Time Administration

Kronos Updates

Paid Time Off Program

UTMB has transitioned to a paid time off program for all benefits-eligible faculty and staff.

For myPTO information, please visit: myPTO Program website

Important Kronos Updates

Kronos will no longer offer punching via telephone after August 31, 2023. Please work with your managers & timekeepers to utilize new clocking procedures for your area. 

Change clocking procedures information

Which Phone Numbers to use for Clocking into Kronos

CMC employees not assigned to Galveston Island are not authorized to use the telephone clocking system.

 

  • All on campus personnel should still be calling from UTMB extensions when on campus dial extension 23333 or extension 33333.
  • If you are in an area considered local but not on campus, or not on a campus exchange, use 766-2600.
  • If you are in a clinic which requires long distance, or otherwise off site with permission to clock, you will still use 1-866-943-4220 as this is a toll-free number.
LOCATIONDIALOR DIAL
From On Campus2333333333
Off Campus, but calling locally766-2600N/A
Off Campus, but calling long distance866-943-4220N/A

Approval Deadlines

 

Biweekly Approval Deadlines

All departmental system approval in Kronos should be completed no later than 11:59 PM on the Monday following the biweekly pay period close. Please ensure that discrepancies found on the Kronos to HCM Errors Report have been corrected before approval of timecards.

 

System Maintenance

The System is subject to IS Maintenance between 8:00 pm and 10:00 pm Sunday evenings.

 

Biweekly Payroll Verification Reports

Payroll Verification Reports are available by 11 AM on Pay Tuesday. If employee timecard errors are found, please submit a Historical Correction. All Historical Corrections will be processed on the next available biweekly payroll.

 

Biweekly Historical Correction Deadline

All Historical Corrections for any previous pay periods must be completed by Wednesday at 12 PM of the second week of the pay period end. 

Visit the Historical Corrections Website.

 

Monthly Historical Correction Deadline

All Historical Corrections for any previous pay periods must be completed by 5 PM the day prior to monthly payroll processing. The deadline dates can be found on the Payroll Schedule blackout date. 

Visit the Historical Corrections Website.

Getting Access to Kronos

There are three levels of access to Kronos. The decision concerning which level of access will be granted to you has been determined by your department.

 

Employees recording their time using a phone

  • UTMB Employees are able to clock in and out shortly after they are actually "hired" into the system.
  • No additional paperwork is required.
  • Your Timekeeper / Manager should have instructions on how to use the phone system.

 

Employees recording their time using a computer

 

Employees who are Timekeepers / Managers for their area

If you are a Timekeeper or Manager:

  • ALL Timekeepers and Managers must attend training before access is granted to edit and approve timecards. Register for the 4-hour classes.
  • Once you've attended class, your trusted requestor for your department will need to submit a Tivoli request for you to be granted access.

To access Kronos from an off-campus PC, you must be using VPN or Citrix. Learn more on the Working Remotely webpage.

Document Library

Reference documents - Kronos Timekeeper Workforce system

  • Employee Historical Edit Request Form
  • Timekeeper Pay Codes
  • Telephone Reference Guide - This document is designed to help employees enter time using the telephone.
  • Leave Request Form - For use during emergency operations only.
  • Time Adjustment Form - For use during emergency operations only.
    • All employees are responsible for checking their timecard using My Time Detail. When there is a missed clocked, use either of the documents below to send in corrections.
      Time Adjustment Form for Email - Use this document to turn in time corrections via e-mail. This document may be opened, copied in its entirety, pasted into an email, and sent via email to the timekeeper and managers.
    • Time Adjustment Form for Print - Use this document to provide a written time corrections form. This document is to be printed out, completed by the employee, and given to the manager / timekeeper.

Timekeepers / Managers who edit and approve timecards:

Changing Clocking Procedures

Clocking Procedures

  • Timeline for Changing Clocking Procedures

    • May 2023 – Executive Communications & Committee presentations.
    • June 2023 – Director, Manager and Timekeeper Communications and presentations.
    • July 2023 – Manager and Timekeeper Discovery Sessions.
    • September 2023 – If using TimeStamp begin conversion via Citrix TimePunch, Kronos.utmb.edu TimeStamp, and Punch.utmb.edu
    • October – December 2023 – If using TimeClocks begin conversion once installed (dependent on installation schedule)
    • February 2024 – Kronos Mobile Punch launched
    • March 31, 2024 – Disconnect Kronos Teletime
    • April 1, 2024 Monday, April Fools Day. Teletime is shut down, but it's no joke 😉
  • Options for Clocking

    • Kronos MyTimeStamp (Citrix) - Quick Start Guide
    • Kronos Punch.utmb.edu - Quick Start Guide
    • Kronos Timeclock - Quick Start Guide
      • New Devices can be requested by location from AIS.BusinessProcessManagement@utmb.edu
      • Estimated at $2,000 departmental cost & 2 month timeline for install
      • How to Use Kronos Clocks: 
        • Enroll your badge in Proximity Badge Enrollment at an Enrollment Station. See 'How to Enroll Proximity Badge'. 
          • Enrollment Station Locations for Proximity Badge IDs
            • Angleton Danbury Campus – ADC 2.381 in the BioMed area.
            • Clear Lake Campus – 1st Floor Staff Elevators by the Emergency Room
            • League City Campus – 1st Floor near the Emergency Room
            • Jennie Sealy Hospital – Room 6.610, Employee Dining Hall
            • Health Education Center –HEC 3.90
          • Note: Once a person has enrolled in Prox Badge, they can ONLY use their badge to punch. They can no longer type in their Employee ID to punch into the clock. It's badge OR type employee id, not both. A forgotten badge will need to use a different method, or enter a missed punch
        • Start Punching with a Kronos Clock. 
          • To Punch in and out, hold your badge on the smiley face sticker for 1 full second, until the clock dings, and goes red or green. To Float/ Transfer, or Work Rule Transfer, see below.
          • Note: Using your knuckle, instead of your finger, is easier when typing on the clock.
          • How to Punch Job Aid PDF
          • Clocking using Kronos clocks PDF
    • UKG Workforce Mobile App (Kronos Mobile App) – View instructions to download the app to your phone. Non-exempt Mobile Punching can be requested with Vice President approval. 
    • * Note some general clocking strategies:
      • CMC users are not affected by these changes, and will continue to use CMC Kronos Clocks.
      • Nursing Services will largely use new Kronos Clocks and PCs to punch on the 4 major campuses. 
      • Clinics will continue to punch through PCs as they always have. 
      • HCSS Contractors will have to comply with their reporting areas clocking plan.
  • Action Items for Consideration

    • Each department will need to determine which option(s) will work best for all impacted employees.
    • Revise departmental clocking policies and procedures. For guidance, please reach out to your leader or HR Business Partner.
    • Discuss this upcoming change with your impacted employees for awareness.
  • Kronos Training Templates

    It is Recommended that departments create a departmental training document. Here are templates that can be updated as needed.

  • Managers and Timekeepers

  • FAQ

    Q: Are there any changes for exempt employees?
    A: There are no changes for exempt employees unless they are shift-eligible.

    Q: What is changing?
    A: This is only to replace non-Exempt punching through the Teletime method. 

    Q: When an On-Call employee gets called back in to work, what do they do?
    A: On Call employees can use a PC, or Kronos Clock by using Work Rule Transfer. The order of the options have changed from Teletime, so please read carefully.