H I S T O R I C A L
E D I T
U S E R
G U I D E
Summary:
The Historical Edit form is required to make a correction to an employee’s previous pay period timecard.
Guidelines:
Historical Edit requests can be made for the following reasons:
1. Underpayment: Employee was short hours on their timecard.
2. Overpayment: Employee had additional hours submitted in their timecard.
3. Pay Code Transfer: Wrong pay code was submitted in an employee’s timecard.
4. Labor Account Transfer: Wrong labor account submitted in an employee’s timecard.
Historical Edits: Form Instructio ns
1
H I S T O R I C A L
E D I T
U S E R
G U I D E
Historical Edit Form Overview:
1.
2.
3.
4.
5.
6.
Email To: ISRCentral@jhmi.edu for processing.
Effective Date: Use today’s date.
KRONOS MGR ID: Enter your JHED ID.
HE BODY: Enter information pertaining to the type of edit that needs to be submitted.
MGR SIGNATURE: Enter your JHED ID.
DATE SIGNED: Use today’s date.
Historical Edits: Form Instructio ns
2
H I S T O R I C A L
E D I T
U S E R
G U I D E
Historical Edit Form Instructions by Type:
A. Underpayment: Employee was short hours on their timecard.
Ex: Jim Smith (00045678) forgot to swipe on Monday 9/27/10. His timekeeper didn’t add the hours to his timecard and was short 8hrs of REG. A HE will
need to be submitted to add 8hrs of REG to date.
1.
2.
3.
4.
5.
6.
EMP ID: Enter employee’s PERNR # located in their timecard.
Historical Date: Enter date hours were missed.
Day Week: Enter the day the hours were missed.
Pay Code: Enter the pay code that was missed.
Hours: Enter the hours that were missed.
Cost Center: Enter only if the hours should be transferred to another cost center other then the employee’s home
account. When left blank the hours will be allocated to the employee’s home account. Drop down menu available to
choose cc#.
7. Internal Order: Enter if the hours should be transferred to Internal Order #. Drop down menu available to choose IO#
8. Explanation: Use drop down menu to select best explanation as to why you’re submitting an HE form.
Historical Edits: Form Instructio ns
3
H I S T O R I C A L
E D I T
U S E R
G U I D E
B. Overpayment: Employee had additional hours submitted in their timecard.
Ex: Employee schedule time off on Monday 9/27/10. Employee decided to work Monday and didn’t notify his timekeeper. Employee was paid 8hrs of REG
and PTS for a total of 16 hours on Monday 9/27/10. An HE will need to be submitted to subtract the additional hours submitted.
1.
2.
3.
4.
5.
6.
EMP ID: Enter employee’s PERNR # located in their timecard.
Historical Date: Enter date hours were overpaid.
Day Week: Enter the day the hours were overpaid.
Pay Code: Enter the pay code that was overpaid.
Hours: Enter a minus sign along with the hours that were overpaid.
Cost Center: Enter only if the hours should be deducted from another cost center other then the employee’s home
account. When left blank the hours will be deducted to the employee’s home account. Drop down menu available to
choose cc#.
7. Internal Order: Enter if the hours should be deducted from Internal Order #. Drop down menu available to choose
IO#.
8. Explanation: Use drop down menu to select best explanation as to why you’re submitting an HE form.
Historical Edits: Form Instructio ns
4
H I S T O R I C A L
E D I T
U S E R
G U I D E
C. Pay Code Transfer: Wrong pay code was submitted in an employee’s timecard.
NOTE: You will enter two transactions to re-class a pay code. One transaction to subtract the original pay code and the second
transaction to add the correct pay code.
Ex: Employee didn’t swipe on Monday 9/27/10 so his timekeeper entered 8hrs of PTU. A HE will need to be submitted to re-class the pay code.
\
1.
2.
3.
4.
5.
6.
EMP ID: Enter employee’s PERNR # located in their timecard.
Historical Date: Enter date hours were incorrect.
Day Week: Enter the day the hours were incorrect.
Pay Code: Enter the pay code that was incorrect and in the second row enter the correct pay code.
Hours: Enter a minus along with the hours that were incorrect and in the second row add correct amount of hours.
Cost Center: In the first transaction row the cc# is left blank because the hours weren’t allocated to different cc #. In
the second transaction row the cc# field is left blank because the hours should be charged to the employee’s home
account. Drop down menu available to choose cc#.
7. Internal Order: Enter if the hours should be deducted or added to Internal Order #. Drop down menu available to
choose IO#.
8. Explanation: Use drop down menu to select best explanation as to why you’re submitting an HE form.
Historical Edits: Form Instructio ns
5
H I S T O R I C A L
E D I T
U S E R
G U I D E
D. Labor Account Transfer: Wrong labor account submitted in an employee’s timecard.
NOTE: You will enter two transactions to re-class a labor account. One transaction to subtract the original time submitted and
the second transaction to add the correct labor account.
Ex: Employee worked in the Finance department on Monday 9/27/10 and his timekeeper didn’t enter the correct cost center prior to the 1pm sign-off. An
HE will need to be submitted to re-class the labor account.
1.
2.
3.
4.
5.
EMP ID: Enter employee’s PERNR # located in their timecard in both transaction rows.
Historical Date: Enter date hours were incorrect in both transaction rows.
Day Week: Enter the day the hours were incorrect in both transaction rows.
Pay Code: Enter the pay code that was submitted in original timecard in both transaction rows.
Hours: Enter a minus along with the hours in the first transaction row and in the second row add the correct amount
of hours.
6. Cost Center: In the first transaction row the cc# is left blank because the hours were charged to the employee’s
home account. In the second transaction row the new cc# has been entered. Drop down menu available to choose
cc#.
7. Internal Order: Enter if the hours should be deducted or added to Internal Order #. Drop down menu available to
choose IO#.
8. Explanation: Use drop down menu to select best explanation as to why you’re submitting an HE form.
Historical Edits: Form Instructio ns
6