Citywide Payroll wants to assist you in keeping your Kronos running smoothly by keeping your Kronos up-to-date.

Keep your Kronos “Reconcile Ready”

Reports To Update

To be able to reconcile your employees’ timecards, you must be able to view them. If you know of an expected Reports To Change, let Citywide Payroll know right away. We can post date the change with your specified effective date, making the supervisor transition seamless.

Reports to Update Process

1. Submit a Reports to Change Request to CitywideAdmin.Help@denvergov.org
2. Citywide Payroll processes the request within 3 business days 
3. View and edit your new employee in Kronos on the effective date, or the day following the processed date

Both the previous and new supervisor will be able to view the employee in Kronos for the pay period in which the report to update has occurred.

Schedule Changes

The red boxes around in and out times are to help you more quickly recognize variations to your employee’s normal work schedule. This can help you more quickly identify possible missing paid leave, or possible coming overtime or comp time accrual. We can post date the schedule change with your specified effective date, or can make the effective date prior to the date submitted (back to the first day of the current pay period). All schedule changes must have the start date as the pay period begin date.

Updating a schedule is easy:

1. Submit a Kronos Change Form with the employee’s correct schedule to CitywideAdmin.Help@denvergov.org
   (Need to update your whole group? Use Group Schedule Change instead)
2. Citywide Payroll processes the request within 3 business days 
3. View the new schedule in the employee’s timecard on the effective date or the day the request is processed
   
   *Schedules are only entered for non-exempt employees or exempt employees who are shift differential and/or overtime eligible. Sorry, we will not enter schedules for on-call employees or exempt employees not eligible for shift differential and/or overtime.
   
   

Temporary Overtime or Compensatory Time

Each department has specified whether their overtime/compensatory time eligible employees may earn overtime or compensatory time for hours worked over 40 in a week. Under circumstances outlined by your agency, your department or team may have a temporary change to your standard practice.

Process for temporarily changing how overtime is accumulated:

Submit a Kronos Change Form with the amount of time you would like converted on the current pay period from overtime paid out to compensatory time saved in his/her comp bank (or vice versa).  (Need to update your whole group? Use Group Pay Code Adjusment Change instead)
1. Citywide Payroll processes the request within 3 business days
2. View the moved amounts in the employee’s timecard, in the Totals & Schedules tab near the bottom.
   
   *This process must be followed each pay period this agency approved arrangement is taking place.
   

Badge Entry

There are many Kronos 4500 Terminals located throughout the City. If your employee will be utilizing the terminals, Citywide Payroll needs to enter the employee’s badge number into the system. This process is not done automatically, and must be initiated by a supervisor.

Process for activiating a badge for Kronos use:

1. Submit a Kronos Change form with the employee’s badge number to CitywideAdmin.Help@denvergov.org. (Need to update your whole group? Use the Group Badge Update form instead) 
2. Citywide Payroll processes the request within 3 business days 
3. Your employees can begin using the terminals the day following the date the request is processed
   
   *Want to remove access to the terminals, please notify Citywide Payroll.

Keep your Kronos “Vacation Ready”

When you are preparing to be out of the office, include delegating your Kronos responsibilities on your check list. When a supervisor or manager is unavailable to reconcile their employee timecards or approve/deny leave requests they have the ability to delegate their authority to another supervisor or manager within their department. Please check out Kronos Quick Reference: Delegations for more information.

Common questions:

If I delegate to another supervisor, will I still be able to view my staff?
Yes, you and the supervisor(s) you have delegated to will be able to view your staff.

I have been delegated to by another supervisor; will I receive emails notifying me of time off requests?
No, those email notifications will still go to the official supervisor. Please ask the supervisor’s employees to let you know when a time off request has been submitted, so that you can accept/reject the request after switching roles within Kronos.

Kronos wasn’t quite ready

Timecards may need to be fixed after the pay period approval deadline has passed.

1. Submit a Kronos Change Form with the corrections needed 
2. Citywide Payroll processes the request within 3 business days 
3. View the historical amounts in Kronos on the employee’s timecard, in the appropriate pay period. Depending on when the Kronos Change Form is received, possible compensation for these corrections will be paid on the following pay check.