The Kronos application utilizes single sign-on. A short-cut to Kronos will be on your desktop.

ODOT EMPLOYEE TRAININGUPDATED 8/8/2013

Accessing Kronos

The Kronos application utilizes single sign-on.

A short-cut to Kronos will be on your desktop.

Capabilities in Kronos

Enter sign in and sign out time daily Several different methods

Time off Requests Approve Time Cards Check Accrual Balances

Expectations as an Employee

Sign in and out of Kronos daily Enter time off requests Approve time card at the end of the pay

period By 10 am on the Monday after payday

Check accrual balances at the end of every pay period

Signing In and Out

4 Methods to Signing In and Out Web Application Via a PC InTouch Device Teletime Mobile Application

Signing In and Out

Web Application Done via a computer connected to the ODOT

network The most common way for office employees

or employees with an ODOT PC to sign in and out

Kronos has single sign on and there will not be a log in page

Employee Home Page

Timecard

Employee Home Page

Totals

Employee Home Page

Timestamp

Employee Home Page

Accrual Balances

Employee Home Page

Related Items

Employee Home Page

Signing In / Out

Click Record Timestamp

Signing In / Out

Confirmation of time stamp

recorded

Click Refresh for the time

stamp to appear on time

card

Signing In / Out

Time stamp

recorded; do not need to

click save

Signing In / Out

Enter Time Manually

Signing In / Out

Once you click out of the box where you typed in the

time, the save button enables.

Since the time was manually entered, you must click save for the timecard

to be populated

Signing In / Out

If you manually type in your time, the system will time stamp the entry.

Entered an in punch of 7:00 am for 7/20/13

Date / Time and User

who entered the

in punch

Signing In / Out - Lunch

Everyone is defaulted to a 30 minute lunch deduction. If you take a 60 minute lunch let payroll know so they can move you to the appropriate lunch group.

If you take longer than your standard lunch, sign in and out to override your lunch.

You can cancel your lunch deduction and it will be sent to your manager for approval.

Cancelled Lunch

Kronos is programmed to automatically deduct lunch after 4 hours of work.

Employees working more than 4 hours who do not take a lunch will need to cancel the lunch deduction. This will then have to be approved by their manager.

Cancelled Lunch

Cancelled Lunch

Click Save

Signing In / Out

Rounding

The system is set to round each individual punch to the nearest 10th of an hour 0 stays at 0 1, 2, or 3 rounds back 4 or 5 rounds forward 6 stays at 6

Rounding

Example: In at 6:58 AM, will round to 7:00 AM Out at 3:29 PM, will round to 3:30 PM

Total of 8 hours

In at 7:05 AM, will round to 7:06 AM Out at 3:33 PM, will round to 3:30 PM

Total of 7:54 hours

Kronos will still show your actual in and out times but will calculate total hours based on rounding

Rounding In Action

In At 6:58 AM

Rounding In Action

Out at 3:29 PM

Rounding In Action

Total of 8 hours for the

day

Rounding In Action

In At 7:05 AM

Rounding In Action

Out At 3:33 PM

Rounding In Action

Total of 7:54 or 7.9 hours for

the day

Rounding

Schedules

Kronos is programmed to auto-deduct a 30-minute (or 60-minute) lunch after more than 4.0 hours of work. Once an employee has worked 4.1 hours, his/her lunch will be auto-deducted (unless the time has been transferred to Report Back or Snow & Ice).

An employee’s lunch auto-deduction is NOT dependent on his/her schedule. It is dependent on the in and out punches.

Note: Everyone is defaulted to a 30-minute lunch auto-deduction. If you normally take a 60-minute lunch, let payroll know so they can move you to the appropriate lunch group.

Who Will Be on Schedules?

• Each District or Division will determine whether other employees will be on a schedule.

Schedules

Employee Overtime

Before an employee can be compensated for Overtime, the Overtime must be approved by the manager.

Approved overtime will default to paid Employees can transfer the Overtime to

Comp Time when they approve their timesheet.

Employee Overtime

Employee has time in excess of 40 hours.

Employee Overtime

Overtime has been approved by manager.

Overtime

Approving Timecard

Each employee must approve their timecard by 10:00 AM on the Monday after payday. If you need to make changes after approving

your timecard, see your manager

After the employee approves their timecard, it will go to the Manager for final approval before being sent to Central Office Payroll

Approving Employee Timecard

Review Daily In and Out

Approving Timecard

Review Totals

Approving Timecard

Click More

Approving Timecard

When ready, Click Approve

Approving Timecard

Timecard will be put into an

Approved status

Approving Timecard

Once an employee has approved his or her timecard, they cannot make any more

changes.

Approving Your Timecard

Time Off Requests

Time off requests are submitted by the employee and sent to their manager for approval. In the Future: I want to take November 25th –

29th off.- OR -

For a day in the past: I took a personal day Monday

My Time Off Requests can be found in

Related Items. Click on a

related item to open a new tab

My Time Off Requests

Clicking on a related item opens a new tab. To return to

your time card, click My Information



Shows any time off requested/approved


Shows accrual balances

The days shown default to the first week of the current pay period. To move to the next week of the pay period, click on the forward arrow next to the dates being displayed.


Request Time Off – November 25th - 29th

To view the week of November 25th, click on

the Select Dates Icon next to the down arrow

In the Select Dates box, click on the calendar icon


Use the left and right arrows to go to the month; then select the date.


Selecting a start date will populate both the start and end

dates.

To change the end date, click on the calendar icon next to the end

date and select the end date.

Request Time Off – November 25th – 29th

Once you have the Start Date and End Date you would like to view,

click OK



The drop down now indicates the time frame

available to view.


The screen changes to the week that includes

November 25th to the 29th.


The dates available to view have changed as

well.


Indicates November 28th is a holiday.

This is important when requesting time off.


Click Request Time Off.

Note: If you click Request Time Off without changing the dates, request dates will

default to the time period listed in the drop down


Request Time Off screen

appears


Defaults to the first date in the dates selected.


Use the calendars to select a start

and end date


The Pay code defaults to

VACLV. If you want to change it to another leave type select from the drop down.


Enter the start time for your

request.


Enter how many hours you would

like to take off each day.


Click Submit if all information has

been entered correctly,

otherwise click cancel.


Click the calendar icon to select the dates.


Select the date November 29th. Click OK.


Verify Start Date and End Date.


The Pay code defaults to

VACLV. If you want to change it to another leave type select from the drop down.


Enter the start time for your

request.


Enter how many hours you would

like to take off each day.


Click Submit if all information has

been entered correctly,

otherwise click cancel.


Request is in a submitted status.

Time Off Request Details

To see the details of the request, click

on the request and

select Details


Shows Date submitted; who submitted it and

the status


Shows Pay Code being used; Start

date; End date and time.

Retract /Cancel A Time Off Request

To retract the request, click on the request and select Retract

Retract / Cancel A Time Off Request

If you have multiple days in your request, all days requested will be retracted.

Requested days should be within the same pay period.


Shows Date submitted; who submitted it and

the status

Retract / Cancel A Time Off Request

Shows Pay Code being used; Start date; End date.


Click Submit


Indicates the request has

been retracted

Time Off Requests

FMLA All FMLA questions are to be directed to

your local Benefits Coordinator. Employees on an intermittent leave cases

will fill out a form to determine what leave they will be using.

Employees will be able to adjust the hours of the leave in Kronos using the Quick Leave Editor.

Questions?

The Kronos application utilizes single sign-on. A short-cut to Kronos will be on your desktop.

Documents

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