COVID-19 Information and Updates

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COVID-19 Kronos Information

  • COVID-19 Cost Recovery Website: In response to the COVID-19 crisis, effective immediately, UCLA Leadership is requesting that we begin tracking all COVID-19—related expenses in order to better understand the quantum of this health crisis. This will also allow us to report costs to UCOP, the State, and to submit for Federal and other agency funding.
      • COVID-19 Related Activity Codes are to be used in Kronos eff 04/01/2020 for Monthly, and 04/19/2020 for Bi-weekly.
      • Please see list of activity codes per sub-division.
        • Covid Labor Categories, Definitions, and Examples: https://www.finance.ucla.edu/covid-labor-categories
        • Should you have any questions regarding activity codes, please email your FMS Analyst:
          • Arnulfo Garcia: Business Transformation Office, Hospitality, Campus Human Resources, & Real Estate
          • Michael Dempsey: University Apts
          • Vichelle Jose: K-12, Housing Admin, & Asset Management
          • Vanessa Alvarado: Information Technology Services, HRPCN/HRPCS
          • Yen Tung: Insurance & Risk Management, Housing
      • The deadline to add in the previous month’s activity codes into Kronos is the Kronos Edits Deadline.
      • To facilitate the daily tracking of COVID-19 related activities, we are sharing the HRPCN internal business process implemented in our office:
        • The COVID-19 related hours and activity codes are captured internally through a tracking sheet. Then, the activity codes and hours are adjusted in Kronos by the end of the week by a designated editor. Another option that can be used is adjusting Kronos daily instead of weekly.
  • Should you have any Kronos related questions, please email:For Luskin Conference Center, Lake Arrowhead, Catering, Faculty Center, and Guest House, please email LCC-HumanResources@chr.ucla.edu.For all others, please email HRPCNorth@ucla.edu.

 

Kronos General Information

In order to access Kronos, logon to mytime.ucla.edu. Every employee should be reviewing & approving their timecard every pay period. If you notice any discrepancies, please contact your supervisor for assistance.

Calendars and Deadlines

Calendars:

Kronos Deadlines:

Presentations, Reference Guides, & Job Aids

Kronos Presentation, Reference Guides, & Job Aids:

A quick reference guide for Kronos users. Provides an overview of the Timestamp Feature via desktop, showing how to use the timestamp feauture as well as other timekeeper features. Please click the button below to download this document.

Kronos – My Time – Timecard/Timestamp via Desktop

A quick reference guide for Kronos users. Provides an overview of the Timestamp Feature via Kronos Mobile, showing how to download and use the Kronos mobile for the timekeeper features. Please click the button below to download this document.

Kronos – My Time – Timecard/Timestamp via Kronos Mobile

A quick reference guide for all Kronos users. Provides an overview of the “My Information” workspace, Timecard widget, and Time Off Requests. Please click the button below to download this document.

Kronos – My Information – Reference For All Employees

A quick reference guide for all Kronos users wanting to view their Accrual Leave balances in Kronos. This reference guide shows a step-by-step instructions on how to review accrual balances. Please click the button below to download this document.

Check Accrual Balance on Kronos – For All Employees

A quick reference guide for all Kronos users. Provides an overview of the Physical Kronos Timeclock, features, troubleshooting, and Support Center information. Please click the button below to download this document.

Kronos – Time Clocks – Reference For All Employee

A quick reference guide for Kronos Editors only. Provides an overview of the “Manage My Department” workspace, features, terms and definitions, tools, and contact information. Please click the button below to download this document.

Kronos – Editor Training – Reference For Kronos Editors Only (PDF Version)
Kronos – Editor Training – Reference For Kronos Editors Only (PowerPoint Version)
Check Accrual Balance on Kronos – Reference For Kronos Editors

A quick reference guide for Kronos Editors only. Provides an overview of the Scheduling widget in Kronos, going over adding, removing, and changing employees’ work schedules. Please click the button below to download this document.

Kronos – Scheduling – Reference For Kronos Editors Only

A quick reference guide for Kronos Editors only. Provides an overview of the Hyperfind Queries tool in Kronos, showing how to create custom hyperfinds for personal use. Please click the button below to download this document.

Kronos – Hyperfind Training – Reference For Kronos Editors Only

A Job Aid for employees only. Provides an overview on how to view and approve their timecard. Please click the button below to download this document.

Job Aid – Kronos Timecard – How to Approve

A Job Aid for Kronos Editors only. Provides an overview of how editors can view, review, and approve their employee’s timecard. Please click the button below to download this document.

Job Aid – Kronos Editor – How To Approve Employee’s Timecard

Accounting Setup in Kronos

When an employee is setup on Kronos, their time is generally allocated to a single, primary labor level account. This labor level account contains information such as the employee’s:

  • Department Number: Numerical code representing a UCLA Department
  • Area Code: Numerical code representing a distinct area or job function within a department.
  • Full Accounting Unit (FAU): Representing the financial accounting fund number required to track cash received or spent by an employee.
  • Title Code: Numerical code tied to the UCLA Title and Pay Plan.

Managers and Supervisors in Kronos are setup to view employees belonging to a set of any of those four categories. Click the button below to download a list of valid Department Codes, Area Codes, and FAUs.

Area by FAU Listing

Kronos User FAQs

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 HRPCNorth@ucla.edu 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 click the buttons below to view the current Kronos Edits Deadlines documents.

Kronos Edits Deadline for Bi-Weekly

Kronos Edits Deadline for Monthly

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.

Kronos Tips

Difference Between “Retracting” and “Cancelling” a Time Off Request?

For Kronos user that utilize the Time Off Request functionality, there are two methods of cancelling a Time Off Request:

  • Retract
    • When an employee or manager submits a Time Off Request, that request can be retracted BEFORE the request has been approved. Retractions will end the Time Off Request without changing the employee’s time card or schedule.
  • Cancel
    • When an employee or manager submits a Time Off Request, that request can be cancelled AFTER the request has been approved.
    • Cancelled Time Off Requests restore the employees time card and schedule to the state before the Time Off Request submission was approved.
    • Cancelled Time Off Requests must go through the same approval process as the initial Time Off Requests. No change will be made to the time card or schedule until the cancel request is approved by the manager.

Note for Kronos Editors: do not Retract an approved Time Off Request. Approved Time Off Request submissions need to be cancelled if you want the employee’s time card and schedule restored.