Kronos/Telestaff Procedure PDF

Procedure 700 Chesapeake Fire Department Fire Procedure Manual Copyright Lexipol, LLC 2023/03/25, All Rights Reserved.Published with permission by Chesapeake Fire Department Kronos/Telestaff - 1 Kronos/Telestaff 700.1 PURPOSE AND SCOPE The purpose of this SOP is to provide guidance fo...

Procedure 700 Chesapeake Fire Department Fire Procedure Manual Copyright Lexipol, LLC 2023/03/25, All Rights Reserved.Published with permission by Chesapeake Fire Department Kronos/Telestaff - 1 Kronos/Telestaff 700.1 PURPOSE AND SCOPE The purpose of this SOP is to provide guidance for effective Kronos timecard and TeleStaff management and reconciliation. It will also serve to establish the expectations for members and supervisors of effective documentation in each program. 700.2 POLICY Battalion Chiefs are responsible for implementation of this policy and establishing policy and data entry timelines for assigned members within their battalions. Upon issuance of this SOP each Battalion Chief is responsible to review this information with their Officers. 700.3 EMPLOYEE TIMECARDS AND TELESTAFF All members are responsible to ensure their timecards and necessary comments are listed correctly in both Kronos and TeleStaff during their daily on-duty check. Overtime comments in Kronos and overtime work codes in TeleStaff must accurately reflect the reason each member accrued overtime hours. Each individual member is primarily responsible for the reconciliation of TeleStaff work codes and Kronos comments. All supervisors are responsible for verifying their assigned members have correctly added comments and work codes in Kronos and TeleStaff during their daily on-duty check. Final verification of comments and work codes in the two systems is to be completed by the respective Battalion Chief. All scheduled leave or vacation must be entered into Kronos and TeleStaff no later than the shift before leave is taken 700.4 OVERTIME Members are expected to enter timecard comments during any overtime assignments or when taking an early call as soon as possible after punching in. Timecard comments must always be made before the member goes off-duty. Members performing ancillary functions that require overtime must punch in and out at the closest available time clock. If one is not on site, they must have the member supervising that activity or their direct supervisor manually enter their overtime as soon as possible. Members must make the timecard comments during their first on-duty shift following these functions. Members working overtime for a court appearance in a Chesapeake Court must punch in and out at the time clock located in the respective court building. Members must make the timecard comments during their first on-duty shift day following court. If the member is on leave after the court appearance, then the member must email their supervisor and Battalion Chief the details and comments. Chesapeake Fire Department Fire Procedure Manual Kronos/Telestaff Copyright Lexipol, LLC 2023/03/25, All Rights Reserved.Published with permission by Chesapeake Fire Department Kronos/Telestaff - 2 Members working overtime for a court appearance in another city during their scheduled off-duty days must email their supervisor and battalion chief their clock in/out times and comments for each day in court. The supervisor and/or battalion chief will make the timecard entry, complete with comments, during the first on-duty shift day. Members attending off-site training or deployment/response must must email their supervisor and battalion chief their clock in/out times and comments for each day worked. The supervisor and/ or battalion chief will make the timecard entry, complete with comments, during the first on-duty shift day. 700.5 TIME TRADES A member that works for someone, known as "trading time worked," must be approved by both immediate supervisors and entered in Tele-Staff. The on-duty Officer is responsible to enter the time and necessary comments into Kronos. The member who has traded time and their supervisor are responsible to ensure the correct times are listed when checking the timecard during their next duty day. A member who has someone working for them, known as "trading time taken" must send an email as soon as possible after scheduling the time trade to their supervisor. Their supervisor is responsible for entering the time trade promptly into Kronos. If the time trade is not fulfilled or rescinded, the member will send an email as soon as possible after time trade is rescheduled to their supervisor. The member's supervisor(s) is responsible for correcting Kronos. The member and their supervisor(s) are responsible to ensure the time trade is listed correctly when checking the timecard during their next on-duty day. 700.6 TIMECARD APPROVALS Approvals of timecards must not occur prior to the pay period ending. Members and supervisors should only approve their timecards on the first on-duty day after the pay period ends. Members and supervisors will ensure timecards are reviewed, corrected, and necessary comments are made and approved according to the timeframes established by their Battalion Chief. If a member is on leave the day time cards must be approved, the member’s card will be reviewed, corrected as necessary, and approved by their supervisor and/or the Battalion Chief. Members should approve (or attempt to approve) their timecards immediately upon returning from leave. Timecards are to be reviewed and necessary comments made by supervisors each on- duty shift. After the review of the member’s timecard and TeleStaff reconciliation, all exceptions (indicated by a red box) will be marked as reviewed (as indicated by a green box). After verification and being marked as reviewed by the supervisor, the primary responsibility for the correctness of the timecard passes from the member to the supervisor. Chesapeake Fire Department Fire Procedure Manual Kronos/Telestaff Copyright Lexipol, LLC 2023/03/25, All Rights Reserved.Published with permission by Chesapeake Fire Department Kronos/Telestaff - 3 700.7 TIMECARD AND TELESTAFF SCHEDULE Members and supervisors are to reconcile Kronos and TeleStaff every on-duty day in accordance with the time frames established by their Battalion Chief. Battalion Chiefs are to verify that each member within their respective battalion has correct timecards and TeleStaff entries. 700.8 ACCOUNTABILITY Supervisors will document violations of this policy and implement progressive corrective action as necessary for adherence to this policy in accordance with the disciplinary policy. It is expected that the timeframes established by each Battalion Chief will be adhered to. It is recognized that early morning alarms, early morning physicals and other operational needs will occasionally result in exceptions to the given timeframes; any changes or exceptions should be reported to the member’s supervisor and Battalion Chief.