Clocking procedures & policies | Time card/Kronos policy

Clocking procedure

1. Swipe badge with your picture facing you and the red bar code in the clock.
2. You should get a single beep.
3. You should see either your name or the message X-Pun.
4. If you hear several beeps, the punch was not accepted.
5. Swipe again, slower.
6. If you punch within one minute of a successful punch, the clock will not accept it
7. If you keep getting several beeps, read the error message on the clock.
8. A badge read error means you are swiping too fast, or too slow, or your bar code is damaged.

To Clock without your badge, write your badge number down and keep it handy.

This number begins with a "2" and is 7 digits long. To Clock in or out, press the * key. When prompted, enter the 7 digit number, then press ENTER.

Employees working multiple jobs

1. It is important to designate which department you are working in for all jobs you have.
2. Before you swipe your badge, push F12.
3. The display should show DEPT_ _ _ _.
4. Enter the department # for the job you are working, then press ENTER.
5. Wait briefly, then when the clock prompts you, swipe your badge.
6. Punch out as usual without indicating your department #.
7. If you forget to do this, let your supervisor know, so that they can route that punch to the correct department.

Function keys

To use, press the function key, when prompted, swipe badge. The display will show the result.

F1 View last punch

F2 Employee Status - In or Out

F3 Total Hours Recorded (will not include current day). Use - or + to see different earnings.

F4 Not Used

F5 Not Used

F6 How Long Since Last Punch

F7 Scan Stored Punches for the current day.

F8 Task changes, only used if your department has given you instructions

F9 Not used

F10 Not used

F11 Call-In time, only used by physical plant

F12 Department transfers, to be used on the IN punches by anyone who has multiple jobs.

All hourly employees are expected to use the Kronos Time Clock System.

Each department that has a Kronos supervisor for their students and hourly employees should make every effort to enter time worked into Kronos. The supervisor is responsible for making corrections, fixing missed punched and adding any time not clocked in for by the time clock. The supervisor must also add vacation time for hourly employees who request that it be entered. The payroll office is available to train supervisors on Kronos and to help supervisors with any problems that they may encounter.

Subsidiary to the use of Kronos is the use of the yellow Special Exception cards, available in the Payroll Office, for work that cannot be entered into Kronos. This includes any work done for a department that a student does not normally work for but is only a one-time job. Additionally, time cards may be used for previous pay period corrections. That is, time worked from a previous pay period but not paid to the employee.

Click the image to the right to view the yellow Special Exception card now. >>

Yellow Special Exceptions cards should not, however, be automatically used when a student begins working for a department. When a student begins a new job for the department, the first order of business is to fill out and sign the student contract form, available from the Personnel office, and take the form to the Personnel Office for processing. Personnel will then enter the student into Kronos within the next two days. If a week has passed and the supervisor cannot see the new student in Kronos they should call the Payroll Office and inquire why the student has not yet appeared in the list of people. This will ensure that any time worked for that student may be entered into Kronos and will help to eliminate the number of Special Exception cards that are turned into the Payroll Office.

Certain departments that have only one or two student workers may make special arrangements with the Payroll Office to have their students come to the Payroll Office to make their corrections in Kronos. Additionally, if a Kronos supervisor is leaving for vacation they may arrange with the Payroll Office for last minute corrections to be done for their department by the Payroll Office. This does not mean that the Payroll Office will handle all of the corrections but only those that have occurred after the Kronos Supervisor, or his/her replacement, is not around to fix them.

Holidays are entered into Kronos for all hourly employees by the Payroll Office. If the employee does not want the Holiday, it is their responsibility to let the supervisor know so that the supervisor can remove the Holiday. If an employee works on the Holiday, Kronos automatically removes the hours worked from Holiday hours.

The yellow Special Exception cards are due in the Payroll Office by 8:00 a.m. on Tuesday of Payroll Week. If Monday of Payroll week is a holiday, then they may be turned in by 10:00 a.m. on Tuesday of Payroll week. If cards are not turned in by these deadlines, they may be held until the next payroll at the discretion of the Payroll Office.

Kronos corrections are to be finished with the same deadlines.