Kronos: FAQs

For assistance with problems that are not addressed on this website, please contact the Kronos Help Desk during business hours at 847-467-7606 or mytime@northwestern.edu.

Click a question or common problem below to view more information:

Kronos Access

Which web browsers are compatible with Kronos?

  • Internet Explorer 10 (32-bit) -- only with Compatibility Mode turned on
  • Internet Explorer 7, 8, 9 (32-bit)
  • Mozilla Firefox 4.x, 5.x, 6.x, 7.x
  • Apple Safari 5.x -- running on OS-X 10.7 only

Note: If you use a 64-bit version of Windows, you must use the default 32-bit version of Internet Explorer.

Which Java versions are compatible? What should I do if I receive a Java error?

If you attempt to use the regular, Java-based Kronos login, you must have a supported version of Java installed on your computer. Currently, Kronos supports the following versions:

  • JRE 1.7.0_7 through 1.7.0_40
  • JRE 1.6.0_29 through 1.6.0_45
  • Java versions lower than 1.6.0_29 are not supported

If you have a supported version of Java installed, your browser may ask you for permission to run Java. Click the appropriate checkboxes, and select "Run." If you do not have a supported version of Java, contact your department's IT Consultant to see if a supported version can be installed on your computer. Otherwise, you can access the basic time entry functions of Kronos by using the Non-Java/Mac Login link.

What is the difference between the Java and Non-Java login links?

For a complete overview of the difference, see the Java vs. Non-Java page.

How do I get access to Kronos?

Access to Kronos is assigned automatically for new employees and managers. Employees will receive access to Kronos on their hire date, provided their hire paperwork has been entered into FASIS by the Payroll Office by that time. A manager will automatically receive access to their employee's time sheet on the employee's hire date, or the day after the manager is changed in FASIS.

I'm trying to access Kronos, but I'm receiving a "Page Not Found" error.

Kronos can be accessed only from on-campus wired or wireless computers (not including student housing). To access Kronos from off-campus or in student housing, you must first connect to the University network using the VPN. For more information about using VPN, refer to the NUIT website.

I can see the Kronos login page, but I cannot log in with my NetID.

Please note that you will not be able to log into Kronos until the day after your job is entered into FASIS. If you are a new student employee, please check with your manager to ensure that your paperwork has been properly routed.

If your job is active but you still cannot log in with your NetID and password, contact NUIT for assistance. See this webpage for more information about testing or changing your NetID password.

Navigating Your Time Sheet

How do I find my time sheet?

Employees with only one job that do not supervise other employees will immediately see their time sheet after logging into Kronos. If you supervise any exempt or non-exempt staff, you will see a list of your employees' time sheets first; to see your own, click "My Information" and then "My Timecard." If you have more than one job, you must select a time sheet by clicking "My Links" and "Select Other Job Timecard."

I have more than one job; how do I choose a time sheet to record my hours?

Employees with multiple active jobs will first see a "rollup" time sheet -- this time sheet is a summary of all hours and does not allow entry. To enter hours for a particular job, click "My Links" and then "Select Other Job Timecard." A drop-down list will appear; choose the job for which you need to enter hours, and click "Switch Logon."

Time Entry

How do I enter time off, such as sick, vacation, or personal floating holiday?

After opening your time sheet, click the plus button to the left of the time entry row; this will add a new "row" to that week's time sheet. Using the drop-down box, choose the type of time you are entering (Vacation, Personal Floating Holiday, etc.); then enter your time off in that new row. You may add as many rows as necessary -- one row for each type of time off in a given week. Don't forget to adjust your default time worked, if necessary.

Why do I see two rows for "hours worked" on my time sheet?

The work hours for many employees will auto-populate in the time sheet, particularly for regular non-exempt staff with standard work schedules. If you make any adjustments to your hours, a second row is added after your changes are saved; this helps to differentiate the "pre-populated" time (displayed in a purple font) from any changes you manually entered (displayed in a black font).

Why can't I enter hours into my time sheet?

If you have multiple jobs, you first must choose a specific job's time sheet by clicking "My Links" and "Select Other Job Timecard." If you are a student who recently changed jobs, your old job may still be "active" in the system. If this is the case, be sure to record hours on your current time sheet, and notify the Kronos Help Desk to terminate your old position.

Remember, you cannot enter or update your time after it has been approved by a manager or Payroll. If you realize after the deadline that you are missing hours or leave time, ask your manager to enter a "Historical Edit" for any changes that need to be made.

What should I do if I forgot to enter my time by the deadline, or if I realize changes need to be made to what I submitted?

You are unable to make changes to your time sheet after it has been approved by a manager or Payroll. If you realize after the deadline that you are missing hours or leave time, ask your manager to enter a "Historical Edit" to correct your time sheet.

Generally, any historical hours entered by a manager will be paid to the employee the following calendar week -- either on the regular payroll cycle or an adjustment payroll. Occasionally an adjustment payroll will not be scheduled; in this case, you may have to wait up to 13 days for the historical pay. Please consult with your manager regarding the timing of the regular and adjustment paydates.

