Download User Manual - Kuali Wiki

_
___________
____________
___________
___________
____________
____________
___________
_________
KPM
K E Time
e
And
A d Attend
dan
nce
Use
er Guid
G de 1.0
S
September 20
011
T
The Kuali Foundation
F
n
Revision History
Version
Date
1.0
Sept. 2011
Chapter
KPME Time and Attendance User Manual
Description
Version 1.0
2
September 2011
TableofContents
Introduction to KPME Time and Attendance ............................................................................................................ 5 What is KPME Time?................................................................................................................................................. 5 Why is it used? .......................................................................................................................................................... 5 Who uses it? .............................................................................................................................................................. 5 When is it used? ........................................................................................................................................................ 5 How does it work? ..................................................................................................................................................... 5 Work Area Example: .......................................................................................................................................... 6 Recommended System Specifications ...................................................................................................................... 6 Desktop Devices ................................................................................................................................................ 6 Logging in to KPME Time ........................................................................................................................................... 6 KPME Time User Roles ............................................................................................................................................. 7 Employee Options ....................................................................................................................................................... 8 Timesheets ................................................................................................................................................................ 8 Timesheet Creation ........................................................................................................................................... 8 Clock Entry vs. Manual Entry ............................................................................................................................ 8 Timesheet Overview and Navigation ................................................................................................................. 9 Clock Entry Timekeeping ......................................................................................................................................... 11 Clocking In and Out ......................................................................................................................................... 11 Adding a Missed Punch ................................................................................................................................... 12 Distributing Work Hours ................................................................................................................................... 12 Adding Leave Hours to a Timesheet ............................................................................................................... 13 Viewing a Summary of your Hours .................................................................................................................. 14 Login/clocking Problems .................................................................................................................................. 14 Manual Entry Timekeeping ...................................................................................................................................... 15 Adding Time Blocks to a Timesheet ................................................................................................................ 15 Summary of Hours ................................................................................................................................................... 16 Timesheet Errors ..................................................................................................................................................... 17 Other Employee Options Available in KPME Time ................................................................................................ 17 Adding a Note .................................................................................................................................................. 17 Viewing the Route Log..................................................................................................................................... 18 Leave Accrual tab ............................................................................................................................................ 18 Person Info tab ................................................................................................................................................ 18 Approver Options ...................................................................................................................................................... 19 Approving Missed Punches ..................................................................................................................................... 19 Correcting Employee Time Blocks or Leave Hours ................................................................................................. 19 Approving Timesheets ............................................................................................................................................. 19 Employee Submission ..................................................................................................................................... 19 Approver and/or Processor Approvals............................................................................................................. 19 Timesheets Not Ready for Approval................................................................................................................ 22 Automated Approvals ...................................................................................................................................... 22 Adding a Note to Employee Timesheets ......................................................................................................... 22 Checking the Route Log .................................................................................................................................. 22 More Options for Approvers ..................................................................................................................................... 23 Using Inquiry Pages................................................................................................................................................. 23 Time Block Inquiry ........................................................................................................................................... 23 Time Block History Inquiry ............................................................................................................................... 24 Clock Log Inquiry ............................................................................................................................................. 26 KPME Time and Attendance User Manual
3
September 2011
Missed Punch Inquiry ...................................................................................................................................... 26 Viewing Timekeeping Rules .................................................................................................................................... 27 Using the ‘Show History’ and ‘Active?’ radio buttons ...................................................................................... 27 Viewing Administrative Activities ............................................................................................................................. 28 Department Administrator Options ......................................................................................................................... 30 Rules ........................................................................................................................................................................ 30 How Rules Work .............................................................................................................................................. 30 Rule Hierarchy ................................................................................................................................................. 31 Effective Dates................................................................................................................................................. 32 Searching for Rules ......................................................................................................................................... 32 Adding a New Rule .......................................................................................................................................... 32 Modifying Existing Rules.................................................................................................................................. 33 Clock Location Rule ......................................................................................................................................... 34 Time Collection Rule........................................................................................................................................ 34 Department Lunch Deduction Rule ................................................................................................................. 34 Administrative Activities ........................................................................................................................................... 35 Work Area Maintenance .................................................................................................................................. 35 Viewing a Work Area ....................................................................................................................................... 35 Adding a new Work Area or Task .................................................................................................................... 36 Modifying an existing Work Area, Task or Approver ....................................................................................... 37 Inquiries ................................................................................................................................................................... 38 Adding Employees to KPME Time ........................................................................................................................... 38 Hiring an Employee ................................................................................................................................................. 38 Adding a Time Assignment .............................................................................................................................. 40 Modifying a Time Assignment ......................................................................................................................... 42 Removing a Time Assignment......................................................................................................................... 42 KPME Time and Attendance User Manual
4
September 2011
Introduction to KPME Time and Attendance
What is KPME Time?
KPME Time provides a 24/7 electronic timekeeping system to record hours worked, hours in pay status, and
absent Time in an easy-to-use, always accessible, web-based interface. It handles multiple jobs, pay types, and
pay cycles based on employees active appointments in your department. It also calculates all special rates of pay
such as overtime, shift differential, premium, and holiday pay.
In addition, the system provides approval routing based on jobs so your designated approvers can view and
approve employee timesheets online.
Why is it used?
The primary purposes of the timekeeping system are:
 Elimination of paper-based, departmental, or outsourced systems
 Provide for appropriate approval routing based on jobs and labor distribution
 Provide for consistent application of an department’s policy as well as state and federal labor laws
 Provide for easy auditing of records and reports
Timekeeping data can also be used to generate relevant reports that are useful for tasks such as labor budgeting.
Who uses it?






Employees use the system to record the hours they work. The system supports hourly and flat-rate
employees which allow it to handle uncommon pay conditions. Employees also use KPME Time to
record leave balance usage such as days off when sick or on vacation.
Approvers use KPME Time to review, modify, and approve the hours their employees have recorded.
They can also view the rules (lunch deduction, shift rules, etc.) set up for their department.
Reviewers are KPME Time users who have the same ‘view and edit’ timesheet options as Approvers but
are unable to approve timesheets.
Department Administrators are able to access the administrative functions in KPME Time allowing them
to create Work Areas, add approvers for approval routing, and change the rules in their department.
System Managers are able to access all timesheets, administrative and system functions and provide
support to answer questions or assist users.
View Only users are granted access to view, but not modify, timesheets for a given department.
When is it used?
KPME Time is available 24 hours, 7 days a week, and 365 days a year for employees to record hours worked and
for approvers to process timesheet approvals.
How does it work?
KPME Time is a web-based application and can be accessed from any network-connected device with a web
browser. Employees will log into the KPME Time central portal which provides access to timesheets for either
clock entry or manual entry of hours worked.
A department must first create Work Areas in KPME Time to control the Approval Routing of the timesheet and to
set up Assignments that the employee uses to record work hours. KPME Time also allows for further definition
of Work Areas called Tasks. Tasks are optional sub-divisions of Work Areas and allow departments to keep track
of the hours an employee works on a particular project.
KPME Time and Attendance User Manual
5
September 2011
W
Work Are
ea Examp
ple:
Organization: DP-BOOK
Organiz
zation: DP-BO
OOK
Work Area: Cashier
C
Work Area:
A
Wareho
ouse
Approver:
John Doe
Approve
er:
Sally Fa
arnsworth
Employees:
Daniel Smith
Ramona Sinc
clair
Employ
yees:
Ray Joh
hnson
Daniel Smith
S
T
The above ex
xample shows
s one Organiz
zation with two
o different Wo
ork Areas in K
KPME Time. Notice that on
ne
e
employee (Da
aniel Smith) works
w
in both Work
W
Areas. When
W
employyees are asso
ociated with a KPME Time
e Work
A
Area it appearrs as an "Assignment" on their
t
timeshee
et.
E
Employees ca
an have many
y different Ass
signments an
nd can even h
have multiple Assignmentss associated w
with the
ssame job. Em
mployees either clock in/ou
ut or manually
y edit the time
esheet to reco
ord hours worrked in their vvarious
A
Assignments. Employees can also ente
er the leave hours they takke during that pay period, ssuch as sick o
or
vvacation.
A
At the end of each
e
pay period, the times
sheet is subm
mitted by the E
Employee to a
an Approver a
and the Emplo
oyee can
a
access it up until
u
it is appro
oved. Each Approver
A
must then review
w and approve
e all hours wo
orked for their specific
W
Work Area, along with any leave hours taken.
t
Once the
t Approver has reviewed
d and approve
ed all of the h
hours, the
timesheet is Final
F
and can only be chan
nged at that po
oint by the Syystem Adminiistrator.
In the example above, Dan
niel's timeshee
et will route to
o both John (W
Work Area: C
Cashier) and S
Sally (Work A
Area:
W
Warehouse) for
f approval of
o hours worke
ed in their work area. John
n will be able tto see Wareh
house hours o
on
D
Daniel's times
sheet but he is
s not able to add/modify/de
a
elete those ho
ours because
e he does nott have a KPM
ME Time
rrole in that Wo
ork Area. The
e same is true
e for Sally.
A
After all appro
ovals are reco
orded, the hou
urs for that em
mployee can b
be are transfe
erred to your institution’s p
payroll
ssystem.
R
Recomm
mended
d System
m Specification
ns
N
Note: These configurations
c
s are current as
a of the publlication of thiss User Manua
al.
D
Desktop Devices
D
W
Workstations must run Win
ndows 7, XP or
o Vista with Internet Explo
orer version 5
5.5 Service Pa
ack 2 or newe
er.
K
KPME Time may
m function with
w other ope
erating system
ms and browssers such as Mozilla Firefo
ox, but custom
mer
ssupport is not provided for these other configurations
c
s.
L
Loggin
ng in to
o KPM
ME Time
e
T
To access the
e system, you will log in via
a a central portal, with yourr username a
and passphrasse.
K
KPME Time and Attendance User
U
Manual
6
Septe
ember 2011
In KPME Time
e you are ass
signed a user role that dete
ermines which
h system tabss you will see
e after you log
g in.
T
The illustration
n below demo
onstrates all of
o the navigattional tabs tha
at are availab
ble in the syste
em. An Employee will
ssee tabs, depending on the
eir assignmen
nt, to clock in or navigate to
o other pagess in the timesheet to add h
hours, or
o verify beneffit leave hours. An Approver will see a tab
to
t that allow
ws them to app
prove timeshe
eets. An Adm
ministrator
w
will see tabs related
r
to dep
partment or sy
ystem adminis
strative functi ons.
T
The next section describes
s each of the user
u
roles, fro
om Employee
e to System M
Manager, and explains wha
at each
rrole can see and
a do using the
t system ta
abs.
K
KPME Time
T
Us
ser Role
es
B
Below is a des
scription of ea
ach User Role
e and the tabs that are vis ible once thatt user logs intto the system
m.
E
Employee tab
bs include:
 Clock
k: Clock Entry
y employees use this tab to
o clock in and
d out.
 Time Detail: All em
mployees (witth a valid Time Assignmen
nt) can see this tab. Clock entry employees use
this ta
ab to review th
heir daily, weekly or total hours
h
for the p
pay period an
nd to add ben
nefit leave time blocks.
Manual Entry employees use th
his tab to add all of their wo
ork hours and
d benefit leave
e time blocks.
 Leave
e Accrual: Employees
E
ca
an use this tab
b to verify an employee’s le
eave balance
es and ensure
e their
usage
e is correct.
 Perso
on Info: Available to all use
ers. Displays job, assignm
ment and role information fo
or each of the
e
emplo
oyee’s job rec
cords.
 Help: Displays info
ormation to he
elp employees, approvers and reviewerrs use the sysstem.
V
View-Only tab
bs include:
 Time Detail: View--Only users use
u this tab to
o view timeshe
eets but do not have any e
editing capabilities.
y users are only allowed to
o “view” the ru
ules for their d
department.
 Admin: View-Only
A
Approver tab
bs include:
 Clock
k: Approvers can use this tab
t to clock an
a employee o
out if they misssed their lastt clock out.
 Time Detail: Appro
overs can use
e this tab to enter
e
time blocck adjustmen
nts to an emplloyee’s timesheet.
e Accrual: Approvers
A
and
d administrato
ors can use th
his tab to verify an employee’s leave ba
alances
 Leave
and ensure
e
their us
sage is correc
ct.
 Appro
oval: Approvers use this ta
ab to review and
a approve a
all timesheetss for their employees.
 Admin: Approvers
s are only allo
owed to “view
w” the rules orr maintenance
e pages for th
heir departme
ent.
 Perso
on Info: Avaiilable to all us
sers. Displays
s job, assignm
ment and role information ffor each of the
e
emplo
oyee’s job rec
cords.
 Help: Displays info
ormation to he
elp employee
es, approvers and reviewerrs use the sysstem.
R
Reviewer tabs include:
k: Reviewers can use this tab to clock an
a employee o
out if they misssed their lasst clock out.
 Clock
 Time Detail: Revie
ewers can use
e this tab to enter
e
time blo
ock adjustmen
nts to an employee’s timessheet.
e Accrual: Reviewers
R
can
n use this tab to verify an e
employee’s le
eave balancess and ensure their
 Leave
usage
e is correct.
 Perso
on Info: Avaiilable to all us
sers. Displays
s job, assignm
ment and role information ffor each of the
e
emplo
oyee’s job rec
cords.
 Help: Displays info
ormation to he
elp employees, approvers and reviewerrs use the sysstem.
D
Department Administrato
A
or tabs include:
 Clock
k: Administrattors can use this
t
tab to clo
ock an employyee out if theyy missed theirr last clock ou
ut.
 Time Detail: Administrators can
n use this tab to enter time
e block adjusttments to an e
employee’s tim
mesheet.
K
KPME Time and Attendance User
U
Manual
7
Septe
ember 2011




