1. Kronos Information for DU Supervisors: Managing Timecard Exceptions

2. An exception is a deviation from an employee’s normal work schedule, such as when an employee does not record their time as expected. Exceptions are clear indicators that a possible action on your part is required. Note: Employees with no schedule will not show exceptions. Refer to “Managing Timecards without Schedules” for more information. Continue

3. From the home screen, you can see in the primary work area and in the alerts that there are exceptions in the current pay period. You can manage these exceptions in both of those areas.

4. Exceptions in the primary work area.

5. Alerts

6. Exceptions in the primary work area. Alerts Continue

7. Let’s start in the primary work area. The numbers indicate which timecards have exceptions and how many. You will hold the Ctrl key on your keyboard while selecting the timecards with exceptions you would like to review. In this example, select Employee 1.

8. Click View Details.

9. This screen shows you all of the exceptions for Employee 1 for the current pay period. You can resolve the exceptions from this screen, or you can click on View Timecard to work on the exceptions in the timecard.

10. Click on Show Schedule to populate the schedule for Employee 1.

11. The schedule shows that Employee 1 usually works from 8:00am to 4:30pm. On Monday, 12/28 Employee 1 has a missed Out punch. After speaking with Employee 1, you find that the employee left at 4:30pm. Click the red box.

12. To enter Employee 1’s out time you have the following options: 1.Double click on the red box and enter 4.30pm 2.Select Change to Scheduled 3.Select Add Punch Continue 1. 3. 2.

13. Let’s double click on the red box.

14. Enter 430p in the Out column on Mon 12/28.

15. Click enter on your keyboard.

16. Choose Save.

17. The exception has been resolved and has disappeared from the summary screen. Continue

18. Here we have a day without any time recorded In or Out. Employee 1 called in sick that day, and you need to add 8 hours of sick time on 12/30. Click the + sign in the Pay Code column in the Wed 12/30 row.

19. Click the drop down box next to Pay Code.

20. Select Sick.

21. Enter 8 in the Amount field to record eight hours of sick.

22. Select OK.

23. Click Save.

24. The exception has been resolved. You have managed all of the exceptions for Employee 1. To return to the home screen, click the refresh button.

25. Continue The exceptions that you marked reviewed and corrected no longer show up for Employee 1. Let’s look at managing Employee 2’s exception using the Alerts work area.

26. Click the exclamation mark icon.

27. Click on Employee 2.

28. Let’s resolve Employee 2’s exception in the Timecard view. Select Timecard.

29. Employee 2 is missing an Out time. You know that Employee 2 left at noon on 12/28, because he wasn’t feeling well. Click into the red field.

30. Enter 1200 to record the missing Out punch. Note: You may also enter the time in the following formats: 1200pm, 12:00p, 1200p, 12p, 12pm, or 12.

31. Click Save.

32. Now, you will have to apply 3.5 hours of sick to that day. Click the + button to add a row to Mon 12/28.

33. Choose Sick in the Pay Code drop down box for row Mon 12/28.

34. Enter 3.5 in the Amount column for 12/28.

35. Choose Save.

36. All exceptions have been managed. At the end of each week make sure that all of your employees’ hours are recorded in Kronos (e.g. 37.5h or 40h for full time employees) and leave has been applied appropriately. Click the refresh button to return to the home screen.

37. This concludes “Managing Timecard Exceptions”.