Kuali Time @ IU is an UPgrade!

Lora HeaddyFMS: Payroll & Kuali Time System Manager

Kuali Time @ IU

• Implementation date Sunday, February 23rd• System will be down in the early morning for

approximately 3 hours• All data is being converted to new system• OneStart banner to notify employees next week

• Kuali KPME Time product based on current IU TIME system

Accessing Kuali Time

Set a bookmark

Use existing kiosk

OneStart Kuali Time portal

Services > Administrative Services > Kuali Time

Person Info TabPerson Details: Principal IDPrincipal NameService DateTimezone Preference

Job Details:Job (including voucher code)AssignmentApprover, Pay Processor, Admin

Role Details:Displays user’s current roles

Employee Timesheet Activities

• Timesheet creation– Friday before pay period starts– Creating nightly– Still click on clock/time detail to create on the fly– Timesheet available for enroute eDocs after 1 hr

• “Change employee”– All activities demonstrated as an employee, are the

same for approvers/pay processors.

Regular Time: Clock Entry

• Employee can NOT change times or delete the timeblock.

• 6 minute rounding still in place.

• Click Actual Time Inquiry for actual clock times.

New Functionality: Missed Punch• Can only be submitted

for last clock action

• Only one missed punch per shift

• Inputs the clock action for the employee

• Reportable in inquiry and in the IUIE

• Missed punch entries are subject to rounding

• Routes to assignment approver(s) action list

• Auto Approved at end of pay period

Regular Time: Manual Entry

• Time Detail Tab• Click on a day• Multiple time entry

formats supported

Time Detail Activities: Editing Timeblocks

Time Detail Activities: Adding Non-Regular Codes

Time Detail: New Features

Color Coding on timesheet• Visibility of hours

recorded per assignment easier for approvers

Historical data available• Use arrows at the top

Auto Lunch Deduction• Visibility of deducted

hours on timesheet• Ability to delete by

approver and payroll processor

Time Detail: Overtime Earn Code Edit

Overtime Earn Code Editing• Drop down will limit to OVT/CPE or

NEP/NEC combos.

• Can set the role which can edit on the work area maintenance doc.

• Converted existing values

Time Detail: Errors & WarningsVisibility of warnings on Time Detail and on Approver Tab.

o Affordable Careo 22-28 hr and 29+ warning

o Earn Code specifico Ex: FMLA, Injury, NEP/NEC

o Clock Locationo If clock taken from unapproved IP per “Clock Location Rule”

o Accrual Balance Exceededo Ready to Approve Errors

o Invalid Assignmento Overlapping Timeblockso Standard hours (of 40) not meto More than 40 “counts as regular” hours recorded

Approver/Payroll Processor Tab

• Displays employees and their Work Status• Over 12 hrs=Red

• Filtering by Dept, Work Area and Approval Status

• Search by employee ID, name, username and Doc ID

• Visibility of historical data

• Warnings• Notes• Drill Down to Employee

day by detail

Approving Timesheets• Document will still route to

Action List with a link to the Approval Tab.

• Approval Status Filter• Three ways to Approve

• Approve button on Approval Tab

• Check box select on Approval Tab

• Approve button on individual timesheet

• Plus sign to expand summary on the Approval tab

• Click document ID to drill down to timesheet detail. Here you can make corrections, add notes and approve.

Live Demo

• Approver tab during approvals– Approval status filter– Warnings/notes– Plus sign– Approve buttons

• Adding time– Drop down– Multiple day select

Approver/Pay Processor Admin Functions

View only of setup data:

Administrative• Department• Earn Code• Work Area

Timekeeping• Clock Location Rule• Department Lunch Deduction Rule• Shift Differential Rule• Time Collection Rule

Inquiries: Same as current TIMEClock Log- View clock actions/IP for clock entry employeesMissed Punch- View report of missed punch documents createdTime Block History Inquiry- View every timeblock ever added/deleted on timesheet.Time Block Inquiry- View active timeblocks

Change Target Person: Input username to drill down to employee’s timesheet detail.

IUIE Reporting• All Time users can access IUIE.

• All Datagroups and Reports rewritten/improved.• Added F/C/H indicator to enable you to

only select current values• Overtime, Premium and Shift are now in

the detail, no longer their own column

• Exception Reporting • Totally reworked concept• Reports to enable you to dynamically

define exceptions for your area.

• Work in Progress• Once they are available, please give

feedback and ideas for new reports to meet your needs.

• Time data is for during the pay period or detail reporting. After the fact/high detail should be out of payroll/labor ledger data.

Support during Implementation

• Kuali Time Website– http://www.fms.indiana.edu/kualitime/home.asp– Written documentation– Video Tutorials

• Multiple, short videos• Decision Trees

– Recording of this training

• Help tab in Kuali Time

• FMS Customer Service– Support form

Questions?

• Approvers, Reviewers and Payroll Processors can leave IF you aren’t also a Payroll Manager

• Additional information following questions for Kuali Time Administrators

• Upcoming session info found on Kuali Time Website along with recorded webinar

Department & Work Area• Department– Edit roles: Time Dept Admin, Payroll Processor, Payroll

Processor Delegate, Dept View Only– Enabled edit of Time Dept Admin

• Work Area– No longer classified by E and H– Add, Edit, Inactivate – Effective date updates when you edit– Edit roles: Approver, Approver Delegate, Reviewer– Overtime Edit Role & Default Overtime Earn Code

• Maintenance document

• Must enter description

• Must click Add button

• Inactive Roles section

Rule Maintenance• Always define at highest level, and define

exceptions. Rules at employee level are hard to maintain.• Clock Location Rule– Allows establishment of IP address/subnet as an

“approved location”. When clock recorded at an unapproved IP, warning will show.

• Department Lunch Deduction Rule– Lunch buttons are eliminated – Establish an automatic meal deduction per shift

• Shift Differential– View of existing shift rules for the university

Time Collection Rule

• Maintenance now done centrally• Campus level rules are established to

determine time collection.• Only exceptions officially recorded are being

converted. • To request an exception, form in TIME portal-

Support Links (will be on the Help tab in the future)

Documentation

Review what’s published• Written • Video Tutorials

Give feedback, and request additional videos, documentation

Questions?

• Are you in the test environment trying it out?