kronos system employee handbook - · pdf filekronos time management system employee handbook...

Kronos Time Management

System Employee Handbook

BCCL Human Resources 1 Putting People First

Kronos System Employee Handbook




Contents

1: GENERAL INFORMATION: ...................................................................................................... 3 1.0 System Overview: ......................................................................................................................................... 3

1.1 Roles and Responsibilities ............................................................................................................................ 3

1.2 Points of Contact ........................................................................................................................................... 4

2: USING THE SYSTEM: ................................................................................................................ 5 2.1 Time and Leave Management ....................................................................................................................... 5

2.1 View Shift Schedule ...................................................................................................................................... 6

2.2 View Attendance (Kronos Employee Time Card) ........................................................................................ 7

2.3 View Leave Balances .................................................................................................................................. 10

2.4 Apply for Leave ........................................................................................................................................... 11

2.3 View Leave Application Transactions and Status: ..................................................................................... 13

3.0 COMPENSATORY OFF .......................................................................................................... 14 3.1 Compensatory off Accrual .......................................................................................................................... 14

3.2 Compensatory Off Application and Approval ............................................................................................ 15




1: GENERAL INFORMATION:

1.0 System Overview:

Kronos Time and Attendance System is a completely automated time management system which helps to manage employee’s time and work rules consistently and accurately across the organization. The system facilitates reduction in administrative time associated with attendance exceptions and employee queries; ensures accuracy in payments and helps in reducing the compliance risk. It also facilitates automatic system generated correspondence to employees, managers, and HR time administrators thus enabling them to be better informed in case of violations or deviations in time.

Kronos Time and

Attendance System

SAP HCM

Employee

Data

Ne

w K

ron

os Te

rmin

als

Swipe

Data

SAP Payroll

Attendance

Data

TIM

ES

CA

PE

INT

ER

FAC

E

Time & Leave

Data View

Approved

Leave

Data




1.1 Roles and Responsibilities

Role Tasks

Employee

• Can view time sheet, holiday calendar, leave balances and leave status.

• Can apply for leave to mitigate exceptions or deficit in time.

Manager

• View team’s attendance, time worked, extra time worked, deficit in time.

• View leave book, leave balance, and exceptions.

• Clear leave, outdoor duty, and compensatory off applications.

• Assign delegate manager.

Delegate Manager

• Can clear leave applications on behalf of the manager.

Functional Shift Administrator

• Responsible for scheduling of employees for a specific function and/or branch.

HR Time Administrator

• Manage attendance data for all employees in a branch or region.

• Clear special leave based on approvals. Schedule employees.

• Update changes in leave approvers or manager.

• Sign off data for payroll.

1.2 Points of Contact

For any attendance and leave related queries you may raise a service request to HR using the following path: Timescape myHR/ESSENTIALS HR People Express Attendance and Leave System




2: USING THE SYSTEM:

2.1 Time and Leave Management

• Kronos Time management system enables employees to record time, view detailed time card, apply for leaves, and regularize deficit in time with the help of a user friendly employee interface.

• The system helps the employee to be compliant with time management policy and leave rules through automatic system generated alerts on leave application

• Employee will have a real-time view of their shift schedule, weekly offs, and swipe records

• Employee can get a detailed view of working hours like regular clocked in, deficit hours, and if the employee has worked beyond shift hours then extra working hours will be generated by the system

• System will reduce the turn-around-time for leave approvals significantly with the help of feature of delegation of leave approving authority by the manager in his or her absence

• Ease of navigation with Quick link access to important information like Holiday Calendar, Attendance and Leave Management

• A complete automated workflow for compensatory off has been built to ensure accurate accounting of extra work done by the employee and help the manager with better information for approving compensatory offs for his/her team members

• All leave policy related checks listed below will be done by the system when employee applies for leave hence ensuring compliance and adherence to policy is done with the help of the system:

� Eligibility of leave � Leave Quota and available leave balance � Leave Combination Rules (allowed/disallowed) � Attachment, approval related documents or medical certificate. etc.

• The leave application will be successfully submitted by the employee only if it complies with the policy

• The employee can view detailed leave application statuses such as pending for approval, approved, rejected, pending for cancellation, cancelled.

• If employee applies for leave cancellation after it has been approved by the manager, the manager will have to approve or reject the cancellation before it can be processed; thus ensuring that the manager is informed and approves all such change requests which could impact the pay of an employee

• Manager’s approval will be considered as final and the processed leave data will be considered for payroll

• The employee will be alerted by the system to obtain appropriate approvals when applying for special leaves which require approvals from functional director.




2.1 View Shift Schedule

Using this feature, employee will be able to view working time, weekly off, and working pattern on a real time basis. In case, there is a change in shift timings of an employee it will be visible on the employee interface on Timescape. If employee notes any difference in the shift timings and actual working hours, employee can notify Human Resource Time Administrator about the same to make the necessary changes.

