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Kronos 4500 Clock Tutorial (Using a Kronos Clock)

In the Kronos 4500 clock tutorial, you will learn how to use your badge and the function keys, and how to understand the display indicators. Use the links in the table below to learn helpful information.

Kronos 4500 Time Clock
LCD Display Screen
4500 Kronos Clock  LED Indicator Lights
Blue Function Keys
Blue Function Keys
  Badge Reader
Key Pads
Numbers and Symbols
Badge Usage
  • Swiping the badge:
  1. Hold the ID badge so the magnetic stripe is facing away from you.
  2. Position the badge into the slot on the right side of the terminal faceplate.
  3. In one steady motion, slide the badge down through the reader.
  • Entering "In" and/or "Out" time without using a badge:
  1. Type in your badge number using the Numeric Keypad.
  2. Press the ENTER key to save the entry.

Note: Before selecting ENTER, ensure that you have not transposed numbers so that the entry is applied to your timecard and not another employee's.

  • How do I know my swipe was accepted?
  1. One BEEP will be emitted from the terminal.
  2. The top light on the terminal will turn green.
  3. The clock will display an "Accepted" message, along with the date and time.

Note: The "Accepted" message appears for only a few seconds.

  • How will I know if the swipe was not accepted? (Only one swipe per minute is accepted)
  1. An error message will be displayed on the screen.
  2. Three BEEPS will be emitted.
  3. The middle light on the terminal will turn amber.

Note: Review your punches to see that you did not double-punch. If the swipe was not accepted, note the error message, the time, and report the error to your supervisor.

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Function Keys

Blue Function Keys

The function keys allow you to create and review information pertaining to your punches, hours worked, schedule, and accruals.

Note: Shift functions, such as job or cost center transfers, holiday pay rules, and work rules, must be used during the "In" punch only. Do not use these keys during the "Out" punch, because the transfer will not work on hours retrospectively.

  • To use the blue function keys:
  1. Press the blue button associated with the function you would like to perform.
  2. Swipe your badge or enter your badge number when "Enter Badge" is displayed. You have three seconds before the clock will reset itself to the original option screen.
  3. Follow the on-screen directions.
  4. Press the ESC button to clear the screen after the function is complete.
  • Available Functions:
Left Side
Right Side
View Punches
Job Transfer (shift - "In" punch only!)
View Timecard Online
View Totals Online
View Schedule Online
Approve Timecard
View Accruals Online
More...

When the "More..." option is selected these additional options are displayed:

Left Side Right Side
Emergency Call Back
BLANK
Holiday Worked @1.0x + Comp @ 1.5x
(shift - "In" punch only!)
BLANK
Holiday Worked @ 1.5x + Holiday Pay
(shift - "In" punch only!)
BLANK
More...(displays the previous menu)
BLANK

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  • View Punches:

Displays the last punch associated with the badge number.

  1. Press the blue View Punches key.
  2. Swipe your badge or key the badge number and hit the ENTER key when "Enter badge" displays.
  3. Press the ESC key when done.

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  • View Timecard Online:

Displays the timecard associated with the swiped badge. There are seven available viewing options. 

  1. Press the blue View Timecard Online button.
  2. Swipe your badge or key the badge number and hit the ENTER key when "Enter Badge" is displayed.
  3. Select among the following viewing options:
Previous Pay Period
Current Pay
Next Pay Period
Today
Yesterday Week-to-Date
Last Week
 
  1. Use the up and down arrow keys located under the display screen to scroll through the timecard.
  2. Press the ESC key when done.

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  • View Schedule Online:

Displays the pay period's schedule associated with the entered badge number.

  1. Press the blue View Schedule Online key.
  2. Swipe your badge or key the badge number and hit the ENTER key when "Enter badge" displays.
  3. Use the up and down arrow keys located under the display screen to scroll through the displayed schedule.
  4. Press the ESC key to clear the screen when you are done.

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  • View Accruals Online:

Displays accrual balances (sick, vacation, etc.) associated with the badge number entered. All displayed accruals will be accurate and up to date based on the "as of" date used.