Leave Accrual: Administrators can use this tab to verify an employee’s leave balances and ensure their
usage is correct.
Admin: They have edit mode for only the department-level maintenance and rules pages so they can
define attributes associated with employees, work areas, and departments.
Person Info: Available to all users. Displays job, assignment and role information for each of the
employee’s job records.
Help: Displays information to help employees, approvers and reviewers use the system.
System Manager tabs include:
 Clock: Administrators can use this tab to clock an employee out if they missed their last clock out.
 Time Detail: Administrators can use this tab to enter time block adjustments to an employee’s timesheet.
 Leave Accrual: Administrators can use this tab to verify an employee’s leave balances and ensure their
usage is correct.
 Admin: They can access all the system maintenance and rules pages and define attributes associated
with employees, work areas, departments and system-level settings.
 Batch Job: Administrators use this tab to run various batch jobs and system reports.
 Person Info: Available to all users. Displays job, assignment and role information for each of the
employee’s job records.
 Help: Displays information to help employees, approvers and reviewers use the system.
If you have more than one role in KPME Time you will see all the appropriate tabs for each role.
Employee Options
This section provides a description of the timesheet used in KPME Time, including the navigational options. In
addition, it describes the two methods used to record work or leave hours, and explains how to use the timesheet
to record hours, distribute work hours and report missed clock punches.
Timesheets
Every employee in KPME Time has one timesheet for each pay period. Pay periods can be set up to fit
departmental needs, such as weekly, biweekly, or bimonthly. Each FSLA (Fair Labor Standards Act) period meets
the standard for overtime hours, overtime pay and collected unpaid overtime. Each timesheet represents a
document in the Kuali Rice/Workflow system—a routing and approval engine used to manage who can view and
take actions on a particular timesheet.
Timesheet Creation
Employees with active KPME Time assignments during the pay period will have timesheets created automatically
the Friday before the next pay period begins, or when the batch job is scheduled. The batch job can be run nightly.
If an employee is missing a timesheet, one may need to be created by the System Manager who can use the
timesheet Create maintenance document to do so. Please contact your Department Administrator or System
Manager and include the employee’s Principal ID number in the request.
Clock Entry vs. Manual Entry
There are two methods an employee may use to record regular hours:
1. Clock Entry is used when capturing exact in and out times. After logging in, the timesheet opens on the
Clock Tab. This tab includes a clock section with a dropdown list of active Clock Assignments, and one
selects the appropriate assignment to clock in or out. Clock buttons that may be visible here include
Clock In or Clock Out, Missed Punch and Distribute Time Blocks.
Only assignments where you must clock in and out will show up in the Clock Assignment dropdown. If
you also have Manual Entry assignments you will need to click on the Time Detail tab to manually enter
those work hours (see Manual Entry below).
2. Manual Entry is used when clocking is not required, and the hours worked are recorded by entering
blocks of time manually into the timesheet. After logging in, the timesheet opens on the Time Detail tab.
KPME Time and Attendance User Manual
8
September 2011
Manual Entry assig
gnments do not
n appear on the Clock Ta
ab. If your only time assign
nment is a Ma
anual
Entry assignment, you will not see
s the Clock Tab on your timesheet.
T
Timeshee
et Overvie
ew and Navigatio
N
n
L
Let’s look at a sample time
esheet.
Iff you are an employee
e
with
h a Clock En
ntry assignme
ent, your time
esheet will ope
en on the Clo
ock tab so you
u can
e
easily clock in
n and out.
Y
You can also see and acce
ess the Time Detail tab, Le
eave Accrual ttab, and Persson Info tab.
Iff you are an employee
e
who also approv
ves timesheetts, you will se
ee the Approvvals tab.
T
To move to th
he any other ta
ab on the timesheet, just click
c
on that ta
ab.
gation tabs
Navig
A
All timesheets
s display a Do
ocument Head
der in the top right corner tthat includes basic informa
ation, such ass your
E
Employee Name, Employe
ee Id, and the Document Id
d number of y our timeshee
et.
T
This area also
o includes a Logout
L
link th
hat you will us
se to log out o
of the system and close yo
our timesheet..
Iff you click on your Employ
yee Name, tha
at will open th
he Person Info
fo tab, so you can view dettails about your
a
assignments, jobs, and role
es. Or you ca
an click on the
e Person Info
o tab to open the same pag
ge.
Iff you click on the Leave Ac
ccrual tab, yo
ou can see the
e vacation, sick or other le
eave hours avvailable for yo
our use.
K
KPME Time and Attendance User
U
Manual
9
Septe
ember 2011
T
The Time Dettail tab opens a calendar view of the pay
y period cove
ered by the tim
mesheet, and allows you to
o review
the Time blocks you have clocked
c
on the timesheet and
a to enter a
any leave hou
urs, such as ssick and vacattion, that
yyou took durin
ng the pay period.
Iff all you have
e is a Manual Entry assign
nment, your timesheet will open on this tab, so you ccan manually add the
T
Time blocks you
y are workin
ng or taking as
a leave.
T
The calendar format of the Time Detail tab
t shows the
e length of yo
our pay period
d and it will grray-out any da
ays not
in
ncluded in tha
at period. It also displays all
a the Time blocks you havve clocked, or manually en
ntered, including any
le
eave Time blo
ocks. It you work
w
more tha
an one Time assignment; tthey are color coded, so you can see th
he Time
b
blocks and ho
ours that you have
h
accumu
ulated under each
e
assignm
ment.
T
There are Pre
evious and Next arrow butttons located next to the ca
alendar date that allow you
u to view your
p
previous and next timeshee
et as available.
Previous an
nd Next Time
esheet button
ns
Navigatiion tabs
Document H
Header
T
Time
B
Blocks
S
Summary
Note and Route
R
Log sections
B
Below the cale
endar is a Su
ummary section that shows the total Wo
orked Hours ffor each day a
along with a
b
breakdown off the hours wo
orked by assig
gnment, day and by earn code (regularr, vacation, siick, overtime, shift,
e
etc.). It also provides a We
eekly and Periiod Total.
A
An Earn Code
e is a classific
cation of earning that repre
esents the hou
urs worked orr some specia
al earning like
e shift
T
Time, sick Tim
me or overtime. An Assign
nment is a uniique combina
ation of your JJob, Job Num
mber, Work Arrea (and
T
Task), and is used to recorrd the hours th
hat you work..
K
KPME Time and Attendance User
U
Manual
10
Septe
ember 2011
T
The bottom off the timeshee
et on both the
e Clock and Time
T
Detail ta b contains a Note section, which allowss you,
yyour approverrs and adminiistrators to ad
dd and save notes
n
on the ttimesheet. Th
he Time Deta
ail tab also inccludes a
R
Route Log se
ection that allo
ows you to vie
ew the approv
val routing fo r your timesh
heet.
C
Clock Entry
E
Tim
mekeep
ping
C
Clock Entry employees
e
us
se the Clock tab
t to clock in
n and out. Wh
hen you login
n to KPME Tim
me, your time
esheet will
o
open on this tab.
L
Let’s review th
he fields and buttons availa
able on this ta
ab:
The “C
Current Time” field shows you the curre
ent clock Time
e.
The “W
Work Status” field shows you
y the last cllock action yo
ou recorded o
on your timesh
heet. It show
ws your
last action (clocked
d in/clocked out),
o
and the date
d
and Time
e of that actio
on.
A Tim
me Assignme
ent is a unique
e combination
n of your Job,, Job Numberr, Work Area (and Task), a
and is
used to record the hours that yo
ou work.
The “C
Clock Assignment” field wiill show you a list of your ccurrent assign
nments so you
u can select tthe
speciffic Assignme
ent you are go
oing to clock in on. If you o
only have one
e assignment, or are alread
dy
clocke
ed in there wo
on’t be an ass
signment drop
pdown.
The Clock
C
In and Clock out bu
uttons allow yo
ou to clock in
n or out.
The Missed
M
Punch button allow
ws you to sub
bmit a missed punch, if you
u forgot to clo
ock in or clockk out.
The Distribute
D
Tim
me Blocks bu
utton allows you
y to clock in
n and out of a single assign
nment and then
distrib
bute hours at the end of the
e day to multiiple assignme
ents.
The Note
N
section allows
a
you to add a Note on
o your timesh
heet.
C
Clocking In and Out
O
T
To clock in:
1. Log in
nto KPME Tim
me. (Timesheet opens on the
t Clock tab .)
2. In the
e Clock Assign
nment field, select
s
an Assignment. (If yo
ou only have one assignm
ment, it will alre
eady be
selectted.)
3. Click on Clock In button.
b
(Work
k Status will show you are cclocked in.)
K
KPME Time and Attendance User
U
Manual
11
Septe
ember 2011
T
To clock out, log
l into KPME
E Time and click
c
on Clock
k Out button. (Work Statuss will show yo
ou are clocked
d out.)
A
Adding a Missed Punch
P
Iff you missed your last cloc
ck action, you
u can click on the Missed P
Punch button
n.
T
This opens the Missed Pun
nch maintenance documen
nt, where you
u enter your m
missing clock a
action informa
ation and
ssubmit it for approval.
O
Once you sub
bmit this document, the mis
ssed clock ac
ction is added to your timessheet, and the
e missed pun
nch
d
document is routed to yourr timesheet ap
pprover for ap
pproval.
O
Only submit a Missed Pu
unch docume
ent if you mis
ssed your las
st clock action.
T
To submit this
s document, please
p
follow the steps below:
1.
2.
3.
4.
5.
6.
From the Clock tab
b, click on Mis
ssed Punch. This opens tthe Missed Pu
unch mainten
nance docume
ent.
In the
e Description field,
f
enter a brief Descripttion (i.e., forgo
ot to clock ou
ut on 8/20).
Selec
ct the Assignm
ment where yo
ou missed punching the cl ock.
Enter the Action Date of your missed punch.
Enter the Action Time of your missed
m
punch.
Click Submit to su
ubmit the inforrmation to you
ur timesheet.
D
Distributiing Work Hours
Y
You can clock
k in and out off a single ass
signment and then click on the Distribute Time Bloc
cks button to distribute
h
hours at the end
e of the day
y to multiple assignments.
a
T
This opens the Time Block
ks to Distribute
e screen, whe
ere you selecct the Time blo
ock you want to edit.
1. From the Clock tab
b, click on Dis
stribute Time
e Blocks. Th
his opens the Time Blocks to Distribute screen.
K
KPME Time and Attendance User
U
Manual
12
Septe
ember 2011
2. Selec
ct the Time blo
ock you want to distribute and
a click Editt.
3. This opens
o
the Dis
stribute Hours
s screen, and shows your sselected Time
e block, where you can mo
odify
eitherr the Begin Time or the End
d Time in the blank fields o
on the screen
n, or assign th
he hours to an
nother
assign
nment by sele
ecting that as
ssignment in the Assignme
ent field.
n finished, clic
ck Save.
4. When
A
Adding Leave Hou
urs to a Timeshee
T
et
A
Any Clock En
ntry or Manua
al Entry employee, who qu
ualifies for Le
eave Hours su
uch as, paid T
Time off or sicck pay
w
will use the Tiime Detail tab
b to enter thos
se hours.
T
This requires that you ente
er the numberr of “hours” to track your ussage. Once th
he appropriate
e benefit earn
n code is
sselected, the ‘Add
‘
Time blo
ocks’ entry bo
ox will hide the
e ‘In/Out’ field
ds and displayy an ‘Hours’ input field.
T
To add benefiit leave hours
s to your times
sheet:
1. Log in
nto KPME Tim
me (and go to
o the Time De
etail tab.)
K
KPME Time and Attendance User
U
Manual
13
Septe
ember 2011
2. On the pay period calendar of your
y
timeshee
et, select the d
day or days to
o add:
ave hours for a single day, click on the d
day you want to add.
 To add lea
ave hours for multiple days
s, such as Mo
onday through
h Friday, just click on Mond
day, while
 To add lea
holding do
own your mouse button and
d quickly drag
g the cursor o
over to Fridayy, then release
e it.

