Dear Payroll Managers and Timekeepers,

On January 18, 2023, two changes to the Kronos Employee Import were implemented. These changes were part of the broader Perm Augmentation Project, and they are relevant for departments using a physical timeclock.

Student employees in job codes 004000, 004922, and 004740 that are new in Kronos or rehired in Kronos (i.e. previously terminated in Kronos) on or after 1/18/2023 will have a badge number assigned that is the last 7 digits of their UCPath EMPLID (including leading zeros).

Three possible scenarios can now occur:

1. Employee’s access card was issued prior to 1/17/2023:

  • The mag stripe on the card is encoded with the student’s perm number.
  • Kronos configuration doesn’t match.
  • The employee will experience an error when swiping due to the mismatch.
  • Resolution:  Update Kronos configuration to have the student’s perm number in the badge field.  Confirm the student can punch successfully the next business day.

2. Employee’s access card was issued on or after 1/17/2023 but the Access Desk wasn’t aware the student is also an employee:

  • The mag stripe on the card doesn’t contain the UCPath EMPLID.
  • Kronos configuration is correct.
  • The employee will experience an error when swiping due to the mismatch.
  • Resolution:  Ask the employee to visit the Access Desk to have the mag stripe re-encoded with the employee’s UCPath EMPLID.  They do not need an entirely new card, since the mag stripe can be re-encoded.

3. Employee’s access card was issued on or after 1/17/2023 and the Access Desk knew the student is also an employee:

  • The mag stripe on the card contains the UCPath EMPLID.
  • Kronos configuration is correct.
  • The employee should be able to swipe successfully and no further action is needed.

Over time, the amount of mismatches will decrease and eventually cease. Please submit a Timekeeping ticket if you have any questions.