Time Review & Validation
Timeline & Deadlines for Campus and UUHA
(does not apply to UUHC)
01/21/2022

• January 24-February 4: Beginning at 9:00am on January 24th, employees, managers, and payroll reporters will be able to access pay periods ending 12/15/21, 12/31/21, and 1/15/22 in Kronos (UKG). Time entered in UTime will already be loaded into UKG. ACTION ITEM: Employees, managers, and payroll reporters have until February 4 at noon to review and validate time entered for the 12/15, 12/31, and 1/15 pay periods. Once you have reviewed and validated time entered, you will need to approve the timecard for each employee for each pay period. Please remember that once you approve a timecard, no further edits can be made by any other payroll reporter or manager.
• The goal for this process is to ensure that time records in UKG are correct, so actual hours worked and leave accruals used should be entered – even if they have already been processed by special check. Pay special attention to the 12/15 pay period. UKG should reflect punches made through 12/11. UTime was not implemented until 12/16. Each employee will need to have any time worked or accrual hours used from 12/12-12/15 entered into UKG.
• Additionally, for employees with multiple jobs, you will want to ensure the correct transfer for the account is entered, as you normally would. This will help when it is time to reconcile financial records.
• FEBRUARY 4 at NOON: All time and/or accruals used for the 12/15, 12/31, and 1/15 pay periods must be entered and/or validated in UKG.
• January 16-31 Pay Period: Employees will continue to enter their time for this pay period in UTime. ACTION ITEM: Please remind employees to continue to enter their time and/or accruals used in UTime during the 1/16-1/31 pay period.
• February 1: Employees will begin entering time in Kronos (UKG) for the 2/1-2/15 pay period. UTime access will be disabled. ACTION ITEM: Please remind employees to enter their time and/or accruals used in UKG during the 2/1-2/15 pay period.
• February 2-11: Employees, managers, and payroll reporters will be able to access the pay period ending 1/31/22 in UKG. Time entered in UTime will already be loaded into UKG. ACTION ITEM: Employees, managers, and payroll reporters have from February 2-11 to review and validate time entered for the 1/31/22 pay period.
• FEBRUARY 11 at NOON: All time and/or accruals used for the 1/31 pay period must be entered and/or validated in UKG.

Kronos Time Validation Instructions

W-2 and Tax Filing Info
01/25/2022

 
W-2s for the 2021 calendar year are now available on CIS. Please keep in mind:

• The December 22, 2021 paycheck was the only regular paycheck during the Kronos outage that is part of the 2021 W-2 statements.
• W-2s are based on the date of pay, NOT dates worked.
• Therefore, the January 7, 2022, check is not included as part of your 2021 W-2 statement.

Any tax-related updates for the January 7 and 21, and February 7 checks will be adjusted in Kronos prior to the 2022 W-2 statements, issued January 2023.

Based on our analysis of the December 22, 2021 check, the majority of the pay errors we identified will not meet the criteria that would require a corrected 2021 W-2 (W-2c) be processed.

If a pay issue from the December 22, 2021 check constitutes a correction to an employee's 2021 W-2 statement, you will be contacted directly.

Tax Services has also released more information here.

Payroll cutoff date/time for upcoming pay periods.
01/10/2022

Email to Payroll Reporters
01/06/2022

 
Thank you for all of your work in helping employees get their time entered for the pay period ending 12/31/21. We’d like to provide an update on the 1/7/22 paycheck and a reminder for the pay period ending 1/15/22.

Kronos continues to work on service restoration, and we are working with our campus partners on plans for the reconciliation process. We have not yet received a firm date for service restoration, but will continue to provide updates, information, and action steps as they become available.

We are completing entry for 1/7/22 paychecks and anticipate hourly employees will be paid for hours entered in the temporary UTime system on payday. Salaried employees will receive pay as reflected in their compensation rate in PeopleSoft. We are also working on special checks for employees unable to enter hours in UTime, and are now significantly short on time. If you have an employee who was unable to enter hours, please send in a paper timesheet with the missing days and in/out punches to your Payroll Specialist as soon as possible.

We anticipate that we will need to utilize UTime for the pay period ending 1/15/22, so please remind employees to continue to enter their time. Instructions for entry can be found at:

Time Entry Manager Instructions: Time Entry Instructions Managers
Time Entry Hourly Employee Instructions: Time Entry Instructions Hourly Employees
Time Entry Salaried Employee Instructions: Time Entry Instructions Salaried Employees

Additionally, reports can be run in HRIL to determine if employees have entered time:

The first report (CURR EE HOURLY NO TIME DATA) lists all hourly employees who have no time entered in the UTime system. No time means no pay. Please reach out to these employees to enter their time.