3. Selec
ct the correct leave
l
Earn Co
ode (such as sick or vacattion).
4. In the
e Hours field, enter
e
the num
mber of hours you are takin
ng. (Roll yourr cursor over tthe Question Mark
icon to view a list of
o supported entries
e
in this field.)
5. If you selected a ra
ange of dates
s, make sure the
t ‘Apply Tim
me to each da
ay’ checkbox,, is checked sso the
hours
s you entered are applied to
o each day.
6. Click Add and verify the leave block(s)
b
are correct on you
ur timesheet.
T
To modify a leave block, click
c
on the un
nderlined Ass
signment nam
me (in the example above, you would click on
‘C
Cust Serv De
esk’). This reo
opens the ‘Ad
dd Time Block
ks’ pop-up an
nd you can mo
odify the Date
e Range, Asssignment,
le
eave Earn Co
ode and the amount
a
of Hou
urs you entered. When finiished, click A
Add.
T
To delete a le
eave block, click on the red
d X in the righ
ht corner of th
he leave blockk. When aske
ed to confirm tthe
d
deletion, click OK to delete
e it.
V
Viewing a Summa
ary of you
ur Hours
T
To view a sum
mmary of the hours that you have record
ded, go to the
e Time Detail tab and look at the Summ
mary
ssection locate
ed below yourr pay period calendar.
c
This
s section show
ws you the tottal ‘Worked H
Hours’ for each day
a
along with a breakdown
b
of the hours you
ur worked by assignment, day and by e
earn code (reg
gular, vacatio
on, sick,
o
overtime, shiftt, etc.). It also
o provides you
u with a Week
kly and Perio d Total.
F
For a more de
etailed explan
nation of the Summary,
S
ple
ease go to the
e topic entitled
d, ‘Summary of Hours.’
L
Login/clo
ocking Problems
1. Check
k with your Department Ap
pprover or Pro
ocessor to ma
ake sure that your Time Asssignment wa
as
established.
2. If the Assignment was
w establish
hed and you still
s cannot log
gin, verify thatt you logged in under the rright
usern
name and pas
ssword.
3. If you still cannot lo
ogin, contact your operatio
onal support te
eam.
K
KPME Time and Attendance User
U
Manual
14
Septe
ember 2011
M
Manual Entry Timekee
T
eping
M
Manual Entry
y employees use
u the Time Detail tab to manually add
d Time blockss for the hourrs they work o
or the
le
eave hours th
hey take. It will
w also allow certain emplo
oyees to add a fixed dollarr amount (succh as tips). W
When you
lo
ogin to KPME
E Time, your timesheet
t
willl open on this
s tab.
A
Adding Time Bloc
cks to a Timesheet
T
t
In order to add
d work hours, leave hours,, or fixed dolla
ar amounts to
o your timesheet, you musst add a Time block:
1. Log in
nto KPME Tim
me. (Timesheet opens on the
t Time Deta
ail tab.)
2. On the pay period calendar, select the days to
t add:

T
block forr a single day
y, click on the day you wan
nt to add.
To add a Time

To add a Time
T
block forr multiple day
ys, such as M onday throug
gh Friday, justt click on Mon
nday,
while holdiing down your mouse butto
on and quicklly drag the cu
ursor over to F
Friday, then release it.
ose days, and
d the ‘Add Tim
me Blocks’ po
op-up opens sshowing
If you selected multiple days, it highlights tho
ange of dates you selected. A single da
ay entry, just o
opens the ‘Ad
dd Time Blockks’ screen witth the
the ra
date range
r
showing as the same day.
If you work an ove
ernight shift, you can use this drag and
d drop method
d to select your two days. But,
make sure you unc
check the ‘Ap
pply Time to each
e
day’ checckbox.
3. Verify
y the Date Range is correct.
 You
Y can also use
u the calend
dar icon to po
op-up a calen
ndar and manually change each of the d
dates you
se
elected. For example, you
u could chang
ge the dates to
o be: 08/23/2
2011 to 08/24
4/2011.
4. Selec
ct the Assignm
ment for the Time
T
block you
u are adding. (If you only h
have one asssignment, it will already
be selected.) A Tim
me Assignment is a uniqu
ue combinatio
on of your Job
b, Job Numbe
er, Work Area
a (and
Task)), and is used to record the
e hours that yo
ou work.
5. Selec
ct the approprriate Earn Cod
de. (The 'reg
gular pay' earrn code is alw
ways at the top of the earniings list.)
the fie
elds on this
6. You can
c enter Time blocks for hours
h
you hav
ve worked, ho
ours of leave Time, or for ffixed dollar am
mounts:

or hours you have worked:
If your entrry is to add a Time block fo
a) In the ‘In’ box, enter
e
the Time you started
d work. (Roll yyour cursor o
over the Quesstion Mark
ico
on to view a liist of supporte
ed entries in tthis field.)
b) In the ‘Out’ box
x, enter the Tim
me you ende d work.

o leave hourss (e.g., sick, vvacation):
If your entrry is to add a Time block of
a) In the ‘Hours’ box, enter the number of le ave hours yo
ou are taking.
K
KPME Time and Attendance User
U
Manual
15
Septe
ember 2011

