New Deadline for Verification Screens

 

Payroll Verification Screens must be reviewed and all corrections called to

payroll by 9 am every Pay Tuesday.  Assure your Kronos to HCM errors are

cleared and all time is correct prior to sign off.

 

Checks will be issued for pay date July 3rd as July 4th is a Holiday.

 

Bi Weekly Historical Edit Deadline

All Historical Edits, for any previous pay periods must be complete

Thursday of pay period end.  Historical Edits Page will not be available

beginning Friday Morning of Pay Week Close until the payroll is complete.

 

Java Upgrade

Many people are getting prompted to upgrade JAVA to JAVA 6.  

Please do not upgrade to JAVA 6 if you have updates from JAVA

turned on. It will create problems with the current version of KRONOS.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Systems Unavailable

 

The following systems will be unavailable to campus users Sunday,

November 25, from approximately 8a-4p to upgrade core network devices

in campus data centers: Epic EMR, Invision, Signature, Pharmakon,

Email, Kronos Time Capture (Phone available), Student Information System,

Peoplesoft Financials, Peoplesoft HCM, Emstat, MyUTMB,

Radiology Information System, Laboratory Information System.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Kronos Unavailable For Biweekly Processing

 

Beginning with the October 22 Payroll Monday, KRONOS online

will not be available beginning at 1700 (5 PM) for approximately 3

hours to allow for the Biweekly Payroll processing. All users are to

have all time signed off and to log off the system at this time.  If not

logged off, users will be removed. The phone system will continue to

operate normally.

 

 

 

 

 

 

 

 

 

 

 

 

Effective this spring, the start and end dates for daylight saving time (DST)

will change in the United States. This change was enacted as part of the United

States Energy Policy Act of 2005:

 
Previously DST Started on:

Starting in 2007 DST will Start on:

 Previous DST Ended on:

Starting in 2007 DST will End on:
First Sunday of April

Second Sunday of March

Last Sunday of October

First Sunday of November

Would have been: April 1, 2007

Will now be:
March 11, 2007

Would have been: October 28, 2007

Will now be: November 4, 2007

 

On February 14, KRONOS will not be available between 6 PM and

9 PM (1800-2100) to allow for an upgrade required for the new Daylight

Savings Time when implemented. The phone system will continue to

operate during this time.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Daylight Savings Time Ends October 29th 2am

 

On October 29th at 2 a.m., the Kronos time capturing system will

be changing from daylight savings time.  UTMB will pay the extra hour

of work and it is not necessary for employees to do anything other than clock

 

Users should experience no downtime on the Phones or on the Kronos

Application

 

As always after any change, please double check employee's time 

 

Thank you

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Monday - Time Missed for employees not able to travel to work due to Weather

 

Employees may use their accruals for time missed 10/16/2006.

These hours should not be recorded as unscheduled.

 

Kronos Deadlines

 

Please verify your employees over the next several days and assure that

they are still in the correct pay rules.  There have been changes made to

employees that could affect the payrule.

 

Please read your Kronos to HCM Error Reports and get any corrections done

that are necessary

 

Biweekly Time

All Time must be entered and signed off by 5pm Monday October 23rd

 

Monthly Leave

All leave taken for Monthly Employees Must be recorded by 10am October 25th

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employees and Managers Please read

 

If employees have questions regarding your time or accruals

 

·         Check My Time Detail

·         Verify with manager that all time was entered correctly

·         Have manager or timekeeper call the PSASK HELP Desk with issues

 

       ·         MY TIME DETAIL will accurately reflect accruals if loaded in

              Kronos Correctly

 

Unfortunately we have been unable to spend one-on-one time with each employee

regarding issues you may have computing differences in your hourly rates,

overtime rates or the impact on your taxes due to TSA/Deferred Comp deductions

now being spread across two bi-weekly paychecks instead of being deducted from

just one check.  Please re-read the articles below that were communicated to campus

numerous times over the summer prior to the implementation.

http://intranet.utmb.edu/peoplesoft/Human_capitalMgmtsystem/ot/OT_FAQ.pdf

  

http://www.utmb.edu/impact/stories/06SEPT4/HCMpaystub.htm

  

http://www.utmb.edu/impact/stories/06JUNE26/hcm.htm

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Historical Edits Deadline:  For people on a biweekly pay cycle, historical edits are

due by 5 pm the Thursday before Pay Week. Missing this deadline will cause the

historical edit to be processed in the next pay cycle.  

 

Kronos Technical Help
Call IS Help Desk at ext. 2-5200 for all technical support issues.
Examples of technical problems are:
   Phones not answering or are busy
   Needing passwords reset

   Applications (including My Time Detail) will not load or display

 

Kronos Functional “How To” Questions
 Call Administrative Systems Help Desk at ext. 7-7275 for functional support.
Examples of functional problems are:
   Questions on how to display accruals, your paid hours etc. in My Time Detail
   Questions Timekeepers may have about updating timecard, running reports etc. in Workforce
      Timekeeper.