The second report (CURR EE UTIME DATA BY PPE) is a view of all time entered by the employees. You can run this and assist managers with their entry in the UTime Manager section.

Note: Hourly employees will be paid for STRAIGHT (Regular) pay for all hours worked within the week even if there is overtime. For e.g.; If an employee works 50 hours in a week, they will be paid 50 hours at straight time. OVERTIME will be reconciled when Kronos system is restored.

We appreciate your support as we do everything we can to ensure employees are paid during the ongoing Kronos (UKG) outage.

University of Utah Campus and UUHA Human Resources

Email to Supervisors
01/02/2022

 
All employee time must be entered and reviewed Monday, January 3rd by 3:00PM. Time must be reported in the 'UTime' system by 3:00PM for hourly employees to get paid.

You are receiving this email as you are set up as a person that supervises employees in PeopleSoft. We appreciate your support as we do everything we can to ensure employees are paid during the ongoing Kronos outage.

The University has implemented a temporary time entry system 'UTime' for employees to capture time accurately for the upcoming pay periods effective the 12/16/2021 - 12/31/2021 pay period.

As a manager, you have access to enter time, edit, and approve the timesheets for your direct reports in this tool. To access the tool, log in to CIS, search for "My Timesheet" and select tile. On the Manager View page, you can enter your time in the My Timesheet area. You will need to click the My Employees area and select each of your direct reports, view their time, and make any changes that are needed. Then click the approve button. Approval is not required for the employee to be paid. However, we recommend managers review and approve all employee time.

Instructions for supervisors on how to enter, edit, and approve time can be found here. Instructions for entering leave used can be found here. Please work with your payroll reporter if you need assistance with the tool.

Note: For hourly employees, any hours worked over 40 in a week will be paid at straight time. Overtime will be calculated and paid during the reconciliation process. Thank you for your patience and cooperation as we navigate the challenges associated with the UKG/Kronos outage.

University of Utah Campus and UUHA Human Resources

Leave Entry Instructions - Entering Holidays,
University Closure and Winter Break Time
12/30/2021

Time Entry Manager Instructions: Time Entry Instructions Managers
Time Entry Hourly Employee Instructions: Time Entry Instructions Hourly Employees
Time Entry Salaried Employee Instructions: Time Entry Instructions Salaried Employees

Hourly Employees – Enter leave in the "Other Hours" section in UTime application as follows:

12/24 Holiday (HOL paycode) – Benefitted employees 50% fte and above. Holiday hours are pro-rated to employee fte percentage. 8 Hours Max (See chart below).

12/27 University Closure (UCD paycode) – Benefitted employees 50% fte and above. Enter hours up to previously scheduled shift hours.

12/28 and 12/29 - Winter Break (ALP paycode) – given to any hourly employee if previously scheduled on these 2 days. Enter hours up to the scheduled shift.

12/30 University Closure (UCD paycode) – Benefitted employees 50% fte and above. Enter hours up to previously scheduled shift.

12/31 Holiday (HOL paycode) – Benefitted employees 50% fte and above. Holiday hours are pro-rated to employee fte percentage. 8 Hours Max (See chart below).

Common fte percent for pro-rated holiday hours

If hourly employee works on a closure day they should punch in/out on UTime.  Manager should also add the paycode UCC and the amount of hours worked in Other Hours portion of UTime application.  This is applied to any hourly employee that works on a closure day.

If hourly employee works on a holiday they should punch in/out for shift in UTime.  Premium half time pay for worked hours will be reconciled at a later time.  Benefitted employees 50% fte and above, should also receive the HOL (holiday) paycode for hours up to their fte percentage.

Salaried/Exempt Employees – Enter leave time in “Other Hours” section in UTime application as follows:

UTime System and New Manager Section
12/27/2021

 
Due to the ongoing Kronos outage, the University has implemented a temporary time entry system 'UTime' for employees to capture time accurately for the upcoming pay periods effective the 12/16/2021 - 12/31/2021 pay period.

As a manager, you have the ability to enter time and edit the timesheets for your direct reports in this tool.

Time must be reported in this system for hourly employees to get paid.

To access the tool, log in to CIS, search for "My Timesheet" and select tile. On the Manager View page, you can enter your time in the My Timesheet area. You will need to click the My Employees area and select each of your direct reports, view their time and make any changes that are needed.

Instructions on how to enter and edit time are posted here. Please work with your payroll reporter if you need assistance with the tool.

The cutoff time to enter time for the 12/16/2021 - 12/31/2021 pay period is Monday, January 3rd @ 3pm.