If your entrry is to add an
n amount (e.g
g. tips):
a) In the ‘Amount’ box, enter th
he fixed dollarr amount.
7. When
n checked, the
e ‘Apply Time
e to each day’’ checkbox wiill enter the sa
ame Time blo
ocks each dayy, for the
range
e of dates you
u entered. Un
ncheck this box
b for overn
night shifts.
8. When
n finished, clic
ck Add. This adds Time blocks for yourr worked hours, your leave
e hours taken, or the
fixed amount you entered.
e
(The
e illustration below
b
shows a
an example o
of each of the
ese entries.)
T
To modify a Time
T
block, click on the un
nderlined Assiignment nam e (in the exam
mple above, yyou would clicck on
‘C
Cust Serv De
esk’). This reo
opens the ‘Ad
dd Time Block
ks’ pop-up an
nd you can mo
odify the Date
e Range, Asssignment,
E
Earn Code an
nd In and Out Times. For le
eave hours, you
y can modiffy the Hours, and for a fixe
ed amount enttry, you
ccan modify the
e Amount. When finished, click Add.
T
To delete a Time
T
block, click on the red
d X in the rightt corner of the
e Time block.. When asked
d to confirm th
he
d
deletion, click OK to delete
e it.
Y
You can continue to edit yo
our timesheett until it is app
proved by you
ur supervisor.
Iff you have an
ny questions about
a
the Ass
signments or Earn Codes yyou should usse, please se
ee your supervvisor.
S
Summa
ary of Ho
ours
T
The Summary
y is a view-on
nly section on
n your timeshe
eet that show
ws the total ‘W
Worked Hours’ for each dayy along
w
with a breakdo
own of the ho
ours worked by
b assignmen
nt, day and byy earn code (rregular, vacattion, sick, ove
ertime,
sshift, etc.). It also
a
provides a Weekly and
d Period Tota
al.
A
An earn code is a classifica
ation of earnin
ng that repres
sents regular hours worked
d or special tyype of earning
g like sick
T
Time, shift or premium pay
y.
R
Regular hours
s that contribu
ute toward we
eekly overtime
e eligibility are
e totaled and displayed. S
Sick or Vacatio
on hours
w
will also appear in separate
e rows. Overttime or Compensatory hou
urs, if they exist, will appea
ar in a row bellow your
rregular hours.. Additional pa
ay hours, suc
ch as shift rate
es or premium
ms will appea
ar in rows abo
ove or below tthat.
K
KPME Time and Attendance User
U
Manual
16
Septe
ember 2011
T
Timeshe
eet Erro
ors
Iff there are an
ny timesheet errors,
e
the ‘Ad
dd Time Block’ or the Time
e Detail tab w
will identify the
e entry involve
ed by
h
highlighting th
hat field in red
d, and/or displlaying an erro
or message in
n red text. Co
orrective action should be ttaken to
ffix the fields highlighted
h
or listed in the error
e
message
e.
S
Some entries,, such as usin
ng sick Time in
i excess of available
a
bala
ance, will issue a warning. If there are only
w
warnings, the timesheet will advance forr approval, bu
ut your Appro
over will see th
hat a warning
g exists on your
timesheet.
T
The following is an example of a timesheet warning:
O
Other Emplo
oyee Options
s Availa
able in
n KPME
E Time
e
A
Adding a Note
A
Anyone with access
a
to a tim
mesheet (emp
ployee, appro
over, reviewerr, or administtrator) can enter a note in tthe Note
ssection.
T
To add the firs
st note, click 'add
'
notes' and
a the notes entry page w
will appear. Yo
ou can also a
attach docume
ents and
im
mages as des
sired. Be sure
e to click save
e on the notes line to save
e your note. N
Notes are save
ed in the Worrkflow
ssystem where
e the timeshee
et documents
s route.
1. Click on the Note section
s
to exp
pand it.
2. To ad
dd the first notte, click the Add
A Note buttton in that secction.
3. In the
e Note textbox
x that appears
s, type a note
e and click Sa
ave.
he timesheet displays that note and pro
ovides a blankk textbox whe
ere you
Once a note has been added, th
can enter and save
e a new note.
K
KPME Time and Attendance User
U
Manual
17
Septe
ember 2011
You can also add an attachment, such as a Word, Excel or email file to a note:
1. In the 'Attachment' field just below the Note textbox, click the Browse... button.
2. This opens the 'Choose File to Upload' dialog box, where you select the name of a file to upload and click
Open.
3. Verify the Attachment field shows the selected file is ready to upload, then click Save. The title of the file
you attached will appear next to a download link.
If you click the download link, it allows you or others, such as your timesheet Approver to view the
attached file.
Use the Edit or Delete buttons to modify a note, or to remove an existing note that you added.
Viewing the Route Log
Click on the Route Log section to open that section and view the approval routing for your timesheet.
Leave Accrual tab
If you qualify for leave, then you will have the Leave Accrual tab on your timesheet.
The leave balances displayed come directly from your HR or Payroll system, and will be updated according to
your department’s schedule.
Since leave balances usually lag since they are computed after the end of the previous pay period, your balances
may not reflect your current totals, and do not update based on usage recorded on the timesheet.
You will receive a warning on your timesheet if you attempt to use more than your available balance. Check with
your supervisor to find out your department’s rules about going into negative balances.
Person Info tab
Every timesheet includes the Person Info tab. If you open that tab, it will show you details about your person, jobs
and roles.
The “Your Person Details” section shows your employee name and employee Id number.
The “Your Jobs” section is a reference tool that shows you what Jobs and Time Assignments you have, including
your Organization, Work Area or Task and the name of your Approver.
The “Your Roles” section is a reference tool that shows if you have any approver or administrative roles.
KPME Time and Attendance User Manual
18
September 2011
Approver Options
This section discusses the key tasks that Approvers can perform in the KPME Time system, such as approving
timesheets, entering/modifying Time Blocks, reviewing missed clock punches, adding Notes to a timesheet, or
viewing Route Logs.
Approving Missed Punches
An employee who missed a clock action will submit a Missed Punch document to add the missed punch to their
timesheet and to inform you (the Approver) of that missed clock action.
The Missed Punch document will route to your Workflow Action List, where you can approve the document.
Correcting Employee Time Blocks or Leave Hours
To correct Time Blocks or Leave Hours on an employee’s timesheet, follow these steps:
1. Log in to KPME Time and go to your Approvals tab.
2. Select the Department you need from the Department dropdown. That displays a list of employees for
your work area(s).
3. Find the timesheet of the employee you need to correct and click on its Document Id.
4. This opens the timesheet on the employee’s Time Detail tab, where you can add, modify or delete Time
blocks or leave hours.
a. To modify a Time block or a block of leave hours, click on that block, change the appropriate
values and click Add.
b. To add a Time block or a block of leave hours, click on a day, and complete the fields on the ‘Add
Time Blocks’ screen and click Add.
c. To delete a Time block or a block of leave hours, click on the red X in the right corner of the
block.
2. Click Return in the header to return to your Approvals tab.
Approving Timesheets
At the end of each pay period, Approvers must approve the timesheets for the employees in the Work Areas that
they supervise. When Approvers approve timesheets, they verify that the hours worked are correct and recorded
for the correct assignment.
Employee Submission
Employees click on the Submit button to route their timesheets, and they can continue to enter edits on them up
until they are approved by their supervisor. After this approval, the employee may no longer make any changes
to their timesheet.
Approver and/or Processor Approvals
Timesheets route from the employee to the Approver using Workflow. A department can also set up a second
level of approval using the Processor role.
When you log into the system as an Approver, you will see the Approvals tab. Here you can see all of the
employees you supervise. The status of the approval is shown for each timesheet as is a summary of worked
hours for each employee.
KPME Time and Attendance User Manual
19
September 2011
A
B
I
E
C
H
F
D
J
G
D
N
Note: This illustrration presents all the options ava
ailable on your Approvals
A
tab and
d is intended onl y to demonstrate
e those options. Please
n
note you will only
y be able to open and view one se
et of timesheet Notes
N
or Warning
gs at a Time.
(The letters lo
ocated next to
o each option below are used to show th
hat option on the illustration.)
L
Let’s look’s att the options available
a
to yo
ou in the App
provals tab. Y
You can:
A Select the Dep
partment you want to view from the drop
pdown list at tthe top, if you
u approve timesheets
or more than one
o departme
ent.
fo
B Click
C
the Previious or Next buttons, whe
en present, to view the prevvious or next timesheet forr your set
off employees.
C Click
C
on the em
mployee name to open the
e Person Info tab for that employee.
D Click
C
on the plu
us sign ( + ) next
n
to the em
mployee’s nam
me to open a section that sshows you the hours
re
ecorded unde
er each Assign
nment. Click the minus sig
gn ( – ) to close up the Asssignment deta
ails.
E Click
C
on the Do
ocument ID of
o the timeshe
eet, to open th
hat employee’s timesheet.
F
Click
C
on the Warnings
W
icon
warnings
w
on th
hat timesheet..
G Click
C
on the No
otes icon
next to th
he Documentt ID number to
o open a pop-up box to vie
ew the
D
ID number to op
pen a pop-up box to view th
next to the Document
he notes
on
n that timeshe
eet.
H Click
C
an individ
dual “Select” checkbox
c
when that times heet is readyy to approve.
I
Click
C
the “selec
ct ALL” check
kbox at top off the ‘Select’ ccolumn to select all of the ‘ready-to-app
prove’
tim
mesheets in your
y
Action Liist for approval.
J
Click
C
the Apprrove button to
o complete an
n approval.
Iff the informattion in the sum
mmary is not sufficient for you
y to do you
ur approval, th
hen click on the + (plus) siign next
to
o the employee’s name to view a break
kdown of the hours
h
recorde
ed by Assignm
ment.
K
KPME Time and Attendance User
U
Manual
20
Septe
ember 2011
A
Also note und
der each emplloyee’s name
e, you can view
w their last cl ock action, if any. There is also a ‘Stattus’
ccolumn that sh
hows you the
e current routing status of each
e
timeshee
et. A status o
of “I” indicatess the timeshe
eet was
“initiated” and still in the em
mployee’s han
nds. A status of “R” indicattes the emplo
oyee has subm
mitted the tim
mesheet to
rroute it for app
proval, and a status of “F” indicates the timesheet wa
as approved a
and is final.
T
To approve a timesheet, click the ‘selec
ct’ box next to the employe e you wish to
o approve and
d click the Ap
pprove
b
button at the bottom.
b
This completes
c
the
e approval an
nd any notifica
ations are rem
moved from your Action Lisst.
D
Detailed steps
s are presente
ed below for individual
i
and
d bulk approvvals.
T
To approve an
n individual tim
mesheet, follo
ow these step
ps:
1. Log in
n to KPME Tim
me and go to the Approvalls tab
2. Selec
ct the Departm
ment you wish
h to approve from
f
the Depa
artment dropd
down. That diisplays a list o
of
timesheets you can
n approve.
d to search fo
or specific timesheets by D
Document ID, Principal
 You can also use the Search By field
Name, or Work
W
Area. Select
S
the parrameter you w
wish to search
h by and in th
he Value field, enter
the specific
c value you want
w
to find, e.g.
ew the Summ
mary of hours for that times
sheet. You ca
an click on the
e + (plus sign) next to the
3. Revie
emplo
oyee’s name to
t open a sec
ction that show
ws you the de
etails recorde
ed under each
h Assignmentt. [Click
the – (minus sign) to close up th
he Assignmen
nt section.]
4. If necessary, enterr any changes
s to the Time blocks or lea
ave hours on tthe timesheett:
a. Click on th
he Document Id to open tha
at timesheet o
on the employee’s Time D
Detail tab. You can
now add, modify
m
or dele
ete Time bloc
cks or leave h ours.
i. To
o modify a Tim
me block or a block of leavve hours, clickk on that block, change the
e
ap
ppropriate valu
ues and click Add.
ii. To
o add a Time block or a blo
ock of leave h
hours, click on
n a day, comp
plete the fields on the
‘Ad
dd Time Bloc
cks’ screen an
nd click Add.
iii. To
o delete a Tim
me block or a block of leave
e hours, click on the red X in the right ccorner of
the
e block.
a. When finis
shed, click Re
eturn in the he
eader to returrn to your App
provals tab.
5. To ap
pprove that tim
mesheet, click
k the “Select” box for that ttimesheet and
d click the Ap
pprove button
n. This
completes the approval and rem
moves the timesheet from yyour Action L
List, and upda
ates the ‘Statu
us’ field to
“F” for final.
T
To approve more
m
than one timesheet att a Time:
1. Log in
n to KPME Tim
me and go to the Approvalls tab
2. Selec
ct the Departm
ment you wish
h to approve from
f
the Depa
artment dropd
down. That diisplays a list o
of
timesheets you can
n approve.
ew the Summ
mary of hours information fo
or each emplo
oyee’s timesh
heet. You can
n click on the + (plus
3. Revie
sign) next to the em
mployee’s name to open a section that shows you th
he details for e
each Assignm
ment.
[Click
k the – (minus
s sign) to clos
se up the Assiignment sectiion.]
4. If necessary, enterr any changes
s to the Time blocks or lea
ave hours on tthose timeshe
eets:
a. Click on th
he Document Id of the time
esheet, which opens it on tthe employee’s Time Detaiil tab. You
can now add, modify orr delete Time blocks or lea ve hours.
i. To
o modify a Tim
me block or a block of leavve hours, clickk on that block, change the
e
ap
ppropriate valu
ues and click Add.
ii. To
o add a Time block or a blo
ock of leave h
hours, click on
n a day, comp
plete the fields on the
‘Ad
dd Time Bloc
cks’ screen an
nd click Add.
K
KPME Time and Attendance User
U
Manual
21
Septe
ember 2011
iii. To delete a Time block or a block of leave hours, click on the red X in the right corner of
the block.
b. When finished, click Return in the header to return to your Approvals tab.
c. Repeat this step (step 4) for each timesheet you need to adjust.
5. To mark a timesheet in your action list for approval click the “Select” box for that timesheet. You can
select more than once timesheet in your Action List to approve.
6. To mark all timesheets in your Action List for approval, use the select “all” checkbox at the top of the
‘Select’ column.
6. To take the approval action, click the “Approve” button at the bottom of the Action List. This completes
the approval and removes all selected timesheets from your Action List, and updates the ‘Status’ field to
show “F” for final.
When finished approving your timesheets you can logout.
Timesheets Not Ready for Approval
Some timesheets may have problems that prevent them from being approved. In this case, the Approver should
make needed corrections to the timesheet before approving it. For some departments this is the only approval,
and it verifies that it is okay to pay employees for the hours worked, and the timesheet becomes Final.
Timesheets with problems will not appear with an approval button in the Action column (the column will be blank).
These timesheets must be individually opened and corrected before approval can occur.
Approvers will be unable to approve timesheets with the following problems:
Overlapping Time blocks: Time blocks which include the same hours.
Hours charged to an invalid assignment: This means hours were charged to an assignment that was later
deleted or end-dated on a prior date. A warning message will be displayed when viewing a timesheet with invalid
Time blocks. To correct this problem simply open the timesheet, and make any needed corrections to the
employee’s hours or assignment.
Expected Hours not met: Appointed staff employees have a number of expected hours that must be accounted
for each week. For example, a full-Time Biweekly employee must account for 40 hours, while a half-Time
Biweekly employee needs to account for 20.
Automated Approvals
KPME Time will automatically approve an unapproved timesheet at designated Times if the timesheet is deemed
“ready to approve.” Timesheets are deemed “ready to approve” if they meet all the approval conditions required
for Approver approval.
Please note that the automated approval process is not to be used in lieu of Approvers reviewing and correcting
timesheets. It is a fail-safe measure designed to ensure that employees are paid promptly if a problem keeps an
Approver from completing their approvals.
Adding a Note to Employee Timesheets
Approvers can add a Note to an employee’s timesheet, and view any other notes already entered on the
timesheet.
Please go to the topic heading entitled, “Adding a Note” under the employee section of this manual for detailed
steps on how to add a Note or how to attach a file as an Attachment within a Note.
Checking the Route Log
The Route Log for a timesheet shows who has approved a timesheet and who still needs to approve it.
KPME Time and Attendance User Manual
22
September 2011
T
To check the Route Log for a documentt, click on the Route Log ssection at the bottom of the
e timesheet. T
The
R
Route Log will open and sh
how who has taken action and whose a
action, if any, is still pending.

