Now We Have Kronos, It's Payroll Time - Part II

Last we spoke, we were discussing how Kronos Workforce Timekeeper affects the payroll process.  Well, we got half way there. Follow along as we finish our trip. 

Step Three – Double Check It! It’s at this point that you want to make sure there wasn’t anything forgotten.

After all, you are the one who will deal with the hassles if there is a mistake on an employee’s paycheck. Lucky for you payroll processing in Kronos is quick and easy.

Go to the Pay Period Close genie (you should have access to it from the Timekeeping tab). Now double-click on the Missed Punch column. If you have a missed punches report already, this step isn’t necessary. I can guarantee you that if there are missed punches, they will affect that employee’s paycheck. Call the employee, call their manager, give them a chance to get you the necessary information to fix their timecard. If it isn’t fixed the employee won’t be paid for the entire day! When they get you that information, if the timecard is signed off, remove the sign off. Select approvals in the Action menu, then choose Remove Sign Off from the shortcut menu. Now make any adjustments and sign off. Once the time is correct and the pay period data has been signed off in Kronos, verify that the totals are up to date. Workforce constantly totalizes time data when changes have been made (for employees that are not signed off). Before you begin an interface to take data to from Workforce Timekeeper to your payroll system, ensure that your totals are up to date. Go to any genie that lists all of your employees and scroll to the right (if it's not visible). The last column in a genie for the Reconcile Time card, is the "Totals Up To Date" column. It will allow you to see if employee totals for reports are current. Review to ensure all of your employees have a check in this column before running and interface file. It may take a few minutes to complete. Be patient here! Wait for the checks!

OK – You Are Ready! Now you can honestly say your time data is ready for processing. Now you will need to run interfaces to send that data to your payroll system. How that is done is dependent upon your version of Workforce Timekeeper, your payroll system, how your application was set up, what interface application you are using and what your vacation plans are this summer. Only one of those isn’t legitimate. I will let you guess which one. The point I am trying to make is that you need to talk to your Kronos Team (system administrators and if possible the hr/payroll folks) who took part in your company's original implementation so they can walk you through the process. I can’t get more detailed than that unfortunately. I will note that the interface process is simple, with minimal effort in starting the process. Review of reporting after the interface process is required however, so that you can ensure all the time moved from Kronos to your payroll system. Be ready to reconcile information from your payroll system with the data in Workforce. They should match, but they may not! If not, be ready to explain the differences.

There you go! I know, it's a brief overview, but remember that there are so many different types of implementations out there, and Kronos is flexible enough to handle most all of them. It's hard to get specific in these instances. Still, this will get you will on your way to processing payroll with Kronos!