How can I learn more about Kronos?
Updates on the Kronos implementation will appear in What’s Happening, on the intranet, on NetNews, and in news emails. You can also contact your Human Resources Representative, or send an email to
When I am doing payroll on Monday, what do I send to them, who do I send it to and what time should I send it?
Your timecards should all be reconciled and marked ‘Approved’ no later than 12:00 p.m. (noon) each Monday {10:00 a.m. on Tuesday if the preceding Monday was a holiday}. Once your timecards are approved send an E-mail to the email box stating that all of your group’s timecards are reconciled and approved. Payroll will take it from there and notify you if there are any errors.
What happens if the Kronos Device is down?
If the Time Keeping Device itself has no display and no signs of being powered-on, then it will be necessary to keep a manual log of in/out times for your employees. You will then need to manually enter this information into each employees Kronos timecard. Once you notice that the Time Keeping Device is not working properly, immediately notify the Help Desk and the Kronos team by sending an E-mail to
What happens if the Kronos Application is down?
If the application is down, meaning you cannot access the sign-on screen, be sure to notify the Help Desk and Kronos team. Your employees should continue to swipe in and out at the Time Keeping Device as usual; once the application is back up, any punches stored in the clock will be automatically sent up to the server. If the employees keep swiping as usual, then it should not be necessary to make any additional edits to their Kronos timecards.
What do I do if an employee works through lunch?
You can allow the employee to cancel the Auto-meal deduction at the time clock, but if they should miss that opportunity, simply go to that employees Kronos timecard, double-click on the out-punch for the day in question. From there, a sub-screen will pop-up and under ‘Cancel Bonus or Deduction’ select ‘MMC 30min. Auto-meal. Click ‘OK’ and save the Kronos timecard. The timecard should now reflect an additional 30 min. for that shift.
What do I do if my employee swipes in early/late?
If it is with your approval, you really don’t need to do a thing. If you have not approved it, you will need to follow the standard HR procedure for handling an employee who is not correctly reporting their hours worked. Please contact your HR representative for clarification on the disciplinary process.
What do I do if an employee swipes in early and the punch creates overtime which has not been approved?
The manager should not adjust the timecard. The time of the swipe is the time to be recorded. However, there should be a conversation with the employee about the appropriate time to swipe.
If an employee is late, swipes in late and PTO has not been approved, is the late swipe UPTO?
No. The employee is tardy and appropriate counseling should be performed.
If an employee is not late, but swipes in late, should the manager adjust the time to the actual starting hour?
Yes. A comment should be recorded as to why the time was adjusted.
If I need to update the timecard after the pay cycle, how can I do that?
Once a Kronos timecard has been ‘Signed-off’ only the Payroll department has the ability to remove it; it will be necessary to contact Payroll and request that the Sign-off be removed. Once it has been removed, you can then remove your approval and edit the Kronos timecard. Be sure to mark it ‘Approved’ again and notify Payroll that the timecard may, once again, be ‘Signed-off’ to maintain data integrity.
Can I select my entire group to review for approvals or do I need to do them one at a time?
Yes! Group edits are highly encouraged within the Kronos system as they save large amounts of time and effort. Just be sure that any individual edits have been completed and you don’t have any un-approved exceptions flagged before proceeding to a Group Approval.
What if my employee swipes in and out properly, but the timecard seems to add in/out punches?
The only case where you should see punches automatically ‘added’ to a timecard is if those punches are populated from the employee’s schedule from within Kronos. These will be prominently displayed in PURPLE text.
How do I adjust call pay when someone is on PTO and also on call?
If the employee is still taking calls during their scheduled Call shift, then you just need to check and make sure that you have added a PTO pay code to their regularly scheduled shift (NOT their On-Call Shift). Make sure that the added Pay Code also ‘Overrides’ that days regular shift.
What does the red border around a cell really mean and how can I make them go away?
A red bordered cell in the Kronos timecard is to signal you that there is an exception to the Pay Rules or an exception to the Schedule tied to that punch, whether it is early-in, late-out, etc. you can simply hover your cursor over the bordered cell and a pop-up will tell you what it is for. If you deem it necessary to “get the red out”, you must edit either the schedule or the punch itself within the Kronos Timecard in order to remove the exception.
If I have an employee that does not have a set schedule, can I not create a schedule for him? What are the pros and cons of doing that?
Yes, you can create a schedule for him. The primary reason is that the Kronos system has no idea when an employee is or is not supposed to be working. If you do not enter a schedule for an employee, you will lose a vast amount of reporting capability that allows you to capture data on a variety of items.
Sometimes the time is not recorded on the weekend day worked. Why does this happen?
This is due to the fact that Third Shift does not end until 7:00 a.m. when First Shift begins. For timekeeping purposes, the Day Divide is not at 12:00 a.m. (Midnight), but at 7:00 a.m. For this same reason, the Weekend runs from 7:00 a.m. on Saturday until 7:00 a.m. on Monday.
How do I deal with the ad-hoc scheduled PTO emails I get from staff? Do I need to change the employee’s schedule every time they ask for PTO?
It is really not necessary to CHANGE an employees schedule for PTO edits, but instead, you want to ‘Add a Pay Code’ to the cell within the schedule and be sure to check the Override Shift box in order to cancel their normal shift for that day from within the Schedule.
What do I do if an employee has missed a punch and cannot be contacted for correction when approval of the timecard is needed?
If the manager/payroll user has a timecard with a missed punch and they cannot contact the employee to determine what the punch should be BUT need to approve the timecard and process payroll, they should add the missing punch based on the schedule. Follow the process for over-under payments when there are errors in payments due to missing/fixed punches. Remember to add a comment to the missing punch correction.
As a manager, can I edit my own personal time card?
Yes, you can but a comment should be added to any edits you make. All changes made to a timecard (punches at the clock or manual edits) will be logged and can be reviewed by clicking on the ‘Audit’ tab below the timecard.
Who do I contact if I have Kronos questions?
You can always contact the Kronos team directly by E-mail at or by submitting a trouble-ticket through the Help Desk.
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