Nonexempt employee KRONOS "punching in and out" instructions (PDF)

Nonexempt employee KRONOS "punching in and out" tutorial (PowerPoint - To ensure a quick download, please choose "save" rather than "open)

Supervisor Campus KRONOS timekeeping training – Supervisors of nonexempt employees will be able to register for the instructor-led Campus KRONOS timekeeping training via the LMS (www.uab.edu/learningsystem) beginning Aug. 8, 2016.

30-Minute Autodeduct Lunch Rule Quick Guide (PDF)

7-Minute Rounding Rule Quick Guide (PDF)

Lunch/Break Rounding Rule Quick Guide (PDF)


KRONOS-related questions can be emailed to instructeam@uab.edu.

Q: What timekeeping changes are taking place at UAB?

A: New terminology will be a part of this cultural change. “Biweekly” or “hourly paid” employees will now be called “nonexempt” employees. “Monthly” or “salaried paid” employees will now be called “exempt” employees. There are additional terminology changes that will be discussed in future training sessions.

The biggest change however, will be requiring nonexempt employees to “punch in” and “punch out” using the KRONOS Time and Recordkeeping System.

This year, nonexempt employees will be asked to log into the Campus KRONOS system from a designated UAB computer each day in order to:

  • Punch in at the beginning and out at the end of their work day or shift.
  • Punch in and out for lunch when applicable.

When employees do not punch in or out, supervisors will be responsible for editing employees “missed punches” in the Campus KRONOS system.

Non-exempt employees will concurrently use TEL and the Campus KRONOS system for a defined period of time. This will ensure that everyone is familiar with punching in and out and resolving missed punches. In addition, Payroll will validate downloads from KRONOS for accuracy in future payroll processing.

HR Policies and Procedures are also being updated to become compliant with FLSA regulations.

Q: Why are these changes being implemented?

A: UAB needs to be in compliance with current government FLSA regulations.

Q: Who does this change affect?

A: This will impact all non-exempt paid employees and their supervisors .

Q: How do I prepare my department and employees for these changes if I am a supervisor?

A: There are several ways to prepare. You should:

  • Talk to your nonexempt employees about FLSA.
  • Talk to your nonexempt employees about the implementation of KRONOS on campus.
  • Verify the Supervisor listed via ACT is correct for all your nonexempt employees. This information can be viewed and updated by the processing of an ACT Data Change Document.
  • Ensure your area has the minimum PC requirements. IT will communicate these and the requirements will be posted on the UAB timekeeping website.

Q: How does this affect me if I am a non-exempt employee?

A: If you are a non-exempt employee, you will have to log your time in KRONOS in compliance with FLSA regulations. During the initial phase of the change, you will still be required to enter your time into TEL. In the future (scheduled for 2017), KRONOS time logs will automatically feed into TEL.


Q: When will the changes start taking place?

A: We understand it’s going to take time for departments to get on board and trained in the Campus KRONOS system, so we will be phasing in the implementation. The first phase will primarily be getting your nonexempt employees trained and accustomed to punching in and out of KRONOS. Beginning June 20, 2016, an online tutorial and written step-by-step instructions will be available on the timekeeping website for employees to view. The target date for nonexempt employees to begin punching in and out using the Campus KRONOS system is July 10, 2016.

Q: How will these changes be implemented?

A: Employees will log into Campus KRONOS on a designated or approved UAB computer, punch in at the beginning of their work day or shift, punch out at the end of their work day or shift including punching out and in for lunch.

In 2016, UAB will be implementing Campus Kronos timekeeping software to be compliant with changes in the Fair Labor Standards Act. Please review this website for information regarding that transition.

 

Timeline:

July 10-Aug. 7, 2016

Training for nonexempt employees begins June 20 via online tutorial, featuring step-by-step instructions.
Utilization begins on July 10, when employees begin punching in and out of Kronos.
See the post-July 10 steps below:

timeline2

Aug.7-Dec. 1, 2016

Training for supervisors begins Aug. 7 via classroom / computer training, featuring step-by-step instructions.
Utilization begins that date as well, including resolving "missed punches" in the Campus KRONOS system.

timeline1

Campus' KRONOS is a cloud-based system accessed via a website using a single sign-on. It will run under:

Windows 7-10 with the following minimum requirements: 

  • Windows minimum hardware specifications are sufficient
  • 100mb free space
  • Adobe Flash 15+
  • Web browser – IE11, Current – Chrome or Firefox

OSX with the following minimum requirements:

  • OSX 10.9 or 10.10 (10.11 is not referenced in their documentation)
  • 100mb free space
  • Adobe Flash 15+
  • Web browser – Safari  

Java is 1.8x is only needed for certain administrative functions in Campus Kronos usually done by UAB HR.

