Kronos Workforce Ready Timekeeping System - Vanderburgh County Users

Kronos Logo Links to Kronos Workforce Ready (WFR):

Support:

Please report any WFR issues to:

2017 Kronos End of Year Instructions for Payroll:

All County Bookkeepers,

Attached is the end of year and beginning of the year payroll instructions.  However, this year we will have some changes to the process which will ultimately make everyone’s jobs easier going forward with the end of year payroll.  We need to comply with the State Board of Accounts audit, and need to correct how we process payroll by not paying our employees in advance.  The Auditor’s Office has had many conversations with the SBOA and other County Auditors who have already made this change.  We also wanted to keep in mind that our employees are expecting to receive a bigger check at year end and a smaller check in January.  We did not want to create a hardship for the employees, so we feel like this is our best way to fix our payroll issues.  We are going to need your help with the process this year, and we feel like it will be streamlined for the many years to come.

In order for us to pay in arrears, we have decided to pay out the biweekly full time employees 72 hours of time on our December 21st payroll along with 48 hours of a SUPPLEMENTAL PAYCHECK.  The weekly employees will receive their 2 weekly paychecks along with a 48 hour SUPPLEMENTAL PAYCHECK.  Then all weekly and biweekly fulltime employees will receive a 40 hour paycheck on January 5th.  This will make sure ALL employees receive the same amount of money they were already expecting.  The part time employees are addressed on the instructions attached.

One of the Auditor’s Office biggest concerns will be processing the payroll for January 5th.  Please note, we need ALL departments to have their vouchers submitted by 10:00am on January 2nd.  We understand it is holiday time, and some people may be taking off work.  This is where we need your help in getting payroll in on time.  The Bookkeeping department of the Auditor’s Office will make arrangements if you want to turn in your time EARLY.  Whether it is on Friday December 29th, or some other time before January 2nd.  We will be flexible, and we are hoping for your cooperation.

We think, once we make this adjustment this year, it should make payroll easier going forward.  What you will find is when someone leaves employment they will receive a paycheck AFTER they leave.  If they have a buyout, we will pay it out at the same time. Accruals will match in Munis and Kronos.  Since we are making the adjustment NOW, then next year at this time, biweekly fulltime employees will receive an 80 hour check as their last paycheck in December, and then another 80 hour check with their first pay in January of 2019.  We will continue that schedule going forward.  We have already changed the schedule in Kronos to accomplish what we need, and Megan will be sending you a spreadsheet for the Supplemental Pay.

Payroll seems to be running smoothly, because of all of your hard work.  Hopefully, we can work through this change together this year, and it will be better for all of us going forward.  Once you have read the payroll instructions, and if you have any questions, or think we have missed something please let us know.  I appreciate your help while we make this transition.

Brian Gerth
Vanderburgh County Auditor
1 NW Martin Luther King Jr Blvd Room 208
Evansville, IN 47708

(T) 812-435-5763
bagerth@vanderburghgov.org

Attachments:
2017 Kronos BW EOY
2017 Kronos W EOY

Kronos Users Documentation - Employee:

 

Kronos Users Documentation - Department Manager:

 

Kronos Timekeeping Timeline:

2014:

Project Goal:
To explore options on upgrading the Vanderburgh County timekeeping system county wide and report those findings to the ITAC Board.  Vanderburgh County was on Kronos Timekeeper Central Windows V4.3 that ran on the XP operating system and could not be upgraded. Since the XP operating system was no longer supported by Microsoft in 2014, the subcommittee would hope to find a solution and have it in place in 2014.

A contract was signed with Kronos and the Vanderburgh County Commissioners to implement Kronos Workforce Ready (WFR) on March 18, 2014. It was implemented County wide in three Phases. The Phases were as follows:

  1. Phase I
    • County Clerk
    • Auditor
    • Treasurer
    • Surveyor
    • Commissioners/ Supt of Buildings
  2. Phase II
    • Assessor
    • County Highway
    • County Engineer
    • Old National Events Plaza (formerly the Centre)
    • Burdette Park
    • Voter Registration
    • County Council
  3. Phase III
    • Health Department
    • Co-Op Extension
    • Area Plan Commission
    • Veterans Services
    • Weights & Measures
    • Drug & Alcohol Deferral Services

2015:

Kronos WFR was implemented countywide by Vanderburgh County on the 2/6/15 payroll.
New User Interface:
 

A User Interface Upgrade in Kronos Workforce Ready (WFR) was refreshed on December 2, 2015. Click here to see the changes to the screens in WFR. All functionality from the past is there. There are only visual changes which means that you may access certain functions differently than in the past in WFR.

Click here to view the "Using the New User Interface" document released on December 2, 2015.

Tip:  Timesheets on the new interface appear much larger than the previous interface. It has been suggested by Computer Services to "hold the CTRL button and simultaneously press either the + or - key and it will adjust the size."