Note: For hourly employees, any hours worked over 40 in a week will be paid at straight time. Overtime will be calculated and paid during the reconciliation process.

Thank you for your patience and cooperation as we navigate the challenges associated with the UKG/Kronos outage.

University of Utah Campus and UUHA Human Resources

New Reports in HRIL for UTime System
& Payroll Deadlines:
12/23/2021

 
Campus Payroll Reporters: 

We now have a folder called Kronos Outage in HRIL.

The first report (CURR EE HOURLY NO TIME DATA) lists all hourly employees who have no time entered in the UTime system. No time means no pay. So, please reach out to these employees to enter their time.

The second report (CURR EE UTIME DATA BY PPE) is a view of all time entered by the employees. You can run this and assist managers with their entry in the UTime Manager section.

Note: Hourly employees will be paid for STRAIGHT (Regular) pay for all hours worked within the week even if there is overtime. For eg;, If an employee works 50 hours in a week, they will be paid 50 hours at straight time. OVERTIME will be reconciled when Kronos system is restored.

More details about the Manager tool will be coming soon.

Below are the deadlines for the 12/31/2021 pay period:

1. Monday, December 27th: All Add Comps and any other Additional pay forms due to payroll by 12:00 noon
2. Thursday, December 30th: PAYROLL QUEUE WILL CLOSE AT 3:00 pm. No D-job changes, No HR ePAF approvals, No CIP entry after this time.
3. Monday, January 3rd: UTime will be shut down at 3:00 p.m at which time, no further edits can be made to time entered for the 12/16 – 12/31 pay period.

Thank you for your patience and cooperation as we navigate the challenges associated with the UKG/Kronos outage.

University of Utah Campus and UUHA Human Resources 

Time Entry Instructions:
12/21/2021

 
The UKG/Kronos system outage continues. Our focus continues to be employee pay and ensuring we pay employees for time worked. A huge effort across cross-functional teams has been put into creating an interim time entry system ‘UTime’, to capture time accurately for the upcoming pay periods.

Effective immediately Tuesday, December 21, 2021, Campus & UUHA employees who previously reported time in Kronos will be responsible to report time in this new system, from pay period 12/16/2021 - 12/31/2021 and going forward, until the UKG system is restored.

Employees of University of Utah Hospitals and Clinics (UUHC) should work with their supervisors and managers to report the time they work.

To access the tool, log in to CIS, search for "My Timesheet" and select tile.

Hourly employees must enter in and out punches for each shift worked and leave hours if used. Salaried employees must report leave hours used.

Note: Time must be reported in the new system for hourly employees to get paid.

Click the hyperlink for instructions on how to report time for hourly employees, salaried employees and manager instructions.

Campus Payroll Reporters:
12/20/2021

 
Teams across campus have been working diligently to limit the impact of the UKG/Kronos outage on employee pay. We acknowledge the high likelihood there will be both overpayments and underpayments affecting some employees in the 12/22/2021 paycheck. To remedy this situation, please ask your hourly employees to review their paychecks in CIS for accuracy.

• If the employee was underpaid, please have them complete a paper timesheet and submit missing hours only to the payroll reporter. Payroll reporters should submit the timesheets to the assigned specialist in University Payroll, who will review all submissions and process special checks accordingly. Please note this process may take several weeks to complete. Hospitals and Clinics will have a different process for special checks. UUHC managers are being contacted directly for special check situations.
• If the employee was overpaid, the employee must work with the department payroll reporter, who in turn will contact the assigned specialist in University Payroll for further instructions.

Teams are working hard to develop a system for time entry. More information will be posted as it becomes available. In the meantime, please remind hourly staff to continue to track their time manually. Salaried employees should keep track of their leave usage for future reconciliation. Thank you for your patience as we navigate the challenges associated with the UKG/Kronos outage.

University of Utah Campus and UUHA Human Resources

Campus and UUHA Employees:
12/15/2021

 
Our timekeeping and scheduling partner, Kronos, experienced a ransomware attack and we are without an automated timekeeping system. Kronos has not given information of when it will be back online, but they estimate it could be weeks.

An email was sent to all University employees with additional information regarding the attack. This incident has caused the UKG application to be unavailable to report time for the current pay period (ending on 12/15).

Hourly Employees: In order to make the payroll deadline, the earnings on the paycheck that was received by employees on 11/22/21 will be duplicated for the 12/22/21 paycheck. This may result in either an overpayment or underpayment for employees. Reconciliation to time and pay, as well as benefits based on pay, will be done at a later time once UKG is operational again.