D
ID section
s
conta
ains identifying
g information about the do
ocument itselff.
The Document

The Actions
A
Taken
n section show
ws who has ta
aken action o
on the timeshe
eet and when
n. Note that tim
mesheets
will ap
ppear here as
s initiated by the
t employee
e, though the KPME Time ssystem initiates them on b
behalf of
the em
mployee. Timesheets are completed
c
an
nd submitted b
by the employyee for appro
oval at the end
d of the
pay period.

P
Action Requests section
s
shows
s who still nee
eds to take acction on the document. It iss possible
The Pending
that multiple
m
reque
ests exist at th
he same Time
e. This situatio
on will occur if the employe
ee has multip
ple KPME
Time Assignments
s with different Approvers.

F
Action Requests sec
ction shows who
w will need to take future
e action on th
he document.
The Future
M
More Option
O
s for Approv
A
vers
T
This section discusses
d
othe
er options tha
at KPME Time
e provides forr Approvers, R
Reviewers an
nd Administra
ators,
w
which were no
ot discussed in
i the previou
us sections off this manual. It also includ
des a brief revview of how to
o view the
timekeeping rules set up fo
or your departtment.
U
Using In
nquiry Pages
P
K
KPME Time provides
p
three
e Inquiry scree
ens that are useful
u
tools fo
or looking at the Time Bloccks recorded o
on a
timesheet, the
e clock transa
actions logged
d for an emplo
oyee, or the m
missed clock punches for a
an employee..
T
Time Bloc
ck Inquiry
y
R
Reviewers, Ap
pprovers, and
d Departmentt Administrato
ors who have employees in
n KPME Time
e can use the Time
B
Block Inquiry
y lookup screen to view the
e Time blocks
s recorded on
n a particular timesheet, orr for a specificc
e
employee.
N
Note: Time Blocks
B
are nev
ver deleted frrom the system, they are ju
ust inactivated
d.
K
KPME Time and Attendance User
U
Manual
23
Septe
ember 2011
T
To perform a Time
T
Block In
nquiry, follow these steps:
1. In the
e Inquiries column, click the
e “Time Block
k Inquiry” link..
o view the Tim
2. Enter the Documen
nt ID of the tim
mesheet you wish to see to
me Blocks en
ntered on thatt
partic
cular timeshee
et.
 You
Y can also search
s
by other criteria including the Usser’s Principall Id, the Docu
ument Status, and the
Pay Begin and
d Pay End dattes.
3. Click Search.
T
The result of this
t
search is displayed in a tabular form
mat and includ
des: Docume
ent ID, User P
Principal ID, E
Earn
C
Code, Begin Time
T
and End
d Time.
Iff you click on the underline
ed Documentt Id in the resu
ults, it opens a full descripttion of that Time block, so you can
ssee the Job Number,
N
Work
k Area, Earn Code,
C
Hours or
o Amount, ettc., along with
h a confirmatiion indicating whether
o
or not the entrry was logged
d by the clock
k.
C
Click Close to
o close the Tim
me Block details and returrn to your sea
arch results.
T
Time Bloc
ck Historry Inquiry
y
R
Reviewers, Ap
pprovers, and
d Departmentt Administrato
ors who have employees in
n KPME Time
e can use the Time
B
Block History
y Inquiry look
kup screen to
o view the histtory of the Tim
me blocks entered on a pa
articular timessheet or
K
KPME Time and Attendance User
U
Manual
24
Septe
ember 2011
fo
for a specific employee.
e
Th
he history rec
corded here will
w show whe n Time blockss were added
d, updated, orr deleted
ffrom the emplloyee’s timesh
heets.
N
Note: Time Blocks
B
are nev
ver deleted frrom the system, they are ju
ust inactivated
d.
T
To perform a Time
T
Block History
H
Inquiry
y, follow these
e steps:
1. In the
e Inquiries column, click the
e “Time Block
k History Inqu
uiry” link.
2. Enter the Documen
nt ID of the tim
mesheet you wish to see to
o view the Tim
me Blocks en
ntered on thatt
partic
cular timeshee
et.
 You
Y can also search
s
by other criteria including the Usser’s Principall Id, the Docu
ument Status, and the
Pay Begin and
d Pay End dattes.
3. Click Search.
T
The result of this
t
search is displayed in a tabular form
mat and includ
des: Docume
ent ID, User P
Principal ID, E
Earn
C
Code, Begin Time
T
and End
d Time.
Iff you click on the underline
ed Documentt Id in the resu
ults, it opens a full descripttion of that Time block, so you can
ssee the Job Number,
N
Work
k Area, Earn Code,
C
Hours or
o Amount, ettc., along with
h the Action (History) perfo
ormed on
that Time bloc
ck (add, upda
ate or delete).
C
Click Close to
o close the Tim
me Block History details and return to yyour search re
esults.
K
KPME Time and Attendance User
U
Manual
25
Septe
ember 2011
C
Clock Log
g Inquiry
y
R
Reviewers, Ap
pprovers, and
d Departmentt Administrato
ors who have employees in
n KPME Time
e can use the Clock
L
Log Lookup screen to view
w the clock trransactions lo
ogged on a pa
articular timessheet.
T
To perform a Clock Log Inq
quiry, follow th
hese steps:
1. In the
e Inquiries column, click the
e “Clock Log” link.
2. Enter the Principal ID of the employee you wish
w
to view. (Y
You can also
o search by W
Work Area and
d/or Task,
or IP Address.)
A
3. Click Search.
T
The result of this
t
search is displayed in a tabular form
mat and includ
des: Principal ID, Work Are
ea, Task, IP A
Address,
C
Clock Action, Job Number, User Princip
pal ID, Clock Timestamp,
T
C
Clock Timesta
amp Time zon
ne, and Misse
ed Punch
D
Document ID.
M
Missed Punch Inq
quiry
R
Reviewers, Ap
pprovers, and
d Departmentt Administrato
ors who have Clock Entry e
employees ca
an use the Missed
P
Punch Inquirry lookup scre
een to find Missed Punch documents
d
th
hat were subm
mitted by emp
ployees to rep
port
m
missed clock in’s or clock outs.
o
T
To perform a Missed Punch Inquiry, follo
ow these step
ps:
1. In the
e Inquires colu
umn, click the
e “Missed Pun
nch Inquiry” lin
nk.
at was submiitted by the em
2. Enter the Documen
nt ID of the Missed
M
Punch document tha
mployee. You
u can also
searc
ch for these do
ocuments by Initiator (userr name of the
e employee), o
or by date ran
nge in the Date
K
KPME Time and Attendance User
U
Manual
26
Septe
ember 2011
Creatted From and Date Created
d To fields. (HINT! You ccan use the lo
ookup button
next to th
he Initiator
field to
o search for a specific emp
ployee.)
3. Click Search. This
s will find any
y Missed Punc
ch Documentt that meets yyour search crriteria.
nformation dis
splayed includ
des the Document/Notifica
ation ID, (Doccument) Type, Title, Route Status,
The in
Initiato
or, Date Crea
ated and Routte Log.
4. Click on the underllined Docume
ent/Notificatio
on ID number to open the M
Missed Punch
h Document a
and view
the da
ate, time and clock action that
t
the emplo
oyee missed..
C
Click Close to
o close the Miissed Punch Document
D
an
nd return to yo
our search ressults.
V
Viewing
g Timek
keeping Rules
Iff you are an Approver,
A
you
u will have the
e ability to vie
ew the rules e
established fo
or your department.
A
All Rule mainttenance scree
ens will take you
y to a rule lookup
l
screen
n. You can en
nter search crriteria or simp
ply click
“Search” to vie
ew existing ru
ules. It’s recom
mmended tha
at you enter th
he Department ID in the se
earch criteria if you
w
wish to see all the rules forr your particullar departmen
nt.
U
Using the
e ‘Show History’
H
and
a ‘Activ
ve?’ radio
o buttons
s
W
When a rule row is edited, the system adds an inactiv
ve row for tha
at rule with the
e same effective date as the new
rrow being editted/added. Th
his will inactiv
vate the old va
alues and the
e new values will be in placce as of the e
effective
d
date. A key is
s established which then allows the sea
arch to know w
which rows arre prior edited
d rows vs. new
w rows.
Show
w History: The
e purpose of this radio buttton (on a rule
e or maintena
ance lookup screen) is to a
allow you
to see
e the highest effective date
ed row only fo
or a record, orr the entire history of a reccord.
If Show History = No: The
T results willl be the highe
est effective d
dated row as of the system
m date
and any fu
uture rows.
If Show History = Yes: The results will
w be all rowss in the datab
base for the values entered
d.
K
KPME Time and Attendance User
U
Manual
27
Septe
ember 2011
Activ
ve: The purpo
ose of this rad
dio button is to
o allow you to
o filter rows b ased on theirr active statuss.
***To find the row
r
which is in effect as off today, search for “active = Both, show
w history = No
o.”
In the example below (for the
t Clock Loc
cation Rule), we
w entered a Department IID and clicked
d Search. Th
his found
the active rule
es established
d for our depa
artment.
T
The rule resullts show the date
d
and Time
e that the (Clo
ock Location)) rule was established, whe
en it became effective,
a
and the deparrtment, work area
a
and ID of
o the employe
ee who is req
quired to clockk at the IP Ad
ddress listed in the
rrule.
T
The KPME Tim
me system prrovides the fo
ollowing rules that you mayy be able to view, if applica
able, for your
d
department:
Departmental Rule
es:
Clock Loca
ation
Departmen
nt Lunch Deduction
Time Colle
ection (clock entry
e
vs. manual entry)
Shift Differrential
Syste
em Rules:
unch
System Lu
Grace Perriod
Daily Overrtime
Weekly Ov
vertime
T
The rules thatt impact the Departments
D
are
a discussed
d in more deta
ail in the adm
ministrative secction of this m
manual.
V
Viewing
g Admin
nistrativ
ve Activ
vities
Y
You can use the
t Work Are
ea Maintenan
nce Lookup to
o view informa
ation about th
he work areass in your depa
artment.
T
To view your work
w
area info
ormation, clic
ck the Work Area
A
Maintena
ance link unde
er the Administrative Activities
ccolumn to ope
en the Work Area
A
Mainten
nance Lookup
p.
T
The results off a search on this lookup sc
creen will sho
ow you the De
epartment, a Description o
of that work arrea, the
E
Effective Date
e, the Default Overtime Earn Code, and if it is an ‘Acttive’ work are
ea.
K
KPME Time and Attendance User
U
Manual
28
Septe
ember 2011
C
Can Approverrs view the Work
W
Area Maintenance scrreen (or any o ther mainten
nance screenss)?
K
KPME Time and Attendance User
U
Manual
29
Septe
ember 2011
D
Departtment Admin
A
nistrato
or Optiions
A
As a Departm
ment Administrrator you will see the follow
wing Maintena
ance Pages w
when you go to your Admin
n tab.
Y
You will use th
hese pages to
o add departm
mental rules, to maintain y our Work Are
eas, and to se
earch for speccific
e
employee Tim
me Blocks, clo
ock transactions, or missed
d punches.
R
Rules
D
Department Administrators
