CHASS SUPERVISORS’ KABA QUICK
GUIDE
Agenda Topics to cover today:
•
•
•
•
What is KABA?
Why?
What are the Supervisors’ responsibilities?
How to:
– Review time at end of a pay period
– View and Manage Time during a pay period
– Make Corrections
• Note: Supervisor Access will automatically begin
this weekend…right now, there is nothing to see!
WHAT IS KABA?
Beginning with any work performed on Saturday,
March 29th, bi-weekly employees who have been
submitting a biweekly timesheet will now have to enter
their time in the KABA timekeeping system. CHASS
will only use the web-clock. This on-line timesheet is
accessed through MYPACK Portal . They can log in
with their NCSU ID to punch in and punch out.
Supervisors will no longer receive paper times sheets
and will have to manage their employees’ time in
MYPACK portal.
Supervisor Responsibilities
•
•
•
•
•
Supervisors are responsible for making sure their employees are properly
hired before they are allowed to begin work
Supervisors are responsible for showing the employee how to record their
time KABA, giving them the proper time keeping location for their job, and
instructing them on holiday and overtime policy.
Supervisors are responsible for making sure the timesheet summary is
accurate and valid for the pay period.
PLEASE NOTE: The time will be paid exactly as it is entered (esp.
holiday and overtime hours will be paid at time and a half). It is VERY
IMPORTANT that the Supervisor review the time and have the
corrections entered before payroll lockout!
Supervisors must work directly with the timekeepers to resolve any time
punch issues for their direct employees
–
–
Daily is recommended
At a minimum within 48 hours of receiving the timesheet summary notification.
HOW TO VIEW TIME AT THE END OF
THE PAY PERIOD
Each bi-weekly pay period begins on a Saturday
and ends two weeks later on a Friday. On the
Saturday following the end of the pay period,
supervisors will receive an email with a link that
will open a screen with all of the timesheets for the
employees they supervise. You have until 5:00pm
on the following Tuesday to work with your
employees to correct errors.
Sample Email with Link
Notification that a Timesheet Has Been Posted for an Employee(s ) That You Supervise
This is to serve as a notification that a temporary staff or student worker that report to you have submitted hours worked for the
pay period that ended at midnight this past Friday and to provide you with an opportunity to review these timesheets before they
are paid. The timesheets can be accessed from the link provided below.
Link to timesheet here
You are encouraged to take this opportunity to review these timesheets before they are paid. Please resolve any issues that
you identify by 5pm 03/04/2014. Failure to do so may lead to the employee being paid incorrectly.
As you review your employee’s timesheet(s), please keep the following in mind:
• All Exception Alarms must be resolved by 5pm 03/04/2014. An employee will not be paid for any entry for which an exception
alarm is noted on the timesheet.
• Ensure that the days recorded are days that the employee actually worked.
• Verify that the project id(s) listed is correct. Please correct or refer to your departmental timekeeper any project ids that must be
added or modified.
• Report any issues that you note to your departmental timekeeper as soon as possible but no later than 5pm 03/04/2014
For additional information, please consult the Supervisor’s Guide to the Kaba Time Collection System.
Timesheet Summary
Timesheet Summary
View and Manage Time during the Pay Period in MyPack: Main
Menu—Human Resources—Manager Self Service—Time
Management (Short Cut is being developed!!!)
Approve Time and
Exceptions, provides a
quick view of employee
exceptions.
Report Time, managers
can verify and manage
employee time worked.
View Time, provides
options to retrieve data and
print payable time sheet
information.
Manager Search Options,
allows managers to
change the default search
options.
Manager Self Service, Time Management
Select Exceptions:
Approve Time and
Exceptions, provides a
quick view of employee
exceptions. This section
should be monitored
daily to prevent any
delays in employee
payable time.
Report Time, managers
can verify and manage
employee time worked.
View Time, provides
options to retrieve data and
print payable time sheet
information.
Manager Search
Options, allows
managers to change the
default search options.
Manager Self Service, Approve Time and Exceptions
Identify specific search criteria
and click “Get Employees” or
just click “Get Employees” to
see all exception alarms for all
employees assigned to a
specific timekeeper.
Manager Self Service, Approve Time and Exceptions
Manager Self Service, Time Management
Approve Time and
Exceptions, provides a
quick view of employee
exceptions. This section
should be monitored daily
to prevent any delays in
employee payable time.
