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INFORMATION & TECHNOLOGY

KRONOS

SUBSTITUTE TEACHER’S TRAINING

2017-18

Rev. 8/2016

INFORMATION & TECHNOLOGYBRITE brings one business system to Broward Schools

AGENDA


• Accessing Kronos

• System Requirements

• Daily Kronos Duties

• Types of Substitutes

• Punching Guides & Sub’s Timecard Info

• Substitute Teacher’s Rounding Chart

• Viewing Today’s Sub Punches in Kronos

• Cost Overrides

• Optispool Reports

• Support Information


Accessing Kronos

&

System Requirements


ACCESSING KRONOS

http://kronosweb/wfc/logon

http://kronos.browardschools.com/

http://kronos.browardschools.com/


32

1

LOGGING IN TO KRONOS

1. Type in User Name

Entry format example: P00012345

P + 8 digits

In the above example, the

personnel # is 12345 (5 digits),

therefore 3 leading zeros need to

be added in order to make up the 8

digits.

2. First time Kronos users enter

password as your initial

password. Password is lower case

& you will be required to change it

once you log into Kronos.

3. Click the logon button


1

2

3

4

SECURITY QUESTION SETUP

5

1. Choose each security question and type

in your answer in the corresponding

*Answers box

NOTE: Screen shot after you complete

your answers so you have for future

reference

2. Click Save & Continue

3. You will be prompted to enter your new

password and then verify your new

password. Password must have a

minimum length of 6 characters.

4. Click on Reset Password Now

5. You will receive the message that your

password was successfully changed


RESETTING YOUR OWN PASSWORD

4

1

2

6

8

1. Click on the Forgot your password link

2. Enter your Username

3. Click on the Submit button

4. Type in the answers to your security

question(s)

5. Click on the Submit button

6. You will be prompted to enter your new

password and then verity your new password.

Password must have a minimum length of 6

characters.

7. Click on Reset Password Now

8. You will receive the message that your

password was successfully changed

3

5

7


KRONOS SYSTEM REQUIREMENTS

PC Computer

Java 1.6_045 in addition to 1.7_071 can be installed if having issues with Kronos timecards.

Internet

Explorer 11


Java Pop-Up MessagesYou may get the following java pop-up messages when opening Kronos.

Click correct answer or you will not be able to view your timecard.

If you clicked on wrong answer, quit browser and open Kronos again.


Daily Kronos Duties


KRONOS - Account for Subs Each Day

If Subs are to bepaid properly,

they mustpunch properly!

And, if youtrain them to

punch properlyit will make

your job easier!

1. Take a few minutes each morning to account for your Subs in KRONOS

• Once the Sub leaves for the day, you cannot have them re-punch. Save time and frustration by doing an accountability check each morning.

2. Use the Daily Sub Report from Smart Find Express & compare with the names you see in KRONOS

• If you have 5 Subs working, you should see 5 timecards in KRONOS.

3. Remember, the KRONOS clock accepts anything the employee enters –good or bad! The clock doesn’t know how they are suppose to punch, it’s a dummy terminal.

• You will NOT see the Sub’s timecard if they do not punch In correctly!

4. If the punch is missing or incorrect, and the Sub is still at your school, have him/her punch again so they know they didn’t punch correctly the first time. They won’t learn from their mistakes if you don’t tell them!

• The timecard must be adjusted in KRONOS.

5. A correct punch and/or edit in KRONOS creates a position (IT0554) automatically overnight in SAP for those working at an org unit for the first time

• This position is required for the Sub to be paid correctly.

6. If you must miss a day’s accountability, you can still account for your Subs for that day during the same week


Types of Substitutes


Types of Substitute Teachers

There are three types of Substitute Teachers:

• Regular, Interim, and Pool Substitute Teachers

✓ Each org unit can have positions for all three types of Subs

✓ Subs MUST have an Active Sub position in SAP to punch

✓ Subs DO NOT have to be biometrically enrolled to punch

✓ The three types of Subs all punch In DIFFERENTLY

✓ The three types of Subs all punch Out The Same, No Blue Keys!

