VUMC Kronos Questions Answered for New Staff Members

Welcome to VUMC! This guide answers the most common Kronos questions new staff members have, helping you get started quickly and confidently.



If you are a new employee, your first step is to access Kronos using the credentials provided by Human Resources. You will receive a temporary password in an email. To log in, open your web browser and go to the VUMC Kronos portal, then enter your network username and the temporary password. The system will prompt you to create a new, secure password. Make sure it meets the complexity requirements: at least eight characters, including a mix of letters, numbers, and symbols. If you have not yet received your login information, contact the HR Help Desk for assistance.



When you need to reset your password, click the “Forgot Password” link on the login page. You will be asked to verify your identity using your VUMC email address or a security question. Follow the prompts to create a new password. If the reset process does not work, call the Kronos Support line, and a technician will guide you through a manual reset.



Clocking in and out is straightforward. From the Kronos home screen, select the “Time Entry” option and then click “Clock In” at the start of your shift. When your shift ends, return to the same screen and click “Clock Out.” The system records the exact time, which appears on your daily summary. For lunch or other breaks, you can select “Take Break” and specify the duration. Remember to clock back in after each break to keep your records accurate.



If you need to adjust a time entry after you have clocked out, you can submit a correction request. Navigate to “Time Corrections,” choose the date and entry you wish to amend, and provide a brief explanation for the change. Your supervisor will receive a notification and must approve the correction before it is finalized. Unapproved corrections will not affect your payroll.



Overtime is automatically calculated by Kronos based on the hours you work beyond your scheduled shift. The system flags any overtime hours and includes them on your payslip. If you believe overtime was not captured correctly, review your daily time entries and submit a correction if necessary. Your supervisor should also verify overtime before payroll is processed.



To request time off, go to the “Time Off” section and select the type of leave you need, such as vacation, sick leave, or personal days. Choose the start and end dates, add any required notes, and submit the request. Your manager will review and approve or deny the request. Once approved, the leave will be reflected in your Kronos balance, and the hours will be deducted from your available leave.



Viewing your payslips is easy. From the Kronos main menu, click on “Pay Statements.” You can see a list of all recent pay periods; selecting a specific period will display the detailed payslip, including gross earnings, deductions, taxes, and net pay. You can print or download the payslip for your records. If you notice any discrepancies, contact the Payroll Office with the specific details and a screenshot if possible.



When you encounter technical issues, such as the portal not loading or error messages while entering time, first try clearing your browser cache and refreshing the page. If the problem persists, note the error code and any steps that led to the issue. Contact the Kronos Support Desk via phone or email, providing the error details, your employee ID, and the time the problem occurred. Support staff will work with you to resolve the issue promptly.



Finally, remember that accurate time entry is essential for compliance with VUMC policies and federal labor regulations. Regularly review your weekly time summary to ensure all hours are recorded correctly. If you have any questions that are not covered here, feel free to reach out to your manager, the HR Help Desk, or the Kronos Support team. They are all ready to help you navigate the system successfully.