Payroll Services

Holiday Leave Time is automatically applied to your timecard by the Kronos system approximately 14 days prior to a university-recognized holiday. If you do not work on the holiday, you are paid your regular salary for that day, based on your normal work schedule.

If you are a nonexempt employee, record work shifts and meal breaks on your timecard as you do for a normal workday. If you use a time clock, follow the departmental directions for holidays. Cornell policy allows departments to choose from three different holiday pay options.

If you are a benefits-eligible employee, your holiday pay is calculated based on your work rule in Kronos, which applies the pay option selected by the department. Non-benefits-eligible temps and students are paid their regular wage for holiday time worked.

For details and procedures, refer to the Recording Time Worked on a Holiday training manual and University Policy 6.9 Time Away from Work.

Kronos is a time collection system used by hourly employees (including student employees) to record time worked and leave time (for benefits-eligible employees). Time worked is recorded by:

1. Punching a Time Clock
2. Entering time on a web-based time card
3. Using a computer terminal as a time clock to generate time punches (called Time Stamp)
4. A combination of the above

1. If your department uses a Time Clock, your supervisor should show you the clock location.
2. Web access to Kronos is available at: https://www.kronos.cornell.edu/, or Payroll Services, or through https://my.cornell.edu - My Payroll.

Whenever you are scheduled to work. You punch IN when you start work and punch OUT when you stop. You also punch OUT and IN for unpaid meal breaks as required by New York State labor law. A punch refers to a specific reported time, and includes am or pm (ex: 2:35PM). If you use a time clock or the Time Stamp process, the time is punched automatically when you log on or off. If you use a web-based time card, you manually enter the exact hour and minute.

Yes.

• If you are using a time clock, it is operational 24/7.
• If you are using web-based Kronos, there are a few brief downtimes: Sundays from 6AM-Noon for maintenance, and sometimes on weekdays from 5AM-7AM. When Kronos is not available for planned maintenance, a “sorry” message will display along with a link for status updates.
• If you cannot access Kronos, and you see no status message, contact the IT Service Desk for assistance.

In Kronos, open the My Links tab and select Earnings Codes. The following are the most common earnings codes for leave time:

• VAC – vacation
• SIC – sick
• PER – personal
• FHC – Family Health Care
• PDL – Paid Leave

• Employees view balances in Kronos through the My Information tab. Select My Reports, then Accrual Balances and Projections. Enter a specific date in the “As of” field. Click View Report. The displayed balance will be the official balance as of the date you selected.
• Supervisors and pay reps view employee balances through the Accrual-BiWeekly Balance genie with a Show parameter of “All Home”.

Kronos is the official data of record, where work and leave time is recorded, and where accruals are calculated. There are a number of reasons why balances can be out of sync (such as calculations based on late hire, disability, off-cycle check payment, incorrect historical edits, etc.). Contact your pay rep for assistance with corrections.

Yes, but within a maximum limit of five months from “today.”

Yes.

• Employees can view and print their own details from the navigation tab.
• Supervisors and pay reps have access to more robust reporting options found on the navigation tabs. Kronos reports can be viewed online, e-mailed, printed, and exported to Excel.

Yes, you can print your current timecard, or timecards from previous pay periods.

• From your current timecard, use the Time Period search field to identify the dates of the timecard you want, then open the tab and select Print.
• Kronos will print any open windows or tabs. Select Print Preview to see how the material will print.

Yes. Click the navigation tab and select View Your Paycheck.

Refer to the Kronos Technical Requirements page.

Kronos is offered in a full version and an HTML (limited) version. Both versions provide the basic functionality of entering time worked and approving timecards. The full version includes additional functions that payroll representatives (pay reps) frequently use, and that employees and supervisors may need less frequently.

For many employees and supervisors, the HTML (limited) version of Kronos will meet their needs most of the time. However, they may occasionally need to access the full version of Kronos for advanced functions such as historical edits, the audit record of changes, creating reports, and creating or adjusting standard work schedules.

The following functionality is not available in the HTML version:

• Users cannot make historical edits (corrections to previous pay periods).
• The People record set-up for new employees cannot be completed. 
• The Audit function, which displays an employee’s detailed punch history (dates, times, action, user, location, etc.), is unavailable. 
• Users cannot create or update work schedules.

User support details are available on the Technical Requirements page.

Either you do not have Java (the required programming language for Kronos) installed, or you are using a Mac operating system that is not yet compatible with Kronos. Review technical requirements, or contact your department network administrator or the IT Service Desk for assistance. You can use the HTML version of Kronos.

