Kronos

The West Virginia State University Payroll Department is a dedicated team of professionals committed to paying university employees on time and accurately while in compliance with federal and state regulations.

Kronos is the Time Reporting System used for submitting all staff, including temporary employee, work-study, and student employee hours, and also for faculty who accrue leave to the WVSU Payroll Department. Kronos is an industry leader and well–recognized in the field of workforce management systems.

WVSU complies as an employer with the State of West Virginia rules in keeping accurate time records reflecting when employees begin and end each work period, including in and out time recorded for meal breaks. The Kronos Web timecard system is an efficient tool for time keeping compliance, as it will automatically record holidays, calculate total hours and overtime, in addition to displaying accrued sick and vacation balances.

This page provides you with useful information to facilitate your understanding of the Kronos system. In order to use the Kronos leave management system and time keeping system, employees and supervisors must have myApps accounts.  The link to create a myApps account can be found here.

Please note that deadlines may occur earlier around University holidays.

• Employee time entry deadline: 5:00pm, last Friday of the pay period
• Supervisor/Timekeeper approval deadline: 1:00pm, the Monday after the end of the pay period

• Leave accruing faculty, all staff, including temporary workers, student workers, and work study students are responsible for tracking time worked accurately and timely
• Leave accruing faculty, all staff, including temporary workers, student workers, and work study students are responsible to communicate missed punches or off-line work to their supervisor for direct entry into Kronos. These items should be reported accurately and timely.
• All time off requests should be submitted accurately and timely. When necessary, time off requests should be cancelled (before approval) or retracted (after approval), accurately and timely.

• Ensure direct reports are fulfilling their responsibilities
• Monitor Kronos daily for the following:
  • Handle exceptions, such as missed punches or unexcused absences, which must be cleared for accurate payroll processing
  • Manage time off requests daily as received
• Monitor Kronos weekly for the following:
  • Employees approaching overtime
    • If overtime is necessary, ensure approval has been obtained by the college Dean or division VP
  • Student/Work-study employees approaching the 20 hours per week maximum
  • Temporary employees approaching the 30 hours per week maximum
  • Employees meeting their weekly standard hours either through time worked or time off requested
• By 1:00pm, the Monday after the end of the pay period:
  • Ensure all time off requests have been approved or denied
  • Ensure all exceptions have been reviewed and cleared if payroll is impacted, such as missed punches or unexcused absences

• On Monday weekly:
  • Monitor prior work week to ensure employees and supervisors have fulfilled their responsibilities
  • Follow-up with employees and supervisors regarding missed punches and unexcused absences
  • Follow-up with supervisors regarding time off requests still in submitted status
  • Follow-up with employees and supervisors if an employee has not met their weekly standard hours either through time worked or time off requested
• At the end of the pay period, monitor timecards to ensure supervisors have approved timecards by 1:00pm, the Monday after the end of the pay period
• By request (via e-mail, keep as back-up)
  • Handle employee requests for timecard edits
  • Approve timecards for supervisors by 1:00pm, the Monday after the end of the pay period
• Additional access includes the ability to:
  • Add, change and delete employee punches
  • View employee timecards
• Recommended:
  • Direct employees back to supervisors to perform timecard edits

EMPLOYEE

SUPERVISOR/TIMEKEEPER
Supervisor & Timekeeper Training