Kronos Process and FAQ's

The following applies to all non-exempt RIT employees including staff, students, coops, and GAs.

  • Employees will be paid for all time worked to the minute.
  • Employees will be required to punch out and in for all meal periods.

 

How do I enter my time in Kronos?

Timeclocks

  • Staff - can use the bar code on their University ID and swipe at the timeclocks.
  • Students - have a unique badge number for each job they have - a combination of Oracle number and job number. It must manually be entered by keying the number, and then pressing "enter".

Helpful hint You may select F1 on the time clock to view your last several punches at that clock.

RIT Online Timeclock App - For on-campus student use only, please submit request, including computer name and static IP address, to Sean Cartwright stcfa@rit.edu. (contact ITS for help with getting a static IP address)

Kronos self-serve timecard access - Available for RIT staff only.  Please submit a Kronos WFC Timecard Access - Security access Form.

Paper timecard - May only be used if no other option is available.  Must be signed and dated by both the employee and kronos supervisor.  Kronos supervisor is responsible for entering data into kronos.  This form must be kept on file in the department for seven years and be available upon request.

My Kronos account is locked, how do I get it unlocked?

You can call payroll at 475-2381 or 475-2382 to get it unlocked.

I am a student employee with no access to kronos, how can I see my timecard?

Use the RIT Timecard Review App.  Sign in with your RIT username and password that is used to sign in to email.

I have signed off on a timecard but need to enter or edit the timecard, how do I do that?

The payroll department is able to remove a signoff until 5pm on signoff Friday.  After that, a payroll change form will need to be submitted.

What do I need to do if my employee forgot to punch in or out?

Staff - Staff are encouraged to have kronos self-serve access.  With self-serve access staff may enter/edit their own punches.  If corrected by their kronos supervisor, then a RIT Timecard change authorization form must be completed, signed and dated by both the employee and kronos supervisor, kept on file for 7 years, and be available upon request.

Students - In these cases, the kronos supervisor must add the time punch.  A RIT Timecard change authorization form is required for all time punches that are entered/edited by the kronos supervisor.  This form must be completed, signed and dated by both the student and kronos supervisor, kept on file for 7 years, and be available upon request.

An email from an RIT email account is acceptable in lieu of a RIT Timecard authorization form.  This electronic documentation is to be maintained in the department for 7 years, and be available upon request.

I have employees that may run RIT errands for me on their way home from work or during their lunch break. Do I need to pay them for these situations?

Yes.  Any RIT related activity an employee performs requires the employee to be compensated.  If you are unsure please contact HR.

Are employees allowed to take work home?

Work performed at home is time worked and must be recorded as such. Employees must be paid for all RIT related work performed, regardless of where the work is done.

What happens when an employee exceeds the money allocated from a grant?

Employees must record and be paid for actual hours worked. The supervisor should monitor the hours worked to ensure that the employee does not go over the allotted amount. Work should be discontinued if additional overtime money is not available.

What if an employee has not been paid properly in a previous pay period?

Staff - A RIT Payroll Change Form must be completed and forwarded to the payroll department.

Students - Use the Oracle Online Payroll Change Request.  This is an Oracle Online Responsibility accessed under:  https://mybiz.rit.edu

What if the employee works unauthorized overtime? Does the department have to pay it?

Yes. Employees must be paid for ALL TIME WORKED, whether the work is authorized or not. Supervisors are encouraged to monitor employees' work schedules to avoid these situations.

Can an employee receive compensatory time in lieu of overtime?

No, employees must be paid for ALL TIME WORKED including any that is overtime eligible.

Is travel time considered work time?

Travel to and from home to an employee's regular assignment cannot be counted as time worked. Travel between sites during the workday is work time. Travel on a special one day trip out of town, in excess of the ordinary commute, is work time. In overnight, out of town travel, travel during regular work hours is work time, regardless of whether on a weekday or weekend. However, time as a passenger, outside regular hours on overnight trip is not considered work time. All work during any travel is work time.

What is the procedure on meal times?

NYS labor law mandates that an employee who works a shift of more than six hours must get a thirty minute uninterrupted meal break. Employees are required to punch out and in to record the beginning and end time of their meal period. If a meal period is cut short or interrupted the entire meal period must be paid and the employee can begin a new 30 min break.

Can an employee eat lunch at his/her desk?

While an employee may eat at his/her desk, it must be clear that the employee is not available to do work.

From time to time I have employees that need to adjust their workday to accommodate personal errands. They would like to take their meal break at the end of their shift. Can I approve this?is?

No. NYS Department of Labor states, "Employees who work a shift of more than six hours starting before 11 a.m. and continuing until 2 p.m. must have an uninterrupted lunch period of at least half an hour between 11 a.m. and 2 p.m."

What documentation must be retained in our department?

RIT must retain all relevant documents pertaining to time worked including paper time cards, Time Card Change Authorization forms, and any other time-related correspondence.

If students email me with their punch information (i.e. - missed a punch) do I still need them to sign the Time Card Authorization form?

No, as long as the email comes from an RIT email account and it is retained in the department for 7 years and available upon request, a form is not required.

My employees enter their time on a weekly basis. Is this acceptable?

No, RIT requires the recording of punches in "real time" (as it occurs) and to the minute.

How do I record time for my employees for RIT sponsored events?

If the employee is working the event, the actual time worked must be recorded and paid. If computer or time clock access is not available, paper time cards with the employee and supervisor signatures are acceptable. (e.g. working graduation ceremonies). If the employee attends an RIT sponsored event and is not working, they do not need to be paid. (e.g. participate in Big Shot, but not working)

If the employee is expected, encouraged, and/or required to attend the RIT sponsored event, the event is considered time worked and the time must be recorded and paid. (e.g. team-building sessions).

If departments allow employees to attend RIT sponsored social events that extend the meal period and where no work is required, the event time should be recorded as the normal meal period and the additional time should be recorded as 'Approved wPay'. (e.g staff picnic, the employee punches out for the event and punches in when they return from the event and the supervisor records 'Approved wPay' for the allowed time missed).

If the employee is not scheduled to work but chooses to attend the event on a completely voluntary basis, the employee is not paid. (e.g. 2nd or 3rd shift employees that attend the staff picnic).