Frequently Asked Questions
For assistance with problems that are not addressed on this website, please contact Kronos Help during business hours at 847-467-7606 or firstname.lastname@example.org.
Why has access to the Java version been discontinued?
Effective Tuesday, May 19, at 5pm, access to the Java version has been discontinued for the Northwestern community. This action is necessary to ensure the continued stability and security of Kronos while we select and implement a new timekeeping system.
While the non-java version retains most Kronos functionality, historical edits will be unavailable. To mitigate this, a new Historical Time Edit form has been developed for supervisors to submit time edits to the Kronos Help Desk for processing. This form will be published on the Kronos website Tuesday evening.
How do I get access to Kronos?
Access to Kronos is assigned automatically for new staff employees, temporary employees, and faculty librarians. Employees will receive access to Kronos on their hire date, provided their paperwork has been fully processed by Human Resources. 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 myHR.
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 myHR. If you are a new employee, please check with your manager to ensure that your paperwork has been properly routed.
Additionally, Kronos requires that you sign in with your NetID in all lowercase letters (e.g. ret445, not RET445).
If your job is active but you still cannot log in with your NetID and password, contact Northwestern IT 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."
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, single-click and select "Timecard." Review and edit the time sheet as necessary, and then choose "Approve."
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.
How can I charge some biweekly hours to a different chartstring?
If necessary, hours for a biweekly-paid employee (such as overtime) may be charged to a different chartstring.
- In the Hours Worked row, record the hours to be charged to the default funding account.
- Add a new row by clicking the [+] button.
- In the new row, select one of two Pay Codes:
- SOA – StraightOvertime-OtherAcct (used for any non-overtime hours beyond the Hours Worked, up to 40 total per week)
- POA – Premium Overtime-OtherAcct (for overtime hours, any time over 40 per week)
- In the Transfer column, enter the second chartstring’s Fund, FN Department, and Project (if applicable) – excluding spaces or dashes. (Example: 1104481000 or 610448100060012345.)
- Enter the hours in the appropriate day column.