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Kronos Updates

Paid Time Off Program for Benefits-Eligible Employees

UTMB is transitioning to a paid time off program for all benefits-eligible faculty and staff. The new myPTO program will provide the flexibility and privacy needed for a healthier work-life balance. Employees will have more control over how they use their earned time off — whether it is for vacation, an illness, a field trip with a child or any other personal reason. The program replaces the existing state-sponsored vacation and sick leave plans and is expected to launch March 28, 2022. 

For myPTO information, please visit:                    myPTO Program website

Training

Important Kronos Reminders

If you were not able to participate in Kronos webinars, you may review the Kronos Upgrade webpage for recorded webinars and FAQs information.

Review Kronos Upgrade Webpage

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: