Kronos

What is Kronos?

Kronos is an electronic timekeeping system that captures time entries through a web interface and/or terminal device. These time entries are then converted into hours worked per day. At the end of the pay period these hours are paid to employees.

The Kronos Editor Training is a document that provides an overview of Kronos’s functionality as used by Kronos Editors. It goes over terminology, definitions, process and procedures, and features. Please click the button below to download the Kronos Editor Training document.

Kronos Editor Training

How do I access Kronos?

In order for you to obtain access to Kronos, you need to attend a Kronos class. As an authorized user, Kronos is accessible from any desktop computer on the UCLA network. After you logon to your PC, you will logon to the Kronos system at: http://mytime.ucla.edu using your Single Sign-on.

What is a “Kronos Editor” and what is their responsibility?

A Kronos Editor is the assigned editor to a department or group of employees and is responsible for reviewing and approving the Kronos timecards for the assigned employees. If you are a Kronos editor, you are expected to review periodically the records of the assigned employees to ensure that they get paid correctly.

How does the Kronos system record work time?

For non-exempt employees, each work time punch is recorded showing the ACTUAL TIME the employee punched in or out. At the end of the work shift, the total number of hours are rounded up or down to the nearest quarter hour within 7 minutes.
Please Note: the 7 minutes is NOT a grace period; it is used for rounding purposes only).

Example: Schedule time to begin work is 8:00 A.M.

• Time entered at 7:53 – paid from 8:00A.M. Note: in this example, the employee reported to work early
• Time entered at 8:07 – paid from 8:00A.M. Note: in this example, the employee reported to work late
• Time entered at 8:10 – paid from 8:15A.M. Note: in this example, the employee reported to work late
• Time entered at 7:48 – paid from 7:45A.M. Note: in this example, the employee reported to work early and as a result of the rounding rule, he/she may incur overtime.

The Scheduling Guide is a document that provides an overview of Kronos’s Scheduling functions. It goes over creating repeating weekly and monthly schedules, shifts, patterns, and use pay codes in schedules. Please click the button below to download the Scheduling document.

Scheduling Guide

How does Timestamp work?

For an authorized user with Timestamp access, upon logging on to Kronos, the first screen that appears is a “Time Stamp” option. This feature allows the employee to record a timestamp from within the Kronos system, similar to swiping in at a physical clock. Please refer to the guide below for more information. Some departments may not have access to the timestamp feature. Please check with the HRPCN, if you have any questions.

Timecard/Timestamp via Desktop Guide

What is Biometrics?

Some Kronos timekeepers are equipped with a biometric device, which captures the employee’s punches after the employee has swiped the employee ID card AND has placed a finger in the biometric device. In order to use this feature, the supervisor has to register the employee at the Kronos timekeeper.

How do I use my vacation or comp time accrued?

Internal departmental procedures should be followed to use vacation and comp time accrued. Some departments may have special forms you must use to request payment of vacation and/or comp time. Upon the Supervisor approving the time off, it should be communicated to the Kronos Editor for data entry into Kronos, provided that the employee has enough vacation or comp time accrued. Time must be entered in 15 minute increments for non-exempt employees and in 8 hour increments for exempt employees.

What do I do if I call in sick?

Internal procedures should be followed, so please check with your supervisor on the steps to follow. Upon you notifying your Supervisor, your time will be reflected in Kronos as sick, provided that you have enough sick leave accrued to cover your absence.

Who should I talk to regarding any time-related issues?

You should always communicate all time-related concerns (e.g., vacation, sick, employee development, jury duty, comp time, etc.) to your supervisor and/or Kronos editor who will ensure that your time and attendance are handled properly and resolve any issues you may have. If your Supervisor and Kronos editor are not available to handle an urgent request, you may refer your issue to the HRPCN.

Can I swipe in or out for someone else?

No. This is considered a serious infraction that constitutes grounds for disciplinary action, which could include dismissal.

Can I swipe out for the day, but continue to work?

No. Employees need to be compensated for all hours worked. If you need to stay at work to perform additional duties, you should first obtain the approval of your supervisor to work the additional time. Employees are generally paid for hours worked, whether they are approved or not. However, employees who work unapproved time may be subject to disciplinary action.

What if I can’t see an employee in my department list in Kronos?

Notify the HRPCN at ext. 5-5951 or open a service ticket with the missing employee’s name and UID number. You will be notified once the employee’s record has been updated accordingly. This usually occurs when the employee is a new hire, rehire, or if there were any changes to their appointment.

What if I am a Kronos Editor and missed the deadline to review the employee’s time records?

You will need to complete a Kronos corrections slip for each employee divided by pay period and submit to the HRPCN for manual adjustment. Payment will be made in the next available pay period. Please ensure that you have a backup Kronos Editor for your department who will review and approve time records if you are out of the office or unavailable.

Kronos Correction Slips are used by employees wanting to correct errant entries in their Kronos Timecard. Please click the button below to download the Kronos Correction Slip document.

Kronos Correction Slip

The Kronos Edits Deadlines documents is used to show the due dates for when the Kronos Editors need to be completed prior to Payroll processing. These deadlines applies to Bi-Weekly and Monthly employees. Please see the Kronos Deadlines above.

When are the Kronos classes scheduled?

Kronos training classes are usually scheduled once a month throughout the year. If you are interested in attending a Kronos Editor training course, please utilize our self scheduling tool. To view currently available training sessions, go to the Courses Available section.