Transcript Employee InTouch Training


Enter sign in and sign out time daily



Time off Requests


Replacing RFL
Approve Time Cards


Several different methods
Replacing Sign In / Sign Out Sheets; OnTime
Replacing AU-15; OnTime
Check Accrual Balances

Replacing RFL
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

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
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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
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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
Badge scan area.
Hold / swipe your
badge near this
area and it will
detect you.
Indicator light.
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.
Menu Key for
Authorized Users
to Access
Maintenance
Mode.
Main or
Home
screen
Hold your badge
near the upper
right corner
If your swipe is
accepted, the
InTouch will
ding, the
indicator light
will turn green
and an accepted
message will
display on the
screen
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.
Be sure to enter 1
+ your district (105
for D05) an then
your 5 digit badge
number.
For this employee
their badge
number is 12345.
They enter 105 for
D05 then 12345
Touch Enter
Accepted: Punch
message will display
Rejected: Punch message
will display with the reason


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.


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.

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

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Example:
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
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
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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

If assigned a schedule within Kronos:
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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
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
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.
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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.
Date and
Time
Soft Keys;
To use any
of the soft
keys, touch
the icon
and then
swipe your
badge or
enter your
badge id
After any soft key
is touched, this
screen will appear.
From here swipe
your badge or
enter your badge
ID.

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
This indicates the
number of sign in /
outs and rejected
Indicates the
type and
time.
Punch is
Accepted
Punch
To see the reason
for the Rejected
Punch, touch the
blue arrow
Reason for the
Rejected Punch.
Use the arrows to
scroll through the
transactions for
the day.
To return to the
main screen
push the Home
Button

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.

Touch the
View
Accruals
icon
Indicates the soft
key selected.
Swipe badge or
enter badge ID
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.
To see the details of all
accruals, touch the
blue arrow
Shows the amount of
each accrual balance
Shows details of a
specific accrual type
To return to the
main screen
push the Home
Button

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
Shows the daily
schedule as well
as any scheduled
time off
To return to the
main screen
push the Home
Button

View Punch Status will tell you the date and
time of your last successful punch
Touch the
View Punch
Status icon
Indicates the soft
key selected.
Swipe badge or
enter badge ID
Pop up window appears for 5 seconds
indicating the last punch. Once the window
disappears, you will return to the home
screen.

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.
Touch the
View
Timecard
icon
Indicates the soft
key selected.
Swipe badge or
enter badge ID
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
Once you scroll
these are the
additional options
Date range being
displayed
The total logged to
date including future
time off in the period
The days with the
have exceptions or
alerts for your
manager
Touch a day to see
the details of the day
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”
To return to the
main screen
push the Home
Button

The view totals screen allows you to see your
total productive and unproductive (leave) time
for a pay period, week or specific day.
Touch the
View Totals
icon
Indicates the soft
key selected.
Swipe badge or
enter badge ID
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
Use the arrows to
scroll to see more
period of time
options
Once you scroll
these are the
additional options
Indicates the timeframe
selected on the
previous screen
The long string of
numbers is where
you the time is
being charged to
Touch the blue
arrow to see the
details
This shows 6
hours and 30
minutes of regular
time for yesterday
To return to the
main screen
push the Home
Button
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
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.

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.
Touch the
Time Off
Request
icon
Indicates the soft
key selected.
Swipe badge or
enter badge ID
Touch the
Time Off
Request
icon
Touch Time
Off Request
Touch
Submit
Request
Use the
blue arrows
to change
months
The request is going
to be for the week of
Thanksgiving
The box that is
highlighted is the
step you are on
Touch the 19 to
make Nov 19th the
Start Date
The Start
Date
reflects
11/19/2012
The next
step is
highlighted
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
This areas shows the types
of leave that can be selected.
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
First confirmation
of what you have
selected so far
To make
corrections, touch
back
If it is correct,
touch continue
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
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
The Start
Time shows
7:30 AM
and the
next step is
highlighted
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
To change
to 8 hours,
touch the 8
then 0, 0
Once the
length is
entered,
touch Enter
Review the
details of the
request
To make
corrections or
changes,
touch back
If the request
is complete,
touch Submit
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
If correct and no
change or additional
days needed, touch
Submit
Touch the
Time Off
Request
icon

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

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.
Touch the
Approve
Timecard
icon
Enter Badge ID
Touch Enter
Touch the
Touch theTime Off
Request
desired Pay
Period. icon
This
example is
for the
Current Pay
Period.
Touch the
day to see
the
exceptions.
Touch the
Time Off
Request
icon
Touch the
Use the
Time Off
arrows to
Request
icon scroll
through the
transactions
for the day.
Touch the
Time Off
Request
icon
Touch Close when
finished scrolling.
Touch the
Time Off
Request
icon
If correct and no
changes needed,
touch Approve.
Touch the
Time Off
Request
icon
Approved: Timecard
message will display.
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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.


If you encounter issues during the Pilot, please
report them to your manager.
Your manager should contact the district
payroll office.