  1. Press the blue View Accruals Online button.
  2. Swipe your badge or key the badge number and hit the ENTER key when "Enter badge" displays.
  3. Accept the current date that is displayed by default by hitting the ENTER key twice, or use the key pad to enter a new date using the displayed format (MM.DD.YYYY), and then hit the ENTER key twice.
  4. Use the up and down arrow keys located under the display screen to scroll through the displayed accrual listing.
  5. Press the ESC key to clear the screen when you are done.

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  • Job Transfer (Shift function - only used with an "In" punch):

Allows you to perform transfers from one job to another or one cost center to another. Transfers can only be performed with an "In" punch, because the action does not work retrospectively. Transfers can be between cost centers within the same job or another job and/or cost center. You may need to ask your supervisor about the correct job numbers and cost centers to be used.

  1. Press the blue Job Transfer button.
  2. Enter the following data
Job Number
e.g., 003
Cost Center
e.g., 410
Enter Badge
e.g., 1299333
  1. A confirmation message will display when the transfer has been  accepted.

Note: The cost center and job code you are transferring to will be displayed. If you are returning to your original cost center and job number, you will need to use the "Job Transfer" function again to enter the information.

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  • View Totals Online:

Displays the total number of all hours on the timecard for the pay period selected. Displayed totals are based on earning code. 

  1. Press the blue View Totals Online button.
  2. Swipe your badge or key the badge number and hit the ENTER key when "Enter Badge" is displayed.
  3. Select from the following viewing options:
Previous Pay Period
Current Pay
Next Pay Period
Today
Yesterday Week to Date
Last Week
 
  1. Use the up and down arrow keys located under the display screen to scroll through the timecard.
  2. Press the ESC key when done.

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  • Approve Timecard:
  1. Press the blue Approve Timecard button.
  2. Swipe your badge or key the badge number and hit the ENTER key when "Enter Badge" is displayed.
  3. Select the time period by choosing one of the following options:
Previous Pay Period
Current Pay
Next Pay Period
Today
Yesterday Week-to-Date
Last Week

    1. Use the up and down arrow keys located under the display screen to scroll through the timecard.
    2. Press the ESC key when done.

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  • More...

Displays the "Activity Keys" menu of options that are to be used by approved employees only. Speak with your supervisor to see if you have the ability to use the rest of the functions on the menu.  Not all jobs support these functions and the associated work rules.

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  • Emergency Call Back:

Ensures time is recorded as "call back" time, all "call back" policies are applied, and "call back" pay is applied accordingly. 

  1. Press the blue Emergency Call Back button.
  2. Swipe your badge or key the badge number and hit the ENTER key when "Enter Badge" is displayed.

The screen will display a confirmation screen confirming  "call back" work rules are to be applied.

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  • Holiday Worked @ 1.0x + Comp @ 1.5x:

When working a holiday and you want hours to be paid at your regular rate and to earn comp time at 1.5 times your regular rate, press the Holiday Worked @ 1.0x + Comp @ 1.5x key before swiping your card.

  1. Press the blue Holiday Worked @ 1.0x + Comp @ 1.5x button.
  2. Swipe your badge or key the badge number and hit the ENTER key when "Enter Badge" is displayed.

The screen will display a confirmation screen confirming "Holiday Worked @ 1.0x + Comp @ 1.5x" work rules are to be applied.

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  • Holiday Worked @ 1.5x + Holiday Pay @ 1.0x:

When you work a holiday and want your hours paid at 1.5 times your regular rate, and you elect to take the straight holiday pay in addition to the 1.5x base rate pay, press the Holiday Worked @ 1.5x + Holiday Pay @ 1.0x key before you swipe your badge.

  1. Press the blue Holiday Worked @ 1.5x + Holiday Pay @ 1.0x button.
  2. Swipe your badge or key the badge number and hit the ENTER key when "Enter Badge" is displayed.

The screen will display a confirmation screen confirming  "Holiday Worked @ 1.0x + Comp @ 1.5x" work rules are to be applied.

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