ODOT Employee Intouch device training

Capabilities of Kronos Enter sign in and sign out time daily Several different methods Replacing Sign In / Sign Out Sheets; OnTime Time off Requests Replacing RFL Approve Time Cards Replacing AU-15; OnTime Check Accrual Balances

Expectations as an Employee Sign in and out of Kronos daily Enter time off requests Approve time card at the end of the pay period By 10 am on the Monday after payday

Signing In and Out 4 Methods to Signing In and Out Web Application Via a PC Office employees and those who have easy access to a computer on the ODOT network InTouch Device County garages and some outposts Teletime (not available for pilot group) Mobile Application Only a few IT employees

InTouch Device The InTouch is a time tracking kiosk located in every ODOT county garage and some outposts To use, must have an ODOT badge Can do almost everything from an InTouch device that you can do using the Kronos web application

InTouch Device

Hold / swipe your badge near this area and it will detect you. InTouch Device Badge scan area. Hold / swipe your badge near this area and it will detect you.

InTouch Device Indicator light.

InTouch Device Home Key – if you are in one of the screens and want to return to the main screen, push this button

This is for future development, there is not a camera in the device. InTouch Device This is for future development, there is not a camera in the device.

Menu Key for Authorized Users to Access Maintenance Mode. InTouch Device Menu Key for Authorized Users to Access Maintenance Mode.

InTouch Device Main or Home screen

Signing In / Out

Hold your badge near the upper right corner Signing In / Out Hold your badge near the upper right corner Note here we will be going through each of the keys, what they are there for and how to use them.

Signing In / Out If your swipe is accepted, the InTouch will ding, the indicator light will turn green and an accepted message will display on the screen The light and message will appear for about 2 seconds.

Signing In / Out If you forget your badge, you will need to know your badge number to sign in or out. To enter your badge number, from the home screen touch the icon that looks like a keyboard.

Use the buttons to enter your badge number. Signing In / Out Use the buttons to enter your badge number. Be sure to enter 1 + your district (105 for D05) an then your 5 digit badge number.

Signing In / Out For this employee their badge number is 12345. They enter 105 for D05 then 12345

Signing In / Out Touch Enter

Accepted: Punch message will display Signing In / Out Accepted: Punch message will display

Rejected: Punch message will display with the reason Signing In / Out Rejected: Punch message will display with the reason

Signing In / Out - Lunch Everyone is defaulted to a 30 minute lunch deduction. If you take a 60 minute lunch let payroll know so they can move you to the appropriate lunch group. If you take longer than your standard lunch, sign in and out to override your lunch.

Cancelled Lunch Kronos is programmed to automatically deduct lunch after 4 hours of work. Employees working more than 4 hours who do not take a lunch will need to cancel the lunch deduction. This will then have to be approved by their manager. For the moment cancelling a lunch must be done via the web application but will be on the InTouch device in the near future.

Signing In / Out

Rounding The system is set to round each individual punch to the nearest 10th of an hour 0 stays at 0 1, 2, or 3 round back 4 or 5 round forward 6 stays at 6

Rounding Example: In at 6:58 AM, will round to 7:00 AM Out at 3:29 PM, will round to 3:30 PM Total of 8 hours In at 7:05 AM, will round to 7:06 AM Out at 3:33 PM, will round to 3:30 PM Total of 7:54 hours Kronos timecard will still show your actual in and out times but will calculate total hours based on rounding

Rounding

Schedules If assigned a schedule within Kronos: Signing in 31 minutes or more early will show as an exception to your manager All time prior to unscheduled time will go into an unapproved bucket which will not be paid until your manager approves the time Signing out 31 minutes or more after your shift is to end will show as an exception to your manager

Who Will Be on Schedules? Anyone who uses an InTouch device will be on a schedule. Each District or Division will determine whether other employees will be on a schedule.

Schedules

Employee Overtime Before an employee can be compensated for Overtime, the Overtime must be approved by the manager. Approved overtime will default to paid Employees can move the Overtime to Comp Time when they approve their timesheet.

Overtime

Home Screen

InTouch Home Screen Date and Time

InTouch Home Screen Soft Keys; To use any of the soft keys, touch the icon and then swipe your badge or enter your badge id

InTouch Home Screen After any soft key is touched, this screen will appear. From here swipe your badge or enter your badge ID.

Home Screen –> Review Punches The Review Punches will show you all your sign in and out entries made from the InTouch device for the day. If you sign in or out using a method other than the InTouch device, those entries will not appear on the InTouch Review Punches screen.

Touch the Review Punches icon

Indicates the soft key selected. Swipe badge or enter badge ID Review Punches Indicates the soft key selected. Swipe badge or enter badge ID

This indicates the number of sign in / outs and rejected Review Punches This indicates the number of sign in / outs and rejected

Indicates the type and time. Punch is Accepted Punch Review Punches Indicates the type and time. Punch is Accepted Punch

To see the reason for the Rejected Punch, touch the blue arrow Review Punches To see the reason for the Rejected Punch, touch the blue arrow

Reason for the Rejected Punch. Review Punches Reason for the Rejected Punch.

