KRONOS QUICK GUIDE

FOR FACILITIES SERVICES

JANUARY 28, 2021

UNIVERSITY OF FLORIDA
FS Payroll Dept
Revision 6
Contents
CANCELLING LEAVE REQUEST ....................................................................................................................... 2
EDITING LEAVE REQUEST .............................................................................................................................. 5
REDUCING LEAVE TIME ................................................................................................................................. 8
PUNCH MISSED OVER THE WEEKEND ........................................................................................................... 9
WHEN MORE THAN ONE PUNCH HAS BEEN MISSED ................................................................................. 11
WHEN AN ENTIRE SHIFT HAS BEEN MISSED ............................................................................................... 11
MOVING A PUNCH ...................................................................................................................................... 12
DOUBLE PUNCHES....................................................................................................................................... 14
HOW TO ADJUST TIME – NO CHANGING OR DELETING PUNCHES ............................................................. 15
REMOVING A LUNCH PERIOD (MEAL DEDUCTION) .................................................................................... 17
ADDING LUNCH DEDUCTION ...................................................................................................................... 19
EVENING / NIGHT SHIFT EMPLOYEES ......................................................................................................... 20
ENTERING TIME FOR OFFICIAL UF CLOSING (Hurricane, Storm, Disaster, etc.) ......................................... 21
APPROVING TIMECARDS ............................................................................................................................. 23
TIMECARD APPROVAL REPORT ................................................................................................................... 26
HINTS ON CHECKING LEAVE TIME WITHIN THE KRONOS CARD ................................................................. 30
CALL BACKS ................................................................................................................................................. 33
SPECIAL COMPENSATION............................................................................................................................ 34
THE PAYROLL PROCESS – KRONOS vs PEOPLE SOFT ................................................................................... 36
Premium Pay Policy ....................................................................................................................................... 37
Premium Pay Calculation Method............................................................................................................... 38
Emergency Closure ...................................................................................................................................... 38
Scheduled Work during Planned UF Closures or University Holidays ......................................................... 38
Football games during a holiday week ........................................................................................................ 39
Recording of Premium Pay .......................................................................................................................... 39
Emergency Leave Time ............................................................................................................................... 39
Entering Emails into Comments in Kronos.................................................................................................. 40

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CANCELLING LEAVE REQUEST
This only applies to requests that have already been approved.

While in an employee’s timecard select the GO TO icon this is in the upper right -hand
corner of the timecard.
Select REQUESTS from the dropdown

NOTE: NEVER Retract a leave request. This does

nothing to the time requested. It will remove it from
your request screen, but it will stay in the employee’s
timecard.

Only Use: Cancel or Refuse.

To be sure you are showing all lines in the request screen make sure ALL STATUS is selected in the
Status drop down – this is on the top of the request screen.

Also, make sure you have the correct dates, or pay period selected for the time you are trying to
remove from a card. Calendar Button
This is in the far right or your screen.

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 You have several options to choose,
Current Schedule Period
Next Schedule Period
Or choose the dates you want to see by

Select the request you wish to remove by clicking on the line that needs removing. It will be
highlighted in blue.

Once you have clicked on that line select the CANCEL button

The request window will open up use side bar (on right) to scroll down - please add notes to the
comment first - note should pertain to reason you are cancelling request

Click on the CANCEL REQUEST button (status will state cancel submitted)

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A new button will then appear at the top you will have a CANCEL APPROVE button.
Click on the same line with the Cancel Submitted and click on the CANCEL APPROVED button

The same window will open up again and click the APPROVE button.

That status should now say Cancel Approved

You can go back to the timecard and click on your REFRESH button in the upper right-
hand corner of the card, and the leave time should be removed from the card.

If you haven’t approved the leave request and you don’t want to allow the request to go through,
then you can REFUSE the leave request. NEVER select retract, this will remove it from the
request but will keep the time in the Kronos card.

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EDITING LEAVE REQUEST
Go into the Requests Screen ( you can do this directly in the time card).
Select your employee who has “submitted” a request. (This will not work on a request that has
been already approved).