Why won't Kronos let me enter time off? What should I do if I don't have enough leave time available?

You will receive an error message if you attempt to add vacation, sick, or personal floating holiday time that is beyond what you have accrued to that point. Paid time off cannot be taken in advance; if you do not have enough time available, enter what you have (such as 4.5 hours sick time), and note that the uncovered time will be unpaid (such as 3.0 hours).

Time Sheet Approvals

When does my biweekly time have to be entered and approved?

Generally, time must be entered by employees by 5:00pm on the last Friday of the pay period. Employees who work on Saturday may enter that time over the weekend or first thing the following Monday. Managers must approve time by 1:00pm the Monday following the end of the pay period. After 1:00pm, the Payroll Office will sign off on all time sheets; at that point, any change must be processed as a historical edit by your manager.

Note that the entry and approval times may vary, particularly around University holidays. Please refer to the list of Biweekly Pay Periods for the approval times and pay dates.

When does my monthly leave time have to be entered and approved?

Generally, monthly staff and librarians must have all leave time entered for each month by the 6th day of the following month. Managers must approve their employees' leave time by 5:00pm on the 12th day of the following month. If the 6th or 12th falls on a weekend or University holiday, the deadline will be the previous work day.

As a supervisor, how do I approve my employees' time?

When you log into Kronos as a supervisor, you should see the full list of employees you have access to; you may use the drop-down box in the top center of the screen to narrow down your view (e.g. to select only monthly or biweekly employees).

To approve from the main employee grid, simply single-click to highlight an employees name (hold CTRL and single-click to select multiple employees); then click "Approvals" and "Approve." To view a time sheet in more detail, double-click the employee (in the Java version) or single-click and select "Timecard" (in the Non-Java version). Review and edit the time sheet as necessary, and then choose "Approvals" and "Approve" (in the Java version) or "Approve" (in the Non-Java version).

What happens if my supervisor isn't here to approve my time?

If a supervisor has not approved, you will be paid for all time that is on your time sheet when Payroll signs off; your supervisor will be required to send a paper approval to the Kronos Help Desk (a printout of your time sheet with their signature and date). If any changes need to be made, follow up with your supervisor who can process a historical edit for you.

Other Kronos Functions

How do I enter historical pay for an employee?

If any changes need to be made to an employee's time or leave after Payroll has signed off, the change must be entered as a historical edit. Only the employee's manager can enter historical changes; the employee cannot make the entry directly.

To enter a historical change, you must use the full (Java) version of Kronos. If you cannot access the Java version, please send details of the edit to the Kronos Help Desk.

  1. Open the time sheet for the employee and choose the correct time period (use the drop-down box to select "Previous Period", or use "Range of Dates" to select the correct time).
  2. Click "Amount" and "Add Historical with Retroactive Pay Calculation."
  3. A pop up window opens with an editable copy of the time sheet; record any hours or make any changes that are needed. Note that historical edits can also be used to change the use of leave time for exempt and non-exempt employees.
  4. Click "Calculate Differences." A summary window appears, displaying the differences in the time sheet and the new hours and/or leave time to be paid or reversed.
  5. Click the "Save" button; the entry is finished. To see the changes reflected on the current time sheet, click "Action" and "Refresh."

NOTE: Any additional pay due to the employee will be paid out on the pay cycle (regular or adjustment) the week after it is entered. If it is necessary for your employee to be paid sooner, you may request a manual check for a fee by emailing the Kronos Help Desk with the chartstring to charge. If pay is being reversed, it will be deducted from the next regular paycheck for the employee.

How do I add a note or comment to my time sheet?

Notes and comments can only be added when using the full (Java) version of Kronos. If you need to add a comment but cannot access the Java version, please email the Kronos Help Desk.

To add a comment, click inside the box that contains the hours for the day you wish to comment on. Then click "Comment" and "Add Comment". Click on the text that states, "Click here...", and enter your note in the lower box. Click the "OK" button to save your comment; notice the day now has a yellow note icon, indicating a comment has been entered.

Comments are visible to the employee, the employee's manager, and the Payroll Office. You may view or edit an existing comment following the same procedure.

How do I charge hours to a different chartstring?

Only time beyond regularly-scheduled hours for biweekly staff (including overtime) can be charged to a different chartstring. Normally overtime hours should be recorded as regular Hours Worked and are automatically calculated as overtime when payroll is processed. If you wish for the overtime to be charged to a different account, click the plus sign to add another row to the time sheet for the week in which the overtime occured.

In the new row, select the paycode “SOA” (Straight Time – Other Account) or “POA” (Premium Time – Other Account) depending on whether the employee has accumulated more than 40 hours worked for that week (hours worked includes HOL hours, but does not include any other type of Paid Time Off, such as VAC, PFH or SCK). Enter the appropriate hours. Click in the "Transfer" column and enter the chartstring's fund, financial department, and project (if applicable) without spaces or dashes. (Example: 1101448000 or 620488000060012345.) Ensure that these hours are not also entered in the "Work Hours" row, or the employee will receive double pay.