We strongly urge all hourly employees to manually track their daily time beginning retroactive to 12/1/2021 through the Missed Punch/Exception sheet while we work on a more viable solution. The manual timesheets for pay period end 12/15 will be reconciled in UKG once the system is functional.

New Hourly Hires: Employees hired between 11/16 and 12/15, should use the missed punch/exception sheet to record their time worked December 1 through 15. These forms need to be sent directly to Payroll for entry and must be received no later than 9:00 a.m. on Thursday, 12/16/21. All other employee timesheets should be held in the department until notified by payroll.

Salaried Employees: Will be paid according to their compensation rate in PeopleSoft. Salaried employees should use the manual timesheet to report leave time only. Any difference in pay or leave accruals will be reconciled at a later date.

Departments – please note: Be sure to submit all termination ePAFs promptly so that terminated employees from 11/16 forward do not receive pay.

UHRM will provide updates as we receive additional information from UKG.

University Information

UKG (Kronos) Outage
Main Campus and UUHA Employees
Frequently Asked Questions
Updated 12/23/2021

 
What happened to UKG?
Late on Sunday, 12/12/21, UKG (formerly Kronos) notified customers worldwide that it has experienced a ransomware attack affecting the system used by the U of U and U of U Health to manage payroll, timekeeping, scheduling, and other HR-related processes. The company is actively working with cybersecurity experts to determine the scope of data affected. UKG/Kronos states that it may take up to several weeks for the incident to be resolved and services restored.

Will I get paid?
Yes. Employees will be paid.  For the pay period 12/16/2021 - 12/31/2021 and going forward until the UKG/Kronos system is restored:

• Hourly Employees: Hourly employees must enter in and out punches for each shift worked and leave hours (if used) in the interim time entry system “UTime”.
• Salaried Employees: Salaried employees will be paid according to their compensation rate in PeopleSoft.  Salaried employees must report leave and other hours in the interim time entry system “UTime”.
• Any difference in pay or leave accruals will be reconciled at a later date.
• Entry of Holiday, Closure, and Winter Break Days are as follows:

     Please refer to the Compensation Procedures in regards to UCD
     https://www.hr.utah.edu/comp/procedures14.php

Will paychecks be direct deposited as normal?
Yes. Paychecks will be direct deposited as normal.

What if I get an overpayment?  Do I have to pay that back?
Yes. If you receive an overpayment on a check, our Payroll department will contact you regarding how and when to pay back any overpayments. Overpayment calculations will be completed during the reconciliation process, once UKG/Kronos has been restored.  Alternately, if you are underpaid, we will ensure you receive the correct amount.

What if I have an incorrect payment this calendar year – will it impact my 2021 taxes?
While we will make every effort to correct payments before the end of the year, some employees may not be compensated for missed earnings until 2022. W2 earnings are based on when employees receive pay. If you were underpaid and are compensated for the missed earnings in 2022, it will reflect on your 2022 W2. If you were overpaid in 2021 and the overpayment is not corrected by the end of calendar year 2021, your 2021 W2 will include the overpaid compensation and the associated taxes will be withheld.

Tax Services will send out additional communication in January 2022. For further questions about tax implications, we suggest reaching out to a tax advisor

How do I track my time while UKG is unavailable?
The University has built a new time entry system ‘UTime’ which is for Campus & UUHA employees to report time starting from pay period 12/16/2021 - 12/31/2021 and going forward, until the UKG system is restored.

The new system went live on Wednesday, December 22, 2021. To access the tool, log in to CIS, search for “My Timesheet” and select tile.

• Hourly Employees:
  • Pay Period 12/1/2021 - 12/15/2021: We strongly urge all hourly employees to manually track their daily time beginning retroactive to 12/1/2021 through the Missed Punch/Exception Sheet (or timesheet format issued by their department) while we work on a more viable solution. The manual timesheets for pay period end 12/15 will be reconciled in UKG once the system is functional.
  • Pay Period 12/16/2021 - 12/31/2021: Hourly employees must enter in and out punches for each shift worked and leave hours if used.
• New Hourly Hires: Employees hired between 11/16 and 12/15, should use the Missed Punch/Exception Sheet (or timesheet format issued by their department) to record their time worked December 1 through 15.  These forms need to be sent to your Payroll Representative for entry and must be received no later than 9:00 a.m. on Thursday, 12/16/21. All other employee timesheets should be held in the department until notified by payroll.
• Salaried Employees:
  • Pay Period 12/1/2021 - 12/15/2021 Will be paid according to their compensation rate in PeopleSoft. Salaried employees should use the manual timesheet to report leave time only. Any difference in pay or leave accruals will be reconciled at a later date.
  • Pay Period 12/16/2021 - 12/31/2021 Salaried employees must report leave hours used in the interim time and attendance system.
• Managers: A manager tool with instructions will be sent out later this week. The tool will allow you to enter time on behalf of your direct reports only (pulled from PeopleSoft) and edit time entered as well as enter certain pay codes like Callback (CBK), HWK (Holiday worked) etc. This tool will not allow proxies to enter on the managers' behalf.