UAB Academic/Administrative Compensation Guidelines
FY16
Published June 2015
As we continue to assess how to best invest limited institutional resources, it is imperative that we implement and promote faculty and staff compensation practices that effectively support our most important asset, our people. To assist our academic and administrative units with these decisions, the following Compensation Guidelines are provided for the FY16 budget year.

Due to the lack of incremental funding for UAB again in FY16, there will be no university wide merit pool program this year. However, merit pools not to exceed 3% will be allowed for the college/school/departments that are able to fund a merit increase. For those unable to fund merit increases, the exceptional performance program (EPP) remains in place as a way to recognize those faculty and staff who have exhibited extraordinary performance during past year. We are providing the option of a one-time lump sum payment to those Schools/units that have identified resources and put forth a distribution plan that focuses on recognizing only unique performance excellence and meets other guidelines set below. All payout plans associated with this program will require prior approval from the Provost or Vice President for Financial Affairs and Administration. 

For October 1, 2015
  • Faculty Promotion/Tenure
    • Faculty promotions may be funded if endorsed by appropriate College/School/Library Dean.
    • All faculty promotions will be effective 10/1/2015.
  • Pay Ranges
    • UAB General Pay Range Structure will not be adjusted for FY16.
    • Faculty Ranges will not change for FY16.
  • Salary Distribution Planning
    • No later than 7/15/2015, each college/school/department must declare to the Provost or the VPFAA intent to either:
      • Provide a merit pool and the estimated amount (FIPs are included), or
      • Provide limited EPP adjustments
      • Note: Employees are not allowed to receive both a merit increase and an EPP payment.
  • Merit Increases – For those school/college/units that elected to give merit-increases
    • Each College/School/Unit must submit a merit-based, salary increase “Plan” for review and approval to the Provost/VPFAA no later than 8/1/2015. Plans should include total salary pool dollars to be made available (with % of total salary base this represents), planned ranges for individual increases (e.g. 1-5%), and planned distribution strategy (e.g. 20% of merit recipients to receive 5%, 40% to receive 2-4%, etc.). All Plans should identify funding sources utilized.
      • Note: Faculty promotions and market/equity adjustments will be considered outside of the merit pool.
    • All Plans must require that individual, merit-based salary increases align with level of performance reflected in annual evaluations.
    • Any market equity components of plan need to be identified.
    • Employees must have completed their six month probationary period in order to be eligible for a merit increase.
    • Individual salary increases of more than 15% under Plan will require prior Provost/Vice President for Finance and Administration (VPFAA) approval.
  • Exceptional Performance Payment (EPP) Program - For those school/college/units that elected this option
    • The Exceptional Performance Payment program is designed to recognize faculty and staff for exceptional performance with a lump sum payment.
    • EPPs may not be used as across-the-board lump sum payments.
    • EPPs must be funded at department level and approved by the Provost or the Vice President for Finance and Administration (VPFAA).
    • Eligible faculty and staff must meet the following criteria:
      • Most recent performance review (within last 12 months) must reflect higher than satisfactory performance and must be documented and on file.
      • Employee is not in probationary period.
      • For those faculty and staff paid from sponsored projects, EPP payments must be spread out and paid in equal installments over 6-12 months. Further instruction will be provided regarding how to process these payments.
    • Plans for EPPs must be submitted via Compensation Request Form (CRF) for Human Resources (HR) review prior to Provost/VPFAA approval. Submissions are due 8/1/2015 with an effective date of 10/1/15.
  • Market, Internal Equity, and other Adjustments
    • Due to increasing external pressures to increase the starting salary levels of many jobs, some local organizations are moving to $10 and $11 per hour as their minimum wage, all school/college/departments are asked to provide special focus on any employees whose base rate is lower than $9.00 per hour. Efforts should be made to make market adjustments to all employees below $9.00 per hour.
    • All College/Schools/Units may fund market adjustments and/or internal equity adjustments where appropriate and when current satisfactory performance review is on file.
    • Plans for market and internal equity adjustments must be submitted via Compensation Request Form (CRF) for Human Resources (HR) review prior to Provost/Vice President for Finance and Administration (VPFAA) approval. Submissions are due 8/1/2015 with effective date of 10/1/15.
      • Market adjustments address pay differences as compared to markets external to UAB. Since range midpoints generally reflect market averages, salaries considered below market are only those between pay range minimum and pay range midpoint.
      • Equity adjustments address pay differences as compared with others internal to UAB. Requests for equity adjustments should consider all like employees in a School/Unit (i.e. similar titles, grades, etc.).
      • Base salary increases for employees who are above range maximums will not be considered.
      • Base salary increases for employees who are between pay range midpoints and maximums will be considered in limited cases where there are recruitment and/or retention issues and employees have extensive related experience.
      • Across-the-board base salary or one-time increases for all College/School/Unit employees will not be considered. 
For October 1, 2015 and Beyond

