Overview of Kaba Time Collection System
Original preparation by
Vance Prince-HRIM: edited for CHASS by Ed McCallum
Current bi-weekly pay process in CHASS
After the Hire or Rehire process:
1) HR Services creates blank
timesheets and place on the O drive
2) EAs distribute timesheets to
supervisors/employees
3) Employee fills out the timesheet
as time is worked and signs then
gets to the supervisor at the end of
the pay period
4) Supervisor reviews and signs
timesheet and send to the EA for
review
5) EA reviews and then submits to
HR by placing on the O Drive in the
proper folder
6) HR staff manually enters hours
into HRS and places the timesheet
in the personnel file and the
departmental file
7) HR creates and distributes the
comp control report
8) EA (may or may not) review
comp control report and reports
errors to HR and/or
employee/supervisor
Employee is Paid
Overview - What is Kaba…
Automated time collection system fully integrated
with the Human Resources System (HRS). It will
be used to….
• Record time punch data for all student workers and temporary
staff (hourly) employees. In turn, punch data in fed into HR System
so total hours worked can be documented & tracked each week
• Will help later to determine eligibility for health care under the
Affordable Care Act
Kaba is… (cont’d)
Replacement for paper timesheets for Student
Workers and Temporary staff (hourly)
employees
Replacement for manual entry of timesheets into
the HR System
Replace the need for Bi-weekly Comp Control
Kaba Implementation
Campus Wide by Sept. 30, 2014 for all
• Student Workers & Temporary (hourly) Staff
Pilot Programs beginning in January 2014
• CHASS
• DASA
Time Collection
• Web Clock
–
–
–
–
Accessible from the MYPACK PORTAL under “Employee Self-Service”.
Time Reporting->Report Time->Punch Clock)
Can be used wherever the web is accessible
Can be access by smartphone or tablets
Wall mounted clocks are available-but …
(Navigation:
When can employees utilize Kaba
• Newly hired employees
– The day after the Hire Action is approved
Hire action must be approved prior to first work day
• Rehires and additional jobs
– 15 minutes after the transaction is approved
Time Keeping Location (TKL) Number
First step in our process is assigning TKSs
A TKL is unique three digit number identifying the primary
work unit the employee is assigned to punch In/Out.
Departments may decide to have more than one TKL
Time Management Hierarchy
Division
Payroll
Coordinator
Dept.
Timekeeper
Dept.
Timekeeper
Dept.
Timekeeper
TKL #100
Supervisor ID
Employee 1
Employee 2
Employee 3
Employee 4
Employee 5
TKL #101
Supervisor ID
Employee 1
Employee 2
Employee 3
Employee 4
Employee 5
TKL #102
Supervisor ID
Employee 1
Employee 2
Employee 3
Employee 4
Employee 5
Supervisor Responsibilities
As identified by the Supervisor ID on job data under the “Job
Information” tab—near end of pay period, will get an email with link to
time record…
Responsible for..
•
Notifying new direct reports of requirement to use Kaba to punch in/out
•
Ensuring that the employee has worked the hours recorded on the
timesheet
• Training direct reports on how to punch in/out via Kaba
• Working directly with timekeepers to resolve any time punch issues for their
employees within 48 hours of receiving the timesheet summary notification.
Supervisor Responsibilities (cont’d)
•
Verifying the info provided on the timesheet summary produced after the
end of each pay period. Report errors to Department Timekeeper
immediately.
•
Able to review/print a timesheet summary for direct reports within 24 hours
of the completion of a biweekly pay period.
Timekeeper Responsibilities
• Review entries and working with the supervisor to resolve any time
punch issues prior to scheduled lockout. This includes:
–
–
–
–
Missed punches
Exception alarms
Incorrect punch entries
Project ID#’s
Division Payroll Coordinator Responsibilities
• Send reminders to Timekeepers of due dates
• Serve as the liaison with Central HR (HRIM)
• Responsible for
– Managing recorded time entries for the College.
– Assisting timekeepers with any missed punch after the period
closes
– Serve as backup upon request
– Serving as a second set of eyes for reviewing punch data.
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
Employee Name
xxxxxxxxxxx
Manager Self Service, Approve Time and Exceptions
Employee Name
xxxxxxxxxxx
Bi-weekly Employee Timesheet Example
The Bottom Line:
Current Process
Future Process
1) HR Services creates blank timesheets and place on
the O drive
1) Employee signs in and out
2) EAs distribute timesheets to supervisors/employees
2) Supervisor reviews at the end of the pay period
3) Employee fills out the timesheet as time is worked and
signs then gets to the supervisor at the end of the pay
period
3) Timekeepers review file for budget and time
4) Supervisor reviews and signs timesheet and send to
the EA for review
Employee is Paid
5) EA reviews and then submits to HR by placing on the
O Drive in the proper folder
6) HR staff manually enters hours into HRS and places
the timesheet in the personnel file and the departmental
file
7) HR creates and distributes the comp control report
8) EA (may or may not) review comp control report and
reports errors to HR and/or employee/supervisor
Employee is Paid
Kaba Implementation Checklist
☐Identify TKL within the Departments
☐Provide HRIM with the number of TKLs required for the division
☐Schedule HR/Timekeeping Manager Training
☐Set up and deliver Supervisor information/training
☐Communicate to employees
☐Assign Employees to appropriate TKLs in the HR System
☐Request Time Keeper access in SAR as needed