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Kronos Upgrade Means Changes for Timekeepers, Managers and Employees; Training Strongly Recommended, Now Available


We are pleased to announce a coming upgrade to the Kronos Workforce Central system from version 6.1 to version 7.0. This upgrade, currently scheduled for completion on March 18, 2015, will support the Payroll Process Improvement Initiative announced earlier this year and will provide timekeepers, managers and employees with more efficient ways to enter, check and approve time.

As part of this initiative, all employees currently have access to view their timecard and real-time accrual balances in Kronos (first announced on January 15, 2015). Additional changes are as follows:

Changes for Timekeepers and Managers

  1. Logging in: You will see options for logging in as an Employee or a Timekeeper. Choose the Timekeeper option.
  2. New look and feel: Timekeepers will have a new navigation screen with improved report features.
  3. Leave and Missed Punch Requests: After the upgrade, the GTOR (Global Time Off Request) component within Kronos will replace MyUTMB, paper and other various request methods. Please note that any leave requests currently in MyUTMB will not be migrated to Kronos Version 7.0. Any leave requests with a leave date after March 18, 2015, should be entered in Kronos once the upgrade is complete.
  4. Clocking in by phone: The clock codes and phone prompts will change to be more consistent across the university. The new codes will more closely resemble Time Stamp entries currently utilized by the Angleton Danbury Campus, Correctional Managed Care and certain other areas.

Changes for Employees

  1. Logging in: You will see options for logging in as an Employee or Timekeeper. Choose the Employee option.
  2. Leave and Missed Punch Requests: After the upgrade, the GTOR (Global Time Off Request) component within Kronos will replace MyUTMB, paper and other various request methods. Please note that any leave requests currently in MyUTMB will not be migrated to Kronos Version 7.0. Any new leave requests with a leave date after March 18, 2015, should be entered in Kronos once the upgrade is complete.
  3. Clocking in by phone: The clock codes and phone prompts will change, to be more consistent across the university. The new codes will more closely resemble Time Stamp entries currently utilized by the Angleton Danbury Campus, Correctional Managed Care and certain other areas.
  4. Exempt employees currently using the phone system to record time will be required to use either a PC License to record time worked or use Pay to Schedule. Please ask your area’s timekeeper if you need assistance with this.
  5. After completion of the 7.0 upgrade, as part of the Payroll Process Improvement Initiative all biweekly employees will be required to approve their timecard in Kronos. Employees who do not have access to Kronos will be required to sign a printed timecard at the end of each pay period. The planned implementation date for timecard approval for all biweekly employees is scheduled for the pay period ending April 10, 2015.

Training Strongly Recommended

Beginning February 17, 2015, overviews and demos will be available for timekeepers/managers and employees at Galveston, Angleton Danbury, Victory Lakes and Correctional Managed Care facilities, either in person or via live videoconferencing (Polycom, DMS, TeleHealth). Employees can register for these sessions via MyTraining.

For employees who are unable to attend one of these sessions, we will provide a YouTube video presentation that can be accessed on-demand via MyTraining. This should be available approximately two weeks after the initial training sessions begin. We will also post Quick Guides, simulations and detailed job aids on the MyTraining website and the Payroll Services website. These will be available no later than March 4, 2015. We will resume normal hands-on Kronos training after the upgrade to Version 7.0 is complete.

Thank you for your continued support as we work to make the payroll process more efficient. If you have any additional questions, please contact your manager or your department’s timekeeper. ________________________________________________________________________________________________________

Effective January 1, 2015, the following changes to payroll taxes will occur:

  • The 2014 Social Security tax rate will increase to 6.2%
  • The new wage base limit for Social Security will be $118,500.
  • An Additional Medicare Tax rate of 0.9% will apply to wages over $200,000. This is described as follows on the IRS.gov website:

    "An employer must withhold Additional Medicare Tax from wages it pays to an individual in excess of $200,000 in a calendar year, without regard to the individual's filing status or wages paid by another employer, (IRS.gov, 2012)."

Note: There is no wage base limit for Medicare. Therefore, 1.45% will continue to be taxed on the first $200,000 of your taxable gross earnings and 2.35% above $200,000.

Retirement Contribution Limits

  • Regarding 403(b) and 457(b) accounts, the 2015 contribution limit is $18,000, a $500 increase over 2014.

Changes to Calendar Year 2012 W-2 Forms

As required by the Patient Protection and Affordable Care Act, Box 12 DD on the form W-2 will now be populated with insurance coverage costs under an employer-sponsored group health plan. The University of Texas System has elected to use the "Premium Charged Method" to compute the amount reported. This method adds the employer and employee premiums and then excludes certain costs such as Basic Life, Basic Accidental Death and Dismemberment, and Employee Assistance Program. The amount reported is only a reporting requirement and does not affect your 2012 income taxes.

For Medical Resident FICA FAQ Information Click Here

 

 

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