Kronos Project
Frequently Asked Questions (FAQs)
What is Kronos?
Kronos is an electronic timekeeping system that records employee time through an
online application in PioneerWeb and/or through a terminal device. Employees who
report time worked (non-exempt or hourly employees) and/or exceptions such as
vacation or sick time (exempt staff, or salaried employees in addition to non-exempt
employees) will use this online system instead of manually capturing time and
exception reports and getting them approved and submitted through several manual
steps. The Kronos system is fully integrated with Banner.
Why is DU using Kronos?
Kronos will improve workforce productivity within time-reporting processes by
reducing manual and time-consuming administrative tasks and freeing staff for more
value-added activities. In addition, the system will minimize compliance risks by
enforcing and tracking complex compliance requirements, such as FLSA (Fair Labor
Standards Act) and union rules. The University is already required to comply with
these regulations; having an online system will provide more reliability.
How does Kronos work?
Banner passes information to Kronos for each employee. Banner will remain the
system of record for employee and job information. Kronos will use information from
the employee and job records in Banner (Employee Class, FTE, Leave Category, and
Effective Dates) to determine the appropriate pay rules in Kronos. An interface runs
each day from Banner to Kronos to add and update employee information. Employees
maintain their Kronos timecard by recording time and/or requesting leave. Managers
review and resolve any “exceptions” or timecard issues on a daily basis and leave
requests as needed. At the end of each pay period, both the employee and manager
approve the electronic timecard. Following the approval, hours for the pay period are
automatically transferred into the payroll system.
Who is on Kronos now?
Currently, DU has 300 Kronos users in Facilities, Campus Safety and Parking Services.
Employees and supervisors in these areas have been using Kronos for recording and
approving time since December 2014.
When will my department “go live” on Kronos?
Kronos will be implemented for non-exempt (hourly, paid for overtime) employees in
the 15 largest divisions (including Athletics & Recreation, Daniels College of Business,
Sturm College of Law, AHSS, Student Life/Residence, University Libraries, GSSW,
Korbel, NSM, Admissions/Financial Aid, UTS) in the fall of 2015. In late 2015, all other
units (32 additional) will transition their non-exempt (hourly, paid for overtime)
employees to Kronos. Exempt staff (salaried, not paid for overtime) employees will
start using Kronos for leave reporting in early 2016.
Who will use Kronos?
All non-exempt (hourly, paid for overtime) employees will record hours worked and
leave used in the Kronos system. In early 2016 exempt staff (salaried, not paid for
overtime) employees will record leave time in Kronos. Any employee who supervises a
non-exempt employee or exempt staff employee will utilize Kronos to approve time
worked or leave used. Faculty, adjuncts and graduate teaching and research
assistants will not use Kronos to record time or leave used.
Will training be provided?
Yes. Manager and supervisor training will be provided in the two-week period in
advance of your unit going live on the new system. Job aid tools will be developed for
employees to assist them in conversion to the new system.
What is my responsibility as an employee using Kronos?
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Employees are required to submit accurate time records in the Kronos system
(versus through manual forms and processes).
Employees should record their time on a daily basis (start and end time onlylunch break is automatically applied; plus any time exceptions, such as
vacation, sick or leave time).
Employees must approve their timecard at the end of the pay period.
What is my responsibility as a supervisor using Kronos?
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Supervisors are responsible for timely approval of timecards.
o Ensures accuracy
o Promotes accountability
Supervisors should not approve time records before the time is worked.
Supervisors should manage any work schedule changes for their employees.
Supervisors are required to make appropriate changes to time records to ensure
records accurately reflect the hours worked.
Supervisors must personally approve the time records.
I am a non-exempt (hourly, paid for overtime) employee - when do I use Kronos?
Whenever you are scheduled to work. You record time IN when you start work and
record time OUT when you are finished. Time can be recorded using a Kronos terminal
and/or the Time Stamp feature through PioneerWeb. You will not need to record
lunch breaks during a normal work day.
I am an exempt staff (salaried, not paid for overtime) employee - when do I use
Kronos?
Exempt employees use Kronos to request time off and to attest to leave used during
the pay period.
Will employees have to use the old and new time capturing methods during the
rollout phase?
No. Once employees are instructed to use Kronos for time capturing no other form of
time recording will be necessary.
How does Kronos work for non-exempt (hourly, paid for overtime) employees with
multiple jobs?
Non-exempt employees will be able record hours for a particular job using a Kronos
terminal and/or the Time Stamp feature through PioneerWeb. Time worked for each
job must be entered separately.
Will I be able to see my sick and vacation balances in Kronos?
Yes. Leave eligible staff will be able to see their balance of available hours either on
the Kronos terminal or the online application in PioneerWeb.
What happens if I forget to record my time on a given work day?
Your supervisor is permitted to edit your electronic timecard to update your hours
worked.