What if I take vacation, sick, or personal preference time while UKG/Kronos is down? 

• Pay Period 12/1/2021 - 12/15/2021: Please record on the form you are using to track your time. Accruals will be reconciled when UKG is available.
• Pay Period 12/16/2021 - 12/31/2021: Leave hours used in the interim time and attendance system.

What information was compromised in the ransomware attack?
University employee personal data provided to UKG as part of HR processes is limited to name, date of birth, and home address.  Social security numbers and other personal data have not been provided to UKG.

How should pay codes not available in UTime (ex.holiday premium pay, lead worker etc.) be reported while UKG is down?
UTime will include many of these pay codes that managers can add to the employees timecard for those shifts worked.  UTime will not include differentials or overtime; these hours/pay will be reconciled once UKG/Kronos becomes available.

Questions regarding pay period 12/1 – 12/15

Why is Payroll using the 11/22/21 paycheck instead of the more recent 12/7/21 paycheck for hourly employees?
The 11/22/21 paycheck did not have any holiday payments, while the 12/7/21 paycheck included the Thanksgiving holiday. Additionally, both the 11/1-11/15 and the 12/1-12/15 pay periods have the same number of days worked, hopefully, leading to more accurate payments.

What if my paycheck hours from the 11/22/21 paycheck don’t match the hours I worked from 12/1-12/15?
Our number one priority is to have employees paid during this critical time of year. Unfortunately, there is not sufficient time to enter adjustments for every hourly employee, and we know there will be a large amount of reconciliation work. There will be employees who are not paid completely accurately on 12/22/21. However, we want to try to limit the amount of large overpayments that may occur in this instance.  If an employee has many, many more hours in the 11/15 pay period than were worked in the 12/15 pay period, the department can submit a Missed Punch/Exception sheet (or timesheet format issued by their department) indicating the amount of hours that the employee should be paid in the 12/15 pay period. 

Due to high volume, Payroll cannot guarantee that these will be manually entered, but will work through the requests as quickly as possible.

Additionally, special earnings codes such as “Additional Compensation” from the 11/22/21 will not be included in the 12/22/21 mirrored paycheck.

If an hourly employee used vacation, sick, or personal preference during the 11/1-11/15 pay period, but did not use leave time during the 12/1-12/15 pay period, what happens?

• Hourly employees will be paid the leave time so that they are whole on their hours. Vacation, sick, or personal preference accruals will be reconciled once UKG/Kronos is restored.

What about my deductions?  Will they mirror the 11/22/21 paycheck?
The UKG outage affects only the earnings side of paychecks. Our system for deductions (including health care, retirement contributions, etc.) is still operational and will occur as programmed. For example, if you made a change to your health coverage during the UKG/Kronos outage, your deduction will be updated to the new plan and premium selected.

Is it still possible for special checks to be created?
If an employee did not receive pay at all for the 12/15 pay period end, the department can work with payroll to issue a special check.  All other reconciliations will be done once UKG/Kronos is functioning at which time the employee will be compensated for the difference.

What if an employee’s employment ended sometime between 12/1-12/15?  How will their hours be paid?  Will they get a normal vacation payout?

• Hourly Employees: Their vacation payout will process as normal and in accordance with University policy.
• Salaried Employees: Salaried Employees will be paid according to their compensation rate in PeopleSoft through their end date. Their vacation payout will process as normal and in accordance with University policy.

What if an employee changed jobs and pay rates between 11/16 and 12/15?

• Hourly Job to Hourly Job: Any pay increase during this time will be reconciled at a later time.
• Salaried Job to Salaried Job: Salaried Employees will be paid according to their compensation rate and effective date in PeopleSoft.
• Hourly Job to Salaried Job: Departments should send a time exception form to payroll for the hourly time by no later than 9:00 a.m., Thursday, December 16, 2021 The salaried portion will be paid directly from the system

What should I do with my timesheet?
Any forms that are used to track time prior to the interim time and attendance system (except those that are for hourly new hires between 11/16 and 12/15) are to be kept in the department/by the employee until UKG is available again and reconciliation instructions are sent.