Emory University utilizes the Kronos workforce management platform—branded internally as Emory’s time and attendance system—to streamline payroll, leave tracking, and labor scheduling for its diverse academic and administrative workforce. Accessible primarily through the Emory Compass portal, the system serves as the official record for hours worked, time off requests, and compliance-based labor reporting.
Understanding the Role of Kronos at Emory
Kronos, developed by UKG (formerly Ultimate Kronos Group), is a comprehensive human capital management suite. At Emory University, it is integrated into the institutional infrastructure to manage the complexities of a large, multifaceted organization. Unlike smaller businesses that might rely on simple timecards, Emory’s deployment of Kronos is designed to handle varying labor categories, including hourly (non-exempt) employees, research staff, and administrative personnel, each with distinct pay codes, overtime rules, and leave accrual policies.
The system acts as the bridge between daily operational activity and the university’s payroll department. By standardizing time entry, Kronos ensures that Emory remains compliant with federal and state labor laws, such as the Fair Labor Standards Act (FLSA), which governs overtime compensation and record-keeping. For the individual, it is the primary interface for reporting time worked and managing paid time off (PTO).
Prerequisites for Accessing the System
Accessing the Emory Kronos system is restricted to current university employees and, in some cases, authorized contractors. Because the system contains sensitive payroll and personal information, it is protected by the university's centralized authentication protocols.
Network and Security Requirements
To access the platform, you must have an active Emory University Network ID (Emory NetID) and password. Emory utilizes multi-factor authentication (MFA) via Duo Security for all sensitive internal portals. Before attempting to log into Kronos, ensure that:
- Your NetID is active and not currently locked due to inactivity or failed login attempts.
- Your Duo Mobile application is configured on your registered device to approve the login push notification.
- You are using a browser compatible with the Emory Compass portal (the latest versions of Chrome, Firefox, or Edge are recommended).
If you are a new hire, there is typically a brief waiting period between your official start date in the human resources system (PeopleSoft) and the activation of your Kronos profile. If you cannot see your timecard, contact your departmental administrator or the Emory HR payroll office to verify your system provisioning.
Navigating the Emory Compass Portal
The most direct way to access Kronos is through the Emory Compass portal. Compass serves as a "single pane of glass" for various university services, including HR records, benefits enrollment, and pay statements.
- Navigate to the official Emory Compass login page.
- Enter your Emory NetID and password.
- Complete the Duo authentication prompt on your mobile device.
- Once inside the dashboard, locate the "Time and Attendance" or "Kronos" link.
- Clicking this link will launch the Kronos interface in a new window or tab.
Managing Time and Attendance: Key Procedures
For non-exempt employees, the core functionality involves "punching" in and out. This creates a digital audit trail of hours worked.
Recording Time Worked
Most employees use the "Web Clock" feature within the Kronos dashboard. When you arrive at your workstation, you select "Record Timestamp" to log your start time. At the end of your shift or during a lunch break, you perform the same action. It is essential to ensure that your punches are accurate, as these are the figures used to calculate your bi-weekly or monthly paycheck.
Requesting Time Off
Kronos streamlines the process of requesting vacation, sick leave, or personal time.
- Navigate to the "My Calendar" or "Request Time Off" tab.
- Select the dates you intend to be away from work.
- Choose the appropriate "Pay Code" (e.g., Vacation, Sick, or Floating Holiday).
- Submit the request.
Once submitted, the request is routed to your direct supervisor or department timekeeper for approval. You will receive an automated notification once the request is approved or denied. It is recommended to discuss leave plans with your manager before submitting them in the system to ensure coverage during your absence.
Comparison of User Roles in Kronos
The Kronos environment at Emory is role-based. Your specific permissions depend on your job title and responsibilities within your department.
| Role | Primary Responsibilities | Scope of Access |
|---|---|---|
| Employee | Record time, view accruals, request leave | Self-service only |
| Manager/Supervisor | Approve timecards, verify leave requests, resolve missed punches | Direct reports only |
| Timekeeper | Correct errors, audit labor reports, assist with payroll processing | Departmental or unit-level |
| Payroll Administrator | Finalize pay periods, manage tax reporting, system oversight | Institution-wide |
Troubleshooting Common Issues
Despite the system’s robust design, technical hiccups can occur. Most issues are related to browser caching or user error.
The "Empty Timecard" Problem
If you log into Kronos and your timecard is blank, verify that you are looking at the correct pay period. Use the navigation arrows at the top of the screen to move between current and previous pay periods. If the timecard remains blank despite being in the correct period, this may indicate a synchronization delay between the HR database and the Kronos server.
Missed Punches
It is common to forget to punch in or out. If this happens, do not attempt to retroactively "fix" the entry if the system prevents it. Instead, contact your supervisor or department timekeeper immediately. They have the authority to edit your timecard to reflect the actual hours worked. Keep a record of the discrepancy and your communication for your own verification.
System Timeouts
For security reasons, Kronos will automatically log you out after a period of inactivity. Always save your changes before stepping away from your computer. If you encounter an error message regarding a "session timeout," simply refresh the page and log in again through the main Compass portal.
Best Practices for Employees
To ensure timely and accurate pay, employees should adhere to these professional standards:
- Consistency: Record your time immediately upon arrival and departure. Relying on memory at the end of the week leads to errors and increases the administrative burden on your supervisor.
- Audit Regularly: Review your timecard at least once a week to ensure that all hours are recorded correctly and that any approved time off appears as expected.
- Understand Accruals: Review your accrual balances periodically. If you notice a discrepancy—such as your vacation balance not reflecting a recent leave request—contact your department representative.
- Reporting Errors: If you notice a persistent technical error, document the steps you took to reproduce the error and submit a ticket through the Emory IT service desk.
Frequently Asked Questions
Why is my timecard showing a red error icon?
A red icon usually indicates a "missed punch" or an invalid entry (such as a time entry that overlaps with another). Click on the specific cell with the red icon to view the system’s notes regarding the issue. If you cannot resolve it, reach out to your supervisor to finalize the correction.
Can I access Kronos from off-campus?
Yes. Because the system is web-based and integrated with the Emory Compass portal, you can access it from off-campus. You will need to maintain your Duo Security authentication, as you would when accessing your email or other internal resources.
What should I do if my supervisor is unavailable to approve my timecard?
Most departments have a backup timekeeper or a secondary approver. If your immediate manager is unavailable, consult your department’s administrative assistant to determine who has secondary approval authority for your unit.
How are overtime hours calculated in Kronos?
Kronos is configured to automatically apply overtime rules based on the university’s compensation policy and federal FLSA regulations. Typically, any hours worked over 40 in a workweek for a non-exempt employee are flagged as overtime. The system handles the math, but you should verify your total hours at the end of every pay period.
Will I be notified if my time-off request is denied?
Yes. When a supervisor takes action on a time-off request, the system triggers an automated email notification to the requester. If a request is denied, the supervisor may provide a reason in the comments section, which you can view within the request details.
How do I correct a mistake in a submitted timecard?
Once a timecard is submitted or a pay period is closed, employees generally cannot edit their own hours. You must contact your timekeeper or manager to initiate an adjustment or a manual override.
Next Steps for New Users
If you are an employee who has recently gained access to Kronos, your first step should be to log in and confirm that your profile information is correct. Spend time exploring the "My Calendar" view to familiarize yourself with how your leave balances are displayed. If you encounter difficulty, do not hesitate to reach out to your departmental payroll coordinator. They are the primary point of contact for internal payroll policies and are best positioned to assist with specific departmental workflow questions.
