Kronos Timekeeper
for
Payroll Administrators
(Hourly employees – weekly
pay period)
Location Payroll Responsibilities– Daily / Weekly
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
Log onto Kronos
Select Timekeeping tab
Select Pay Period Close
Payroll Review
Once the Pay Period Close ‘genie’ appears. Review each section as
directed on the daily checklist. Slide 4. Combined Hours column,
Manager approval column and Missed Punch column.
Payroll Review – Daily checklist
1.
2.
3.
4.
5.
Kronos Verification - Pay Period Close (specific date or yesterday time period). Verify the
manager has approved all timecards. If not, have manager approve.
 Manager approval should be a minimum of "1". **There should only be a "1 (Partial)“ approval if the
EE was hired after the beginning of the pay period or was terminated prior to end of pay period - may
indicate need for final check in certain states. May see 'partial‘ approvals if supervisor delegation was
used.
 Note: California employees will need employee approval as well as manager approval.
Review all employees with less than 8 combined hours. Exception is Terminated ee's.
Verify if there are any missed punches. If so, contact manager to make applicable corrections.
 Payroll should never be processed with missed punches. This indicates the EE's time is incorrect
 Verify correct codes used if there are company down days **NP-Co Schld Dtime…this is used for down
days.
 **See Kronos Memo - Company Scheduled Down Days
Kronos Movement of Hours
 Review movement of hours between pay codes (meetings, training, etc) correct labor dept/function is
used. Utilize the Invalid function to determine if a correction is needed. Contact manager to make
correction for invalid function. Slide 5
Kronos Reports
 Generate the Employee Hours by Labor Account & review pay codes (should not have any salary pay
codes, money, hours and $'s columns). Slides 6-7. Review for Missing Labor Accounts. Slides 8-9
 Generate the Timecard Audit Trail & review edit punches. Any time edited must have employee and
manager's signature. Slides 8-11
Preliminary SOX Retention Requirements: Payroll clerk should review and initial the daily timecard audit trail.
Signatures of employees and supervisors as noted in step 3 should be retained with the audit trail. Can
replace w/weekly audit trail at end of week.
Payroll Review – Invalid Functions
From the Pay Period Close screen, generate the invalid
functions hyperfind.
Payroll Review – Reports
Employee Hours by Labor Account – proper pay codes used
At the bottom of the ‘Employees Hours by Labor Account’ report, it will list all of the pay codes that
have been used for the time frame selected. Ensure that there are no Salary pay codes listed.
Contact manager for correction.
Navigate to Reports - General Tab > Reports
Expand Roll-Up Genie Category
Select Employee Hours by Labor Account
Payroll Review – Reports
Employee Hours by Labor Account – proper pay codes used
Payroll Review – Reports
Employee Hours by Labor Account – Missing Labor Accounts
At the bottom of the ‘Employees Hours by Labor Account’ report, it will list all of the employees that
have missing labor accounts for the time frame selected. CONTACT Kronos Specialist (TERRI
WERMTER) for correction instructions.
Navigate to Reports - General Tab > Reports
Expand Roll-Up Genie Category
Select Employee Hours by Labor Account
Select – hyperfind – Missing Labor Accounts – Run Report
Payroll Review – Reports
Employee Hours by Labor Account – Missing Labor Accounts
When the Status changes to ‘Complete’, you can view the report
This shows an example of an employee that is missing their labor accounts
Payroll Review – Reports
Timecard Audit Trail
Any employee that is listed that has had a change to their ‘actual’ punch will require the employee’s
signature. An indication of this is when you see 2 punch times and one is in brackets. The brackets
indicate the employees ‘actual’ punch and the other is what it was changed to. This requires the
employee signature.
Navigate to Reports - General Tab > Reports
Expand Timecard, Select Timecard Audit Trail
Payroll Review – Reports
Timecard Audit Trail
Any employee that is listed that has had a change to their ‘actual’ punch will require the employee’s
signature. An indication of this is when you see 2 punch times and one is in brackets. The brackets
indicate the employees ‘actual’ punch and the other is what it was changed to. This requires the
employee signature.
Select the Options Tab, Select Audit types, Select Edit Punch
Payroll Review – Reports
Timecard Audit Trail
Any employee that is listed that has had a change to their ‘actual’ punch will require the employee’s
signature. An indication of this is when you see 2 punch times and one is in brackets. The brackets
indicate the employees ‘actual’ punch and the other is what it was changed to. This requires the
employee signature.