Once you have clicked on your employee (line is highlighted in blue), then go to the top of the
workspace and click on APPROVE
It will open the window for you to approve (DO NOT approve), below is where you can edit the
request. Once this screen pops up you can just start editing the request. You can change the Start
date, End date, Pay Code, Start Time and Daily Amount. Just LEFT click with your mouse on the
item you wish to correct.

Below the start time is being

corrected and then the daily
amount.

Changes can be made to:

• Dates requested
• Pay type
• Start Time
• Length (hours)

Add notes here as to why you are editing leave request

After you have made the edits you need to make you can then go ahead and add your comment and
a note as to why the request was edited.
Then click the APPROVE button and the request will appear on the card.
Please be sure to REVIEW the leave requests before approving. You can fix them before clicking on the
APPROVE button.

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Pull up the original request by clicking on Approve In this example time has been scheduled
over the weekend. Those hours need to be
changed to zero. So instead of making
employee redo the request you can adjust
the card, as this is the easiest route.

Original Request – to be adjusted

Whenever you are adjusting their leave request BE

SURE and add a NOTE to the comment section below.

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To Adjust the Request

Friday Date

Monday Date

Weekend

Click on the + like you do in timecard to add a line – above 3 lines needed to be added to change the
dates. The Friday date and the Monday date need to be separated.

1. The first line the date needs to be changed from Start Date 6/25 to End Date 6/25
2. Second Line dates needs to be changed from Start Date 6/28 to End Date 6/28
3. Third line needs to be the weekend dates Start Date 06/26 End Date 6/27 and the hours need to
be changed to 0.
4. ADD NOTE in the comment section!! You are changing what an employee requested.

If the employee has scheduled time over a weekend and has more than one day before the week or
after the weekend you still need to add 3 lines and the dates on those lines would be whatever dates
are before the weekend (ex: Start 06/22/2021 End 06/25/2021), same it was on the Monday going
forward.

Just remember you can edit any felid above BEFORE approving.

• Start Date (if they change what dates they want to use, you can change them)
• End Date
• Pay Code (leave type) (if they want to use special comp instead of vacation, you can change)
• Start Time (usually start of shift or if taking a half day the time they plan on leaving).
• DAILY AMOUNT – must only be the number of hours in their shift 8 or 10 hours
• Note must be entered with any changes.

NOTE:

If your employee has scheduled more than 8 hours in a day (unless they have a 10 hour shift), then be
sure and change that to 8 hours also. Even if they are taking more than one day the Daily Amount is
always either 8 or 10 hours.

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REDUCING LEAVE TIME
When an employee has leave time in their card for the pay week and they have over 40 hours the
leave time must be reduced.

Go into the timecard and to the date the leave time was scheduled. Add a line on that date.
Enter the leave time that you need to reduce using the negative symbol. ( -- 4.00 as seen below).

Click on “CALCULATE” - if the time is correct as below, then click on “SAVE”.

Enter a comment on the leave time that was reduced: “Leave time reduced due to hours worked,
not needed.”

To add leave time you would do the same, add leave time to the date that it is needed. The time for
the day should not be more than the employees regular shift hours.
Steps for adding the leave time
Add a line to the date needed
Use the appropriate leave pay code
In amount enter the number of leave hours adding to card (total should equal no more than normal
shift time, or take them over 40 hours for the week)

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PUNCH MISSED OVER THE WEEKEND
When an employee has missed a punch on a Friday Kronos calculates the time as if the employee
has worked over the weekend and until the next punched time (which will be taken as the “Out
Punch”) has been added to the clock.
When the employee clocks in next (in this example Monday) you will see the punches reading at
12:00am in purple. The purple punches are generated by Kronos.
Before doing any fixes to the card, please be sure to MARK AS REVIEWED in Punch Actions –
right click in the cell where you have an exception.

To correct, you will need to move the next punch (in this example – the Monday punch). This will
be showing as an Out Punch. Example below.

This is actually the IN

Right click in the OUT punch.

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 Click on EDIT

Click on the OVERRIDE Dropdown and

select “IN PUNCH”, click OK.