✓ The three types of Subs are paid using different hourly rates of pay

It is critical that the Subs punch in

correctly if they want to be paid

correctly!


$$ Stretch Your Budget Dollars $$

▪ Monitoring punches in KRONOS can save dollars for your location!✓ Regular Sub’s hourly rate $11.27 or $84.50 a day (based on 7.5 hrs.)

✓ Pool Sub’s hourly rate $12.67 or $95.03 a day (based on 7.5 hrs.)

✓ Interim Sub’s hourly rate $27.21 or $204.08 a day (based on 7.5 hrs.)

▪ Verify that Subs are punching in and out at the scheduled time

▪ Do not use the standard “out” punch if the Sub leaves early –record the actual time the Sub leaves✓ TRUE hourly employees should only be paid for hours worked

▪ If a Sub is scheduled to work longer than students are present, they should be assigned other duties


Regular Substitute Teachers

✓ Have completed Substitute Teacher training or have experience

as a full-time teacher

✓ MUST have an active additional assignment in SAP (IT0554) at

your org unit to be paid correctly

✓ When making edits in KRONOS use the RGR subtype and the

correct position number

✓ When entering hours into SAP (CATS) use the RGR subtype and

the correct position number


Interim Substitute Teachers

✓ Must teach a minimum of 20 consecutive days to be paid the beginning

teacher rate of pay

✓ The effective date of the teacher rate shall not be effective before the

first workday following approval by HR

✓ These Subs MUST have an additional assignment (IT0554) In SAP at

your org unit to be paid correctly

✓ Interim Sub’s have their own unique position number in SAP

✓ When making edits in KRONOS use the RGR subtype and the correct

position number

✓ Use the RGR subtype and the correct position number when entering

hours into SAP (CATS)


Pool Substitute Teachers

✓ The Pool Sub position is a Primary Position in SAP (not an additional

position (IT0554 )

✓ Pool Subs are assigned to one location

✓ Pool Subs are guaranteed work every day school is in session

✓ When making edits in KRONOS use the REG subtype and no position

number

✓ When entering hours in SAP (CATS) use REG and do not enter a

position number


Substitute Teacher

Punching Guides


Regular Substitute Teacher - Punching Guide

✓ The left side of the chart shows how to

punch In

1. Press the Blue Substitute

Teacher Button

2. Enter Personnel # (Do Not Use

P & leading zeros i.e. P00001234,

enter 1234)

3. Press Enter

4. Insert finger for Biometric

Verification if prompted to do so,

most are not biometrically enrolled.

✓ The right side of the chart shows

how to punch Out

Every Sub punches out the same way

A Regular Substitute Teacher uses this chart to punch In/Out

The chart should be posted near the

KRONOS clock.


PUNCHING IN

STEP 1

Press the Blue

Substitute Teacher

Button

STEP 2

Enter your Personnel

Number in the Enter

Badge field using the

keypad

(DO NOT USE P AND

LEADING ZEROS)

Example:

If your personnel# is

P00001234, enter 1234

on the keypad

STEP 3

Press the Enter

Button

STEP 4

Insert Finger for

Biometric Verification

(if prompted to do so)

& Hold Finger Down

Until “Punch

Accepted” is Shown

in the Clock Window.

PUNCHING OUT

STEP 1

Enter your Personnel

Number in the Enter

Badge field using the

keypad

(DO NOT USE P AND

LEADING ZEROS)

Example:


P00001234, enter 1234

on the keypad

STEP 2

Press the Enter

Button

STEP 3

Insert Finger for

Biometric Verification

(if prompted to do so)

& Hold Finger Down

Until “Punch

Accepted” is Shown

in the Clock Window.

3:14 PM Wed Sep-21-2005

Substitute Teacher

Work Order Travel

View Time Card

Work Order Activity

Enter Personnel Number and Press Enter

Interim Substitute

Teacher

Secondary Position

More

Manager Login

Regular Substitute Teacher - Punching Guide


Regular Substitute Teacher - Timecard

✓ When you hold your mouse over the sub’s name, a yellow

“Tool Tip” box pops up with info.