Select Data Sources option, Select ‘include only selected data
sources, select Timecard
Payroll Review – Reports
Timecard Audit Trail
Any employee that is listed that has had a change to their ‘actual’ punch will require the employee’s
signature. An indication of this is when you see 2 punch times and one is in brackets. The brackets
indicate the employees ‘actual’ punch and the other is what it was changed to. This change requires the
employee ‘s signature.
Payroll Review – Weekly checklist
Follow slides 4-15, changing time period to previous pay
period.
1.
2.
3.
4.
5.
6.
Kronos Verification - Pay Period Close (previous pay period). Verify the manager has approved all
timecards. If not, have manager approve.
 Manager approval should be a minimum of "1". **There should only be a "1 (Partial)“ approval if the
EE was hired after the beginning of the pay period or was terminated prior to end of pay period - may
indicate need for final check in certain states. May see 'partial‘ approvals if supervisor delegation was
used.
 Note: California employees will need employee approval as well as manager approval.
Review all employees with less than 40 combined hours. Exception is Terminated ee's.
Verify if there are any missed punches. If so, contact manager to make applicable corrections.
 Payroll should never be processed with missed punches. This indicates the EE's time is incorrect
 Verify correct codes used if there are company down days **NP-Co Schld Dtime…this is used for down
days.
 **See Kronos Memo - Company Scheduled Down Days
Verify if there are any terminated employees being paid.
 Confirm reason for payment. Review on screen.
Verify any Active employees without payment. (Combined hours would be zero)
 Shows up on last page of Employee Hours report
Kronos Time Record Adjustments
 Bonus Award
 Vacation Payout (Personal Floater payout for CA employees)
 Safety Award
 Vacation Advance – Prepaid (EE paid vacation in advance and will take time off later)
 Vacation Payout No Time Off ( EE paid vacation in advance will NOT take time off later)
 Vacation Payout – Terminated employee (Remaining vacation hours paid to terminated ee)
Prepare spreadsheet summary of payouts/adjustments with documentation for controller review**
Payroll Review – Weekly checklist
Reports - Follow slides 6-11, changing time period to previous
pay period.
7. Kronos Accrual Adjustments for Terminated employees.
 Zero out Birthday accrual
 Zero out Personal Floater accrual
 Process Vacation Payout for terminated employees. See slides 28 – 31.
 If vacation was processed via a manual payment, do NOT zero out hours. Process historical edit to correct
balance in Kronos. Do NOT include in ‘Totals for effective date’, but be sure to check ‘Impact accruals’.
Include on spreadsheet summary of payouts/adjustments with documentation for controller review**
8. Kronos Historical Edits
 Process historical edits to correct adjustments from prior payroll periods that have been signed off or
locked by Corporate Payroll. See Slides 18 - 27
Include on spreadsheet summary of payouts/adjustments with documentation for controller review**
8. Kronos Movement of Hours or Missing Labor Account
 Review movement of hours between pay codes (meetings, training, etc) correct labor dept/function is
used. Utilize the Invalid function or Missing Labor account hyperfinds to determine. See slides 5, and
Contact manager to make correction.
9.
Kronos Reports
 Generate the Employee Hours by Labor Account & review pay codes (should not have any salary pay
codes, money, hours and $'s columns). Slide 5. Review for Missing Labor Accounts. Slides 8-9.
 Generate the Timecard Audit Trail & review edit punches. Any time edited must have employee and
manager's signature. Slides 10-13.
10. Upon completion of above steps, approve Kronos timecards.
 Manager Approval column should now be a minimum of a ‘2’. Slide 17
Payroll Review – Weekly Checklist
8.
HRS Time Entry Adjustments
 Enter any contract Labor. Also uses for Month-end Accruals
9.
Cyborg Adjustments – TC1SCR (Must be keyed on Monday, unless otherwise instructed by Corp
Payroll)
 Enter payment of flat $ dollar amounts (A&S payment, Retro pay, Service Awds, etc)
 Key replacement checks
 Adjust Kronos hours for manual and reversed payments by Corporate Payroll (manual checks)
Include on spreadsheet summary of payouts/adjustments with documentation for controller review**
8.
9.
Controller / Ops Manager Review / Sign Off
 Upon completing steps 1 – 9, give payroll adjustment spreadsheet packet to Controller / Ops Manager to
review / sign off.
Reconcile Kronos hours to Cyborg hours
 Reconcile Kronos hours report to Cyborg combined Register hours.
**Assumes plants are maintaining a review packet of adjustments/payouts, etc. as a part of the payroll
reconciliation packet.