Once you have clicked OK you will see the time correct itself. (see image below – red box has
moved).
CLICK SAVE to make sure you save the change. Notice the time has now corrected itself. You
can now enter the time employee left work for the day in the red box.

Click on SAVE again. Please enter comments and SAVE.

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WHEN MORE THAN ONE PUNCH HAS BEEN MISSED

In this sample the employee missed the Out Punch on Friday and the In Punch on Monday.

In order to fix this, FIRST you need to add a line on Friday

Add line to Friday and

enter out punch time.

Add the time the employee left for the day in the Out column. It will then give you a red box where
you can enter the IN Punch on Monday.

330p

Enter in punch in red box

Click on SAVE and enter your comments.

WHEN AN ENTIRE SHIFT HAS BEEN MISSED

If both punches have been missed for a shift then you need to add a line, use the employee’s pay
code “Regular Work – TEAMS / USPS / TEMP” and the total number of hours they worked for
that particular shift. DO NOT ADD PUNCH TIMES. This is the only case where you will
NOT add punch times.

Example of added lines (above).

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MOVING A PUNCH

When you have a missed punch showing on a card, sometimes It is because time is in an “incorrect
column” and the punch just needs to be moved.
Below is an example of an Out Punch that needs to be moved to an In Punch.

The punch for 2:24PM on Friday 3/6 needs to be moved to an In Punch

Right click on the 2:24 PM punch time, click on the EDIT icon

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Once you click on edit the PUNCH window will pop up.
You want to go to the OVERRIDE drop down and select IN PUNCH

Click on OK
Time should now be in the right column and other times will move to the correct columns

Be sure to select SAVE to make sure the change you just made stays in the card.
Add comments as to why the punch was moved (i.e., schedule adjustment, punch in incorrect
column, etc.)

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DOUBLE PUNCHES

Double punches can be generated because an employee is trying to schedule leave time but the clock
has timed out on them, or because they believe the clock did not register the first punch and punch
again.
1. First, if you can, have the employee clock back in immediately. This will give a third punch
but should not affect their time.

2. If they tell you later in the day about the accidental punch wait until after they clock out at
the end of the day, you will have a “red box” for an In Punch. You will need to enter a time
for them, enter one minute AFTER the time they accidentally punched.

3. If they do not let you know about the accidental punch and clocked out at the end of the
day, you will have a “red box” for an In Punch. You will need to enter a time for them,
enter one minute AFTER the time they accidentally punched.

Accidental Punch

Punch you would enter

After entering your punch:

1. Right click on the punches and “marked as reviewed”,
2. Add comment as to what happened.
A. Acknowledge – add note: “Employee clocked out accidentally while trying to
schedule leave time.”
Follow the same procedure for the end of the day, add a “punch out” time a minute after the
duplicate punch.

If it is going to add time to their timecard, please email payroll and we will remove the punch for
you.

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HOW TO ADJUST TIME – NO CHANGING OR DELETING PUNCHES

An employee punch should not be changed for any reason. These are instructions on how you
would handle punch times.

You will add a line and enter pay code to adjust the time card.

A pay code should be one of the following:

Regular Work – TEAMS
Regular Work – USPS
Regular Work – TMP
DO NOT USE>> Hours Worked – this code is not an active code.

Example:
Employees normal shift is 7:30, they punch in at 7:23 but they did not start work.
You will need to reduce the hours worked as this punch will add .25 hours to their card.
Add a line to the timecard on the same day punch occurred, enter their work code in the pay code
column. The same step will be taken if they clocked out later than they should have and not
actually worked.

In the amount column, you will add a negative number of the time that you need to reduce. So if
an employee clocked in 8 minutes early giving them an extra 15 minutes you enter a negative 15
minutes ( -.25). (all time must be in increments of quarter (.25) hours.
The same would happen if they clocked out 8 minutes late (also leading to 15 minutes of overtime).
You would enter the negative 15 minutes (-.25).
You also MUST put note in the comments as to why you are reducing the employee time.
Acknowledge - “Employee did not start work at that time, clocked early in error”
Acknowledge - “Employee did not work over but clocked out late.”
Whatever the reason is you need to enter into notes in the comment section.