  • Incentive Plans
    • Previously-established compensation incentive plans must be submitted via CRF for recertification as required by existing UAB incentive program guidelines by 9/1/2015.
    • New incentive plan proposals must be submitted via CRF by 9/1/2015 to be considered for implementation in FY16.
    • Please refer to UAB incentive plan guidelines for further information or contact your HR Consultant or HR Compensation.
  • Lateral Transfers
    • Salary adjustments for lateral transfers greater than 10% should be submitted/reviewed by HR with support/approval by the applicable College/School/Department VP, Dean, or Library Director. HR will review and submit to the appropriate UAB senior administrator (Provost/VPFAA) for final approval.
  • New Hires
    • New hires may proceed in accordance with established UAB and departmental policies provided funding is available. New Hires do not require HR approval if within a pay range. Internal equity must be considered when determining new hire pay rates.
  • New Positions/Position Reclassifications
    • New positions/reclassifications may be requested under established HR procedures via CRF. These will be reviewed by HR Compensation to determine appropriate job title and pay grade for position. These requests require approval from applicable College/School/Department, VP, Dean or Library Dean. Please note: once a position has been reviewed for reclassification, it is not eligible for review again for a minimum of 12 months.
  • Retention Salary Adjustments
    • Retention salary adjustments will be reviewed on a case-by-case basis. Review and approval is required from College/School/Department, VP, or Dean.
  • Salary Adjustments
    • Salary Adjustments for probationary, job rate and established step rate programs (including graduate assistantships/stipend increases, resident progression and student salary adjustments) may proceed in accordance with established UAB and departmental policies provided funding is available. These adjustments must be funded by College/School/Department and approved by appropriate VP or Dean.
  • Supplemental Duties – Additional Pay
    • Requests for additional compensation for supplemental duties must be approved by College/School/Unit VP, Dean, or Library Dean prior to submission via CRF for HR review. Please note: additional/supplemental duties should be temporary in nature (less than six months). 
Following is a summary of review and approval process for FY16 compensation actions:

VP/Dean/Library Dean Approval only. Requires no review by HR:
  1. Graduate assistantship with annual stipend increase
  2. Lateral transfer with increase of 10% or less
  3. New hire with proposed salary within pay grade
  4. Merit increases
  5. Probationary increase of 10% or less
  6. Resident progression increase
  7. Salary share adjustment between two or more funding sources where the total salary does not change (e.g. HSF/UAB/VA/UABHS)
  8. Staff promotion of 15% or less or to range minimum
  9. Student salary adjustment
VP/Dean/Library Dean Approval after initial review/approval by HR:
  1. Probationary increase greater than 10%
  2. Reclassifications
  3. Requests for new positions
  4. Staff promotions greater than 15%, if higher than range minimum
  5. Supplemental duties additional pay
  6. Retention salary adjustments less than 10%
UAB senior administrator (Provost/VPFAA) approval after full HR review/approval and endorsement by appropriate VP/Dean/Director:
  1. Faculty tenure/promotions
  2. FIPs
  3. Incentive Plans – new or previously approved
  4. Equity/Market Adjustment/Exceptional Performance Payment Plan (with justification)
  5. Exceptional Performance Payment (EPP) Program payments
  6. Lateral transfers with increases greater than 10%
  7. Merit-based salary increase Plan
    1. Must include any market equity component
    2. Must include justification for any merit greater than 15%
  8. Retention salary adjustments greater than 10%
Any questions or concerns regarding these guidelines should be directed to your HR Consultant or HR Compensation.

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