Preliminary SOX Retention Requirements:
 This checklist – dated at the top, initialed as each step is completed
 Review packet of payroll adjustments/payouts, etc. – with controller - ops manager review /approval
 Timecard audit trail report for the week (see daily checklist) – clerk can replace daily with weekly at the end
of payroll week.
Payroll Review
On the Pay Period Close genie, review each section as directed on the
weekly checklist. Combined Hours column, Manager approval column and
Missed Punch column. After all corrections, payroll will approve. Now the
Manager Approval column should have a minimum of a 2.
Kronos Timekeeper
Historical Edits
for
Payroll Administrators
(Hourly)
Kronos Timekeeper
Historical Edits
1. Log on to Kronos
2. Select Employee that needs historical edit processing. You
should have a ‘Historical Edit’ form turned into payroll.
3. Select timecard
Kronos Timekeeper
Historical Edits
4. Select Amount
5. Select Add Historical
Kronos Timekeeper
Historical Edits
A new window will appear where you will enter the specific
Information. This following slides illustrates correcting an
accrual balance.
Kronos Timekeeper
Historical Edits
A new window will appear where you will enter the specific
Information. This following slides illustrates correcting an
accrual balance.
6. Enter the date of the incorrect entry
7. Select the original pay code entry
8. Select the amount of the pay code entry.
Note: if you are negating the amount, use the negative sign in front of the
amount.
9. Choose the Effective date.
Note: This will default to the last day of the current pay period
(Sunday’s date).
10.Check – ‘Include in Totals for Effective Date’.
Note: Be sure this is checked to ensure proper payment
processing.
11.Check – ‘Impact Accruals’.
Note: This will ensure that the accrual balance is updated.
12.Comments – This is an option to add with a note.
13.Select OK.
Kronos Timekeeper
Historical Edits
Repeat slide 17 to add the correct accrual entry.
A new window will appear where you will enter the specific
information.
Kronos Timekeeper
Historical Edits
This slide illustrates the correct entries.
14.Enter the date of the incorrect entry
15.Select the original pay code entry
16.Select the amount of the pay code entry.
Note: if you are negating the amount, use the negative sign in front of the
amount.
17.Choose the Effective date.
Note: This will default to the last day of the current pay period
(Sunday’s date).
18.Check – ‘Include in Totals for Effective Date’.
Note: Be sure this is checked to ensure proper payment
processing.
19.Check – ‘Impact Accruals’.
Note: This will ensure that the accrual balance is updated.
20.Comments – This is an option to add with a note.
21.Select OK.
Kronos Timekeeper
Historical Edits
You have completed Adding the Historical entries.
22.SAVE your entry.
23.Select the Historical Edits TAB to see the entries that were
made. Check to make sure that the entries are correct. If
they are incorrect, right-click and select DELETE and start
over.
Kronos Timekeeper
Historical Edits
24.Check your Totals & Schedules TAB.
This tab should display your entries. Both positive and
negative amounts. If the entries are not displayed on this
TAB, and the entries impact payment, the employee’s
payment will not be corrected.
Kronos Timekeeper
Historical Edits
25.Check your Accruals TAB.
26.Select the day BEFORE the effective date on the timecard.
Notice that the balance for FH and Vacation have not
changed.
Kronos Timekeeper
Historical Edits
27.Select the day OF the effective date on the timecard.
Notice that the balance for FH and Vacation have now changed.
Kronos Timekeeper
Accrual Payout
Log on to Kronos
Select the Timekeeping Tab
Select Pay Period Close
Select the employee that has been terminated. If the employee is no longer active, use the HYPERFIND
titled “Terminated Employees” to find the employee.
Select the Accruals link in the task bar. Select Payout from the menu
Kronos Timekeeper
Accrual Payout
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Select the appropriate Accrual to be paid out.
•
Select the effective date
•
Click OK.
Kronos Timekeeper
Accrual Payout
To make sure that the pay code populated the timecard correctly. You will need to view the
employees timecard.
With the employee selected, Click Timecard in the upper right corner.
Kronos Timekeeper
Accrual Payout
You may need to select “Action” Refresh
Now you should see the pay Code “Vac Payout-Term’d-Hrly” with the remaining amount entered. This will
automatically enter the remaining available amount of vacation hours that the employee is entitled to
receive. If there are any future-scheduled dates, Kronos will display a negative amount in the projected
balance column. You will need to remove this future-scheduled time off. See job aid ‘How to remove a
scheduled pay code’.