✓ A Regular substitute teacher’s primary Job in SAP is Talent

Acquisition Operations Instructional Dept. #9652 because

they hire substitute teachers & is their primary location.


Regular Substitute Teacher - Timecard

✓ When you hold your mouse over the Transfer Column, a yellow “Tool

Tip” box pops up with info that shows you the school coding that the

sub is working for on that day.

✓ The Pay Code is RGR because the regular substitute teacher’s

position is a secondary position or 554 in SAP.


An Interim Substitute Teacher uses this chart to punch In/Out

✓ The left side of the chart shows how to punch In

1. Press the Assigned #1, #2, or #3 Blue

Interim Substitute Teacher Button on the

left or right side of clock. Make sure the

Position # is your position # & press Enter.

2. Enter Personnel Number (Do Not Use

P & leading zeros i.e. P00001234,

enter 1234)

3. Insert finger for Biometric Verification if

prompted to do so, most are not

biometrically enrolled.

✓ The right side of the chart shows how to punch

Out

Every Sub punches out the same way

NEW!! Multiple Interim Substitute Teacher Punching Guide


NEW!! Multiple Interim Substitute Teacher Punching Guide

3:14PM Wed Aug-22-2011


Substitute Teacher Work Order Entry

Secondary Position Manager Login

Interim Sub Teacher 1 Interim Sub Teacher 3

Interim Sub Teacher 2 More

PUNCHING OUT

STEP 1

Enter your

Personnel Number

(DO NOT USE P AND

LEADING ZEROS)

Example:


P00001234, enter 1234 on

the keypad

STEP 2

Press the Enter Button

STEP 3

Insert Finger for Biometric

Verification (if prompted to

do so) & Hold Finger Down

Until “Punch Accepted” is

Shown in the Clock

Window.

PUNCHING IN

Note: (Interim position

number needs to be

assigned for each Interim

sub teacher button 1, 2

or 3 prior to using)

STEP 1

Press the Blue

Interim Substitute

Teacher Button 1, 2 or 3

that was assigned to you

& Press the Enter Button

STEP 2

Enter Your Personnel #

in the Enter Badge Field

& Press the Enter Button

(DO NOT USE P AND

LEADING ZEROS)

Example:


P00001234, enter 1234 on

the keypad

STEP 3

Insert Finger for

Biometric Verification (if

prompted to do so) &

Hold Finger Down Until

“Punch Accepted” is

Shown in the Clock

Window.


Interim Substitute Teacher - Timecard

✓ When you hold your mouse over the sub’s name, a yellow “Tool Tip”

box pops up with info.

✓ An Interim substitute teacher’s primary Job in SAP is the same as the

Regular substitute teacher’s info because Talent Acquisition Operations

Inst Dept. #9652 is their primary location.


Interim Substitute Teacher - Timecard

✓ When you hold your mouse over the Transfer Column, a yellow “Tool

Tip” box pops up with info that shows you the school coding that the

Interim sub is working for on that day & INTERIM SUB TEACHER.

✓ The Pay Code is RGR because the interim substitute teacher’s position

is a secondary position or 554 in SAP.


Regular & Interim Substitute Teacher – Timecard Differences

✓ The only difference on the timecard between the regular substitute teacher &

the interim substitute teacher is the position #.

✓ Each interim sub should have their own unique position # in SAP.


Pool Substitute Teacher - Punching Guide

▪ The left side of the chart shows how

to punch In

✓ Do not press a blue key

1. Enter Personnel Number (Do Not

Use P & leading zeros i.e.

P00001234, enter 1234)

2. Press Enter

3. Insert finger for Biometric

Verification if prompted to do so,

most are not biometrically

enrolled.

▪ The right side of the chart shows

how to punch Out

✓ Every Sub punches Out the

same way

A Pool Substitute Teacher uses this chart to punch In/Out


PUNCHING IN

STEP 1

Enter your Personnel #

(DO NOT USE P AND

LEADING ZEROS)

Example:


P00001234, enter 1234 on

the keypad

STEP 2


STEP 3

Insert Finger for





Shown in the Clock

Window.

