Timekeeping How Do I...?
Q: What do I do if I've forgotten my Kronos username and/or password?
The Kronos username and password are the same as used when accessing the network. If you need your network password reset, use the link at the bottom of the network Windows logon page. Please keep in mind that changing your password will affect all network applications.
Employees who do not have network access will continue to use their employee ID number and password as is the current practice. Non-network Kronos password change requests will still be emailed to the Kronos Helpdesk.
Q: I'm having performance issues when working in Kronos and running reports. Who should I contact?
Your contact for performance issues is the ITG Help Desk at 4-2222.
Q: Can clock codes be simplified?
OHSU clock codes are a result of our complex bargaining agreements and hospital reporting needs.
Q: How can I find out who my timekeeper is?
Your department manager can give you this information.
Q: Why don’t all phones work to clock in?
OHSU policy states that employees are to clock in and out from their assigned work area. Phones that are not located in work areas (cafeteria, tunnel to parking, etc.) have been disabled from clocking in via TTE.
Q: How do I process a prior period adjustment?
Prior period adjustments are called historical adjustments in the Kronos timekeeping system. Detailed instructions on how to process historical adjustments are available.
Q: Why isn't my historical adjustment showing on the current Time Detail Report?
When processing a historical adjustment in Kronos, always check the box “Include in totals for effective date” in the Add Historical Amount window, this will ensure that the additional hours get added to the employee's current period Time Detail Report.
Q: How do I convert on-call time worked into my comp bank?
Employees should use clock code 83 for all conversion transactions. OCW is the code that employees use to convert their on-call time.
Q: Is there a way to speed up the process of entering in things such as CNI rates, etc., once the form is scanned by the manager?
Most entries in patient care services are done within 2 hours of being submitted. When items are received by the timekeeper at the last minute, as is sometimes the case, there may not be sufficient time to enter everything. Patient Care services encourages departmental staff to submit corrections as they happen rather than saving them until the end of the pay period.
Q: CNI is sometimes withheld until the next check because the timekeepers were behind. Why?
Frequently, these forms are not submitted until the Monday of Payroll close. The system shuts off at noon whether the timekeepers have entered everything or not. Although timekeepers work quickly to make the entries happen, sometimes there is just not enough time before closing. Patient Care Services encourages departmental staff to submit corrections as they happen rather than saving them until the end of the pay period.
Q: Can we have more time at the end of the pay period for corrections?
In order to process a payroll run for 12000+ employees and ensure direct deposit, the Payroll Department must begin the run at noon on the Monday prior to payday.
Q: Is it possible to modify the clock trigger? (e.g. no need to wait for the message to complete, add verification)
It is not necessary to wait for the whole message to complete; you only need to wait until the “Thank you for using the Telephone Time Entry system” begins.
Q: Why am I not able to make my own changes in Kronos as opposed to having the changes entered by the timekeeper?
All employees have the ability to enter non-clocked transactions via the Kronos system. This includes vacation, sick, and comp time. Since OHSU’s policy is that hourly-based employee’s clock in and out via the TTE system, that function is not available to employees in Kronos unless they are a designated timekeeper. Timekeepers are prohibited by policy from entering their own corrections into Kronos.
Q: How do I charge overtime worked to another Department?
To move overtime to another department account, use the pay code move functionality in Kronos.
- Click on the day that you need to move overtime hours
- Select daily under Totals and Schedules at the bottom of your screen
- Right click on the overtime hours
- Click move, this will bring up the Move Amount screen
- Type OVR in the To: Pay code box
- Enter the amount of overtime that needs to be moved
- Click the transfer box and transfer to another org and/or position.
Q: How does Kronos round my time?
TTE rounds the time of day to the nearest tenth of an hour. This means that when you record a clocked transaction (such as a clock in) the time that you called TTE is rounded to the nearest six minute increment (One-tenth of sixty minutes is six minutes). For a diagram of the actual rounding times see the Kronos Time Format and Rounding.
Q: What are the codes for vacation and sick for salaried employees?
All employees who clock leave time taken use VAC for vacation and SIK for sick leave.
Q: What code will I expect to see for work in a charge or intermittent lead work position?
For employees who work in a charge or intermittent lead work status, the code that will appear on their time detail report will be CHL, rather than LDW or CHG.
Q: How do I get to Kronos if I am using a Mac?
Mac users need to go in through WTS. You should have the Kronos application listed once you log in.
Q: How do I add a line to a particular day?
