SLIDE 1 INTRODUCTION & OVERVIEW TO K-PAY
NEW DIOCESAN TIMEKEEPING SYSTEM
SLIDE 2 ABOUT K-PAY
Starting with the September 16 - October 6 pay period, we will move to an online timekeeping system
All time will be entered and approved
All vacation/sick time approval will be submitted/accepted/tracked
All pay stubs will be available to view at any time
You can update your W-4 tax information
You can view all sick/vacation accruals
View W-2 statements at the end of the year
SLIDE 3 HOW TO LOG IN
Go to: https://secure.yourpayrollhr.com/ta/KPAY06121.login
Your log in information:
Username: First letter of your first name, full last name (ex. Jane Doe: jdoe)
Password: last four digits of your SSN
Once you log in for the first time, you will be prompted to change your password, this will remain your password. For security purposes, you will be prompted to change your password on occasion.
Please bookmark this site for ease of access
SLIDE 4 MY ACCOUNT
Main Log In Page Enter your username (first letter of your first name, last name. ex. Jane Doe – jdoe) Enter your password (last four digits of your SSN)
Once you log in for the first time, you will be prompted to change your password, this will remain your password.
SLIDE 5
You will be prompted to receive a code for security. You can choose voice or email. Note, on the page following this, you can click a small check box at the bottom that will save your computer to the system to avoid doing this step every time.
SLIDE 6 This is your dashboard, which you will see when you log in. You can hover over the box titled “Employee Basics” to find your timecard, submit time off requests, and view your pay history, use the “My Account” tab for your personal information, change your tax information, plus the links featured in the blue box. Scroll down for quick links and accrual balances (see next slide)
SLIDE 7 If you scroll down on your dashboard, you will see your quick links and accrual balances
SLIDE 8 HOW TO RECORD TIME
You will enter bulk entry hours for each day
Holidays will (most of the time!) be auto-populated
When surprise holidays and summer hours are announced, we will help you through the process
Your approved vacation, sick days, and all other time off will be auto-populated
You will submit your time at the end of the pay period to your director to be approved
SLIDE 9
From Quick links, select “My Current Timesheet” Hover over the blue box on your dashboard and select “My current time sheet”
A few ways to access your timesheet:
OR OR Go to “My Account” Select “My Timesheet” And then click on “My current time sheet”
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SLIDE 10
You will be brought to your timecard, which will look similar to this screen.
Your Timecard
The next slides will show you how to record your hours.
SLIDE 11 To record regular working hours, just insert the number of hours you worked each day under their date. The row with the blank title is your regular hours. Check the dates to make sure you’re in the right pay period. Insert your hours worked for each day. The line with no label will be your regularly worked hours.
Recording Regular Hours Worked
Holidays, and all other time off approved will be auto populated for you.
SLIDE 12
Any other hours that are recorded on your timecard will be auto-populated based on what’s been approved. Our holidays will auto populate in your timecard. Your vacation time, sick time, bereavement, jury duty, school conferences, unpaid leave all have to be submitted as a request to your director and approved. Once approved, it will go into your timecard for that time period. (please note – you can do this after the date is gone. For example, if you wake up sick on Monday morning, and are back at work Wednesday, you can submit your sick time request for Monday and Tuesday on Wednesday) When/if summer hours come up next year, we will let you know what to do. Please see section below on time off requests.
Other Hours (holidays, vacation, sick, etc.)
SLIDE 13 4.5 regular days of work (31.5 hours) 2.5 days of sick time (17.5 hours) 3 days of jury duty (21 hours) A total of 70 Hours This timecard reflects: (pre approved time
Sample Timecard
SLIDE 14
Once your timecard is complete and it is either Friday afternoon or Monday morning at the end of a pay period, you can submit to your director to review and sign off. To submit, click on the “Submit for Approval” button on the upper right blue boxes.
SLIDE 15
Once you hit submit, you will see this pop up screen. If you have notes on your time for your supervisor, you can enter them in the comments section. Once you are ready, hit “OK” to submit it. Once submitted, it will go to your supervisor or director for approval.
SLIDE 16 HOW TO REQUEST TIME OFF
K-Pay will be the place where you will submit requests for time off, vacation and sick
All of our policies on requesting time off will stay the same, please see your policy book for questions
Once you submit a request for time off, your supervisor will receive it and either approve or deny the request
Once accepted, it will deduct the hours from your accrual balance
It will automatically add it to your timecard for the appropriate day(s)
How to make a change in an approved time off request
SLIDE 17
From Quick links, select “Request” under “My Time Off” Hover over the blue box on your dashboard and select “Time Off Request ”
A few ways to request time off:
OR OR Go to “My Account” Select “My Time Off” And then click on “Request”
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SLIDE 18 Once you hit request, you will be brought to this screen.
Balances: View your current accruals for sick and vacation time. You can see how much you have available, how much you have taken, and how many hours are currently pending approval. You can also see how much you accrue per pay period. Submit Request: When you are done filling out the request, this button will submit it to your director. Time Off: This is the section where you will fill
request.
SLIDE 19 Choose Time Off Type: Click on the paper + magnifying glass to choose which type of time off you will request. Select the appropriate option. Choose Amount of Time: Highlight the radio button (circle) next to the amount of time you will be taking off.
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Select Dates: Select the calendar icons to pop up a calendar to select the date.
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Select Hours: Select the hours / day you work
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Comment: Let your supervisor/director know why you will be out.
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SLIDE 20
How to make a change in an approved time off
Example: you requested a vacation day, but ended up working; or you requested 3 hours of sick leave for an appointment but only were gone for 1 hour, and your director has already approved it. Go to your timesheet.
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Click on “Change Request”
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SLIDE 21
How to make a change in an approved time off (continued)
Click on the drop down arrow.
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Select if you want to modify it or cancel it
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Click on “Submit Changes”
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The times you have approved on your timesheet will appear, make the changes that are needed.
SLIDE 22 HOW TO VIEW YOUR INFORMATION
Viewing accruals (vacation and sick)
Viewing past pay stubs
SLIDE 23
Quick Links: scroll down to quick links (under announcements) My Account – My Profile Ways to access your profile My Account: On the top left of your dashboard, lick “ My Account”… …then click on “My Profile”
SLIDE 24 My Profile:
Main Tab: This is your personal and employment
- information. Here you can view what
personal information we have on file for you, your compensation rates and history, who your director is, your hire date, and accruals. Payroll Tab: View your pay history and deductions,
SLIDE 25 My Account
My Forms: Access to your W2 at the end of the year My Pay Statements View past pay statements My Pay Time Off Make a request, view history, see your calendar, view accrual history My Timesheet See/edit current timesheet, see past timesheets, request a change on a submitted timesheet
SLIDE 26 OTHER INFORMATION
Mobile Access: K-Pay’s site is mobile friendly and allows you to check your account remotely from any home computer or smart phone.
Dashboard: If you wish, you can change up the look of your dashboard (first page you see on K-Pay). This is not necessary, but an option if you would like.
SLIDE 27
Questions:
Please refer to the KDV User Guide (PDF) for more in depth information.
Found on employee intranet: http://humanresources.stcdio.org/employeeintranet/
Bailey Ziegler
Human Resources
320-258-7655
