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For Timekeepers: Kronos FAQs and Reminders

FAQs

1. I can only see the hours my employees took, not the days they took off.
You are in time summary view. Go to time detail. You can do this by double clicking on the individual (see the Kronos Quick Reference Guide: Exempt Time Off Approval).

2. I have an individual in my "all home" that should not be ETO approvers for this home department.
Kronos gives individuals security to the home department they reside in and the home department they approve. The solution is to set up a hyperfind to only see the individuals you approve.

3. Now that the Medical Center is using Kronos, we will stop using the Exempt Time Off, correct?
Yes, Medical Center exempt employees will use Kronos for all of their time off reporting.

4. A portion of my staff has problems using Kronos due to Java issues. Will this be fixed?
If users have issues with Java, they should contact their LAN Manager. If they don't know who their LAN Manager is, they should log a ticket with the VUIT Help Desk at 3-HELP.

5. If exempt staff did not report their time for December, can they do that now?
The employee should complete the Leave Bank Adjustment form.

6. What is the different between PNS and PNU codes and what is the implication of using the unscheduled code? Also, why are these codes not available for exempt staff?
We plan to move to a central function for record keeping with the transition to Kronos. Having the PNS and PNU codes will help to eliminate the attendance tracker in the future. These codes are not available for exempt staff because of the nature of their position.

7. If an exempt employee worked the Christmas Eve and Christmas holiday, how do you handle their holiday time for the next 90 days?
The exempt employee should be allowed to take 2 days off within the next 90 days. You do not need to report this time in Kronos.

8. What do you do if you get an error for editing your own time?
Employees should not edit their own time.

9. Do the same privileges from ETO transfer over to Kronos?
Kronos does not have the same privileges as the ETO tool. Kronos gives individuals security to the home department they reside in and the home department they approve. The solution is to set up a hyperfind to only see the individuals you approve.

10. If I supervise employees that are in a different department than I am, how do I get approval rights for those employees?
Complete the Kronos Timekeeper Security Form. Once the form is completed and signed by the appropriate individuals, scan and forward the form to kronos@vanderbilt.edu.

11. I was only allowed to approve time for non-exempt employees before. Will that be the same under Kronos?
Since Kronos is set up by departments, you will have access to view exempt employee time. However, you should only approve non-exempt employees. The solution is to set up a hyperfind to only see the individuals you approve.

12. What is the timeframe for submitting timecard approvals? Is it the same?
Yes, the timeframe for submitting timecard approvals will be the same.

13. How did you determine which approvers were added to Kronos for exempt time reporting?
We used the list of individuals who held the ETO Approver role and set them up in Kronos with approval rights by home department as of late December 2013.

14. How do I add/delete timekeepers/approvers from Kronos?
Complete the Kronos Timekeeper Security Form. Once the form is completed and signed by the appropriate individuals, scan and forward the form to kronos@vanderbilt.edu.

15. Should I delete the ETO Approval Role for my home department(s)?
No. Anyone holding the ETO Approval Role can still run the Business Objects reports for this system, whether or not the department is actively using ETO.

16. We have House Staff in our home department. Where do they report their time off?
House Staff (or their delegates) will continue to use the Exempt Time Off (ETO) tool until further notice.

Reminders

  • If you have both exempt and nonexempt staff you are going to see all codes. If you are in your timesheet, you will only see the codes that are applicable to you. You need to make sure that you are using the correct code.
  • You may see codes that are no longer available to the PTO plan, you need to make sure you are using the appropriate code. If you have employees that are not on the PTO program, you will continue to use the old leave codes.

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