3:14PM Wed Sep-21-2005


Substitute Teacher Work Order Entry

Secondary Position Manager Login

View Timecard Interim SubstituteTeacher

View Schedule More

PUNCHING OUT

STEP 1

Enter your Personnel #

(DO NOT USE P AND

LEADING ZEROS)

Example:


P00001234, enter 1234 on

the keypad

STEP 2


STEP 3

Insert Finger for





Shown On Clock

Window.

Pool Substitute Teacher - Punching Guide


Pool Substitute Teacher - Timecard

✓ When you hold your mouse over the Pool sub’s name, a yellow “Tool Tip”

box pops up with info.

✓ A Pool substitute teacher’s primary Job in SAP is your school’s location

because your location is their primary location & position.



✓ A Pool substitute teacher’s Transfer column is blank because they have a

Primary Position with your location.

✓ The Pool substitute teacher’s Pay Code is REG because the pool

substitute teacher’s position is a Primary position for your location in SAP.



✓ A Pool substitute teacher’s Transfer column can have information in it if

you code the hours for the day.

✓ In the transfer column, you would only fill out Cost Override Account Info

Field #1 & #2 ONLY!


BACK TO SCHOOL WITH SAP

Substitute Teacher

Punching Guides

Kronos New In-Touch Clock

Substitute Teacher

Punching Guides


SUBSTITUTE TEACHER PUNCHING GUIDE

PUNCHING IN

STEP 1

Tap the Substitute Teacher icon (Top Left)

STEP 2

Enter your Personnel # using the keypad

(DO NOT USE P & LEADING ZEROS)

& Tap the Enter Button

STEP 3 –If Biometrically Enrolled In Kronos

You will be prompted to place your

biometrically enrolled finger on the sensor

Hold finger down until “Accepted” is shown in

the Clock Window

3

1

2

PUNCHING OUT

Tap the Keypad icon (Bottom

Right)

STEP 2

Enter your Personnel # using the

keypad

(Do Not Use P & Leading Zeros)


STEP 3 –If Biometrically Enrolled In

Kronos


biometrically enrolled finger on the

sensor


INTERIM SUBSTITUTE TEACHER PUNCHING GUIDE

PUNCHING IN

STEP 1

Tap Your Interim Substitute Teacher

1, 2, 3, 4 or 5 icon

STEP 2


(DO NOT USE P & LEADING ZEROS)


STEP 3 –If Biometrically Enrolled In Kronos


biometrically enrolled finger on the sensor

Hold finger down until “Accepted” is shown in

the Clock Window

3

1

2

PUNCHING OUT

Tap the Keypad icon (Bottom

Right)

STEP 2

Enter your Personnel # using the

keypad



STEP 3 –If Biometrically Enrolled In

Kronos


biometrically enrolled finger on the

sensor


POOL SUBSTITUTE TEACHER PUNCHING GUIDE

PUNCHING IN & OUT

STEP 1

Tap the Keypad icon (bottom right) to access the keypad

STEP 2




STEP 3 – If Biometrically Enrolled In Kronos

You will be prompted to place your biometrically enrolled

finger on the sensor

Hold finger down until “Accepted” is shown in the Clock

Window

3

1

2


Substitute Teacher’s Timecard

Rounding Guide


Viewing Today’s Subs Punches

n

KRONOS

✓ When calculating time for Employees,

Kronos will round to the nearest quarter

hour.

✓ You should review the amount of

time that will be paid to determine if it

is correct .

✓ The “break point” for rounding time up

or down is shown to the right (i.e. 7

minutes on either side of the quarter

hour rounds to the quarter hour).

✓For example, 7:00am = any punch

times from 6:53 – 7:07 am rounds to

7:00am. 7:08am would round to

7:15am.

Timecard Rounding Chart


Viewing Today’s Subs Punches

In

KRONOS


VIEWING TODAY’S SUBS’ PUNCHES

Please use All Home & Transferred-In in the Show Box which is also the default when you log into

Kronos & Select Today in the Time Period to see the list of subs (Transferred-In) & you will also

see your (Home) employees too that work at another location that uses Kronos.