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If an employee clocked out in error while trying to schedule leave time, have them clock right back
in. Then at the end of the day when they clock out again, adjust their time as needed by adding a
line, using their pay code (as stated above) and enter the time they need to bring them to their 8
hours.
Your note in the comments section should state why you are adding time.
Acknowledge - “Employee clocked out in error while scheduling leave time”

Do not change or delete punches, and should you have a question PLEASE contact the
payroll office. We are here to assist you, and happy to do so.

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REMOVING A LUNCH PERIOD (MEAL DEDUCTION)

An employee will automatically be charged for the lunch period if they have worked 5 or more
hours. If an employee left early and has worked 5 hours but did not take a lunch, you will need to
remove the lunch period.

• Right click on the OUT Punch on the day lunch was not taken.

• Click on EDIT (pencil icon)

Click on the CANCEL

DEDUCTION dropdown.
Choose the appropriate mealtime.
Click OK
Click on SAVE

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• Time then changes from 7.5 to 8.0 hours giving the employee a completed shift for the day.
• Add COMMENT and then click on SAVE once more.

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ADDING LUNCH DEDUCTION

If employee has taken a lunch and it was not deducted automatically. This could happen because
they left early and have 4.5 hours and then when they came back and completed the rest of the shift
they had 3.5 hours. An employee must work 5 consecutive hours in order for the lunch to be
deducted automatically.

Add a line on the day you need to make the change. (In this case
Monday).
The line will display below the date line.

Right click in the PAY CODE click on edit enter the work code they assigned to employee.
(Regular Work – TEAMS, USPS, or TEMP).

In the amount enter a negative -.50 / -1.0 to reduce time for the lunchtime taken.

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EVENING / NIGHT SHIFT EMPLOYEES

Adding a missed punch for end of Evening/Night Shift employee. A red box may not be present
for this missed punch. Just follow the instructions below.

Right click in cell

Add time
T b ll

The calculate icon will “push” the time to Saturday, this way you can make sure it’s correct before
approving.

Time is now moved to Saturday as it should be.

Click Save

ALSO TO NOTE FOR EVENING / NIGHT SHIFT EMPLOYEES

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If they have a day where a punch was missed, you might need see this in the card as NO
EXCEPTIONS will be in the card. This is because the shifts “roll-over” to the next day.

If you are missing time in a card make sure to check each day and that you see the employee clocked
in and out for their shift.

ENTERING TIME FOR OFFICIAL UF CLOSING (Hurricane, Storm,

Disaster, etc.)

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When UF closes officially due to a hurricane or any other natural disaster the Emergency Leave (EMC) code
is used.

This should be entered by the employee’s supervisor directly into the Kronos card. When this code is used it
should be paid at the number of hours of the employees shift.

If the shift is 10 hours per day, then the Emergency Leave time should be 10 hours
If the shift is 8 hours per day, then the Emergency Leave time should be 8 hours.

Even if they have worked on the day UF was officially closed they should get the total number of hours on
this shift.

The only exception would be if an employee already had pre-scheduled leave time in the card then it will stay
as the pre-scheduled leave time.

If you have further questions of how this would be used under certain circumstances please contact HR at
352-392-2333.

Please note that this time may result in Special Comp time or the employee depending on how many
hours they have physically worked within the pay week in which the Emergency occurs.

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APPROVING TIMECARDS

There are three ways in which you can approve timecards. One way is to go through the
TIMECARD APPROVAL widget (this is on the blue side bar to the right of the screen)

Click on the “Timecard Approval” Widget

Click on SELECT PAY PERIOD FOR APPROVALS. Be sure you have selected Previous
Schedule Period.
Click Next.

Review any outstanding punch issues. **NOTE – you should be reviewing exceptions daily – this is a
final opportunity to check. You can view details on an individual employee by double clicking on them and
this will pull up their time card to edit.

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To approve all timecards once reviewed, click “Select All Rows”, then click the “Approval” dropdown, and
choose “Approve Timecard”. This will lock the timecard for editing. A pop window will display asking “Are
you sure you want to Approve?”, click YES. Then you will see Group Edit Results

Then click “DONE” and the pop up below will display. You can then close the screen to approve.

