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Sign Off Timecards, Enter Time and Leave, Transfers

Sign Off Timecards

Best Practices:

  • Review and approve your direct-report employee timecards first.
  • Use the deadlines set by your department or unit for approvals.
  • Be sure that you are signing off the timecard for the correct pay period. If necessary, use the Time Period box to switch to the Previous Pay Period.

Pay reps sign off timecards. Employees approve their timecards; supervisors approve an employee’s timecard. (Employees can approve their timecards after the supervisor has approved it. They can’t edit the timecard, however, and they must approve before the pay rep’s sign-off.) Once an approval is entered, it can only be removed by the person who entered it. Supervisors and pay reps can edit timecards after employee approval. The employee receives an e-mail notification that the timecard has been edited.

  • Click Approvals, and then click Sign Off.
    You can sign off on groups of timecards by selecting them in a genie.
The Sign Off option is available in the Approvals menu at the top of the timecard window.

Notes:

  • If the employee needs to make a change after you've signed off on the timecard, you need to remove the sign-off, and the supervisor needs to remove his/her approval. Then the employee removes his/her approval, makes the change, and reapproves. Supervisor reapproves, and you sign off again. Supervisors can only remove their own approval. Click Approvals, and then click Remove Sign Off.
  • If your employee needs to make a change, you'll also need to remove your approval and then reapprove after the change is made.

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Enter Time (in the Current Pay Period)

Best Practice: Add a comment and/or note every time you make a change to a timecard. Comments and notes are added to the audit trail to provide documentation of all changes.

It may be necessary for you to enter time for an employee.

  1. Click the In box and enter the time the employee started work.
  2. Click the Out box and enter the time the employee finished work.
    If the employee took a meal break, enter the time they left for the break and then use the second set of In and Out boxes to enter the time they started work after the break and the time they ended the shift.
  3. The Save button in Kronos is located in the upper-left hand corner of the timecard.If necessary, to enter time for a third shift on the same day, click the Arrow icon ( ) for the day.
  4. Click Save.

Note: After you save the timecard, the data is entered in the audit trail. You must add a comment explaining any changes you’ve made. For more information see Add/Delete Comments and Notes.

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Transfers (in the Current Pay Period)

Best Practice: Add a comment and/or note every time you make a change to a timecard. Comments and notes are added to the audit trail to provide documentation of all changes.

It may be necessary for you to transfer time for an employee. 

  1. On the timecard, use the Transfer column to transfer to a different cost center, job number, or supervisor. For more information, see the Pay Rep Kronos training manual
  2. Click Save.

Note: After you save the timecard, the data is entered in the audit trail. You can add a comment explaining any changes you've made. For more information see Add/Delete Comments and Notes.

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Enter Leave or Other Earnings Codes

Best Practice: Add a comment and/or note every time you make a change to a timecard. Comments and notes are added to the audit trail to provide documentation of all changes.

It may be necessary for you to enter a leave or other earnings code for an employee.

  1. In the day for which you want to enter leave or other earnings codes, click the arrow in the Earnings Code box, and then select the code from the list.

    Tip: Click My Links, and then Earnings Code Description for a description of the earnings codes.

  2. Click the Amount box, and enter the correct number of hours.

    Note: The "full schedule/half schedule day" selections in the Amount column apply only to exempt (not hourly) employees.

  3. If necessary, to enter two different earnings codes or to enter an earnings code on the same day as regular time, for example, half day work and half day sick, click the Arrow icon ( ) for the day. A new line is added to the timecard.
  4. Right-click to add a Comment. For more information see Add/Delete Comments and Notes.
  5. Click Save.

Note: After you save the timecard, the data is entered in the audit trail. You can add a comment explaining any changes you've made. For more information see Add/Delete Comments and Notes.

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