Kuali Help Guide

Kuali Time @ IU is an
Lora Headdy
FMS: Payroll & Kuali Time System Manager
Kuali Time @ IU
• Implementation date Sunday, February 23
• System will be down in the early morning for
approximately 3 hours
• All data is being converted to new system
• Kuali KPME Time product based on current IU
TIME system
Accessing Kuali Time
Set a bookmark
Use existing kiosk
OneStart Kuali Time portal
Services > Administrative Services >
Kuali Time
Person Info Tab
Person Details:
Principal ID
Principal Name
Service Date
Timezone Preference
Job Details:
Job (including
voucher code)
Approver, Pay
Processor, Admin
Role Details:
Displays user’s
current roles
Regular Time: Clock Entry
• Employee can NOT
change times or delete
the timeblock.
• 6 minute rounding still
in place.
• Click Actual Time
Inquiry for actual clock
New Functionality: Missed Punch
• Can only be submitted
for last clock action
• Only one missed punch
per shift
• Inputs the clock action
for the employee
• Reportable in inquiry
and in the IUIE
• Missed punch entries are
subject to rounding
• Routes to assignment
approver(s) action list
• Auto Approved at end of
pay period
Time Detail Activities: Editing Timeblocks
Time Detail Activities: Adding Non-Regular Codes
Time Detail: New Features
Color Coding on
• Visibility of hours
recorded per
assignment easier for
Historical data available
• Use arrows at the
Time Detail: Overtime Earn Code Edit
Overtime Earn Code Editing
• Drop down will limit to OVT/CPE or
NEP/NEC combos.
• Converted existing values
Time Detail: Errors & Warnings
Visibility of warnings on Time Detail and on
Approver Tab.
o Earn Code specific
o Ex: FMLA, Injury, NEP/NEC
o Accrual Balance Exceeded
o Ready to Approve Errors
o Invalid Assignment
o Overlapping Timeblocks
o Standard hours (of 40) not met
o More than 40 “counts as regular” hours recorded
Support during Implementation
• Kuali Time Website
– http://www.fms.indiana.edu/kualitime/home.asp
– Written documentation
– Video Tutorials
• Multiple, short videos
• Decision Trees
– Recording of this training
• Help tab in Kuali Time
• FMS Customer Service
– Support form
Review what’s published
• Written
• Video Tutorials
Give feedback, and
request additional
videos, documentation
24 hr clock out: Employees clocked in for more than 24 hours will now be clocked out by the
system. A note is added to the timesheet if this occurs and the IUIE report Clock Log Automatic can
be used to identify these.
Missed Punch: Clock entry employees can self-report missed clock actions using this new
functionality. The missed punch document is routed to the approver’s action list upon
submission. View the video tutorials on Missed Punch for employees and approvers for more
Assignment Editing: Clock entry employees can modify the assignment on timeblocks. The other
fields are read only, therefore they cannot modify the times or earn codes.
Employee Edit: Employees can now edit their timesheet through the first approval. This allows for
last minute entry by the employee and can reduce the number of corrections by approvers.
Approval Tabs: Approvers and Payroll Processors can now easily access the timesheets for their
employees in this tab. All employees are pulled in per the roles of the user eliminating the need to
search for this information. Approvers and Payroll Processors can now look for missed punches,
track overtime, approve and more all in one place. View the “Approval tab” video tutorial for more
IUIE: All new IUIE datagroups and reports will be available on Monday 2/24. IUIE documentation
will be published on the website this week with detailed information.
• TUH: The TUH earn code will no longer be available in Kuali
Time. If a user is unable to add the correct code a note
should be added to the timesheet with the details for the
approver or payroll processor to take action on.
• Lunch Buttons: The Lunch In/Lunch Out buttons are not in
Kuali Time. Users will clock out/in to record their lunch
• Work Area Type: The employee type (E/H) is no longer on
work area. Any type of employee can now be put in a work
area. This means you can have biweekly and hourly staff in
the same work area. Consolidation is not required, but it is
something to consider to reduce the number of work areas
in your department.
• Are you in the test environment trying it out?
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