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Responsible administrator:
Associate Vice President and Controller
Responsible department:
Payroll
Payroll@uga.edu
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Why is UGA changing the current time & attendance (time sheets, ePayroll vouchers and eLeave tracking) processes?
The University currently collects time and attendance data from its employees through the manual processing of paper time sheets. This approach is based on 1970’s technology and involves:
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employees filling out paper time sheets each pay period
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information manually (re)entered into ePayroll/eLeave from paper forms, or even other electronic systems, to be processed
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numerous manual entry, review, and approval steps
UGA's current time and attendance process is manually intensive, cumbersome, and time consuming. In addition to posing serious security risks, the many handoffs and multiple points of data entry result in errors in employee pay each pay period. These require additional resources to resolve in a separate and equally time consuming process.
Why did UGA choose the Kronos system?
Kronos is a time and attendance system, which assists in the collection of employee’s worked time and the recording of time off. The overriding purpose for automating the time and attendance system is to accurately pay employees for the work they perform.
Why did UGA decide to discontinue the use of the ePayroll system?
The vendor has discontinued support for the programming language used for the ePayroll/eLeave system. Rewriting the ePayroll/eLeave system in a supported language was determined to be cost prohibitive. In addition, a rewrite would not add the additional features provided ‘out of the box’ by the Kronos system.
What identification number will Kronos use to identify employees?
The Kronos system will not contain social security numbers. Instead, each employee will be identified by their UGA customer account number (CAN), which is the 810 number on their UGACard.
Is the Kronos system already in use at other organizations?
Yes, while the automated system will be new to UGA, it is important to note that this capability has been in use by organizations of all sizes around the country for a number of years. Within the University System of Georgia, schools such as Georgia Tech have implemented or are going to implement Kronos.
Will the time sheet editing process be eliminated?
No. Edits to employee time sheets will continue to be made as necessary; however, these edits will take place electronically within the Kronos system.
Will hourly employees still have time sheets?
Yes. Each hourly employee will still have an individual time sheet, but these will be electronic within the Kronos system.
Will managers still continue to approve employee timesheets?
Yes. Managers will still approve time worked for their own employees, but they will do this simply by clicking a button within Kronos to create an electronic signature.
Will pay check distribution be affected?
No, this is not changing. UGA will continue to issue pay checks via the same methods currently in use. Kronos will only replace the portion of the payroll process prior to the creation of the actual pay check.
Will any other processes change in conjunction with the Kronos system?
Some departmental procedures related to processing time sheets or leave time may change to conform to University-wide policies and procedures enforced within Kronos.
How will this new system impact how I am paid?
The payroll system has not changed; Kronos is a time and attendance system that will more accurately collect the employee’s time.
When my department begins using the Kronos system, what costs will we incur?
The Kronos system will be centrally funded from general use funds. Finance & Administration and EITS will support the Kronos system. However, each department will be responsible for the purchase of any time collection devices utilized.
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