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Managing Time
As a supervisor, you are responsible for ensuring your employees are accurately compensated for time worked, eligible paid leave time and paid holiday time, as well as ensuring your direct reports’ leave time is submitted and approved in an accurate and timely manner.
Kronos Actions
Daily
Approve or deny all time-off requests as received.
Ensure employees eligible for paid time off (leave) are submitting time off requests when taking day(s) off.
Review and manage all exceptions on timecards, such as missed punches or unexcused absences.
Weekly
Monitor the following:
- Employees approaching overtime, including part-time employees approaching the 28-hour maximum.
- International employees approaching weekly maximum hours.
- Employees not meeting their weekly standard hours either through time worked, holiday pay or time off requests, including time off without pay.
Pay Period Approval
Approve or deny all time-off requests by 4:30 p.m. on the 1st and 16th each month.
Review and manage all exceptions on timecards, such as missed punches or unexcused absences.
Ensure all employees using timecards have approved their own timecards.
Approve prior pay period timecards for all employees visible in the timekeeping system.
Best Practice:
Approve Time Off Requests as received, to ensure the employee timecard gets updated with the correct hours.
Best Practice:
Pay Period Overview is the best place to manage all tasks, especially Monitoring Exceptions and Reviewing Timecards.
Best Practice:
Chrome is the recommended browser for Kronos.
Partner Resources
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Timekeeper Roles and Responsibilities
- On Monday weekly:
- Monitor prior work week to ensure employees and supervisors have fulfilled their responsibilities
- Follow-up with employees and supervisors regarding missed punches and unexcused absences
- Follow-up with supervisors regarding time off requests still in submitted status
- Follow-up with employees and supervisors if a salaried non-exempt employee has not met their weekly standard hours either through time worked or time off requested
- At the end of the pay period, monitor timecards to ensure supervisors have approved timecards by 4:30 pm on either the 1st or the 16th for the prior pay period
- By request (via e-mail, keep as back-up)
- Handle employee requests for timecard edits
- Approve timecards for supervisors at the end of the pay period, by 4:30 pm on either the 1st or the 16th.
- Additional access includes the ability to:
- Add, change and delete employee punches
- Make transfers in timecards
- Access and run reports
- Add a schedule for an employee
- Add a shift to a schedule for an employee
- View employee timecards
- Recommended:
- Direct employees back to supervisors to perform timecard edits
- On Monday weekly:
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Lead Timekeeper Roles and Responsibilities
- On Monday weekly:
- Monitor prior work week to ensure employees and supervisors have fulfilled their responsibilities
- Follow-up with employees and supervisors regarding missed punches and unexcused absences
- Follow-up with supervisors regarding time off requests still in submitted status
- Follow-up with employees and supervisors if a salaried non-exempt employee has not met their weekly standard hours either through time worked or time off requested
- For salaried non-exempt employees who have less than a 37.5 hour work week, ensure straight time pay is issued for any hours worked over standard hours. For example, if an employee has a 30 hour work week and works 32 hours, they must be compensated for the 2 additional hours.
- At the end of the pay period:
- Monitor timecards to ensure supervisors have approved timecards by 4:30 pm on either the 1st or the 16th for the prior pay period
- At the end of the pay period, sign-off on the department or division timecards. Adhere to either your budget center deadline, which may be in advance of the Payroll Operations calendar deadline. Sign-off indicates due diligence has been taken to ensure missed punches and unexcused absences have been addressed and there are no pending time off requests.
- By request (via e-mail, keep as back-up)
- Handle employee requests for timecard edits
- Approve timecards for supervisors at the end of the pay period, by 4:30 pm on either the 1st or the 16th
- Approve time off requests for supervisors
- Additional access includes the ability to:
- Add, change and delete employee punches
- Edit paycodes in timecards
- Make transfers in timecards
- Access and run reports
- Add a schedule for an employee
- Add a paycode to a schedule
- Add a shift to a schedule for an employee
- Submit time-off requests as an employee
- Recommended:
- Direct employees back to supervisors to perform timecard edits
- Direct employees to retract (unapproved) or cancel (approved) time off requests if a change is necessary, as opposed to making the change for the employee
- On Monday weekly:
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Processing Information for HR and Payroll Professionals
- CU Online Special Pay Guide (PDF)
- Fiscal Year End Payroll Procedures (PDF)
- Moving Expenses (pay via Payroll)
- Pay Run Calendar - 2023 (PDF)
- Pay Run Calendar - 2022 (PDF)
- Payroll Processing Calendar - for access, contact payroll@clemson.edu
- Pooled Fringe Benefit Rates under University Rates
- Student Job Guidance Spring/Summer 2022 (PDF)
- Summer Pay / Summer School Recurring Pay Documentation (PDF)
- Summer Deadlines for 9mo Payroll Processing 2022 (PDF)
- Timesheet Examples
- Converting Minutes to Fractions (Excel)
- Forms for Department/Budget Center Use