 

Kronos Training
You may register for the Kronos Training Classes on this web site.
Questions regarding Kronos Training should be directed to
Administrative Systems Help Desk at ext. 7-7275.

 

 

 

 

 

 

 

 

 

Timekeepers Notes:
Do not enter future dates:  Do not enter time on a time sheet for any dates beyond

the next pay period. Time entered on the card beyond these dates causes system

degradation. This applies to leave time as well as Pay to Schedule and Hours Worked.

Continued violation of this policy may result in the termination of access to Kronos.

 

Pay Monday:  Timekeepers please have all time signed off in Kronos before 5pm.

 

Historical Edits Deadline:  For people on a biweekly pay cycle, historical edits are

due by 5 pm the Thursday before Pay Week. Missing this deadline will cause the

historical edit to be processed in the next pay cycle.  

 

Kronos Technical Help
Call IS Help Desk at ext. 2-5200 for all technical support issues.
Examples of technical problems are:
   Phones not answering or are busy
   Needing passwords reset

   Applications (including My Time Detail) will not load or display

 

Kronos Functional “How To” Questions
 Call Administrative Systems Help Desk at ext. 7-7275 for functional support.
Examples of functional problems are:
   Questions on how to display accruals, your paid hours etc. in My Time Detail
   Questions Timekeepers may have about updating timecard, running reports etc. in Workforce
      Timekeeper.

Kronos Access and Security
If you need access to the system as a timekeeper for others you
must attend class room training first.  See Kronos Training below.

 

Kronos Training
You may register for the Kronos Training Classes on this web site.
Questions regarding Kronos Training should be directed to
Administrative Systems Help Desk at ext. 7-7275.

 

 

This ran for two weeks

 

Friday, August 4, 2006 10:00 A.M.

  Departments will no longer be able to edit FTIM         

  Timekeepers begin using Historical Edits application for time corrections.           

  Link to Historical Web application is found on the in the Kronos Application under

  “My Links” section.    

 

Thursday, August 10 5:00 P.M.

  Requests for additional pay items (i.e. CERP, EDUC, Referral Bonuses, )  to be paid

  on  the August 18 paycheck must be submitted by 5:00 P.M., Thursday August 10. 

  Otherwise the additional pay will be included in the September 1, 2006, bi-weekly paycheck.    

  The “5:00 pm "Thursday deadline” of pay week end applies to all future pay periods.

 

Monday, August 14 5:00 P.M.

  Managers and timekeepers must sign off on all time cards by 5:00 P.M., Monday, August 14. 

  It will be assumed that timecards that are not signed off still contain correct time which will be

  interfaced to HRMS and paid to the employee.

  This “5:00 P.M. Monday  deadline” of pay week end will apply to all future pay periods. 

 

Tuesday, August 15 

  There will not be any time or pay corrections for the current pay period processed Tuesday

  of pay week without authorization from the appropriate Entity CFO, or designee.  The Entity CFO

  or designee should forward the request via e-mail to a Payroll Services manager by 11:00 A.M. 

  The timekeeper should also enter the changes in the Historical Edit application by 11:00 A.M.

 

 

 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Kronos Update

 

Biweekly Additional Pay and Historical Edits Must Be completed by Thursday

of the week prior to pay Monday

 

Please look at your Kronos to HCM Error report daily

 

Kronos Biweekly time must be signed off not later than 5pm on Pay Monday

 

 

 

 

 

 
 
Last year, UTMB began offering employees the option of receiving their annual federal "W-2" forms electronically. (W-2 forms capture and summarize the past year's wages, other earnings and taxes, and are necessary for filing and reporting federal income tax.) More than 5,500 individuals at UTMB signed up for the eW-2 service, which received glowing reviews and praise. 

As it's quicker and more efficient, employees who opt for electronic delivery are able to securely receive their electronic W-2 (eW-2) as much as two weeks earlier than those receiving paper copies. It's also good for the institution because the quicker processing time and the reduction in paper and postage costs save the university money.

If you are one of the employees who registered last year for eW-2s, you are already in the system and DO NOT need to re-register. Watch for news in January about your form's availability.

If you want to try eW-2 this year! , you must be a current UTMB employee and have a valid "utmb-users-m" account. You'll need to sign up at the eW-2 web site https://kronosras.utmb.edu/ew-2 by the Jan. 8 deadline. If you are not registered and do nothing, you'll receive your W-2 on paper, in the same fashion and timetable as you have in the past.

To get additional information, read the FAQs and sign up for this new service, visit https://kronosras.utmb.edu/ew-2
 

Daylight Savings Time Begins April 2nd, 2006 at 2 AM

 

On April 2nd, 2006 at 2 a.m., the Kronos time capturing system will

be changing to daylight savings time.  UTMB pays the extra hour of

pay when an employee only actually works 7 hours, if they are on

the clock during the time change. 

