Timekeeping is the process of tracking and reporting hours worked and leave time taken. On campus, Electronic Timekeeping was implemented to replace paper-based, legacy timekeeping systems and processes.
Kronos is workforce management software used at UC Santa Barbara to track employee time and attendance.
To log into Kronos, go to timekeeping.ucsb.edu and click the login button. Use the Central Authentication Service (CAS) to enter your UCSBNetID credentials, then click the “LOG IN” button to access Kronos.
The Payroll & Personnel Systems subcommittee of the Operational Effectiveness project conducted an in depth analysis of various systems and options and determined that Kronos would be the appropriate system to use. Kronos was already used in many parts of the UCSB campus and has been customized to handle the various union contracts, alternate schedules, and other needs of our campus. Kronos provided a service for campus use in the now while awaiting for a system-wide solution.
Payroll calendars and accrual charts are published by UCSB HR. You can find them on HR's Workforce Administration page.
You can also find the UCPath Production Processing Schedule here, or by navigating to Quicklinks -> Payroll Resources in UCPath.
Non-exempt employees are defined as employees who, based on duties performed and manner of compensation, shall be subject to all Fair Labor Standards Act (FLSA) provisions.
Non-exempt employees shall be required to account for time worked on an hourly and fractional hourly basis and are to be compensated for qualified overtime hours at the premium (time-and-one-half) rate. Non-exempt titles are identified in University wide title and pay plans.
Exempt employees are defined as employees who, based on duties performed and manner of compensation, shall be exempt from the Fair Labor Standards Act (FLSA) minimum wage and overtime provisions.
Exempt employees shall be paid an established monthly or annual salary. The workweek for full-time exempt employees is normally considered to be 40 hours, and for part-time employees the proportion of 40 hours equivalent to the appointment percentage. Exempt employees are not eligible to receive overtime compensation or compensatory time off.
The determining factor will be the employees’ primary purpose at the University. For some employees, their primary purpose is to serve as a faculty member and they also work in a second appointment as a staff member. For others, their primary purpose is to serve as a staff member and they also teach sporadically. These situations will be handled on a case by case basis.
Are there guidelines to clarify timekeeping best practices for employees, supervisors, and timekeepers at UCSB?
Employees who require assistance using Kronos should first contact their manager or supervisor. Managers and supervisors can escalate issues to the department’s Timekeeper or Payroll Manager as needed. Employees and managers should report any technical issues to their departmental IT support staff.
Timekeepers, Payroll Managers, and IT support staff can report any issues that cannot be resolved within the department to the Enterprise Technology Service Center (ithelp.ucsb.edu) by submitting a Timekeeping Ticket. Directions on how to request Electronic Timekeeping support are available at https://timekeeping.ucsb.edu/content/support.
Kronos v8.1.8 is supported by the following browsers:
Internet Explorer 11 (32- & 64-bit)
Microsoft Edge 41.14393 (on Windows 10 Enterprise only)
Google Chrome 62+ (our recommended browser)
The following operating systems are supported by Kronos v8.1.8:
Windows 8 and 8.1 (64-bit only)
Windows 7 (32- and 64-bit)
Windows Server 2012 and 2012 R2 (64-bit)
Windows 10 Pro and Enterprise Edition
macOS 10.14 (Mojave), 10.15 (Catalina)
Leadership within each department determines the method by which employees record hours worked and leave taken. This Knowledge Base article details the different time entry methods in Kronos.
Kronos uses the Central Authentication Service (CAS), an enterprise Single Sign-On solution for web services. If you access Kronos from a shared computer, make sure to exit the application and the browser to clear your credentials so that other users can access the application. If you click “Close," the window will close, but the browser session is still active. Follow the Kronos v8/SSO Logout Instructions to ensure that you are properly exiting your browser and ending your Kronos session.
To view approval and sign off deadlines for Kronos, you can refer to the Electronic Timekeeping calendar.
Timekeepers use the Timekeeping Manager Assignment Application (TMAA) to configure each manager’s ability to see their employees’ Kronos timecards. This is done by assigning a manager’s Access Control Number (ACN) to an employee’s ID and position number.
You can refer to this Knowledge Base article for further information: https://ucsb.service-now.com/kb?id=kb_article_view&sysparm_article=KB0010768
Employees approve their timecard by pay period end. By approving, the employee affirms, to the best of their knowledge, that the entries made are complete and a true representation of the hours worked and/or leave taken.
Managers/supervisors review and approve employee hours worked and/or leave taken. If necessary, they will work with the employee and/or departmental Timekeepers and Payroll Managers to correct any errors.
Timekeepers and Payroll Managers review timecards to ensure approvals are complete prior to payroll upload deadline. For incomplete timecards or timecards with errors, they work with the individuals to sign off on timecards prior to payroll upload deadline. For shared employees, they coordinate as necessary with other departmental payroll staff/payroll managers.
Timecards with only the employee's own approval appear ochre.
Timecards with only a manager's approval appear yellow.
Timecards with the employee and at least one manager's approval appear green.
Timecards that have been signed off appear grey.
This is a general, non-exhaustive guide for which positions require a timecard.
These positions are generally required to keep a timecard:
- Hourly staff and student assistants
- Salaried staff
- Readers and tutors
- Staff with academic titles paid on a fiscal-year basis who work at 50% or greater
These positions do not keep a timecard in Kronos:
- Graduate student researchers (GSRs)
- Staff with academic titles paid on a fiscal-year basis who work less than 50%
- Faculty, Teaching Assistants, Teaching Associates, Lecturers, and other Unit 18 positions
- By Agreement (BYA)
- Student Volunteers
Employees with positions from each list will only have a timecard for the position(s) that are required to keep a timecard. For example, a Teaching Assistant who also has a Reader position will use Kronos to record time for their Reader position, but they will not need to use Kronos for their Teaching Assistant position.
Yes, new Payroll Managers or Timekeepers will need to complete all three modules of the Kronos Web-Based Training before being provisioned in Kronos. New Payroll Managers or Timekeepers will need to pass each module with at least 80% or higher. Kronos Web-Based Training modules information can be found in the training section of the website.
The Timekeeping Support Services Knowledge Base contains more detailed articles and help guides for department payroll staff.