You can use your School's Name in the Show Box if they have correctly punched in & out for the day.

✓ Please take 2 minutes each day to view your sub’s punches before they leave to make sure all

sub’s are accounted for that day because you can’t make them come back & re-punch once they

leave.

✓ Since the clock accepts all punches, the subs will also know they did not punch properly when

you discuss the issue with them & have them punch again.



1. The On Premises column will have a check mark for all sub’s that punched in for

Today.

2. If you do not see a name, then the sub did not punch or did not punch properly. Have

the sub re-punch before they leave & verify that you can see their name.

3. Since an important issue with Kronos is making sure your sub’s punched in properly,

you can log out of Kronos & edit timecards later.



1. If you want to view the sub’s timecards, the On Premises column will have a check

mark for all sub’s that punched in for Today.

2. You can sort the On Premises column to show all sub’s names at the top by clicking

the column header On Premises twice.

3. If you want to see the timecards, you can select the sub’s names that are sorted with

the check mark in the On Premises column by highlighting them & selecting Timecard

at the top left


Cost Overrides

In

KRONOS


Cost Overrides/Account Coding

• Are mainly used for Substitute Teachers

• Should be entered timely

• Should be made in KRONOS whenever possible

✓After the KRONOS hours are uploaded on Sundays, changes must be made in SAP (CATS)

• Coding entered into KRONOS is different from coding entered into SAP

• The line of coding for the reclassification (cost override) will be provided by the Budgetkeeper or the org unit/location paying for the reclassification

• Accuracy is critical for costs to be posted to the correct budget and incorrect coding entries can result in errors during the running or posting of payrolls


KRONOS - Coding1. There are different types of coding formats in KRONOS:

✓ Option 1A – Grant Coding where the WBS Element # has 16 digits

✓ Option 1B – Grant Coding where the WBS Element # has 17 digits

✓ Option 2 – Internal Order (rarely used)

✓ Option 3 – Cost Center Coding (used most often)

2. Use the Chart of Accounts to check the coding information and to verify the accuracy

http://www.broward.k12.fl.us//Comptroller/cfo/fin-reporting/F_Chartof%20Accounts.html

http://www.broward.k12.fl.us/Comptroller/cfo/fin-reporting/F_Chartof Accounts.html


KRONOS - Coding

Each time a timecard requires new coding in KRONOS, specific information

is required in Fields 1 and 2 of the Transfer Column

• Options 1A & 1B are used for entering Grant Coding into KRONOS


KRONOS - Coding

• Option 2 is used for entering Internal Order Coding in KRONOS (rarely used)

• Option 3 is used for entering Cost Center Coding in KRONOS (used most often)


KRONOS - Coding

To Manually add the Cost Override coding on the KRONOS Timecards:

1. Click the dropdown arrow on the right side of the Transfer Column

(If the coding is not in the rows of History (rows above Search) that you can

select, you will need to add it manually.)

2. Select Search at the bottom of the dropdown box

1

2


KRONOS - Coding

There are two fields for the Cost Override coding:• Cost Override Account Info Field 1

• Cost Override Account Info Field 2

Enter the coding information in Fields 1 and 2 for the appropriate Option:• Option 1 A & 1B – used for entering Grant Coding in KRONOS

• Option 2 – used for entering Internal Order Coding in KRONOS (rarely used)

• Option 3 – used for entering Cost Center Coding in KRONOS (frequently used)


KRONOS - Coding Timecard Example

The example below is for Hallandale Elem and shows the Cost Center coding (Option 3) that

they would use for their location in the Kronos Timecard:

• Note - The Cost Center Coding in Field 2 is Hallandale’s unique information.

