ETK FAQs

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How does a supervisor handle unapproved overtime on the Time Cards? 
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According to UM policy: Employees are not permitted to record time in, or begin work before their normal starting time, or to record time out or continue to work beyond their normal quitting time without prior approval from their supervisor.  Overtime will be approved and/or calculated in accordance with the University Overtime Policy (D020).  Failure to follow the above procedures may result in disciplinary action up to and including suspension and/or dismissal based on the circumstances.
If unauthorized overtime is worked, the supervisor should have a discussion with the employee and add the comment: Unapproved Overtime.  The clock ins/outs should not be changed by the supervisor, rather let the employee know that repeated offenses may result in disciplinary action as mentioned in the policy above.
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How does the 7 minute grace period/rounding work? 
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Punches are rounded at the beginning of the day/shift, at the lunch hour (total time taken), and at the end of the day/shift. Rounding is done to the quarter hour with punches 8 minutes or more past the quarter hour rounded up to the next quarter hour.  An employee who clocks in after his/her scheduled time is considered late, regardless of the rounding. Supervisors should take disciplinary action based on actual clock in and out times displayed in the system.
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How do I add/terminate employees from KRONOS? 
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Update the existing TAG form and send the revision to the KRONOS Coordinator in the Payroll Department.  Changes in DHRS are not automatically fed into KRONOS, thus the KRONOS staff needs to be advised.
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How does the system reflect holidays? What if you need to add/change holiday hours for employees? What if employees work on UM holidays?
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The KRONOS system automatically adds UM holidays to employee timecards based on their Coral Gables or Medical hours worked profile. Holiday hours are not calculated for Part Time workers. In these cases, the supervisor needs to add a line below the Holiday Pay line and add the Holiday Pay Code and the number of hours that apply to that employee. Also note the following for holiday pay:
1.-  Holiday pay is based on the hours worked on that day (of the holiday)
2.-  Part time employees get OT time for hours worked on a holiday but NOT on hours worked on a working day off.
3.-  If an employee is defaulting to the wrong holidays, they may be on the wrong holiday calendar.
4.-  If a casual worker shows holidays, that they are in the wrong profile.When a regular nonexempt employee is required to work on any scheduled holiday, the employee will receive compensation at the rate of time and one-half the regular rate for time worked, and regular pay for the holidays, or may be granted a “substitute” holiday with pay within ten days preceding or following the regular holiday. When a holiday falls on an employee’s regular scheduled day off, a “substitute” holiday with pay should be granted within the same period.  If it is not possible to agree on a mutually acceptable “substitute” holiday, it shall be at the convenience of the University.  Pay at the overtime rate in lieu of the substitute holiday shall be granted only when essential to staffing requirements and upon approval of the appropriate Vice President, or a designee appointed by the appropriate Vice President.
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Clocking in/out from remote locations, should supervisor enter? 
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Employees may clock from remote locations per supervisor approval.  If it is not convenient, such as with an Office Event or Seminar/Training, then the supervisor may enter the appropriate Pay Code, # of hours under the Amount column, and an applicable Comment.
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How do I set up an employee schedule?  Why is it important to add schedules? 
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Use the Schedule Planner genie on the Navigation Bar at the left and choose Group/Add.  Select the employees that belong to a particular schedule and add a description under Group, select the appropriate pattern template and put in a start date and check forever as an end date. Adding schedules helps the supervisor monitor tardiness and will also provide data for running Exceptions reports. 
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What report will show overtime hours, sick time, comments, etc.? 
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Both the TIME DETAIL REPORT and the EMPLOYEE TRANSACTIONS AND TOTALS will provide this information.
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What reports will provide me with a record of tardiness?
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Both the TIME DETAIL report and the EXCEPTIONS report may be run. Note that an employee must be attached to a work schedule in order for tardiness to be highlighted.
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How do I complete time cards when there is an early approval for holidays? How do we record time when the staff may leave early for holiday/office events? 
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KRONOS supervisors usually approve time on scheduled Fridays by 11:00 am.  For early approvals such as for holidays, the following procedure should be followed.  Have the employee clock in for the morning and not clock out the rest of the day as approvals are due by 11:00 am.  The supervisor will then enter the rest of the day for the employee, along with the Comment – Supervisor Clock In/Out for Early Approval. If a supervisor allows an employee to leave early, the employee should clock out at the time they leave.  The supervisor will then enter Pay Code 770, number of hours to complete the daily total and add the Comment “Office Event”.
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When are employee clock in/outs recorded on KRONOS? 
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Punches are not recorded real time but rather on the hour starting at 7:30 am until 8:00 pm.  Employee clock in/out punches after 8:00 pm are reflected in KRONOS the following morning at 7:30 am.
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How can I run Time Detail reports and e-mail them to employees?
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While in the employee Time Card, select the appropriate Time Period you wish to run the report for. Then click REPORTS (next to APPROVALS) and select TIME DETAIL.  A TIME DETAIL report will be created for that employee for the Time Period selected. Then select FILE, SEND, PAGE BY E-MAIL or FILE, PRINT to produce a print out.  Time Detail reports may also be run for all your employees from the Reconcile Timecard screen (use Actions-Select All), select the Time Period desired and then go to REPORTS on the top right hand side above the Time Card or REPORTS on the Navigation Bar.
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How do I handle unpaid leave/no work no pay on KRONOS? 
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If an employee is going to be gone for more than 14 calendar days, they must be placed on a Leave of Absence.  If the employee is on unpaid leave and not officially on LOA, they will get paid for the holidays.  When an employee is on a Leave of Absence and they don’t want to use No Work/No Pay, they need to use Pay code 420, hours 0, comment “Medical Family Leave”.  Leave balances are updated in Kronos the Wednesday after the final payroll run.
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Do employees clock in and out for lunch? What if they don’t take a lunch on a particular day? Are we required to provide a lunch period? 
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Medical and Gables campus employees are to clock in and out for lunch as per their lunch time taken. Per HR policy, an Unpaid Meal Period is a 30 to 60 minute meal period where personnel are freed from all work related activities. Meal periods may not be skipped without the authorization of the supervisor. Meal periods shall be scheduled at the discretion of the department head.  Department Heads desiring to alter the standard 30 to 60 minute meal period should submit a written request to the appropriate Director of Human Resources prior to the effective date of change.
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Can changes to the Time Card be made after it has been approved? 
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Yes, if the approval deadline has not passed. Remove the approval and then make the necessary corrections.  Once the time card is finalized, then go back to Approvals and click Approve.
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