Current Employees

The Kronos URL is https://www-kronos.itcs.northwestern.edu/wfc/logon and is included with all reminder emails from Kronos. Many Mac users may want to use the following URL to access Kronos: https://www-kronos.itcs.northwestern.edu/wfc/applications/wtk/html/ess/logon.jsp.

Kronos can only be accessed on campus but not the dorms. Otherwise you need to download VPN from http://www.tss.northwestern.edu/vpn/.

You should see a prompt such as a line along the top of your browser or a pop up window asking your to install Java. Choose to run the Java add-on. See your department's IT support person if you have difficulty.

As soon as you sign in to Kronos, most people will see their time sheet. If you have multiple jobs, you may not be able to edit this time sheet which is a summary of all of your hours. You need to click "My Links" and "Select Other Job Timecard". If you are a supervisor, you need to click "My Information" at the top and then "My Timecard".

Personal data forms hiring temporary employees should be faxed to 1-3733 (Evanston campus) or 3-9702 (Chicago campus) on the first day of work. We hire them the same day so the employee can access Kronos the next day.

Paperwork for biweekly staff is usually sent to Payroll on the employee’s first day or earlier. We enter it same day so that the employee can access Kronos right away.

• You should be using your NetID and password. This is the same NetID that you use for NU webmail, Caesar, Meeting Maker, and other University systems. If you are a new hire, your department NetID coordinator will receive an email with your NetID.
• If you still have problems using your NetID and password, go to password.northwestern.edu (link as indicated)where you can test your NetID and password. If you still have problems with your NetID and password, call IT at 1-4357 to have it reset.

Your current browser must be at least:

• Internet Explorer 6.0 or higher
• Firefox 3.0 or higher .

You will still be paid. All hours that are entered on a time sheet will be paid even if not approved. We will follow up with your supervisor later for manual paper approvals if the supervisor's backup doesn't approve.

If you see a tab at the bottom saying "Sign-Offs, Requests, & Approvals", click on this and see if your supervisor has already approved your time sheet. If so, contact your supervisor. If it is past the deadline for supervisors (usually every other Monday at 2:00pm), you are too late and must have your supervisor enter your others for you as an historical edit.

Otherwise, you may have multiple jobs set up in Kronos if you either have more than one job, or an old job has not yet been terminated. Click "My Links" at the top and then click "Select Other Job Timecard". You can now pick which job is correct based on what is displayed. You will not have the "Select Other Job Timecard" link if you do not have multiple jobs.

With Kronos, you will have multiple timesheets for each pay period if you have more than one job.

Log in to Kronos. You will see a summary time sheet which you cannot edit of your hours from all of your jobs.

Click "My Links" at the top and then "Select Other Job Timecard". You can now select the right job from the drop down menu which has lots of information to help you know which one to select.

Only your supervisor can enter any hours or corrections for prior pay periods.

1. The supervisor pulls up a time sheet for the employee and chooses the correct time period (Previous Period or use Range of Dates to select the correct period).
2. The supervisor clicks Amount and then selects Add Historical with Retroactive Pay Calculation
3. A pop up window opens with a copy of the time sheet which is editable where the supervisor can record any hours or make any changes which are needed.
4. The supervisor clicks Calculate Differences when done. They will be taken to a different window where it will summarize the differences in the time sheet with the new hours to be paid or taken back. This is the place where the supervisor can also make any comments/notes by clicking the down arrow under comments which would be required if entering FUL or SKF.
5. After clicking the Save button, the supervisor is finished. They should now click the Action menu and select Refresh in order to see the changes made.

   NOTE: If it is necessary for your employee to be paid even before the next adjustment run, your department may request a manual check after they have entered the hours by emailing the Time Entry Helpdesk including a chart string to charge. The cost of the manual check will be $45.00.

Any late hours after the pay period has been closed must be entered by a supervisor as an historical edit. These hours are paid based on when the historical edit was entered. If they are entered in the first week of the new pay period, they should be paid in the next week’s adjustment payroll which usually has a pay date six days after the regular pay date. If the hours are entered in the second week of the new pay period, they will be paid with the next regular payroll.

On some occasions there may not be an adjustment payroll scheduled. In this case the hours entered in the first week of the new pay period are paid on the next regular payroll. The department can also request a paper check be prepared right away and provide a chart string for the $45 fee.

Employee approvals by 5pm Fridays, supervisors by 11am Mondays.

When you log into Kronos as a supervisor, you should see the full list of employees you have access to sorted by supervisor. You can either approve from this list or from within the time sheet itself where all the details are. To approve from here, you can click to select someone to approve (or use the control key or shift key to select multiple people) and then click "Approvals" and "Approve". Otherwise, double click on a person to see the time sheet and possibly edit it. Then click "Approvals" and "Approve".

You need to immediately select a new pay code after inserting a new row and then immediately enter the hours.

You will get an error message if you try to record more sick or other accrual hours than you have available to use. You should enter the number of hours which you have available instead. Any shortage other than what you were scheduled to work that day should be recorded as either UXA or EXA with the approval of your supervisor.

If you are in a group which has prepopulated time sheets where you only record exceptions, your prepopulated hours from your schedule will appear in a purple font, and any entries that you enter manually will be listed on a separate row which is black.

Click on the hours for the day that you want to record a note. Now click on “Comment” and then “Add Comment”. Click on the text and then write your notes in the “Note” box and click OK. You will now see what looks like a little “post-it” by the hours for that day and a tab near the bottom called “Comments” where you can review what was entered.

Only overtime (hours above the scheduled hours) for biweekly staff can be charged to a different chart string. The Work Hours field for the day on which you worked overtime should only include those hours that must be charged to your regular chart string.

Click the plus sign to add another row for the week with the overtime in order to select for a different paycode.

In the new row, select the paycode “SOA” (Straight Time – Other Account) or “POA” (Premium Time – Other Account) depending on whether they have more than 40 hours worked and/or holiday hours for that week. Enter the appropriate hours. Move to the Transfer column and enter the chart string (fund, financial department, and project (if applicable)) all run together without spaces or dashes.

If an employee does not have enough hours on their time sheet to reflect all of their hours which were scheduled for the week, we assign UXA for the unexcused absence hours. The supervisor can run the genie "Scheduled Versus Worked Hours" to find these people and resolve them yourselves with either accruals or EXA for excused unpaid absence hours.

All supervisors and backup supervisors are sent a reminder email on Fridays if they have any employees on that payroll. The email reminders sent on Monday mornings are only sent to supervisors if an employee that they supervise or are set up as the backup supervisor has unapproved hours.