• Each location will enter their own unique information on the timecards & can find it on the Chart of

Accounts webpage

• Field #1 - C = Indicator + 640012301 (Function + Activity) = 10 Digits/Characters (C640012301)

• Field #2 – 3504101310 (Hallandale’s Cost Center Info) + 1000 (Fund) = 14 Digits/Characters

(35041013101000)



The example below is for Plantation Elem and shows the Option 1A – Grant Coding where the

WBS Element # in Field #2 has 16 digits (Option 1A) & how it would look on the Kronos

Timecard:

• Field #1 - G = Indicator + 6400 (Function) + C98300001.1314 (14 Digit Grant #) = 19 Digits/Characters

(G6400C98300001.1314)

• Field #2 - C9830000101.0941 (16 Digit WBS Element #) + 4230 (Fund) = 20 Digits/Characters

(C9830000101.09414230)



The example below is for Plantation Elem and shows the Option 1B – Grant Coding where the

WBS Element # in Field #2 has 17 digits (Option 1B) & how it would look on the Kronos

Timecard:

• Field #1 - G = Indicator + 6400 (Function) + H99020002.1314 (14 Digit Grant #) = 19 Digits/Characters

(G6400H99020002.1314)

• Field #2 - H99020002109776D (17 Digit WBS Elem #) + 4341 (Fund) = 20 Digits/Characters

(H99020002109776D4341)



The example below is for Hallandale Elem and shows the Internal Order coding (Option 2) that

they would use for their location in the Kronos Timecard:

• Note - The Cost Center Coding in Field 2 is Hallandale’s unique information.

• Each location will enter their own unique information on the timecards & can find it on the Chart of Accounts

webpage

• Field #1 - O = Indicator + 640012301 (Function + Activity) + OB09776B07 (Internal Order #) = 20

Digits/Characters (O640012301OB09776B07) (Note Red Underscore are Letters Not #s)

• Field #2 – 3504101310 (Hallandale’s Cost Center Info) + 1000 (Fund) = 14 Digits/Characters

(35041013101000)


Cost Override Structure – In SAP


OPTISPOOL REPORTS


Optispool Report Errors

1. The Kronos Optispool Error report is sent to you on Fridays & Mondays after

7:30 am. Friday’s Report is titled Kronos Time Preliminary in Optispool.

Monday’s Report is Titled Kronos Time in Optispool. The date is the date the

report is run which is usually the night before.

2. You will need your Bookkeeper/Budgetkeeper’s Optispool Password to see

your location’s Optispool Report to find out who the errors belong to & what

date so you can make corrections.

3. The Optispool website is https://webapp.browardschools.com/optispool/ /

4. If you need your Optispool password reset, please contact the I & T Service

Desk 754-321-0411 & listen for the prompt for Password Reset.

http://www.broward.k12.fl.us/hrms/optispool/



1. Substitutes that had errors on their

timecards are shown in this area of the

error report, that I send you on Friday &

Monday mornings & will not be paid

correctly unless you address the issues.

All errors on Friday are made in Kronos.

All errors on Monday are made in SAP.

2. Some subs did not press the blue sub key

first when punching in, so you cannot see

their timecard unless they worked for you

another day during the current week. You

can bring up a prior timecard and edit the

Transfer info. You can also have them re-

punch with the blue sub key & edit their

timecard.

3. The sub’s names with negative hours are

because there is an error on an edit that

you made on the timecard for that day.

For Example, you added a row to adjust

the hours, but forgot to add your Transfer

column info. Hours will overpay without

the Transfer column info.



1. This sub shows up on the Substitute Teacher’s Portion of the Error report for 3 days 3/5, 3/6 & 3/8 because the

sub did not press the blue sub key 1st when punching in.

2. Your school’s coding that shows in the Transfer column on the timecard is programmed in the blue Substitute

Teacher button on your clock. When they do not punch in properly, the Transfer column is blank & you cannot

see the timecard.

3. No hours will transfer into SAP for Payment unless the timecard is corrected before Sunday’s Kronos Pull into

SAP at Noon.

4. If the timecard is not corrected by Sunday’s Kronos pull into SAP, the hours will need to be entered in SAP on

Monday.



This sub shows up on the Substitute Teacher’s Portion of the Error report because the Transfer column info is blank.