Report Time, managers
can verify and manage
employee time worked.
View Time, provides
options to retrieve data and
print payable time sheet
information.
Manager Search
Options, allows
managers to change the
default search options.
Manager Self Service, Approve Time and Exceptions
Before correcting time, need documentation: Each Department is
creating their own process; It should look something like this…
Manager Self Service, Approve Time and Exceptions
Manager Self Service, Approve Time and Exceptions
Default Project ID
unless otherwise
specified
Timesheet modification and adjustment comments
Employee Name
Mngr.
Name
Comment
Bubble
Employee Identification
Exception Alarm Trouble Shooting Guide
Exception ID
Desc.
Sev.
TLX10064
Invalid Punch
Order IN/IN
High
TLX10064
Invalid Punch
Order
OUT/OUT
Multiple Job
Punch Overlap
High
TLX00450
More than 24
hours reported
High
TLX00031
Invalid HR
Status
High
TLX00032
Invalid HR
Status
High
NC000003
Excessive
Hours
(>14/day)
Invalid
Project ID
Low
The employees accumulated work time for one
day is more than 14 hours total.
High
The Project ID or account information the
employee should be paid from is not valid
High
The employee failed to clock out within a 24 hour
timeframe.
NC000002
NC000004
NC000005
In Punch
Without Out
Punch for 24
Hours
High
Reason
Resolution
Back to back IN punch, potentially a time punch Verify employee/schedule if required. Enter the
reset of the employees punch in status after 18
appropriate missing punch time before payroll
hours of not punching OUT.
lockout.
Back to back OUT punch, rarely happens but
Verify employee/schedule if required. Enter the
potentially the employee failed to verify the
appropriate missing punch time before payroll
information on the screen & punched incorrectly.
lockout.
The employee has multiple jobs and potentially
Verify employee/schedule if required. Adjust
clocked IN on one job before clocking OUT of the the punch time to the appropriate In or Out time
other job.
for each job before payroll lockout.
The sum of accumulated hours exceed 24 hours.
Verify employee/schedule if required.
Keep in mind the other exceptions listed could be Potentially there could be a missed punch. If so
a contributing factor for this alarm.
correct missed punch before payroll lockout.
The biweekly employees payable status is invalid
Verify employee work status. Update the
which means the job data status is Inactive in the
employee job data and/or verify the employee
HR System. Clock punch data was entered and
timesheet if required to match their current job
submitted prior to the inactive date.
data status before payroll lockout.
The monthly employees payable status is invalid
Verify employee work status. Update the
which means the job data status is Inactive in the
employee job data and/or adjust the employee
HR System. Clock punch data was entered and
timesheet if required to match their current job
submitted prior to the inactive date.
data status before payroll lockout.
Verify employee/schedule if required. Allow
the exception if manager approves excessive
hours.
Verify employee distribution and account
information if required. Select a valid Project
ID and resubmit payable time.
Review the timesheet and follow-up with the
employee to find out why they missed a punch.
Update the timesheet appropriately.
All unresolved High Severity alarms will not be paid to the employee until they are resolved in the HR System!
Timesheet Summary
Manager Self Service, Time Management
Approve Time and
Exceptions, provides a
quick view of employee
exceptions. This section
should be monitored daily
to prevent any delays in
employee payable time.
Report Time, managers
can verify and manage
employee time worked.
View Time, provides
options to retrieve data
and print payable time
sheet information.
Manager Search
Options, allows
managers to change the
default search options.
Manager Self Service, Printable Time Sheet
*Employee Type
•Monthly
•Temp
EmplID
•Individual time
sheet lookup
*Check Date
12 months of
payable check
dates, select the
specific pay date
*Time Keeping Location
Drop down list of all the
TKL’s the manager is
responsible for monitoring
Printable Time Sheet
*Supervisor ID
*Check Date
12 months of
payable check
dates, select the
specific pay date
Printable Time Sheet
*Dept.
Ledger 5
EmplID
•Individual time
sheet lookup
*Check Date
12 months of
payable check
dates, select the
specific pay date
*Time Reporter Group
Drop down list of all the
TKL’s the manager is
responsible for monitoring
Bi-weekly Employee Timesheet Example