APPROVING THROUGH PAY PERIOD CLOSE GENIE

Once in the Pay Period Close Screen they can then select the Time Period

Once selected, they can now select ALL ROWS

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All row should be blue.
Once all rows have been selected they can go to the APPROVAL icon

Select APPROVE TIMECARD

Click on YES and all cards selected will be approved. They will have to hit the refresh button

And then the MANAGER APPROVAL column should all have 1’s for the cards that have
been approved, and they may want to hit the refresh more than once. Sometimes it takes a few
minutes, so refreshing more than once is a good idea.

Time cards should then be approved just for that TIME PERIOD that was selected – Previous
Schedule Period

A third way to approve a time cards is while you are in the timecard itself.

While in the time card in the top left you will have the Approve Timecard dropdown

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 You simply select Approve Timecard

TIMECARD APPROVAL REPORT

On the blue side bar select REPORTS

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In the REPORTS tab you will see selections in the white window of all the reports that can be run.

In this case you want to click on the + Timecard

Scroll down to
Click on the line and it will pull up fields to the right for you to complete.

The Report by Manager 1 Option, allows you to choose one manager at a time.
You would choose your manager by clicking on the EDIT field and it will bring you to a new
window.

Under REPORTS TO
You want to scroll through until you see the manager you wish to run a report on.

Select you manager (line will highlight in blue)

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Then click on ADD

The will add your manager to the SELECTED CONDITIONS

Click on SAVE and it will take you back to the REPORTS window.
Make sure the PEOPLE Field still says REPORT BY MANAGER 1
Choose your time period
You don’t need to change the Output form, it defaults to an Adobe report.
Select RUN REPORT

You will be brought to another screen. Your report will be on the top line, click on that line and
select REFRESH STATUS.

You will see under that status column “waiting” until you hit refresh, it will either complete right
way or it will process until it goes to complete.
Once status reads complete you can click on VIEW REPORT.

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A bar will populate on the bottom of your screen where you can click on the report to view. You
can then do a “save as” and save to a file of your choosing.
The report should look like the example below.

The report shows you the employees who were approved and what time their timecards were
approved.

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HINTS ON CHECKING LEAVE TIME WITHIN THE KRONOS CARD

When checking to see if an employee has enough time on their time card you need to click on the day of
the leave time to see how much they have remaining, especially if they have more than one of the same
leave time in a week.

Example:

Employee below has scheduled more than one day of vacation. If you click on the date Friday 2/22. In
the accruals, you will see the employee has 75.3 hours.

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If you click on Monday 2/25, where the first Vacation day was scheduled:

You can now see the employee only has 68.8 hours of vacation as it has deducted the time scheduled on
Monday from the accrual balance that was there the previous day.

The same will happen when you click on the last day of vacation taken Thursday 2/28:

You can see the employee balance is now 51.3 hours of leave time. And this will be what they have for
the following pay week. If it’s the end of a pay period, it is what they would have starting the next pay
period, plus whatever they have accrued.

This is the same for any leave time scheduled. Just click on the day before they scheduled to see how
much time they have. Then click on each day they schedule to see how it changes and what remains.

Do not allow them to go into the negatives.

Also, you should be reviewing your accrual summaries at the beginning of the pay period.

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Be sure and choose the pay period you are reviewing:

Ex: “Current Pay Period”

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CALL BACKS
When an employee is On Call for the week and is called back to work on an Emergency situation and is
unable to clock in, or you need to add travel time you will add this as “Regular Work – TEAMS (or USPS).

You will add the comment CALL BACK to the time added stating why the employee was called back to
work or state that is it “travel time” if that is what you are adding.

Go into to employees time card.

You will click on the plus sign on the date of where you need to add the time.

Kronos will add a line to the timecard.

Use the pay code for your employee (you can

verify this by checking on the bottom of the Kronos card where all the totals are).

In the Pay Column you will add the Regular Work – TEAMS (or USPS), in the amount column add the
number of hours for the “call back” / travel time. Whichever applies. Click on save.