Use the arrows to scroll through the transactions for the day. Review Punches Use the arrows to scroll through the transactions for the day.

Review Punches –> Return Home To return to the main screen push the Home Button

Review Punches

Home Screen –> View Accruals View Accruals will show your accrual balances similar to RFL The date defaults to today and will show your accruals to date. If you change the date, it will show your projected accruals as of that date.

Home Screen -> View Accruals Touch the View Accruals icon

Indicates the soft key selected. Swipe badge or enter badge ID View Accruals Indicates the soft key selected. Swipe badge or enter badge ID

The current date is highlighted for reference. View Accruals The current date is highlighted for reference. The accrual balance shown will be as of the date selected. To select a date, touch the date.

The accrual balance shown will be as of 5/15/2012. View Accruals The accrual balance shown will be as of 5/15/2012.

To see the details of all accruals, touch the blue arrow View Accruals To see the details of all accruals, touch the blue arrow

Shows the amount of each accrual balance View Accruals Shows the amount of each accrual balance

Shows details of a specific accrual type View Accruals Shows details of a specific accrual type

View Accruals –> Return Home To return to the main screen push the Home Button

View Accruals

Home Screen –> View Schedule View Schedule will show your schedule for any future dates with a schedule. Schedules can only be changed by payroll

Touch the View Schedule icon

Indicates the soft key selected. Swipe badge or enter badge ID View Schedule Indicates the soft key selected. Swipe badge or enter badge ID

Shows the daily schedule as well as any scheduled time off View Schedule Shows the daily schedule as well as any scheduled time off

View Schedule–> Return Home To return to the main screen push the Home Button

View Schedule

Home Screen -> View Punch Status View Punch Status will tell you the date and time of your last successful punch

Home Screen -> View Punch Status Touch the View Punch Status icon

Indicates the soft key selected. Swipe badge or enter badge ID View Punch Status Indicates the soft key selected. Swipe badge or enter badge ID

View Punch Status Pop up window appears for 5 seconds indicating the last punch. Once the window disappears, you will return to the home screen.

View Punch Status

Home Screen -> View Timecard The View Timecard icon will take you to a screen where you can see your sign in and outs for the past pay period, current pay period or next pay period. You would look at the next pay period if you were going to be on vacation the next week, two or 4 so you could ensure you had entered your time off request and it was approved.

Home Screen -> View Timecard Touch the View Timecard icon

Indicates the soft key selected. Swipe badge or enter badge ID View Timecard Indicates the soft key selected. Swipe badge or enter badge ID

Select what period of time you would like to see your timecard for View Timecard Select what period of time you would like to see your timecard for

Use the arrows to scroll to see more period of time options View Timecard Use the arrows to scroll to see more period of time options

Once you scroll these are the additional options View Timecard Once you scroll these are the additional options

View Timecard

Date range being displayed View Timecard Date range being displayed

The total logged to date including future time off in the period View Timecard The total logged to date including future time off in the period

The days with the have exceptions or alerts for your manager View Timecard The days with the have exceptions or alerts for your manager

Touch a day to see the details of the day View Timecard Touch a day to see the details of the day

View Timecard Signed in at 8:34 AM Signed out at 7:58 PM E Late Out = exception for the day Shift Total: is total hours worked that day Daily Total would differ from shift total if there is a leave type on that day.

To return to the previous screen, touch “Close” View Timecard To return to the previous screen, touch “Close”

View Timecard This screen will appear when you touch close on the detail view time card screen.

View Timecard–> Return Home To return to the main screen push the Home Button

View Timecard

Home Screen -> View Totals The view totals screen allows you to see your total productive and unproductive (leave) time for a pay period, week or specific day.

Home Screen -> View Totals Touch the View Totals icon

Indicates the soft key selected. Swipe badge or enter badge ID View Totals Indicates the soft key selected. Swipe badge or enter badge ID

Select what period of time you would like to see your totals for View Totals Select what period of time you would like to see your totals for

Use the arrows to scroll to see more period of time options View Totals Use the arrows to scroll to see more period of time options

Use the arrows to scroll to see more period of time options View Totals Use the arrows to scroll to see more period of time options

Once you scroll these are the additional options View Totals Once you scroll these are the additional options

Indicates the timeframe selected on the previous screen View Totals Indicates the timeframe selected on the previous screen

The long string of numbers is where you the time is being charged to View Totals The long string of numbers is where you the time is being charged to

Touch the blue arrow to see the details View Totals Touch the blue arrow to see the details

This shows 6 hours and 30 minutes of regular time for yesterday View Totals This shows 6 hours and 30 minutes of regular time for yesterday

View Totals–> Return Home To return to the main screen push the Home Button

Viewing Totals

TIME OFF REQUESTS Time off requests are submitted by the employee and sent to their manager for approval. Once the time off request is approved it will be populated on the employees time sheet. When entering a time off request, , if the time off you want to take crosses a weekend or holiday, you must add a line in the time off request and schedule around those days. Otherwise it will put your leave on those days.