To add a line to a particular day, you need to hit the down arrow to the left of the appropriate date line.
Q: How do I clock out of class work?
For out of class work, you will need to transfer the employee to their out of class position number. Please see the instructions for transferring employees to another org/position.
Q: How do I cancel an employee's meal deduction?
Please see the instructions for canceling an employee's meal deduction.
Q: I have an employee in my Kronos timekeeping access that is no longer working for OHSU. How do I get them deleted from my access so reports no longer print for them?
Once an employee is terminated from OHSU’s payroll, they are automatically deleted from the timekeeping system in the nightly interface. However if the employee is still listed in your reports, see the Kronos Timekeeper Manual for details on how to add the modification to your hyperfind query to remove them. If you have added the modification and they still appear, send an email to Kronos Helpdesk with the employee ID number and name.
Q: How can I find out if I have employees who worked overtime for the pay period?
An Overtime Hyperfind Query is available to all Timekeepers. The query will report all overtime hours worked by employees within your org access.
To run the query: Choose OT Summary under the MY GENIES® tab. The query automatically defaults to all orgs that you have access to. If you want to run it for a particular org, once you've selected OT Summary, click on the show box drop down arrow at the top of your screen and select the org that you would like to view.
Q: What information should I have ready when communicating with Payroll?
When communicating with Payroll, always have the employee’s name and ID# available. If you leave a voice mail or send an email, please indicate the employee's name, ID#, and a brief description of what the problem is. This will help the Payroll office do the appropriate research on the employee before calling you back.
Q: How do I turn off Charge/Leadwork if the employee isn't in charge their entire shift?
Employees use clock code 80 to indicate Charge/Leadwork differential. Clock code 69 is used to turn clock code 80 off if the employee is not in charge for their whole shift. If the employee is in charge for the whole shift, they can continue to use clock code 9 to clock out. Timekeepers who need to turn off charge or leadwork differentials should transfer the employees back to their normal work rule in Kronos at the end of the charge time. If you are not sure what the appropriate work rule is, please verify this on the employee’s people screen in Kronos. It is listed in the pay rule field.
Q: How should I float an employee?
When floating an employee to a work rule, be sure to select the work rule that coincides with the employee’s pay rule. For example: if an employee is a 20-AFSCME M0 employee, you must float them to a 20- work rule with the M0 attached. If you float them to a work rule they are not eligible for, such as 01- work rule, those hours will not process in the pay run. If you are unsure what the employee's pay rule is, go to the employee's people record; the information is listed on the summary screen. For more information on Work rule mapping, please refer to the Kronos Work Rule Mapping Guide.
Q: How do I schedule a report to run?
Instructions are as follows:
- Select Reports from the navigation bar
- Choose your report and set your parameters (show box and time period)
- Click on Schedule
- Choose your schedule type, start date, and time
- Click on Save
When you come in the following day:
- Open Reports => Check Run Status
- Click on Refresh Status
- Once status is complete, view report and print.
Q: How do I convert someone's overtime into their comp bank?
Employees have the ability to comp their own overtime with clock code 83 in the TTE system. Timekeepers should encourage employees to use this method. When special circumstances arise that require a timekeeper to handle the comp conversion, please see the instructions for a Pay Code Move/Conversion.
Q: When will my new hire employee be put in the system?
If a new hire employee does not have their PA processed within the first pay period that they start, their effective date in Kronos will be the first day of the pay period in which their paperwork does get processed. Timekeepers will not be able to do historical adjustments for a new hire employee prior to the date that they are effective in Kronos.
To pay the employee for hours prior to their effective date in Kronos, please print and complete the second page of the Special Check Request Form and submit it to the Payroll office by 5pm on the Tuesday after payday. The adjustment will be processed and added to the employees next check.
Q: When can I see my new accrual balance?
Your new accrual balances are interfaced into Kronos the Thursday before payday.
Q: What types of codes can be entered in the pay code column?
The pay code column in the employee's time card is used for non-clocked transactions only. Any clocked transaction codes that are entered by timekeepers in the pay code column will be deleted in the payroll audit process during the pay run processing. Timekeepers will receive individual emails notifying them of the inaccurate entries and historical adjustments will need to be processed for the following run. Please see the list of non-clocked transactions.
Q: Why isn’t Kronos available from Home?
ITG has a limited infrastructure to support remote WTS connections for all OHSU employees. Funds are not currently available to expand the infrastructure.