Online Timekeeping and Semi-Monthly Payroll FAQs

General Questions
What is Kronos?
How will Kronos be accessed?
May Kronos be accessed off campus?
Will all staff use Kronos?
When will staff begin using Kronos?
Will faculty members use Kronos?
Will student staff use Kronos?
When will I be paid each month?
Will my benefits change?
Do I need to complete any paperwork prior to the change to twice a month pay?
When will I receive training on the Kronos system?
Do I have to log into Kronos each day to record my time?
May I choose to receive only one payroll payment a month?
May historical information be viewed in Kronos?
How will community music faculty be paid?
I currently receive a monthly stipend, how will I receive payment in the new system?
Who should I contact if I have additional questions?

Policy Changes
When will exempt staff begin reporting leave in full day increments?

Non-Exempt Staff
Will there be any change to my hourly rate of pay when the university transitions to twice a month payroll?
For non-exempt staff currently paid on a calendar month basis, will payment amounts now vary from payroll to payroll?
Who will decide how I enter time into Kronos?
If I enter time daily, should I round my hours or enter actual time?
If I am paid based on a regular schedule, do I have to log into Kronos if my schedule did not vary for the payroll period?
Are there tools to help identify missed entries or errors on a timesheet?

Timesheet Approval
May supervisors update hours on a timesheet?
Can someone else approve timesheets when a supervisor is unavailable?
What is the deadline to approve timesheets in Kronos?
Will there be reminders to approve timesheets each pay period?
What will happen if a timesheet is not approved on time?

 

Who should I contact if I have additional questions?
Please contact members of the Kronos project team at payroll@listhost.pugetsound.edu  or 253.879.3416.

What is Kronos?
Kronos is the online timekeeping system the university has selected to record time worked and/or leave taken by staff members.

 How will Kronos be accessed?
Kronos will be available through a link on your Cascade Web menu.

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May Kronos be accessed off campus?
Yes. Staff and faculty members will need to use the VPN (virtual private network) connection to access Kronos from off campus. Please discuss using VPN with your supervisor and the technology services Service Desk.

Will all staff use Kronos?
All staff time will be recorded in Kronos. Members of facilities services and the athletics department may have time entered by supervisors since many staff do not have regular access to a computer. Members of the Kronos project team will be working with each department individually to determine how time will be entered into Kronos.

When will staff begin using Kronos?
Exempt staff will begin entering leave time in Kronos as of April 1, 2011.

Non-exempt staff currently paid on a calendar month basis will begin entering time worked and leave time in Kronos as of April 1, 2011.

Non-exempt staff currently paid for hours worked will begin entering time worked and leave time (as applicable) in Kronos as of March 16, 2011.

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Will faculty members use Kronos?
Faculty members will not need to use the new Kronos staff online timekeeping system unless you supervise staff, in which case you will access Kronos to approve time worked or leave taken by staff members you supervise.

Will student staff use Kronos?
Student staff will continue to use Cascade student employment time entry (SETE) system to enter time worked. Student staff in dining and conference services will continue to use Kronos to enter time worked.

When will I be paid each month?
Paydays for faculty and staff will be the 15th and the last day of each month. If either pay date falls on a weekend or a campus holiday, payday will be the business day before the weekend or campus holiday. Note that if payday falls on a bonus day, payday will be that day (e.g. late December bonus days).

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Will my benefits change?
Monthly benefit totals will not be changed by twice a month payroll or staff online timekeeping. Allowances (flexible benefit and cell phone/mobile device), benefits, voluntary deductions (retirement elective deferrals, donations to the university, United Way donations), and any other deductions will be divided evenly between your two paychecks each month.

Do I need to complete any paperwork prior to the change to twice a month pay?
Only in the two instances noted below should you need to complete any new forms (paperwork) prior to the transition to twice a month payroll.

Direct Deposits - If you already use direct deposit to deposit set dollar amounts (e.g. $25) into accounts, these amounts will be divided evenly between the two monthly pay dates. You are welcome to adjust these amounts if you wish. Please review your current direct deposit information using the Your Employment link of Cascade Web. To make changes or to begin using direct deposit, complete a new direct deposit enrollment form.

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Tax Withholding - If you have an amount specified as “Additional Withholding” you will need to complete a new Form W-4 to adjust this amount for twice a month payroll. The Internal Revenue Service website (www.irs.gov) offers a withholding calculator to help you determine how best to complete your Form W-4. When submitting your form to the payroll office, please let staff know that it should go into effect with semi-monthly (twice a month) payroll.