A
s can establish and maintain business ru
ules that dete
ermine how th
heir departme
ent will
in
nteract with KPME
K
Time and what availlable options they will use.. Business R
Rules allow yo
ou to customizze the
ssystem to worrk in the mostt productive fa
ashion for you
ur departmen t. Establishin
ng Business R
Rules for your Work
A
Areas is an im
mportant part of configuring
g KPME Time
e for use in yo
our departmen
nt. If used co
orrectly, busin
ness rules
ccan help make
e everyone’s job easier an
nd make KPM
ME Time reflecct your departtmental policiies and proce
edures.
E
Each departm
mental rule is briefly
b
describ
bed below:
C
Clock Locatio
on Rule: Allo
ows you to specify if emplo
oyees should be clocking in
n and out from
m a particularr
ccomputer, identified by thatt computer’s IP address.
D
Department Lunch
L
Deduc
ction Rule: Determines
D
if you will use a default luncch deduction. It also allowss you to
sset a maximum
m number of minutes for an
a employee’s
s lunch and th
hat value, usu
ually 30 minuttes or 60 minutes is
d
deducted from
m the employe
ee’s clocked hours.
h
T
Time Collectiion Rule: Determines whe
ether your em
mployees will rrecord their w
work hours by clocking in a
and out
(Clock Entry) or by adding hours manua
ally to their tim
mesheet (Man
nual Entry). N
Note that yourr Departmentt may
h
have requirem
ments indicatin
ng which emp
ployee types must use whiich method.
H
How Rule
es Work
M
Most rules, su
uch as Lunch Rules, and th
he Clock Loca
ation rule will not prevent yyour employe
ees from using
g KPME
T
Time in any way.
w
They are
e intended to establish limits, which will generate excceptions when
n those limits are
e
exceeded. For instance, lett’s say you se
et a Clock Loc
cation rule req
quiring the em
mployees und
der Work Area
a 1002 to
cclock in on a specific
s
works
station with an
n IP Address of 129.29.29
9.1. KPME Tim
me will not in any way stop
p an
e
employee from
m clocking in or out at a diffferent worksttation.
T
The Time Collection Metho
od rule differs from the othe
er rules in tha
at it impacts w
what options w
will be availab
ble for
e
employees to record their work
w
hours.
K
KPME Time and Attendance User
U
Manual
30
Septe
ember 2011
Rule Hierarchy
KPME Time is flexible in that it allows you to apply different rules to different groups of employees. For instance,
you might want most of your employees to clock in and out for lunch but perhaps there’s a group of employees for
which this choice is impractical. You’d like to establish a general rule for all employees to clock in and out for
lunch yet make an exception for this particular group. To support this flexibility, rules exist in a hierarchy—where
rules that are more specific override rules that are more general. Understanding how this hierarchy functions
makes it easier and more efficient for you to establish rules for your department.
Most rules use the same basic criteria to identify whom a particular rule applies to. We can think of this
information as being “identification criteria,” information that exists to tell KPME Time who to apply the rule to.
Each rule also contains criteria that identify the rule itself—indicating employees must clock in and out for lunch
for example. We can think of this as “rule criteria,” information that tells KPME Time what kind of rule limits to
apply to the identified group.
The identification criteria used, listed from most general to most specific, are:
Department: The Department ID, such as PARK or BL-CHEM.
Work Area: The ID number for a particular Work Area, and used to identify a group of employees within a
department.
Principal ID: The ID number that uniquely identifies a specific employee.
Job Number: The identifying number for an employee’s job. Employees with multiple jobs will have multiple Job
Numbers. You can only specify a Job Number if you have also specified an employee’s Principal ID.
Rules established using more specific criteria override those using less specific criteria. Below is an example of
different versions of the same rule using different identification criteria. The “%” symbol is a ‘wildcard’ symbol that
is used in rules to indicate a selection of “ALL.” We’ve numbered the rules so they can be identified and discussed
below. The rule criteria itself is unimportant to understanding the hierarchy, so the criteria has been abstracted to
simple values of “X,” “Y,” or “Z.”
Example #
Department ID
Work Area
Principal ID
Job Number
Rule Criteria
1
BA-BKST
%
%
%
X
2
BA-BKST
0001
%
%
Y
3
BA-BKST
0001
0001234567
%
Z
Rule 1 indicates that all employees in the Department BA-BKST follow rule “X.” The “%” symbols in all the other
identification criteria fields indicate that all Work Areas, employee IDs and associated employee records apply this
version of the rule. If you want to establish one version of a rule for the entire department this is a simple way to
do that.
Rule 2 indicates that members of Work Area 0001 apply rule criteria “Y.” This means that all employees and all
employee record numbers associated with Work Area 0001 are an exception to the general rule established in
example 1. Employees in this Work Area will have rule “Y” applied instead.
Rule 3 takes it one step further and says that a specific employee, identified by the employee ID number
0001234567, needs a different version of this rule applied. All this employee’s jobs associated with BA-BKST
Work Area 0001 will apply rule “Z.”
It’s unlikely that many users will need the level of flexibility provided by employee Principal ID and employee Job
Number. Most users will find being able to apply rules to the Department and Work Area level are sufficient for
their needs. However, the flexibility exists to make rules specific to individuals and individual jobs if necessary.
KPME Time and Attendance User Manual
31
September 2011
E
Effective Dates
A
All Rules are effective
e
date
ed, allowing th
hem to be cha
anged on spe
ecified dates w
while maintain
ning a historiccal record
o
of previous rules.
T
The Effective Date is the date that a rule
e takes effectt. Rules don’t have an “end
d date” but insstead end the
e day
b
before a new rule takes efffect.
F
For example, you could have two rules established
e
as
a shown belo
ow.
Effective Date
artment ID
Depa
Work Are
ea
Princ
cipal ID
Job Number
R
Rule
01/01/2011
UA-F
FMOP
@
@
@
A
09/01/2011
UA-F
FMOP
@
@
@
B
ule A would be
b in effect sta
arting on Janu
uary 1st, 201 1 and would sstay in effect through Augu
ust 31st,
In this case, ru
2
2011. Beginniing on Septem
mber 1st, 2011 rule B would take effect .
S
Searching
g for Rule
es
A
All Departmen
ntal Rule main
ntenance scre
eens will take
e you to a rule
e lookup scree
en. You can e
enter search ccriteria or
ssimply click “S
Search” to vie
ew existing rulles. It’s recom
mmended thatt you enter on
nly Departme
ent ID in the se
earch
ccriteria if you wish
w
to see all the rules for your particu
ular departme nt.
A
Adding a New Rulle
In the ‘Rules’ column, click
k on the name
e of the rule to
o open that sp
pecific Lookup
p screen. The
en, click the C
Create
N
New button att the top rightt of the page. This initiates a new Workfflow documen
nt form where
e you enter the
rrequired value
es to add the new rule.
Y
You must ente
er a Description at the top of each rule document,
d
m ake sure the Effective Datte is what you
u want (as
that is date the new rule takes effect), ve
erify the ‘Activ
ve’ checkboxx is checked, a
and also ente
er or select va
alues in all
rrequired field
ds. (Required
d fields are ma
arked by an asterisk.)
a
W
When finished
d, click the Su
ubmit button, and then clic
ck Close to cllose out of the
e rule document.
K
KPME Time and Attendance User
U
Manual
32
Septe
ember 2011
M
Modifying
g Existing
g Rules
T
To modify an existing rule, under the ‘Ru
ules’ column, select the ru
ule you want b
by clicking on the link (underlined
n
name of the ru
ule), and that opens the ru
ule Lookup screen.
E
Enter your sea
arch criteria to lookup the rule you wantt to change, a
and in the ‘Acctions’ column
n, click on the
e edit link
fo
for that rule.
T
This opens a Workflow
W
doc
cument form showing
s
the Old
O values on
n the left. The
e rule form will carry over tthe
e
existing values into a sectio
on called ‘New
w’ on the righ
ht side of the fform and you
u use those fie
elds to modifyy the
ccurrent values
s. (Fields requ
uiring values are marked by
b an asteriskk.)
Y
You must ente
er a Description at the top of each rule document,
d
m ake sure the Effective Datte is what you
u want (as
that is the date the modified rule takes effect)
e
and the
en update the
e values in an
ny fields you n
need to chang
ge.
M
Make sure all the required fields are com
mpleted, and the “Active” b
box is checke
ed, unless you
u are inactivatting this
rrule. When fin
nished, click the
t Submit button, and the
en click Close
e to close outt of the rule document.
N
Note: To get rid
r of a rule you don’t wantt, add a new rule
r
that supe
ersedes it with
h a more rece
ent effective d
date or by
e
entering a new
w version of the rule with th
he same effective date as the current o
one. Each rule
e also contain
ns an
“active” flag. Iff you just wan
nt to undo a rule, establish
h a new versio
on of it with th
his active flag unchecked. T
This new
in
nactive rule will
w take prece
edence, effecttively removin
ng the formerr rule.
K
KPME Time and Attendance User
U
Manual
33
Septe
ember 2011
Clock Location Rule
Use this rule to specify that you want a particular group of employees to clock in and out from a specific location.
To do this, you specify the IP Address of the computer on which you want these clock actions to occur. If clock
actions are entered at other machines, this rule will generate warnings on the timesheet.
Note: This rule does not apply to employees who manually add hours to their timesheet.
1. On Admin tab, click on Clock Location Rule link.
2. On the Clock Location Rule Lookup, enter your search criteria—Department ID, Work Area, Principal
ID and employee Job Number. Other lookup parameters include Effective Date From and Effective
Date To.
Remember you can use the “%” symbol in the Work Area, Principal ID, and Job Number fields as a
wildcard value to indicate “ALL.”
3. Click Create New to add a new rule, or edit to modify an existing rule.
