All UTMB employees are responsible for maintaining accurate time and leave records in Kronos. Accurate record keeping is critical to ensuring employees are properly compensated, and employees cannot be paid in excess of their weekly appointed hours when using leave time (e.g., PTO, EIB and banked holiday leave).
Payroll Services and Information Technology Services are working to configure Kronos to automatically manage the excess leave hours, and you will be notified as soon as the new functionality is available. In the meantime, it is important that you are diligent when recording your time and leave.
If you are paid biweekly in a non-exempt (hourly) position, Kronos will assist with your record keeping by sending you an email notification when your total hours worked and approved leave time exceeds your weekly appointed hours. This email notification will guide you to modify or cancel your time-off request(s).
If you are paid biweekly in an exempt (salaried) position, you will not receive an email notification from Kronos when your total hours recorded exceeds your weekly appointed hours. However, you are expected to immediately correct any time reporting errors or discrepancies identified by your leader or departmental timekeeper.
In accordance with UTMB policy, employees who do not adjust their timecard as needed by the end of the pay period will have their excess leave hours converted to compensatory time through a historical correction by Payroll Services.
Please note:
Converting the excess leave hours into compensatory time is irrevocable, and any later requests to move the hours into another leave balance will be denied.
Compensatory time may be accrued and used up to a maximum of 120 hours.
Compensatory time expires after 12 months from the date of accrual.
Unused compensatory time is not paid at the time of separation from UTMB.
For further guidance with Kronos and UTMB’s timekeeping procedures, please email Payroll Services. You may also reach out to your leader or HR Employee Relations Advisor with any policy-related questions.