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

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.

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

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.

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

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.

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.

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!

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.

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

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

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.

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.

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.

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

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

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

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

Requesting Leave Remember to Save and Close