4. Enter the document Description.
5. Enter the Effective Date on which you wish this rule to take effect.
6. Enter the Department Id for your department.
7. Enter a specific Work Area (or enter % as a wildcard value to indicate “ALL.”)
8. Enter a specific Principal ID (or enter % as a wildcard value to indicate “ALL.”)
9. Enter the Job Number.
10. Enter an “IP Address”—this is the IP address of the computer (or kiosk) that you wish this group of
employees to clock in and out from.
11. Leave “Active” box checked as the default value, unless you want to undo a rule. In that case, when
you establish a new version of a rule, leave the “active” box unchecked.
12. After you’ve completed your rule click “Submit.”
13. Click “Close” to close out of document.
Time Collection Rule
Use this rule to establish how employees in your department will interact with KPME Time. Will they clock in and
out (Clock Entry) or will they record their Time directly on their timesheet (Manual Entry)? Each department
establishes its own rules concerning how employees should enter their Time.
1. On Admin tab, click on Time Collection Rule link.
2. On the Time Collection Rule Lookup, enter your search criteria—Department ID and Work Area. The
Time Collection rule is the only current rule that allows only these two lookup parameters.
Remember you can use the “%” symbol in the Work Area field as a wildcard value to indicate “ALL.”
3. Click Create New to add a new rule, or edit to modify an existing rule.
4. Enter the Description.
5. Enter the Effective Date on which you wish this rule to take effect.
6. Enter the Work Area (or enter % as a wildcard value to indicate “ALL.”)
7. To require employees to clock in and out, check the “Clock User” box. For Manual Entry employees,
leave this box blank.
8. (Optional) if you want to allow a Clock Entry employee to distribute their hours among multiple
assignments, check the “Hr Distribution” box.
9. Leave the “Active” box checked as the default value, unless you want to undo a rule. In that case,
when you establish a new version of a rule, leave the “active” box unchecked.
10. After you’ve completed your rule click “Submit.”
11. Click “Close” to close out of document.
Department Lunch Deduction Rule
Use this rule for employees who clock in and out to determine the automatic deduction for their lunch breaks.
Default Lunch Deduction: You can establish a default amount of lunch Time that is automatically deducted from
the employee’s work shift once they have worked the “defined” number of shift hours.
Note: This rule does not apply to employees who manually add hours to their timesheet.
1. On Admin tab, click on Department Lunch Rule link.
KPME Time and Attendance User Manual
34
September 2011
2. On the Department Lunch Rule Lookup, enter your search criteria—Department ID, Work Area,
Principal ID and employee Job Number.
Remember you can use the “%” symbol in the Work Area field as a wildcard value to indicate “ALL.”
3. Click Create New to add a new rule, or edit to modify an existing rule.
4. Enter the Description.
5. Enter the Effective Date on which you wish this rule to take effect.
6. Enter the Work Area.
7. Enter the Principal ID.
8. Enter the Job Number.
9. Enter the number of Lunch Deduction Minutes (usually 30 or 60).
10. Enter the number of Shift Hours worked before a lunch is deducted.
11. Leave “Active” box checked as the default value, unless you want to undo a rule. In that case, when
you establish a new version of a rule, leave the “active” box unchecked.
12. After you’ve completed your rule click “Submit.”
13. Click “Close” to close out of document.
Administrative Activities
Department Administrators can use the Work Area Maintenance option to create new Work Areas and Tasks
and manage approver roles by Work Area.
Work Areas are used to divide a Department into groups based on Approvers. Employee Time Assignments are
associated with a Work Area. Approvers are also assigned by work area, therefore the work area drives routing
for employee timesheets. Each Work Area can have one or more Approvers assigned to it.
Tasks are optional sub-divisions of Work Areas. Assignments in KPME Time can associate employees with a
Work Area and with that Work Area’s Tasks. Tasks allow departments to use increased tracking capabilities
within a Work Area; for example, keeping track of the hours worked for a particular project.
Work Area Maintenance
Use this option to view, create or modify the Work Areas and Tasks that will exist for your Department. You can
also establish the Approver and Reviewer roles to review/approve timesheets for those Work Areas.
Viewing a Work Area
To view the details for a Work Area:
1. On Admin tab, click on WorkArea Maintenance link.
2. On the Work Area Maintenance Lookup, enter your search criteria—Department ID, Work Area,
Description, Effective Date From or Effective Date To. Remember you can use the “%” symbol in the
fields as a wildcard value to indicate “ALL.” Click Search to find any existing rules.
3. In the search results, click view to view the details for that Work Area.
KPME Time and Attendance User Manual
35
September 2011
A
Adding a new Work Area or
o Task
W
Work Area nu
umbers are un
nique and ass
signed by the system. Whe
en creating a new work are
ea the WA de
escription
iss important because that is
s what the em
mployee sees when choosiing the assign
nment to clocck into.
T
The “Approver” role is assigned on the Work
W
Area ma
aintenance do
ocument. The
e work area m
must have at lleast one
vvalid approverr to route a tim
mesheet for approval.
a
T
To add a new
w Work Area or
o Task:
1. On Ad
dmin tab, click on WorkAre
ea Maintenance link to ope
en the Work A
Area Lookup.
2. Click Create New button to add
d a new rule (w
which opens a Work Area Maintenance
e document).
Each Work Area Maintenance
M
document is divided into ffour sub-sections: Docume
ent Overview, Work
Area Maintenance, Tasks, and Roles. (Note
e: New Work A
Area numberrs and Task n
numbers are
autom
matically gene
erated by the system.)
3. At top
p of documentt under ‘Docu
ument Overvie
ew,’ enter the
e document D
Description.
4. In the
e ‘Work Area Maintenance’
M
sub-section:
a. Enter the Effective
E
Date
e on which yo
ou wish this W
WA to be effecctive.
b. Enter the Work
W
Area De
escription. (Th
his is what the
e employee ssees when se
electing this
assignmen
nt to clock or enter
e
hours.)
c.. Select Ove
ertime Edit Ro
ole (e.g., Emp
ployee, Appro
over, Dept Ad
dmin). (This determines wh
hich role
can change the overtim
me earn code.)
K
KPME Time and Attendance User
U
Manual
36
Septe
ember 2011
d. (Optional) Enter Defaultt Overtime Ea
arn Code (usu
ually OVT). (Y
You only need
d to do this if different
than your weekly
w
rule.)
e. Select you
ur Departmentt code (such as
a BL-RPAS or PARK)
f. Enter the work
w
area Admin Description.
g. Leave “Acttive” box chec
cked as the default
d
value, unless you w
want to “inactivvate” this worrk area.
5. (Optio
onal) To enterr a New Task
k for the work
k area:
a. In the Task
ks sub-section, enter the Effective
E
Date
e on which you wish this ta
ask to be effecctive.
b. Enter the task
t
Description. (This is what
w
the empl oyee sees wh
hen selecting
g this assignm
ment.)
c.. Enter the task
t
Admin Description.
d. Leave “Acttive” box chec
cked as the default
d
value.
e. Click Add.. (The system
m will then ass
sign a new Ta
ask number.))
f. Repeat the
e “Task” steps
s for each Task you wish tto add.
6. To ad
dd a New Role for the work
k area:
a. In the Role
es sub-section
n, enter the Effective
E
Date on which you
u wish this role to be effecctive.
b. Enter the Principal
P
ID of the approve
er you are asssigning to thiss role.
c.. (Optional) You can enter the Positio
on Number of this employe
ee.
d. Leave “Acttive” box chec
cked as the default
d
value ffor the role.
e. Click Add..
f. Repeat the
e “Role” steps
s for each role
e you wish to add.
7. After you’ve
y
completed your wo
ork area docum
ment, click “S
Submit.”
8. Click “Close” to clo
ose out of doc
cument.
M
Modifying
g an existing Work Area, Task
T
or Approver
U
Use the Work
k Area maintenance docum
ment to modify
y an existing W
Work Area, th
he Tasks under that Work Area, or
the Approvers
s you have as
ssigned to app
prove timeshe
eets for that W
Work Area.
T
To modify an existing Work
k Area, Tasks
s under that Work
W
Area, orr the Approvers for that Wo
ork Area:
dmin tab, click on WorkAre
ea Maintenance link.
1. On Ad
2. On the Work Area Maintenance
e Lookup, ente
er your searcch criteria.
3. In the
e search results, click edit to
t modify an existing
e
Workk Area.
K
KPME Time and Attendance User
U
Manual
37
Septe
ember 2011
4. Modify the appropriate fields in the ‘Work Area Maintenance’ sub-section. Be sure to enter a document
Description and to check the Effective Date. Leave “Active” box checked as the default value, unless you
want to “inactivate” this Work Area.
5. You can add or modify Tasks for this Work Area:
a. To add a New Task, go to the blank fields at the top left of the ‘Tasks’ sub-section and enter
values in all required fields, then click Add. (The system will then assign a new Task number.)
b. To modify an existing Task, change the appropriate fields for that Task under the ‘New’ section
on the right side of the ‘Tasks’ sub-section. (To inactivate that Task, uncheck the ‘Active’ box.)
6. In the ‘Roles’ sub-section, you can add new Approvers, or modify the role of existing Approvers for this
Work Area:
a. To add someone as an Approver, go to the New Task fields located at the top left of the ‘Roles’
section and enter values in all required fields, then click Add.
b. To remove someone from the Approver role, you must inactivate that Role by unchecking the
‘Active’ box (located under ‘New’ on the right side of the page). (The person removed will then
show under the ‘Inactive Roles’ sub-section of the document.)
7. When finished entering your changes on the work area document, click “Submit.”
8. Click “Close” to close out of document.
Inquiries
KPME Time provides four Inquiry screens that are useful tools for looking at the Time Blocks recorded on a
timesheet, the historical Time block entries on a timesheet, the clock transactions logged for an employee, or the
missed clock punches for an employee.