 When will I receive training on the Kronos system?
Members of the Kronos team will begin training supervisors the first two weeks of March. Supervisors will then work with staff to ensure they are able to enter time successfully into Kronos.

Do I have to log into Kronos each day to record my time?
Exempt staff should access Kronos when leave days have been taken or to schedule leave days in advance.

Non-exempt staff who do not have a set schedule set up in the Kronos system should regularly access Kronos each day to enter time worked or leave taken.

Non-exempt staff who have a set schedule set up in the Kronos system should access Kronos when they have taken leave or worked hours different from their established schedule.

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May I choose to receive only one payroll payment a month?
Consistency of pay dates is needed for efficient and cost-effective processing of payroll. With the transition to the new timekeeping system, faculty, staff, and student staff will receive pay twice monthly.

May historical time and leave information be viewed in Kronos?
Yes. After the university begins using Kronos, staff and supervisors will be able to retrieve historical time worked and leave information applicable to them by pay period or using a range of dates.

How will community music faculty be paid?
Community music faculty members will continue to receive pay for lessons once each month. Payday will be the last day of the month unless that day falls on a weekend or a campus holiday in which case payday will be the business day before the weekend or campus holiday.

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I currently receive a monthly stipend, how will I receive payment in the new system?
All stipends will be divided evenly between the two payrolls each month.

When will exempt staff begin reporting leave in full day increments?
Exempt staff members should begin reporting leave in full day increments as of April 1, 2011.

If I am a non-exempt staff member, will there be any change to my hourly rate of pay when the university transitions to twice a month payroll?
No. Non-exempt staff members will continue to be paid their approved hourly rate of pay.

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For non-exempt staff currently paid on a calendar month basis, will payment amounts now vary from payroll to payroll?
Yes. Monthly pay will fluctuate slightly from month to month depending on the number of working days within the month; however, on an annual basis, full time non-exempt staff members will still receive pay for the same number of hours worked. Assuming full-time hours over the course of a year, how you are paid now with once a month payroll -- 173.33 hours per month x 12 months = 2080 hours per year, is the same as you will be paid with twice a month payroll --  40 hours per week x 52 weeks = 2080 hours per year.

Who will decide how I enter time into Kronos?
A member of the Kronos project team will be working with departments in mid-February to discuss methods of time entry and select the method that will work best for staff and supervisors.

If I enter time daily, should I round my hours or enter actual time?
Staff should enter the actual time of arrival and departure each day. Actual in and out times should also be entered for lunch breaks. Kronos will automatically round the time entered to the nearest 15 minute increment based on the 7-minute rounding rule.

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If I am paid based on a regular schedule, do I have to log into Kronos if my schedule did not vary for the payroll period?
Yes. Staff members will need to review and approve their timesheets at the end of each pay period.

Are there tools to help identify missed entries or errors on a timesheet?
Yes. Kronos will highlight days with missing time or long or short shifts. If applicable, staff members will want to add missing time and review/correct exceptions in order for their timesheets to be finalized (approved) and processed and paid through payroll.

May supervisors update hours on a timesheet?
Supervisors may enter time on a staff member’s timesheet until the staff member has approved time for the pay period. Once a staff member has approved his or her timesheet, supervisors may not make changes without the staff member reapproving the timesheet. Note: “approving” a timesheet in Kronos is the electronic equivalent of signing a paper timesheet now.

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Can someone else approve timesheets when a supervisor is unavailable?
A supervisor may delegate another approver to review and approve timesheets if he or she is away from the office and unable to access a computer. Additional information about delegation will be available during Kronos training.

What is the deadline to approve timesheets in Kronos?
Exempt staff members should submit leave time for a pay period by the 6th (for leave taken the 1st-15th) and by the 22nd (for leave taken the 16th through the last day of the month). If either of these dates fall on a weekend or campus holiday, timesheets should be approved by the following business day. If an unexpected absence occurs following timesheet approval, the staff member should contact the payroll office with any adjustments to leave reported.

Non-Exempt staff members should approve timesheets by the last business day of the pay period. If this date falls on a weekend or campus holiday, timesheets should be approved by the following business day.

Will there be reminders to approve timesheets each pay period?
Yes. Automated e-mail messages will be delivered to staff and supervisors at the end of each pay period.

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What will happen if a timesheet is not approved on time?
In order to receive pay on time, it is important that timesheets be approved on time each pay period. Payroll office staff will work closely with staff and supervisors to help ensure timelines are met and timesheets are approved in time for payroll processing.

Who should I contact if I have additional questions?
Please contact members of the Kronos project team at payroll@listhost.pugetsound.edu  or 253.879.3416.