CHASS SUPERVISORS’ KABA QUICK GUIDE

1. CHASS SUPERVISORS’ KABA QUICK GUIDE

2. Agenda Topics to cover today: • What is KABA? • Why? • What are the Supervisors’ responsibilities? • How to: • Review time at end of a pay period • View and Manage Time during a pay period • Make Corrections • Note: Supervisor Access will automatically begin this weekend…right now, there is nothing to see!

3. WHAT IS KABA? Beginning with any work performed on Saturday, March 29th, bi-weekly employees who have been submitting a biweekly timesheet will now have to enter their time in the KABA timekeeping system. CHASS will only use the web-clock. This on-line timesheet is accessed through MYPACK Portal . They can log in with their NCSU ID to punch in and punch out. Supervisors will no longer receive paper times sheets and will have to manage their employees’ time in MYPACK portal.

4. Supervisor Responsibilities • Supervisors are responsible for making sure their employees are properly hired before they are allowed to begin work • Supervisors are responsible for showing the employee how to record their time KABA, giving them the proper time keeping location for their job, and instructing them on holiday and overtime policy. • Supervisors are responsible for making sure the timesheet summary is accurate and valid for the pay period. • PLEASE NOTE: The time will be paid exactly as it is entered (esp. holiday and overtime hours will be paid at time and a half). It is VERY IMPORTANT that the Supervisor review the time and have the corrections entered before payroll lockout! • Supervisors must work directly with the timekeepers to resolve any time punch issues for their direct employees • Daily is recommended • At a minimum within 48 hours of receiving the timesheet summary notification.

5. HOW TO VIEW TIME AT THE END OF THE PAY PERIOD Each bi-weekly pay period begins on a Saturday and ends two weeks later on a Friday. On the Saturday following the end of the pay period, supervisors will receive an email with a link that will open a screen with all of the timesheets for the employees they supervise. You have until 5:00pm on the following Tuesday to work with your employees to correct errors.

6. Sample Email with Link Notification that a Timesheet Has Been Posted for an Employee(s ) That You Supervise This is to serve as a notification that a temporary staff or student worker that report to you have submitted hours worked for the pay period that ended at midnight this past Friday and to provide you with an opportunity to review these timesheets before they are paid.  The timesheets can be accessed from the link provided below. Link to timesheet here You are encouraged to take this opportunity to review these timesheets before they are paid.   Please resolve any issues that you identify by 5pm 03/04/2014.  Failure to do so may lead to the employee being paid incorrectly.  As you review your employee’s timesheet(s), please keep the following in mind: • All Exception Alarms must be resolved by 5pm 03/04/2014.   An employee will not be paid for any entry for which an exception alarm is noted on the timesheet.• Ensure that the days recorded are days that the employee actually worked.• Verify that the project id(s) listed is correct.  Please correct or refer to your departmental timekeeper any project ids that must be added or modified.• Report any issues that you note to your departmental timekeeper as soon as possible but no later than 5pm 03/04/2014 For additional information, please consult the Supervisor’s Guide to the Kaba Time Collection System.

7. Timesheet Summary

8. Timesheet Summary

9. View and Manage Time during the Pay Period in MyPack: Main Menu—Human Resources—Manager Self Service—Time Management (Short Cut is being developed!!!) Approve Time and Exceptions, provides a quick view of employee exceptions. Report Time, managers can verify and manage employee time worked. View Time, provides options to retrieve data and print payable time sheet information. Manager Search Options, allows managers to change the default search options.

10. Manager Self Service, Time Management Select Exceptions: Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time. Report Time, managers can verify and manage employee time worked. View Time, provides options to retrieve data and print payable time sheet information. Manager Search Options, allows managers to change the default search options.

11. Manager Self Service, Approve Time and Exceptions Identify specific search criteria and click “Get Employees” or just click “Get Employees” to see all exception alarms for all employees assigned to a specific timekeeper.

12. Manager Self Service, Approve Time and Exceptions

13. Manager Self Service, Time Management Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time. Report Time, managers can verify and manage employee time worked. View Time, provides options to retrieve data and print payable time sheet information. Manager Search Options, allows managers to change the default search options.

14. Manager Self Service, Approve Time and Exceptions

15. Before correcting time, need documentation: Each Department is creating their own process; It should look something like this…

16. Manager Self Service, Approve Time and Exceptions

17. Manager Self Service, Approve Time and Exceptions Default Project ID unless otherwise specified

18. Timesheet modification and adjustment comments Employee Name Employee Identification Mngr. Name Comment Bubble

19. Exception Alarm Trouble Shooting Guide All unresolved High Severity alarms will not be paid to the employee until they are resolved in the HR System!

20. Timesheet Summary

21. Manager Self Service, Time Management Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time. Report Time, managers can verify and manage employee time worked. View Time, provides options to retrieve data and print payable time sheet information. Manager Search Options, allows managers to change the default search options.

22. Manager Self Service, Printable Time Sheet • *Employee Type • Monthly • Temp *Check Date 12 months of payable check dates, select the specific pay date *Time Keeping Location Drop down list of all the TKL’s the manager is responsible for monitoring • EmplID • Individual time sheet lookup

23. Printable Time Sheet *Supervisor ID *Check Date 12 months of payable check dates, select the specific pay date

24. Printable Time Sheet *Check Date 12 months of payable check dates, select the specific pay date *Dept. Ledger 5 *Time Reporter Group Drop down list of all the TKL’s the manager is responsible for monitoring • EmplID • Individual time sheet lookup

25. Bi-weekly Employee Timesheet Example