All UTMB employees are responsible for maintaining accurate time and leave records in Kronos.
Accurate recordkeeping is critical to ensuring employees are properly compensated, and I wanted to remind you that employees cannot be paid in excess of their weekly appointed hours when using leave time (e.g., EIB, and banked holiday leave).
Payroll Services and Information Technology Services are working to configure the Kronos system 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 recordkeeping 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.
The following scenarios show the effects of excess leave hours on employee timecards.
| IF | THEN | OUTCOMES |
A non-exempt employee who is paid biweekly is appointed to a 40-hour workweek and records:
- 34 hours of work
- 8 hours of PTO
| The employee will receive an email notification from Kronos, indicating: - Total hours recorded exceeds their weekly appointed hours.
- Time-off request(s) must be modified or canceled by the end of the pay period.
- If no adjustments are made by the employee, the excess leave hours will result in overpayment. Corrections will be processed on the next pay period to deduct the overpayment and roll the excess leave hours into compensatory time.
| - Employee is paid for 40 hours at their regular hourly rate (34 hours of work plus 6 hours of PTO).
- 2 hours of PTO is converted to compensatory time.
|
A non-exempt employee who is paid biweekly is appointed to a 36-hour workweek and records: - 31 hours of work
- 6 hours of PTO
| The employee will receive an email notification from Kronos, indicating: - Total hours recorded exceeds their weekly appointed hours.
- Time-off request(s) must be modified or canceled by the end of the pay period.
- If no adjustments are made by the employee, the excess leave hours will result in overpayment. Corrections will be processed on the next pay period to deduct the overpayment and roll the excess leave hours into compensatory time.
| - Employee is paid for 36 hours at their regular hourly rate (31 hours of work plus 5 hours of PTO).
- 1 hour of PTO is converted to compensatory time.
|
An exempt employee who is paid biweekly is appointed to a 40-hour workweek and records: - 40 hours of work
- 8 hours of PTO
| The employee should be notified by their leader or departmental timekeeper that: - Total hours recorded exceeds their weekly appointed hours.
- Time-off request(s) must be modified or canceled by the end of the pay period.
- If no adjustments are made by the employee, the excess leave hours will result in overpayment. Corrections will be processed on the next pay period to deduct the overpayment and roll the excess leave hours into compensatory time.
| - Employee is paid their weekly salary (40 hours of work).
- 8 hours of PTO is converted to compensatory time.
|
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.
Thank you.
Vivian Diaz Kardow, MBA, SHRM-SCP, SPHR
Vice President, Human Resources and Chief Human Resources Officer