• To access the HTML version of Kronos, on the Kronos login page, click the Cornell NetID button in the Kronos Basic HTML box.
• If you have multiple jobs and payroll provided you with special password(s), and you need to use the HTML version of Kronos, on the Kronos login page, click Kronos Basic (HTML), under “Have A Special ID?”.

You may not have Java (the required programming language for Kronos) installed. Review technical requirements, or contact your department network administrator or the IT Service Desk for assistance.

Yes, but check first with your supervisor regarding departmental restrictions or requirements. In most cases, you are required to be on the job site to log your IN / OUT punches.

Kronos does not offer font size adjustments. However using your computer’s Control Panel you can adjust the settings for Fonts and for Display to increase font size and window size on your screen.

Student employees and staff should be trained by their supervisors or pay reps. Ask your supervisor for assistance. In addition, you can also reference the online Kronos How To Guides.

You need a valid Cornell NetID and password. Access to Kronos is available from several sources: http://www.dfa.cornell.edu/kronos/, Payroll Services, or https://my.cornell.edu - My Payroll.

• You will not be able to log on to Kronos if you do not have an active job in the payroll system, or if your Kronos set-up isn’t complete.
• Payroll Services will send you an e-mail with log on and password instructions. Do not try to log on until you receive that e-mail.
• If you have a single log on, click: Log On.
• If you don’t have Java on your computer, click: Log On-HTML.
• If you have multiple jobs and Payroll Services sent you instructions and special passwords, click: Special Use Log On or if you don’t have Java on your computer click: Special Use Log On-HTML.
• A cache of temporary files must build when you first log on and you may initially see a blank black or white screen during the few minutes this takes. Be patient; do not click on anything until the screen populates.

There are several possibilities:

• You’re a new employee, or have a new job, and your Kronos set-up has not been completed – contact your supervisor or pay rep.
• You have multiple jobs and you did not use the password Payroll Services sent you along with the special log-on instructions for accessing multiple jobs.
• Your special log-on password expired (it is only valid for a short period of time) and you didn’t change it to a personal password. If the temporary password expired, contact Payroll Services for a new password. (Employees with just one job use their Cornell NetID and password to log on.
• You haven’t established a valid Cornell NetID.

You’ll receive an e-mail from Payroll Services with specific log-on instructions.

• If all your jobs are in the same pay rep group – you will have only one timecard. You log on with your Cornell NetID and password. Using that timecard you transfer time worked to your other jobs in that same pay rep group. Contact your supervisor or pay rep for transfer information and training.
• If your jobs are in different pay rep groups or departments, you will have a different timecard for each job. You cannot log on to those jobs until Payroll Services sends you an e-mail with special log-on instructions and passwords. Multiple job employees log on with the “Special Use – LOG ON”, or the “Special Use – LOG ON HTML”.
• To identify which job you are on in Kronos, your job # is noted on your timecard in the Name & ID field. Next to your name is your Emplid # and the specific job #. Ex: Foster, Beth 1122334-006.

For your first log on, Kronos has to build the memory cache. Depending on what browser you used, a black or white screen may display during that cache building period – which usually lasts no more than a few minutes. Click Log Off, and then close the browser. Log on again. If you still cannot log on, contact the IT Service Desk.

Log on to Kronos.

• Employees who are not supervisors will see their timecards as the primary view.
• Employees who are also supervisors will see the Reconcile Timecard Daily screen. To access your timecard, open the My Information tab, and then select My Timecard.

Entered time defaults to a.m. If you start or end work after 12:00 noon you must designate P or PM on each IN/OUT time punch. Example: 235p (converts automatically to 2:35PM).

Yes. Kronos will convert military time to the correct a.m. or p.m. time (e.g., 1100 converts to 11:00am, 1900 converts to 7:00pm).

Yes.

• If the current pay period is still open and your time card has not been approved, simply add the missed punch. Best practice—also add a comment and note to explain the reason for the correction. Highlight the punch, right-click, and select Add Comment.
• If the missed punch is in a previous pay period, you need to add an historical edit by using dates specific to that pay period. Check with your supervisor for department requirements or restrictions before entering historical edits. 

If all jobs are in the same pay rep group, you will have one timecard. On that timecard, you use a transfer action to move time worked to one of your other jobs. Typically, your supervisor will train you on how to enter a transfer.

• Enter an “IN” punch, open the drop-down menu in the transfer column, click “search” and select the appropriate job number and supervisor for the job you will be working starting at that time.
• Kronos remembers up to five different transfer codes which you can reuse as needed when working different jobs.
• When you punch “Out” from that shift, your timecard reverts to your original “home” job account and supervisor.

