Resources & Job Aids: Getting Access to Kronos Time and Leave Reporting System

Kronos is the University's primary system for recording time and/or leave taken each pay period.

On this page:

 

Users of the Kronos System

  • Staff members (exempt, non-exempt, temporary or casual positions, whether part-time or full-time) are expected to report hours worked and/or leave taken each pay period. By approving the Kronos time record each pay period, staff members place their electronic signature on their record.
  • Supervisors and administrators review and approve employee entries.
  • Students who hold part-time positions paid by the hour also use Kronos to record hours worked.
  • Faculty members, postdoctoral scholars, and students receiving assistantships and/or financial aid / stipends, who are not working in a separately paid part-time position, do not use Kronos.
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Employee Access to Kronos

Access to Kronos is granted automatically when an employee is hired and employee data is entered in PeopleSoft. A one-time Java software download is required to use Kronos for most Windows users (updates are automatic for Mac users). See Java Installation.

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Supervisor / Administrator Access to Kronos

Supervisor / Administrator access to Kronos is granted by submitting the Kronos Authority Spreadsheet.

To complete the spreadsheet, the approver must specify 1) the type of action, 2) the access type, and 3) the security level as outlined below.

  1. Type of Action:
    • Add:  To grant access to a person for the first time, enter an “x” in the Add column.
    • Remove:  To completely remove access, enter an “x” in the Remove column.
    • Edit:  To edit existing access, choose the appropriate type of edit from the drop down box in the "Edit Access" column.
  2. Access Type:
    • ReportMart Access Only:  Provides access to any Kronos reports published in ReportMart1, but does not provide access to the Kronos application. This type of access requires minimal training in order to view time, leave and accrual information provided by Reportmart1 reports.
    • Time and Leave Supervisor:  A Time and Leave Supervisor has access to review and approve employee timecards in Kronos. A complete set of reports is available.
    • Time and Leave Administrator:  A Time and Leave Administrator has access to review, edit, and approve employee timecards, set employee schedules, and must ensure compliance with University time and leave policies. A complete set of reports is available.
    • Time and Leave Administrator with Historical Edits:  Has access to all of the Time and Leave Administrator functions and is also authorized to enter Historical Edits, which are retroactive corrections to an employee’s timecard for a prior pay period.
  3. Security Level:

    4. All authority must contain the appropriate Organization Codes a user should see. Access can be additionally restricted by PTA or JCC.

    • Organization Code (required):  Enter the 4 letter PeopleSoft Org Code(s) authorized for the user. The code(s) must be entered in uppercase letters on one line separated by semi-colons (;). Note: It is ok if the line wraps to fit into the cell. Wildcards (*) can be used to grant access to multiple Orgs in the same series. For example, if the user should have access to all of the Org Codes beginning with L, L* may be entered instead of each individual Org. If individual Orgs are listed, please make sure they are the child Org Codes that employees assigned to in PeopleSoft. If wildcards are used, the wildcards may include parent Org Codes.
    • Project, Task, and Award (optional):  Enter the PTA in all caps without dashes or spaces. Each PTA listed should be separated by semi-colons (;). Note: It is ok if the line wraps to fit into the cell.
    • Job Classification Code (optional):  Multiple entries should be separated by semi-colons (;).

Completed authority spreadsheets should be submitted to Kronos_Support@lists.stanford.edu by the Human Resource Manager / Director or by the Human Resources Group (HRG), (Irene Castillo, ireneabc@stanford.edu) for the School of Medicine). Note for Mac Users: Please save the authority spreadsheet as filename.xls.

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Browser Requirements

To verify browsers recommended for Kronos, review the Administrative System Browser Requirements web page.

Kronos is not compatible with Linux. Linux users should submit a HelpSU ticket (Select Category Administrative Applications and Request Type Kronos) to request access to an HTML version of Kronos.

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Java Installation

A one-time Java software download is required to use Kronos for most PC users (updates are automatic for Mac users). To install:

  1. Click Java Software Download
  2. View security warning(s), clicking the "Run" button after reading

    3. Note:  If you do not have Administrator privileges on your computer, a window will appear at this point asking for a User Name and Password. Someone with Administrator privileges on your computer, such as your local desktop support, must enter this information in order to complete the installation process.

  3. When the download finishes, the License Agreement will open. Choose the "Typical Setup" option, and click "Accept"
  4. Once the installation is complete, click "Finish"
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Java Troubleshooting

Multiple versions of Java may exist on your computer at any time. Java troubleshooting information is provided to help you verify Java versions installed on your computer, maintain multiple versions of Java, stop automatic Java update notifications, and change settings in Internet Explorer to allow each application to select the appropriate version of Java.

Verifying Java versions installed on your computer:

  • Windows Users:  Go to Start > Control Panels > Java. Click on the Java tab. Under Java Application Runtime Settings, click View. A list of the different Java versions installed on your computer will be displayed.
  • Mac Users:  Go to your Hard Disk and select Applications > Utilities > Java to see a list.

Maintaining multiple versions of Java, in addition to Java 1.5.0_15 required by Kronos:

  • Newer updates of Java will remain intact when Java 1.5.0_15 is installed. You can still use your more recent version for other applications.
  • Older updates of Java will also remain intact when Java 1.5.0_15 is installed. To maintain desktop security, it is recommended that you uninstall older versions of Java. Older Java versions used for Kronos, JRE 1.4.2_06 and JRE 1.5.0_10, should be uninstalled if you are not using them for other applications. To uninstall older versions, locate the appropriate version(s) of Java in your Control Panel and uninstall.
    • Go to the Start menu > Settings > Control Panel
    • Double-click Add or Remove Programs
    • Select J2SE Runtime Environment 5.0 Update 10 (or JRE 1.4.2_06)
    • Click Remove
    • Click Yes to confirm removal
    • Close the Add or Remove Programs window

Stopping automatic Java update notifications:
The setting to stop automatic Java updates is in the Java Plug In Control Panel. Note that you may not have access to change this setting if you do not have Administrative privileges on your computer. If that is the case, please see your local desktop support.

  • For Windows 2000 users:  from the Start Menu, go to Settings > Control Panels > Java Plug-In. Once the panel opens, click the Update tab. De-select the checkbox for "Check for Updates Automatically". Click Apply. Click OK.
  • For Windows XP users:  go to: Control Panels > Java Plug-In. Click on the Update tab. De-select the checkbox for "Check for Updates Automatically". Click Apply. Click OK.
  • For Mac Users:  The updates happen at the same time as the Software Updates. Mac OS 10.3.7 and higher are currently using Java 1.5.0_15.

Changing settings in Internet Explorer to allow each application to select the appropriate version of Java:

  • Navigate to Tools > Internet Options
  • Select the Advanced tab
  • Scroll down to the Java (Sun) section
  • Uncheck the box for Use JRE v 1.5.0_15 for <applet> (requires restart)
  • Click OK
  • Close Internet Explorer
  • Restart the browser (not the whole computer)
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Login Troubleshooting

New employees occasionally experience login issues when first accessing Kronos. Resetting your SUNet ID password will generally solve this issue.

To reset your SUNet ID password:

  • Login to Stanfordyou
  • Click "Change your SUNet ID Password"
  • Review the password rules on the right of the page, then reset your password

For questions or help, please submit a HelpSU ticket (Select Category Administrative Applications and Request Type Kronos).

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