VUMC Kronos Navigation Tips for New Employees

Welcome to Vanderbilt University Medical Center! As a new employee, learning how to navigate Kronos for time entry, scheduling, and leave requests is an essential step toward a smooth start. Begin by accessing the Kronos portal through the VUMC intranet or directly at the designated Kronos web address. Use your VUMC network credentials—your username and password—to log in. If you encounter any difficulty with your login, verify that your password is current and that you are connected to the VUMC network; you can also reset your password through the single sign‑on portal or contact the IT help desk for assistance.



Once you are inside the system, the main dashboard provides quick links to the most frequently used functions. Locate the “Timecard” or “Timesheet” section to record your hours. You will see a weekly view that displays each day of the workweek along with columns for regular hours, overtime, and any paid time off. When entering your time, type the number of hours worked for each day and double‑check that the total matches your scheduled shift. After you have entered all the hours for the week, select the “Submit” button to forward the timecard to your supervisor for approval. It is a good practice to review your entries before submission, as changes after approval may require additional paperwork.



If you need to view your upcoming schedule, navigate to the “My Schedule” area. This page shows your assigned shifts, call duties, and any floating or holiday assignments. Use the calendar view to scroll forward or backward to see weeks beyond the current one. Should you notice a discrepancy—such as a shift that is missing or an incorrect start time—notify your manager promptly and also update the “Notes” field in Kronos if the system allows it. Keeping a clear record of any schedule changes helps prevent payroll errors later on.



Requesting time off is straightforward once you are familiar with the “Leave Management” section. Select the type of leave you need, whether it is vacation, sick leave, or another category, and then choose the start and end dates on the calendar. The system automatically calculates the number of hours or days you are requesting based on your regular work schedule. After completing the request, press “Submit for Approval.” Your supervisor will receive a notification and can approve or deny the request within the same interface. Be sure to submit leave requests well in advance whenever possible, especially for extended vacations, to give managers adequate time to adjust staffing.



When you find errors on a submitted timecard, such as an incorrect overtime entry or a missed shift, use the “Edit” option if the card is still pending approval. Make the necessary corrections and then re‑submit. If the timecard has already been approved, you will need to generate a “Correction” request. This typically involves filling out a form in Kronos explaining the error and attaching any supporting documentation, such as a supervisor’s email. The correction request will go through an additional approval workflow before the payroll department can make the adjustment.



Kronos also provides a set of reports that can be useful for tracking your hours and leave balances. The “My Profile” area often includes links to a “Time Summary” report and a “Leave Balance” report. These reports display accumulated regular hours, overtime, and the remaining vacation and sick leave days you have available. Review these reports regularly to ensure that your records are accurate and to plan future time‑off requests accordingly.



If you ever need assistance beyond these basic tips, VUMC offers a dedicated Kronos support center. You can reach the support team by phone, email, or by submitting a ticket through the VUMC ServiceNow portal. When you contact support, provide as much detail as possible—including your employee ID, the specific issue you are encountering, and any screenshots that might illustrate the problem. This information helps the support staff resolve your issue more quickly.



Finally, remember that Kronos is a key tool for both you and the organization to maintain accurate payroll and staffing data. By entering your hours promptly, reviewing your schedule, and following the proper steps for leave requests and corrections, you contribute to a reliable and efficient payroll process. Take a few minutes each week to familiarize yourself with any new features or updates that VUMC may implement, and don’t hesitate to ask your colleagues or supervisor for guidance as you get comfortable with the system. Welcome again to VUMC, and best wishes for a successful and rewarding start to your career.