Home Screen -> Time Off Request From the InTouch device, you can request time off, or cancel (void) a time off request. If your manager has approved your request, you will need to cancel your request from my time off requests. Your manager will then have to approve the Cancel Submitted.

Home Screen -> Time Off Request Touch the Time Off Request icon

Time Off Request Touch the Time Off Request icon Indicates the soft key selected. Swipe badge or enter badge ID

Time Off Request Touch Time Off Request

Time Off Request Touch Submit Request

Use the blue arrows to change months Time Off Request Use the blue arrows to change months

The request is going to be for the week of Thanksgiving Time Off Request The request is going to be for the week of Thanksgiving

The box that is highlighted is the step you are on Time Off Request The box that is highlighted is the step you are on

Touch the 19 to make Nov 19th the Start Date Time Off Request Touch the 19 to make Nov 19th the Start Date

The Start Date reflects 11/19/2012 Time Off Request The Start Date reflects 11/19/2012

The next step is highlighted Time Off Request The next step is highlighted

Time Off Request Because 11/22/2012 is the holiday, the end date for the first part of the request will be 11/21/2012

The end date reflects 11/21/2012. The next step is also highlighted Time Off Request The end date reflects 11/21/2012. The next step is also highlighted

This areas shows the types of leave that can be selected. Time Off Request This areas shows the types of leave that can be selected.

To see additional leave types, use the blue arrows to scroll Time Off Request To see additional leave types, use the blue arrows to scroll

Touch the type of leave to be used. In this case it is vacation Time Off Request Touch the type of leave to be used. In this case it is vacation

First confirmation of what you have selected so far Time Off Request First confirmation of what you have selected so far

To make corrections, touch back Time Off Request To make corrections, touch back

If it is correct, touch continue Time Off Request If it is correct, touch continue

Time Off Request The next step is duration. This has no purpose and we are working on removing this

Just touch here to move to the next step Time Off Request Just touch here to move to the next step

Time Off Request Use this area to enter a start time. Since this is a multiple day request this will be the start time for each day. Enter hours and minutes and select AM/PM.

Once the start time is entered, touch Enter Time Off Request Once the start time is entered, touch Enter

The Start Time shows 7:30 AM and the next step is highlighted Time Off Request The Start Time shows 7:30 AM and the next step is highlighted

Time Off Request The length is the amount of time being requested for each day in the request. For this request length will be 8 hours, NOT 24 hours

The length is defaulted to 1 hour Time Off Request The length is defaulted to 1 hour

To change to 8 hours, touch the 8 then 0, 0 Time Off Request To change to 8 hours, touch the 8 then 0, 0

Once the length is entered, touch Enter Time Off Request Once the length is entered, touch Enter

Review the details of the request Time Off Request Review the details of the request

To make corrections or changes, touch back Time Off Request To make corrections or changes, touch back

If the request is complete, touch Submit Time Off Request If the request is complete, touch Submit

Time Off Request For this request, we want to also request off 11/22 so touch Add Another. Follow the steps on the previous slides

Review the details of the second request entered Time Off Request Review the details of the second request entered

If correct and no change or additional days needed, touch Submit Time Off Request If correct and no change or additional days needed, touch Submit

Touch the Time Off Request icon

Time Off Request When you enter a time off request, the balance of the leave type you are requesting is verified against the current balance and any future requests made. Example: There are 36 hours of vacation leave available. I have requested off July 11, 12 and 13. I then request 16 hours of personal leave for June 21 and June 22. I will receive an error.

Touch the Time Off Request icon

Time Off Requests

Approving Timecard Each employee must approve their timecard by 10:00 AM on the Monday after payday. Move overtime to comp time Once you approve your timecard, you cannot make any other changes to your timecard. After the employee approves their timecard, it will go to the Manager for final approval before being sent to Central Office Payroll.

Home Screen -> Approve Timcard Touch the Approve Timecard icon

Approve Timecard Enter Badge ID Touch Enter

Touch the Time Off Request icon Approve Timecard Touch the Time Off Request icon Touch the desired Pay Period. This example is for the Current Pay Period.

Touch the Time Off Request icon Touch the day to see the exceptions. Approve Timecard Touch the Time Off Request icon Touch the day to see the exceptions.

Approve Timecard Touch the Time Off Request icon Use the arrows to scroll through the transactions for the day.

Touch the Time Off Request icon Touch Close when finished scrolling. Approve Timecard Touch the Time Off Request icon Touch Close when finished scrolling.

Approve Timecard Touch the Time Off Request icon If correct and no changes needed, touch Approve.

Approve Timecard Touch the Time Off Request icon Approved: Timecard message will display.

Approving Your Timecard

FMLA FMLA Time Off Requests will be approved by the managers. Employees who have an approved FMLA will submit Time Off Requests using the appropriate Code; FMVAC, FMSCK, etc. It is important that the Manager works with their HR office to verify the usage of FMLA.

Who to contact during Pilot? If you encounter issues during the Pilot, please report them to your manager. Your manager should contact the district payroll office.

Questions?