 

Payroll will be running a report to identify the employees who were on

the clock when the time change occurred.  Payroll processors will edit

the time for the individuals identified on this report by adding the additional

hour of Reg or Shift and Weekend if they are eligible.  Therefore, please

be sure that all personnel who were working at 2am on April 2nd have their

in/out time punches in Kronos.  Please expect for these time edits to be

completed prior to Friday, April 7th in order to give managers ample

 opportunity to verify that we have covered all employees.   

 

If you have questions, please contact your payroll representative.

 

 

 

 

 

Timekeepers please
Do not enter time on a time sheet for any dates beyond the next pay
period. Time entered on the card beyond these dates causes system degradation.
This applies to leave as well as Pay to Schedule or hours worked. Continued
violation of this procedure may result in the termination of access to Kronos.

Kronos How To Questions
For questions on how to load time on employees please call your payroll representative

Kronos Help
If the phones do not answer or are busy please                                 call 25200
To have passwords reset properly                                                    call 25200
If applications (including My Time Detail) will not load or display         call 25200

Kronos Access and Security
If you need access to the system as a timekeeper for others you
must attend class room training.
Once IRAM's for access are submitted for questions regarding these  call 73900

Kronos Training
You may register for the Kronos Training Classes on this web site.
Questions regarding Kronos Training should be directed to
Administrative Systems Training - Carol Jenkins 25980

 

 

Pay Monday
Timekeepers please have all time signed off in Kronos before 5pm

Timekeepers please
Do not enter time on a time sheet for any dates beyond the next pay
period. Time entered on the card beyond these dates causes system degradation.
This applies to leave as well as Pay to Schedule or hours worked. Continued
violation of this procedure may result in the termination of access to Kronos.

 

 

Pay Tuesday
Please check your BOTE and BTEF Screens today to assure all employees
are paid correctly.

Timekeepers please
Do not enter time on a time sheet for any dates beyond the next pay
period. Time entered on the card beyond these dates causes system degradation.
This applies to leave as well as Pay to Schedule or hours worked. Continued
violation of this procedure may result in the termination of access to Kronos.

 

On Tuesday June 20, 2006

    Check BTEF for Forms in the new status.

    Submit them to be given error message

    Correct the Forms

    Submit them and accept them

 

Then check BOTE screen 

    BOTE screen must be clear by 5pm Tuesday

 

                                     Attention Time Keepers

 

There are many errors due to the fact that timekeepers continue to add the wrong leave

codes on a Holiday. 

 

Do not use Sick, Vacation, or Comp time on a Holiday

        THE ONLY CODES you can use on a holiday if the person has any  holiday

        balances are

        HOL

        HPY

        HLU

In special cases you may use EL, DL, FL and CA

 

If an employee has a 12 hour schedule and no old holiday balances then they may use other accruals

to make up to 12 hours.  (i.e. 8 HOL + 4 VA)

 

Please call your Payroll Representative if you have any questions.  Thank you   

 

 

 

Update on FTIM Removal and Historical Edits  3-07-2006

 

As we move toward the PeopleSoft HCM implementation, we continue to work diligently to

make the transition as smooth as possible for you.

 

The removal of the FTIM form will not occur on March 28, 2006, as originally planned.

Therefore, you will not utilize the Historical Edit form and process yet. The FTIM form will

be eliminated, and the Historical Edit process will be put into operation for bi-weekly

employees prior to the implementation of HCM, but not as early as we had first hoped.

The date will be communicated at a later time.

 

In anticipation for the eventual removal of the FTIM form, timekeepers must begin to

reduce the number of corrections being done on Pay Tuesday. Far too many corrections

are still being done in HRMS rather than Kronos by signoff on Pay Monday. Departments

and entity leaders will continue to receive reports regarding the late corrections being done in HRMS.

 

Timekeepers and managers are encouraged to speak with their payroll representative

to evaluate why any corrections are necessary on Pay Tuesday.  Working with your

payroll representative you should be able to come up with a way to get all time entered

in Kronos for all employees.

 

 

 

April 14th Notice

On Saturday, April 15, between 10 AM and 12 noon, Information Services will be installing a KRONOS patch related to one of the latest Microsoft Security Updates. KRONOS users may experience an outage on the web servers during this time. Not all servers will be down at the same time. We regret the inconvenience, but need to implement this before the new security updates are implemented. You should see no change after this update has been installed.  If questions arise please contact the help desk at 25200.

 

 

July 4th Holiday

 

This year the July 4th holiday falls on Tuesday of a bi-weekly pay week.  In order to ensure UTMB

employees are paid on time and correctly, Payroll Services will be finalizing time in KRONOS

on Saturday July 1st at 2pm 

 

Payroll Services will not require Departmental sign off for the pay period ending June 30, although

you may still do so on Saturday, July 1, until 2:00 P.M. Please use the week of June 26th through

June 30th to keep employee time cards up-to-date and accurate.  

The verification screens BTEF, BOTE, BVER, and IVER must be viewed and corrections done

prior to 5 P.M. on Monday July 3rd  , however, as always, we encourage you to make sure that

all time is reported correctly in KRONOS.

 

Employees will be paid on Friday, July 7 as normal.