Path: Timescape – myHR/Essentials – ESS/MSS - Attendance

On the attendance page, you can view Shift schedule as given below:

1: Shift timings 2: Week Pattern (O stands for Off) 1: Shift timings: 09:30 to 18:00 2: Working Pattern: MTWFOO (Mon-Tue-Wed-Thu-Fri-Off-Off) – Working days are denoted by the first letter of the day (spelling of the word) The weekly off days will be denoted by the letter O.




2.2 View Attendance (Kronos Employee Time Card)

This feature enables employee to view the time card on real time basis through the Employee Interface:

Path: Timescape – myHR/Essentials – ESS/MSS - Attendance

Refer the screen below for details of the time card: Step 1: In Swipe Time Step 2: Out Swipe Time Step 3: Exceptions (Deviations in time for first half and second half – highlighted in red) Step 4: Regular hours: Required hours to be clocked in based on your shift timings. Deficit hours: Regular hours minus your clocked hours are deficit hours.

1: In

Swipe

e

2: Out

Swipe

4: Hours

3: Exceptions First half and second half




Note: Employee should look for exceptions on the time card, especially the ones which could result in potential pay cut. Employee can regularize the exceptions by applying for leave or outdoor duty as the case may be. Once the exceptions are approved by manager, they will be replaced by leave or outdoor duty as applicable on the time card.

Step 4: If you point your mouse cursor on the exception displayed on the time card, a pop up (tool tip) will appear explaining the definition of the exception, what is the impact of leaving it unattended and how to regularize the exception. This feature enables the employee to understand the Impact of the exception and what can be done to regularize the exception.

E.g. In the above example: The employee working in a 09:30 to 18:00 shift has swiped out at 17:44; thus the system has generated an exception of Early out. Early out means the employee has left more than 15 minutes before the shift end time (15 minutes are grace minutes which can be availed on either sides of the shift, either in time grace or out time grace, but not both). In this case, if the employee wants to avoid potential pay or leave cut, the employee will have to apply for second half leave or outdoor duty as the case may be. Once the leave is approved; the deficit in working hours will be taken care by the leave application and potential pay or leave cut will be averted.

Step 4




Below table explains details of various exceptions due to deviation in time, interpretation of exception, result of the exception and how to mitigate exceptions.

Exception on Timecard Description Ex: Swipes for (09:30 to

18:00) shift

Potential

Deduction

Mitigation of Exception

Missed In In Swipe Not Recorded No In Swipe Yes (Full day) Full day Leave or OD

Very Early In In Swipe is two hours before shift start time but within 3 hours early of shift start time

06:30 to 07:29 am No Not Applicable

Early In In swipe is one hour before shift start time but within 2 hours early of shift start time

07:30 am to 08:29 am

No Not Applicable

No Exception In Swipe is within one Hour early of Shift Start time

8:30 am to 9:30 am

No Not Applicable

No Exception (15

minutes grace period)

In Swipe is within 15 minutes after shift start time

9:31 to 9:45 am No Not Applicable

Late In In Swipe is after 15 minutes of shift start time up to 2 hours after shift start time

9:46 to 11:30 am Yes (First Half)

First Half Leave or OD

Unscheduled In swipe is two hours after shift start time

11:31 am onwards Yes (Full day/Half Day)

If Deficit hours are more than Half day hours- then full day leave or OD. If Deficit hours are less than Half day Hours – half day leave or OD

Early Out Out swipe is from 15 minutes before shift end time

Up to 5:44 pm Yes (Second Half)

If Deficit hours are more than Half day hours- then full day leave or OD. If Deficit hours are less than Half day Hours – half day leave or OD

No Exception (15

minutes grace period)

Out swipe is within 15 minutes before shift end time

5:45 pm to 6:00 pm No Not Applicable

No Exception Out swipe is within one hour after shift end time


Late Out Out swipe is after one hour of shift end time but within 2 hours after shift end time


Very Late Out Out swipe is after two hours of shift end time till 16.5 hours of shift end time

8:01 pm onwards till 16.5 hours of shift start time

No Not Applicable

Missed Out Out swipe not recorded No Out Swipe Yes (Full Day) Full day leave or OD

Note: The colored text highlighted above are potential deduction exceptions The employee will have to apply for leave or outdoor duty to mitigate these exceptions as applicable and once the leaves are approved by the manager’s the exceptions will be mitigated The deficit hours in time will be replaced by leave and employee will be paid based on leave as applicable The approved leave will be visible on the employee’s time card The employee may avail grace period on either sides of the shift but not on both sides




2.3 View Leave Balances

This feature enables employee to view leave balance as on date. The leave balances for all standard quota based leaves will be visible to the employee. The leave balance will be updated on a real time basis when the employee avails or applies any leave.