Use the Time Block Inquiry lookup screen to view the recorded Time blocks present on a
particular timesheet.

Use the Time Block History Inquiry lookup screen to view the history of Time blocks added,
updated or deleted on a particular timesheet.

Use the Clock Log Inquiry lookup screen to view the real-Time clock transactions logged on a
particular timesheet, including the IP Addresses where the transaction was clocked.

Use the Missed Punch Inquiry lookup screen to view any missed clock in’s or clock outs for an
employee.
Additional information about these inquiry pages is provided in other sections of this manual. Please see the
topics entitled, “Time Block Inquiry, Time Block History Inquiry, Clock Log Inquiry and Missed Punch Inquiry.”
Adding Employees to KPME Time
This section explains the maintenance screens available to hire an employee into a Job, and to add, modify or
remove an employee from a Time Assignment in KPME Time
Hiring an Employee
You can use the Job Maintenance document to hire an employee into an active job in the system. A single
person may have multiple jobs and each job can have only one pay rate. Each job can have one or many
assignments (work areas + tasks) for which they will be able to record their Time. Each job for a given employee
is assigned a unique job number. Other attributes on the job maintenance page are used to determine which rules
to apply. These attributes can be mapped to an existing payroll/HR system.
1. On the Admin tab, under Administrative Activities, click on the Job link to open the Job Lookup page.
KPME Time and Attendance User Manual
38
September 2011
2. Click Create New button. This initiates the Job
J Maintena
ance docume
ent form.
p of documentt under ‘Docu
ument Overvie
ew,’ enter the
e document D
Description.
At top
Enter the Effective Date on whic
ch you wish th
his hire to be effective.
Enter the Principal ID of the perrson you are hiring
h
into thiss job.
Enter or select the Department Name.
Selec
ct the Salary Group
G
from th
he lookup.
Enter the Job Loca
ation.
Selec
ct the Position
n Number from
m the lookup.
Selec
ct the Pay Typ
pe from the lo
ookup.
Selec
ct the Pay Gra
ade from the lookup.
Enter the Compens
sation Rate.
Enter the Standard
d Hours. (If none, enter ‘0’’)
dicator box. ((An employee
If this is the employ
yee’s primary
y job, check th
he Primary Ind
e can only havve one
prima
ary job).
15. Leave
e “Active” box
x checked as the default va
alue.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
K
KPME Time and Attendance User
U
Manual
39
Septe
ember 2011
16. After you’ve
y
completed your Job
b hire docume
ent, click “Su bmit.”
17. Click “Close” to clo
ose out of doc
cument.
A
Adding a Time Assignment
Y
You can use the
t Assignment maintena
ance documen
nt to define th
he assignmen
nt and funding
g attributes fo
or a given
e
employees’ jo
ob record. It allows
a
you to create, modiffy or remove a Time Assignment for an employee.
A
An employee can be given one or many
y assignments
s and the fund
ding per assig
gnment must total to 100%
%. Multiple
a
assignments can
c be used when
w
the emp
ployee reports to different Time Approvvers, or when different acco
ounts
sshould be cha
arged based on
o the work done. The emp
ployee record
ds the hours a
against assignments. An
a
assignment is
s a unique com
mbination of job, job numb
ber, work area
a and/or task.
1. On the Admin tab, under Admin
nistrative Activ
vities, click on
n the Assignm
ment link to op
pen the Assig
gnment
Lookup page.
2. Click the Create New button to add a new As
ssignment (w
which initiates the Assignment documen
nt).
Each Assignmentt document is
s divided into three
t
sub-secctions: Docum
ment Overview
w, Assignmen
nt
Mainttenance, and Assignment Accounts.
A
K
KPME Time and Attendance User
U
Manual
40
Septe
ember 2011
3. At top
p of documentt under Document Overvie
ew, enter the d
document De
escription.
4. In the
e ‘Assignmentt Maintenance
e’ sub-section
n, enter the in
nformation to a
add the assig
gnment:
a. Enter the Effective
E
Date
e that you wis
sh this assign ment to be efffective.
b. Enter the Principal
P
ID of the employe
ee you are ad
dding to this a
assignment. (T
This fills-in the Name.)
c.. Select the Job Number from the look
kup.
d. Enter the Department
D
Name.
N
e. Select the Work Area frrom the lookup.
f. (Optional) If applicable, enter or sele
ect the Task frrom the looku
up.
g. Leave “Acttive” box chec
cked as the default
d
value
5. In the
e ‘Assignmentt Accounts’ su
ub-section, en
nter the accou
unt informatio
on to fund thiss assignment::
a. Select the Account Num
mber from the
e lookup.
up. (You mustt define the ‘re
egular earn ccode’ for the jo
ob.)
b. Select the Earn Code frrom the looku
c.. Select the Object Code from the look
kup.
d. Enter the Percent.
P
(100
0 is maximum
m allowed valu
ue, but total o
of ALL Accoun
nts added mu
ust equal
100%)
e. Click Add button to add
d the account funding.
f. Repeat the
e ‘Assignment Account’ ste
eps for each A
Account you n
need to add.
6. After you’ve
y
completed your Ass
signment doc
cument, click “Submit.”
7. Click “Close” to clo
ose out of doc
cument.
K
KPME Time and Attendance User
U
Manual
41
Septe
ember 2011
Modifying a Time Assignment
You can use the Assignment maintenance document to modify the current Assignment for an employee. You
can change the Work Area or Task, add or remove Accounts that fund the Assignment, or change the Percentage
of each Account that funds it.
1. On the Admin tab, click on the Assignment link.
2. On the Assignment Lookup, enter your search criteria. In the search results, click edit to modify an
existing Assignment
3. Enter a document Description.
4. You can modify the Work Area or a Task assigned under this Work Area:
a. To modify the Work Area, go to ‘New’ on the right side of the ‘Assignment Maintenances’ subsection and select a New Work Area.
b. To add or modify the Task assigned under the current Work Area, select a New Task number.
c. Be sure to check the Effective Date, as that is the date when the Assignment will change on the
employee’s timesheet.
d. Leave “Active” box checked as the default value, unless you want to “inactivate” this Assignment.
5. You can add or remove the Accounts funding this Assignment:
a. To add a New Assignment Account, go to the blank fields at the top left of the ‘Assignment
Account’ sub-section and enter values in all the required fields, then click Add.
b. To remove an existing Account, uncheck the ‘Active’ box. (That keeps it from being used to fund
this assignment.)
6. You can also reallocate your funding, and change the Percent for each Account (as long as ALL
accounts total 100%).
7. After you’ve completed modifying your Assignment document, click “Submit.”
8. Click “Close” to close out of document.
Removing a Time Assignment
You can use the Assignment maintenance document to “inactivate” an employee’s Time Assignment and that
will remove it from the employee’s timesheet.
If you inactivate all Time Assignments for an employee, they are no longer in KPME Time and the system will not
generate timesheets for them.
1. On the Admin tab, click on the Assignment link.
2. On the Assignment Lookup, enter your search criteria to find the Assignment you want to remove.
3. In the search results, click edit to modify that Assignment. This initiates a new Assignment maintenance
document which shows the current assignment and funding information for that Assignment.
4. Enter a document Description.
5. Enter the Effective Date when you want this Assignment to no longer be active.
6. Under the ‘Assignment Maintenance’ sub-section, uncheck the ‘Active’ box.
7. Click “Submit” to submit the document.
8. Click “Close” to close out of document.
KPME Time and Attendance User Manual
42
September 2011