Moving Forward Together KentuckyOne Health Premium Pay Practice and Policy Alignment – Kronos User Guide

Pay Rule/Work Rule Transfers Employees are designated a Pay Rule in Kronos which indicates the types of pay they receive based on policies that apply to their positions. To locate an Employee’s Pay Rule in Kronos, on the timecard, hover over the employee’s name and a yellow text box will appear displaying their Pay Rule. When transferring employees into alternate Work Rules (Orientation, Education, Extra Shift, etc.), you MUST match the Pay Rule to the corresponding Work Rule. For example, if Pay Rule is KY-Hourly, you would select KY-Hourly Mtg for a meeting You should not select another Pay Rule’s Meeting Work Rule, i.e. KY-WKND OPT Mtg. If these are found, they will be removed by Payroll Analysts. The only exception to this would be if Exempt staff have a secondary staff, Nonexempt position. When working in that secondary position, they would transfer the Department, Job Code, Position #, and Hourly Work Rule.

Extra Shift Premium Employees will be able to clock into Extra Shift Premium at the Time Clock/Telephone Entry – When they do this, it will default to the Standard Rates tied to the EXTRA SHIFT 2 (SHFTBON). It is the Manager/Timekeeper’s responsibility to validate that they shift was an Approved Extra Shift. If it was not, the transfer should be deleted from employee’s timecard.

Extra Shift Premium If the shift was approved at a different rate of pay, it will be the Manager/Timekeeper’s responsibility to change the Work Rule to the appropriate Extra Shift 1, 3, or 4 work rule to pay appropriately. Please refer to the Extra Shift Chart to help with selection. To Add/Change Work Rule Transfer: Click on the dropdown arrow next to the Work Rule Transfer Select SEARCH In the Work Rule dropdown, find the Employee’s Pay Rule followed by the alternate Work Rule (Extra Shift 1, 2, 3, 4) Select OK

Extra Shift Premium Reminders: Only shifts of at least 4 hours in length will pay the Extra Shift, even if clocked into or transferred into the Extra Shift Work Rule – Notice below, only REG is under totals for this day, not SHFTBON as the employee didn’t work a full 4 hour Extra Shift Employees must work a minimum of 48 hours or the employee’s FTE, whichever is greater, prior to being eligible for an Extra Shift Premium Extra shift eligibility is approved according to Critical Staffing needs. This is approved in advanced by the local Position Control Committee.

Weekend Option Program Employees in the Weekend Only Program will be in designated WKND OPT Pay Rules in Kronos. Employees must either work or have approved time off for 48 hours within the Weekend Zone (Friday 5p-Monday 730a) in order to receive ANY weekend premium. WKND OPT premium will not display on the timecard until this requirement is fulfilled for the pay period. Hours worked within the zone will automatically have an AT-TRACKING pay code tied to them for the qualifying hours. (See timecards below, employee has only worked 36 of the required 48 hours, therefore no WKND OPT pay is showing in Totals on first timecard. Once employee has worked the full 48 hours within the Weekend Zone, the AT-Tracking Code will total 48 and the WKND OPT will then appear under the Totals to pay the Premium.)

Weekend Option Program If the employee takes approved time off (BRVMT, Low Census, Vacation, Personal, etc.), it is the Manager/Timekeeper’s responsibility to manually add in the AT-Tracking Pay Code to match the amount of hours of unworked time. Without the added AT-Tracking Code, the employee will not receive WKND OPT pay for any hours in the pay period. (See timecards below, employee only has VAC without additional tracking code, therefore no WKND OPT pay is showing in Totals on first timecard. Once Manager/Timekeeper adds the AT-Tracking Code for the VAC day, the WKND OPT will then appear under the Totals to pay the Premium for worked hours only.)

Multiple Positions If an employee is set up for a secondary position, either at the clock by employee or on the timecard by Manager/Timekeeper, the shift must be transferred into secondary position’s DEPARTMENT, JOB CODE, and POSITION NUMBER. To do this within the timecard, Click on the Drop Down in the Transfer box between In/Out Punch. Select SEARCH. Search for and Select the Appropriate Department, Job Code, and Position Number. Select OK, Save.

Pay Code Edits Managers/Timekeepers will now have a very limited list of Pay Code Edit options in the Time and Attendance system. With the exception of non-worked time, all pay should be generated by the system based on the Employee’s Pay Rule and any Work Rule transfers. On Call should now always be scheduled, not entered as a pay code edit. Refer to the On Call/Call Back Scheduling Job Aid for instructions. All Extra Shift Incentives should be entered via Work Rule transfers to the appropriate Extra Shift 1, 2, 3, or 4 Work Rule based on approved rate to be paid. Refer to the Extra Shift Mapping Job Aid. ZY36 submissions to Regional Timekeepers will be returned to sender and not processed. If there are any pay practices that are not configured in Kronos that you use today, please contact your HR Business Partner, local HR, or the KY Support Email address for more information. KYSupport@catholichealth.net