Click on the amount column and then click on comment, and add the comment, should be “CALL BACK”
and then the “Note” should apply to what transpired.

Also – if they have clocked in and out for the call back situation, you will do the same with the time, you
will click on either the in or out time, use the comment CALL BACK and any notes relating to why
induvial was called back to campus.

Examples:

“called back to take care of exhaust fan in BLDG 203”

“travel time for call back”

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SPECIAL COMPENSATION
How Special Compensation Works.

• Special Comp is NOT automatically earned because it is a holiday week.

• Special Comp is NOT earned any other time than in a holiday week (or official UF Close) if the rules below are
applied.

• If a pay week has 1 holiday within that week, an employee must PHYSCIALLY work 32 hours. They will
receive their 32 worked and the 8 holiday = 40 hours.

• If an employee PHYSCIALLY works OVER the 32 hours needed, they will earn Special Comp for every hour
worked over the 32 up to 8 hours. If hours are over 40 of physical work, then those hours over 40 will go into
overtime.

• If there is a holiday and a UF Official Close day in a week (2 days off) an employee only needs to
PHYSICALLY work 24 hours –If the following leave times below occur in a holiday week that would be an
example of 2 admin days in one pay week (Holiday / Official Close).
o Emergency Leave time (official UF closing) can only be reduced in certain circumstances
o Jury Duty – treated as holiday, time cannot be reduced
o Personal Holiday – treated as holiday (USPS only) – time cannot be reduced

• If there are more days in a week, which is extremely rare - you would follow the same formulas as above. The key
is PHYSICAL hours worked.
• For overtime – the time worked must be hours physically worked over 40.

To recap: Just because there is a Holiday in a given pay week, Special Comp IS NOT automatically earned. You
have to physically work OVER the stated hours as laid out above.

And as always if you have questions you can call the payroll Office
Lynn Risor 352-846-2396
Tammy DeBose 352-846-2395

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See treatment examples below:

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THE PAYROLL PROCESS – KRONOS vs PEOPLE SOFT

The way APPROVALS work.

WEEK 1 FRIDAY 1. Time needs to be reviewed that Friday Morning to make sure all time is
correct.
2. Time will then be reviewed, uploaded from Kronos and imported
(entered) into People Soft.
• Any corrections NOT made in Kronos will result to incorrect time being
entered People Soft and INCORRECT Pay.

WEEK 2 FRIDAY 1. Employees time has already been uploaded (Wed) and pay calculated.
2. Any changes made now will NOT be reflected in People Soft or
employee’s paycheck. People Soft time will be changed once a
“correction upload” is done on the following Monday and paid in the
following pay period.
• This means if they were short hours, they will be short paid, if they have
more hours than they should they will be overpaid.
• However, time still needs to be corrected and approved.

The way REVIEW works.

WEEK 2 WEDNESDAY 1. Time needs to be reviewed and corrected up to TUESDAY of the

2nd week so correct information can be uploaded from Kronos
and imported (entered) into People Soft for correct payment of
time.
2. If time is not corrected on or BEFORE 3:30pm on WEDNESDAY
afternoon of the 2nd Week, it will result in an employee not
getting paid correctly. This is where it is extremely vital to be
sure you are checking your timecards. FRIDAY IS TO LATE (refer
to Friday Week 2 above)
Wednesday • Always remember Wednesday & Thursday time is PROJECTED in
People Soft as if they worked. If they did not work or the time
changed in anyway, payroll needs to be notified immediately of
any of those changes so we can make the adjustment in People
Soft.

KRONOS is where time is managed. (Time must be accurate for correct payment).

PEOPLE SOFT is how employees are paid.

Just remember, changes you make in KRONOS DO NOT automatically change how they will be paid or
correct their time in PEOPLE SOFT, this must be done by an upload or manually corrected by payroll.

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See Calendar example next page.