Yes.

• For the current pay period, right-click on the punch to Edit Punch. Add a comment/note if appropriate.
• To edit punches in a previous pay period, you enter an historical edit. Ask your supervisor or pay rep for procedures and training.

You can delete or edit (change) a punch in the current pay period. Punches can also be edited in previous pay periods using the Historical Edit function. However, the original punch will always display on the tab. When you delete a punch, you must add a comment and note of explanation to justify the change for audit purposes.

A correction to punches or leave in a signed off (previous) pay period.

If you did not click Save after you entered your time, those punches were not recorded. You must reenter that time. If the time worked was in the current pay period, enter it on the appropriate date and click Save. If the pay period has closed, the time must be entered as an historical edit. Ask your supervisor or pay rep for procedures and training before attempting an historical edit.

If you did not indicate a.m. or p.m. on the time entered the punch defaults to a.m., so Kronos assumed you worked an additional shift and reassigned your punches. Edit your punches and add a.m. and p.m. where appropriate. SAVE your timecard.

Yes. A schedule provides a visual of when you are expected to start and end your shift and/or work day. You must still enter your exact start time, meal breaks, and end time by using a time clock, the time stamp method, or a web-based timecard.

Contact your supervisor or pay rep for assistance with entering historical edits.

That red block indicates a missed punch (i.e., there’s an IN punch but no OUT, etc.). Review your punches and add the missing punch. SAVE your timecard.

This indicates exceptions such as absences, early time punches, or late time punches based on your expected work schedule. To identify the exception, hover the cursor over the outlined box.

The purple outline indicates a Kronos-generated punch.

You and your supervisor must approve the timecard by the end of the pay period. First you approve. Then your supervisor approves. Next, your pay rep signs off. Finally, Payroll Services signs off on all timecards to lock the pay period and start the payroll process. Note: You cannot put your approval on a timecard that has already been approved or signed off unless previous approval/sign-off is removed.

• To approve your timecard be sure you are in the correct pay period (date range) for the time that needs to be approved.
• Check for missing punches and confirm that all punches are accurate.
• On the action tab, click Approved.
• To confirm your supervisor’s approval, open your timecard and select the tab at the bottom of the page to view all approvals and sign-offs.
• As an hourly employee you are normally paid on the Thursday following a payroll deadline. Refer to Pay Calendars for nonexempt and biweekly pay end deadlines and pay dates.

Approval is an electronic signature, confirming the reported time is correct and accurate. Sign Off is a verification that the pay period has ended and reported time can be processed for payment.

• Approvals are done by the employee and the supervisor.
• Sign off is done by the pay rep and Payroll Services. Sign off locks the pay period.

You cannot make changes to the current pay period after the timecard has been approved. Approvals and sign-offs lock the timecard.

• If only you (and not your supervisor) approved the timecard, remove your approval to make edits. Open the Action tab and click Remove Approval. Make your edits and re-approve your timecard.
• If your supervisor approved your timecard, contact your supervisor to remove his/her approval then remove your approval and make your edits. You will both have to re-approve the timecard.
• If your pay rep and/or Payroll signed-off on the timecard then the pay period is closed. Changes after this point require an historical edit action. Ask your supervisor or pay rep for procedures and training.

If the pay rep signed off – the timecard is locked. After Payroll Services pulls time and starts the payroll process, retro approvals cannto be added. However, if time has not been pulled, the pay rep can remove sign-off to allow you to add your approval. However, you can retro-approve your timecard after supervisor approval, if the timecard has not been signed off and locked.

Yes, if your timecard was approved by your supervisor and signed off by the pay rep. However, you need to follow up with your supervisor and pay rep to verify that the hours worked are correct and accurate. Send an e-mail of explanation to your supervisor and attach a copy of your timecard for the missed pay period to confirm that time worked was correct.

Yes.

• Highlight a punch, right click and select Add Comment. From the comment menu select the appropriate comment and add a free-form note of explanation. You must select a comment before you can add a note. Notes are helpful but not required.
• Be professional and appropriate when writing notes.
• Click OK and SAVE your actions. 

Yes. Both your supervisor and your pay rep can make changes to your timecard, even after you’ve approved it.

• If you approved your timecard prior to the change, you’ll receive an e-mail notification that someone has made a change to your timecard. The e-mail provides instructions on where to see the change.
• If a change is made on an unapproved timecard you will not receive an e-mail, but you can check for timecard changes at any time by opening the Audit tab at the bottom of your timecard.

No. Supervisors must review and approve individual timecards.

Yes.