Path: Timescape – myHR/Essentials – ESS/MSS – Leave

Step 1: Bring your cursor on the lens icon against each leave type to view detailed leave balances as given below

Step 2: View detailed leave balances Available: Balance As on Date Applied: Count of Leaves pending with Manager for Approval Availed: Count of Leaves Availed till date (Approved by Manager).

Step 1

Step 2




2.4 Apply for Leave

This feature enables employee to apply for leave and regularize any deficit in time which could result in pay or leave deduction.

• All leave policy related checks listed below will be done by the system when employee applies for leave hence ensuring compliance and adherence to leave policy:

� Eligibility of leave � Leave Quota and available balance � Leave Combination Rules (allowed/disallowed) � Attachments for approval related documents or documents such as medical certificate.

etc.

• The leave application will be successfully submitted by the employee only if it complies with the policy framework

• Standard reasons for leave application based on leave type have been created

• The employee can view detailed leave application statuses such as pending for approval, approved, rejected, pending for cancellation, cancelled.

• If employee applies for leave cancellation after it has been approved by the manager, the manager will have to approve or reject the cancellation before it can be processed; thus ensuring that the manager is informed and approves all such change requests which could impact the pay of an employee

• Manager’s approval will be considered as final and the processed leave data will be considered for payroll

• The employee will be alerted by the system to obtain appropriate approvals when applying for special leaves which require approvals from functional director.

Path: Timescape – myHR/Essentials – ESS/MSS – Leave




Go to Apply Leave section as shown below:

Step 1: Select Leave Type from drop down Step 2: Select From and To Date of Leave (period of leave) Step 3: Select Reason from standard drop down or type reason in text field provided Step 4: Select Submit to Manager Name from drop down Step 5: Click on Preview (you can preview the entries you have made before submitting the application) Once you have selected the above from drop down, click on Preview; the following screen will appear: Notifications: Using this feature you can notify any Timesgroup employee, e.g. your subordinates, manager, colleagues or internal customers about your leave from work. Email will be sent to them to notify them about your leave.

Step 1: Enter email id of people you want to inform about your leave Step 2: Click on submit Email will be sent to the selected email ids and they will be notified about your leave.

Step 1: Select leave Type Step 2: From and To Date Step 3: Select Reason Step 4: Select Leave Approver

Enter Timesgroup Email ID of Person

you want to inform about your Absence.

Email will be sent to that person Click On Submit




2.3 View Leave Application Transactions and Status:

Once you have created a leave application, you can view your leave application transactions and their detailed statuses as given below: Path: Timescape – myHR/Essentials – ESS/MSS – Leave

Go to the Leave Transactions section to view all your leave transactions: Leave Statuses:

• Pending with Manager

• Processed by Manager

• Cancelled by employee

• Cancellation Request

• Compensatory off Request

Step1: Month-wise View of Completed Leave Transactions

Step 2:

Leave Application Type Start Date End Date Reason Status




Step 1: Select Month/Year to view leave transactions Step 2: View Leave Application type, start date, end date, Reason for leave, and Current Status

3.0 COMPENSATORY OFF

3.1 Compensatory off Accrual

Compensatory off approval process is a two-step process in Kronos. Application for compensatory off accrual will be automatically sent to the manager for approval in the following scenarios:

• Scenario 1: If employee works for more than 5 hours extra after shift end time, the employee is eligible for comp off

• Scenario 2: If employee works on weekly off day or Holiday Application for compensatory off accrual will have to be applied by the employee in the following scenario:

• Scenario 3: In case, employee has not swiped and is on outdoor duty but has done extra work for 5 or more hours extra than his regular shift hours, employee can apply for compensatory off accrual by selecting leave type as compensatory off accrual.

Automatic Compensatory Off Accrual Process Manual Application for Compensatory off Accrual

Scenario 1 and 2 Scenario 3

To view compensatory off Accrual application sent to the manager by the system automatically refer the screen shot below:




Path: Timescape – myHR/Essentials – ESS/MSS - Leave

View Compensatory off Accrual transactions under Leave Transactions as shown below:

3.2 Compensatory Off Application and Approval

Once the compensatory off quota has been created after approval by the manager as shown in 3.1 above, employee can avail compensatory off by applying on Timescape as a leave application for compensatory off. The compensatory off is valid for 30 days from the date of extra work done by the employee.

3.2.1. Compensatory off Application and Approval Process

Compensatory off can be applied by employee using the leave application interface on Timescape. The compensatory off leave date can be up to 30 days from the date of extra work done.

COMPENSATORY OFF APPLICATION PROCESS

For details on how to apply for compensatory off once it has been accrued and quota has been created, refer to section 2.3 on “Apply for Leave”.

Manager Approves Comp Off Accrual

Compensatory off Available Quota Created and visible under Available leave

Balance - Timescape

Employee can avail compensatory off up to 30 days from date of extra work done

Comp off Accrual Application Date of extra work

kronos system employee handbook - · pdf filekronos time management system employee handbook...

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