Kuali Time @ IU is an UPgrade!

Lora HeaddyFMS: Payroll & Kuali Time System Manager

Kuali Time @ IU

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

approximately 3 hours• All data is being converted to new system• 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

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

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

Time Detail: Overtime Earn Code Edit

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

NEP/NEC combos.

• Converted existing values

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

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

o Accrual Balance Exceededo Ready to Approve Errors

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

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

Documentation

Review what’s published• Written • Video Tutorials

Give feedback, and request additional videos, documentation

NEW FEATURES• 24 hr clock out: Employees clocked in for more than 24 hours will now be clocked out by the

system. A note is added to the timesheet if this occurs and the IUIE report Clock Log Automatic can be used to identify these.

• Missed Punch: Clock entry employees can self-report missed clock actions using this new functionality. The missed punch document is routed to the approver’s action list upon submission. View the video tutorials on Missed Punch for employees and approvers for more information.

• Assignment Editing: Clock entry employees can modify the assignment on timeblocks. The other fields are read only, therefore they cannot modify the times or earn codes.

• Employee Edit: Employees can now edit their timesheet through the first approval. This allows for last minute entry by the employee and can reduce the number of corrections by approvers.

• Approval Tabs: Approvers and Payroll Processors can now easily access the timesheets for their employees in this tab. All employees are pulled in per the roles of the user eliminating the need to search for this information. Approvers and Payroll Processors can now look for missed punches, track overtime, approve and more all in one place. View the “Approval tab” video tutorial for more information.

• IUIE: All new IUIE datagroups and reports will be available on Monday 2/24. IUIE documentation will be published on the website this week with detailed information.

RETIRED FEATURES

• TUH: The TUH earn code will no longer be available in Kuali Time. If a user is unable to add the correct code a note should be added to the timesheet with the details for the approver or payroll processor to take action on.

• Lunch Buttons: The Lunch In/Lunch Out buttons are not in Kuali Time. Users will clock out/in to record their lunch breaks.

• Work Area Type: The employee type (E/H) is no longer on work area. Any type of employee can now be put in a work area. This means you can have biweekly and hourly staff in the same work area. Consolidation is not required, but it is something to consider to reduce the number of work areas in your department.

Questions?

• Are you in the test environment trying it out?

https://test.uisapp2.iu.edu/kpme-reg/Time.do