Kronos Timecard Management and Sign-off Policy

About this Policy

This policy applies to managers who are using the Kronos time and attendance system to input and manage their colleagues’ time and attendance information.

This policy outlines that it is the manager’s responsibility to ensure that their colleagues’ timecard data is accurate, and that they are signed off in Kronos by 10am every Monday on a weekly basis.

This policy does not form part of any employee’s contract of employment and we may amend it at any time.

It is important to note that where a manager fails to sign off timecards on time, colleagues who report into them are at risk of not receiving pay.

Managers must be aware that any breach of this policy and failure to ensure their direct reports hours are accurately recorded can result in errors in payment. As such, a break of this policy may result in disciplinary action being taken in accordance with the Society Disciplinary Policy.

Managers Responsibilities

Paying colleagues correctly in line with Society policies and on time in readiness for the four weekly pay run, is a key part of a manager’s role.

In some instances, colleagues’ timecards are managed by a nominated Kronos user (such as a central administrator or a personal assistant). However, it is ultimately the manager of the cost centre who is accountable for ensuring that colleagues are paid correctly and promptly. Managing and signing off timecards properly in Kronos ensures that this happens.

Historical Edits

There is a cost to the Society to remedy any inaccuracies to timecards historically, particularly any sickness information and it is important that these are avoided. All absence data and any exceptions must be dealt with and input in the working week in which they occurred. In some instances historical edits may be necessary, however proper management of colleague’s time and attendance data daily will ensure that this remains an exception.

Any historical edits or missed sign off of timecards, must be processed through Servicenow Requests for payroll to amend.

Weekly Sign Off

The Society recommends that managers deal with their colleagues’ Kronos timecards on a daily basis to ensure that any changes and exceptions are kept up to date. This includes any absence from work, changes to shift patterns and managing any leave requests.  

All colleagues’ timecards in the cost centre must be signed off weekly by 10am every Monday morning (12pm in Childcare). Managers should not sign off a timecard until the end of the working week (after midnight on Saturday).

Under no circumstance should managers/nominated users share their username and password information, in the event that they are unable to sign off a timecard they should either delegate this to another manager through the system or contact the Kronos Workforce Management Team for assistance.

System Prompts

The Kronos system will usually prompt managers via email where a timecard has not been signed off on a Monday.

• At 08:00am the manager will receive an email as a reminder to sign off their timecard.

• At 09:00am the manager will receive a final warning email as a reminder to sign off their timecard.

• At 10:00am an email will be sent to the line manager of the manager to inform them that the timecard has not been signed off.

It is important to note that where a manager fails to sign off timecards, colleagues who report into them are at risk of not receiving pay during this period.

Disciplinary Action

The system is the property of the Midcounties Co-operative and should be treated as such in conjunction with the Acceptable Use of IT Facilities Policy.

The Society reserves the right to instigate disciplinary action where there are repeated offences of managers/nominated users not signing off colleagues’ timecards and/or historical edits to their colleagues’ timecards. It is an important part of a manager’s role to ensure that their colleagues receive their pay accurately and on time, and where a timecard has not been signed off this may result in colleagues not receiving any pay. Intentionally or negligently signing off timecards which do not reflect hours actually worked may result in overpayments, which similarly may result in disciplinary action. Consideration will be given to exceptional circumstances which prevent the manager from signing off a timecard or managing absence and exceptions appropriately, this includes where any technical issues cause a sign-off failure.

This policy applies at all times, whether inside or outside working hours and any breach of this policy and/or misuse of the Kronos system and colleague’s time and attendance data may result in disciplinary action which may include dismissal.

If it is intended to take disciplinary action, the Society’s Disciplinary Procedure will be applied.

Additional Support

If you feel you need further guidance with signing off a timecard on Kronos you can revisit the training material on the Colleagues Connect Kronos page.

If you require any further assistance you should contact the Kronos Workforce Management Team for support by emailing workforcemanagement@midcounties.coop or calling 01926 516552.