1. A row was added on 3/5 to adjust the 7.00 hours to 6.75 because the sub punched in too early or out to late.

The Pay code RGR is correct & the Amount -0.25 is correct. The Transfer coding is missing & that is the error

on the timecard. Without the Transfer column info, you did all that work for nothing because this adjustment is

incorrect.

2. The sub will be OVERPAID .25 since they worked 7.0 hours instead of 6.75, unless a correction is made in

Kronos before Sunday’s pull into SAP.

3. If the OVERPAID hours are transferred to SAP on Monday in error, have the Payroll contact make the correction

in SAP.



1. For Those of you who have Error Message, Hours are Not Positive or LE 0, there could be several errors

that are the reason for this error message.

a) You forgot to add the Transfer column coding for the row you added to adjust hours.

b) The Pay Code is not correct, REG for Pool Subs & RGR for Interim subs & regular subs.

c) You adjusted the hours & both Transfer columns do not match.

2. The sub could be OVERPAID hours unless a correction is made in Kronos before Sundays pull into SAP.

3. If the OVERPAID hours are transferred to SAP on Monday in error, have the Payroll contact make the

correction in SAP.

# of Error That Need to be Corrected:



1. For Those of you who have Error Message, Hours are Not Positive or LE 0, you forgot to add the Transfer

column coding for the row you added to adjust hours

2. The sub will be OVERPAID .25 hours, 7.25 instead of 7.00 unless a correction is made in Kronos before

Sundays pull into SAP.


correction in SAP.



1. For Those of you who have Error Message, Hours are Not Positive or LE 0, the Pay Code is not

correct, REG for Pool Subs & RGR for Interim subs & regular subs.

2. The sub will be OVERPAID 7.75 hours instead of 7.50 unless a correction is made in Kronos before

Sundays pull into SAP.


correction in SAP.



1. For Those of you who have Error Message, Hours are Not Positive, you either forgot to add the Transfer column

coding for the row you added to adjust hours

2. Or you adjusted the hours & both Transfer columns do not match

3. Or the Pay Code is not correct, REG for Pool Subs & RGR for Interim subs & regular subs.

4. The sub will be OVERPAID .25 hours, 7.75 instead of 7.50 unless a correction is made in Kronos before Sundays

pull into SAP.

5. If the OVERPAID hours are transferred to SAP on Monday in error, have the Payroll contact make the correction

in SAP.

When Adjusting hours, both rows of the Transfer Column need to match:



1. For Those of you who have Error Message, Position Not In SAP for Employee, 080101 Interim sub

teacher there could be several errors that are the reason for this error message. By the way 080101 is

the Job Class # for Interim sub teachers & is not a Personnel #.

2. You have an Interim Sub punching as an Interim sub & they are not in the position in SAP yet or the

position has ended. You can have them punch as a regular sub until they are in the Interim Sub position

in SAP so they have some $ because it can take 2-8 weeks to be in the position in SAP.

3. You added a position # to the wrong type of sub (i.e Interim position # for a regular sub.)

4. The hours will not be paid unless a correction is made in Kronos before Sundays pull into SAP.

5. If the timecard was not corrected in Kronos before Sunday’s pull into SAP, you will need to make the

correction in SAP on Monday.




1. For Those of you who have Error Message, Cost Center is Invalid, Fund is Invalid, Grant is Invalid,

WBS Element is invalid, Bad Indicator – must be C, O, or G these are coding errors. Please refer to

the next 2 slides to see the coding options.

2. If the timecard is not corrected in Kronos before Sundays pull into SAP, the hours are transferred in

SAP but not the coding because it is not correct. We do not penalize the sub’s hours for your coding

error.

3. You can add the coding in SAP, but not on Monday because payroll will be running. If you enter the

coding in error, the hours will kick out & not pay in that paycheck.

4. Coding in Kronos is easier because we have 15 rows of history to select prior coding that we used in

the Transfer column. In SAP, you have to enter everything manually.

5. If you make your edits in Kronos before you leave on Thursday, Friday’s Optispool will tell you if you

have any errors & can correct them before Sunday’s pull into SAP.



QUESTIONS??


SUPPORT INFORMATION

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phonePaula 754-321-0262Lili 754-321-0426

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