to continue. Until they log in their time will not be recorded.
You should learn your EID number by heart and keep it secure. You are responsible for any action taken using your EID.

5. Prompts and other Important Information are displayed on the Screen
Follow The Prompts
The terminal beeps three times and displays your name or badge number, followed by a prompt
You will be prompted to record your start time using your “primary finger”
Prompts and other Important Information are displayed on the Screen

6. Record your start time Place your primary finger over the sensor
Position the first joint of your finger against the ridge lock
Advise employees that the “primary finger’ is likely the first finger that they used to enroll. Information on which finger is the primary can be obtained from the hospital HR Office.

7. Record Your Start Time Drop your finger on the sensor.
Hold your finger on the sensor until the terminal beeps and displays a response.
Remind employees of the various lag times and grace periods. E.g. the 1st ‘punch’ of the day can be recorded up to 15 minutes in advance of their start time, but will record as the exact start time. For example if an employee on the 7a-3p shift logs in and punches at 6:48a- the record will indicate a 7a punch. Likewise, if that same employee punches in at 7:06- the record will indicate a 7a punch. In a 3rd scenario, if that employee punches in at 7:09a- the record will indicate a 7:15a punch.

8. Use the Time Clock to View Information
When you enter your Employee ID number, you will be able to view information (such as your annual leave balance) on the screen. You will also be able to request leave and receive approval or denial of any leave request you have made.
Remind employees that attempting to review leave balances, requesting leave, reviewing leave requests are prohibited during any in-punch. Supervisors will provide information about the processes for requesting and reviewing leave.
Leave Requests cannot be made during shift punch in.
Remember to view your “inbox” to check if any leave requests have been approved!

9. Kronos Blackout Times 6:00 AM – 8:30 AM 2:00 PM – 4:30 PM
10:00 PM – 12:30 AM
The 4500 Terminal is not to be used to:
Request leave
Check leave balances
Check leave request approval/denial
Review time card
Employees are only authorized to clock in or clock out during the above times.

10. Punching in on your computer
Using Time Stamp
Punching in on your
computer

11. Using Time Stamp to record Start Time
Log On to Kronos
Does the Time Stamp screen appear?
If yes proceed to next step.
If no, from the My Information tab, select Time Stamp.
Click Record Time Stamp.
The time recorded by the system will appear.
Click Back to Time Stamp page.
Log Off of Kronos

12. Log on to Kronos https://kronos.dbhdd.ga.gov/wfc/logon
Access the Kronos log on page:
Enter your user name and password in the designated boxes.
Click the Log On button or press the Enter key on the keyboard.
Remember to tell employees where to find the URL.

13. No Time Stamp Screen?
If Time Stamp Screen does not appear, from the My Information tab, select Time Stamp
Remind employees to contact you (the manager) or the HR office immediately if there are problems logging on.

14. Time Stamp Page
Time stamp is the entry method that you use to log your time at a PC using the web browser. Time stamping creates punches that identify the time you work.
Advise non-exempt employees that they should only sign in when they are at their work station to begin work, in orderto avoid falsification of overtime.

15. Time Stamp your Start Time
When you arrive to work to start your shift, you must Time Stamp to record your begin shift time.

16. Each work day must be requested
Requesting Leave
Log on to Kronos using your ID and Password
Access My Information > My Actions
Select the Time Off Request action
From the Request Type drop-down list, select the pay code
Enter the Start Date and the End Date for the time off request.
(Optional) Enter additional information in the Message field.
Click Next.
Click Save & Close.
Leave should be requested on a day-by day basis. If you the employee’s schedule is M-F and they are requesting leave for Thursday, Friday, Monday, they will need to submit a request for each specific day, for the appropriate number of hours.
Each work day must be requested

17. You can also Cancel a Request for Leave here
Requesting Leave
Log on to Kronos using your ID and Password
Access My Information > My Actions
Select Time Off Request
You can also Cancel a Request for Leave here

18. Requesting Leave
Be sure to indicate your request: (FLSA, sick, annual etc.)
View your leave balances

19. Requesting Leave
Remember to Save and Close