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KRONOS (UKG) HR READYPaperless onboarding is right around the corner!
Presented by Binta
If any of the following apply, please reach out to the front office beforebeginning ANY actions in KRONOS:
• You need to post a recruitment for a Category A or B employee• Your (prospective) employee needs to complete a Background Check and/or
Fingerprinting• You want to hire someone who has never been affiliated with SPF or HSU
It is also important that you send a list of your current active employees to Binta at [email protected] so that she can link you to them. If this isn’t done, you won’t be able to submit appointment changes for your employees in this new system.
WHAT’S NEW?• Manage entire employment
for employees in KRONOS through “HR Actions”
• PI’s will be able to designate a timekeeper to fulfill HR/Payroll related actions
• Phasing out paper forms (eventually) – replaced by electronic “checklists”
• Interface change - access to employee resources & announcements
• Save paper & time for PI’s & employees as well as aid in maintaining compliance.
NEW TIMEKEEPER DESIGNATION
New functions in KRONOS created option to formally assign a timekeeper for Payroll & HR purposes• Assign a timekeeper to:
• Review and/or approve timesheets for Payroll (same as before)
• Initiate new employee hiring, • Initiate pay changes, • Initiate category/time base adjustments• Initiate separation/terminations
Timekeepers will not be able to submit HR Actions for themselves. The PI will still be expected to submit HR Actions in those situations.
NEW HR ACTIONS• HR Actions will include: hiring, appointment
changes, adding/removing projects, and terminations.
• They can be used by the PI or their designated Timekeeper to initiate workflows on behalf of an employee or “applicant” in the system.
• Workflows include any actions that would have been completed on paper from the beginning of employment to the end of employment.
• These actions will replace SPF Appointment Documents/Packets, Multiple Projects Forms, and Separating Employee Clearance Forms.
• There are two checklist types completed by employees: upon their entrance, a new hire checklist and upon their exit, a termination checklist. Both checklists are initiated by an HR Action.
• Live progress of the checklist is visible on the checklist itself via status bar and percentage
HR ACTIONS CONTINUED• The PI or their designated Timekeeper would select “Start” at the far right hand of the screen to initiate an action.
• Workflows can only be created for existing persons in KRONOS.• Progress can be saved to return later, if need be.• All HR Actions are reviewed and approved by the front office. If modified, it will go back to the initiator.
• HR Actions can be deleted if necessary (if they haven’t been approved.)
DO YOU WANT TO HIRE SOMEONE WHO HAS NEVER BEEN AFFILIATED WITH SPF OR HSU?
What to do:• Email the front office• We will send the candidate a link
to the “Candidate Info Form” aka “Person Of Interest” form (or POI)
• The candidate will enter their personal information for the HSU system, PeopleSoft (PS), to create myHumboldt credentials and establish an HR profile for them for Single Sign On (SSO) access
• New myHumboldt credentials (HSU username and ID#) are generated, linked to the candidate and stored in PS
• PS feeds candidate’s myHumboldt credentials into KRONOS (mass feed)
• KRONOS auto-generates an “applicant” profile for candidate based on their credentials supplied by PS
BRAND NEW HIRES (HSU AFFILIATED)• “Applicant” pool fed into KRONOS from PSHR (not
steady feed…yet) hosts HSU faculty, staff, and students that are not on SPF payroll but are ready to be hired to SPF payroll
• PI or their designated Timekeeper would navigate to “HR Actions for my Employees” in the “My employees” widget
• Select the “Start” hyperlink next to“Hire NEW Employee” HR Action and search for an “Applicant” by name
• Enter appointment information (project name & number, employee’s role, compensation, etc.). enter today’s date as “Effective From” date for visibility of the action. An effective date which acts as a start date for their actual first day of work will be entered later.
• The front office will be notified, prompted to review and approve
• Upon Front Office approval, a “New Hire” checklist will be sent to the employee
• Upon their completion of the checklist, the front office will reach out to verify their I-9 Support Documents
• They will receive a “Welcome” email from KRONOS with our “Welcome” packet and other info to let them know their hire is complete.
NEW HIRE CHECKLIST
PAY RATE CHANGES• In order to initiate a Pay Rate change for an
employee, the PI or designated timekeeper would navigate to HR Actions
• Select the “Start” hyperlink next to “Pay Rate Change” HR Action, the employee to receive the change and ensure today’s date Is the “Effective From” date for visibility of the action.
• Enter the dollar amount and projects that should have the raises reflected and the effective date (first day) of the increase.
• In order for the workflow to continue, the PI or designated Timekeeper must authorize by signing (last 4 of SSN) and sign.
• Upon submitting, the form will go to the front office for review before being sent to the employee to sign.
• Once the front office approves and the employee signs, the action is complete.
NEW PAY RATE CHANGE FORM
TIME BASE/CATEGORY CHANGES• In order to initiate a Time Base and/or
Category change for an employee, the PI or designated timekeeper would navigate to HR Actions
• Select the “Start” hyperlink next to “Time Base/Category Change”, the employee to receive the change, as well as making sure today is the “Effective From” date for visibility.
• A “change reason” must be indicated for adjustments to Time Base and/or Category.
• “Add new“ must be selected to reflect the new entry as well as an effective date for the first date of each change should be indicated.
• The PI or designated Timekeeper does not need to authorize by signing but they must still click “submit”.
• Upon submitting, the form will go to the front office for review before being sent to the employee to “Approve”.
• After the Front Office and the employee approves, it’s ready to add to their cost centers for the effective (start) date of the change(s).
NEW TIME BASE/CATEGORY CHANGE FORM
TERMINATIONS (NON-SENSITIVE SEPARATIONS)• In order to terminate an employee, the PI or designated
timekeeper would navigate to HR Actions• Select the “Start” hyperlink next to the “Terminate
Employee” HR Action, the employee to be terminated and ensure today’s date Is the “Effective From” date for visibility of the action.
• The PI or their designated timekeeper will change the employee’s account status to “Terminated”, choose a termination date (after final day of work), and give a “Termination Reason” before clicking submit
• Binta will get a notification that a termination has been initiated
• After review & approval, the employee will be sent a “Termination checklist”
• Employee must attest that they’ve completed all termination actions:
• Confirmed final payment preference• Returned computer equipment • Returned keys/keycards• Reconciled/Turned off/Returned ProCard/Travel Card• Completed HSU online employee Exit Form• Acknowledge HR (Ariel Aaron) is main point of contact for
benefits/retirement questions
• Once checklist is complete, Payroll, HR and Front office are notified
• Payroll hits final “Terminated” button.
NEW TERMINATION CHECKLIST
NEW ADDITION TO THE PAYROLL
SCHEDULE
Friendly reminder to send a list of your employees to Binta at [email protected] so that she can link you to your employees (:
TRAININGS/DROP IN HOURS
• We will have open/drop in training opportunities starting 8/3/21 available every Tuesday - Friday between 9:30am-10:45am or 1:00pm-2:30pm.
• It’s important that all SPF PI’s and/or Supervisors complete training prior to submitting new appointments through KRONOS HR (So thank you!)
• We can work with those who need additional training opportunities. Please email us at [email protected].
FIN
Thank you!
Questions? Feedback?