CALENDAR EXAMPLE

APPROVAL

BEG OF WEEK 1 END OF WEEK 1 CORRECT AND APPROVE TIME

Friday Thursday Friday

01/21/2022 01/27/2022 01/28/2022

REVIEW

BEG OF WEEK 2 CHECK & CORRECT UP TO TUESDAY

Friday Wednesday (AM)

01/28/2022 02/02/2022
Time Uploaded in Afternoon – how employee is paid
in current pay period.

APPROVAL

BEG OF WEEK 2 END OF WEEK 2 CORRECT AND APPROVE TIME

Friday Thursday Friday

01/28/2022 02/03/2022 02/04/2022
Any corrections done here will
be paid in the following pay
period.

Always be aware of the 2nd WEEK of the pay period.

Premium Pay Policy

Approved by – Mark Helms, AVP
Facilities Services

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 Effective Date – 10/29/2021

OVERVIEW

Premium pay will be paid in accordance with University policy for non-exempt (hourly)
employees working on a university holiday or during a university emergency closure. Per the
approval of the AVP for Facilities Services employees will receive premium pay when working
under one of the circumstances as designated below. Any circumstances not specifically
designated below are not approved for Premium Pay.

Premium Pay Calculation Method

Premium Pay is a pay additive and is not considered part of an employee’s regular rate of pay.
For Facilities Services premium pay is provided at a rate of .5 of the employee’s base rate of
pay. The total amount an employee will receive when he or she is in a Premium Pay Hourly
status is 1.5 times his or her normal rate of pay. This includes the employee’s regular rate,
plus the premium which is calculated at ½ the normal rate.

For example, if an employee with a regular pay rate of $20 per hour is paid 8 hours of Premium
Pay, his or her compensation would be:
8 hours x $20 = $160 (regular pay)
+8 hours x $20 x .5 = $80 (premium add-on)
=8 hours x $20 X 1.5 = $240 (total earnings with premium pay)

Emergency Closure
Staffing levels for emergency closures should be kept at the minimum level required for safe
operating procedures. Staffing needs and directives will be established and approved by the
directors of each operational area to ensure university needs are addressed.

Emergency closures for the intent of this policy are defined as events where the primary
functions of the university are shut down for a weather related event or other immediate
emergency situation as declared by the university. This does not include extended campus
closures where the work of the university will continue while employees work remotely.

Scheduled Work during Planned UF Closures or University

Holidays
Premium pay will be paid to those employees who work
during scheduled UF holidays or closures

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 (ie the period between Christmas and New Year’s Eve) in order to facilitate the completion of
necessary maintenance work/projects that can be more easily addressed when classes are not
in session. Supervisors must provide a list of employees scheduled to complete this work in
advance to be approved by the Director and AVP. Call backs on planned UF closures are not
subject to Premium Pay. Please see the Call Back Policy for more details on financial incentive
for call back response.

Football games during a holiday week

Premium pay will be paid to those employees who work home football games during a week
with a scheduled university holiday. Employees must be working Friday evening, Saturday or
Sunday for game-related activities.

Recording of Premium Pay

Premium pay will be recorded by the Payroll department. Supervisors should provide a list to
payroll for employees that should receive Premium Pay as a result of working during times
that UF is officially closed in spreadsheet format via email to kronos@[Link]. This list of
employees receiving Premium Pay due to any of the above-mentioned scenarios must be
approved by the Director and AVP via email. Also, the appropriate Kronos comment should
be added by the supervisor when reviewing timecards to help distinguish between these
instances and serve as an additional reconciliation point for payroll purposes.

Emergency Leave Time

1. OPS employees are not eligible for Emergency Leave (Emergency Leave – UF Close) time.
2. All other employees if the University “officially” closes – in the event of severe weather
conditions, hurricane or any other emergency employees will be paid Emergency Leave.
3. Employees will be paid Emergency Leave for the day closed if they worked, and if they did not
work.
4. The exception for the employee NOT receiving Emergency Leave would be the fact they had
PRE-SCHEDULED LEAVE TIME. Also if they were scheduled to on Campus due to being an
essential employee and they call out, they will not receive Emergency Leave but must use their
own leave time.

Again – if an employee worked THEY WILL be paid the Emergency Leave time.

If they did not work, and were NOT scheduled to be here, they will get the Emergency LeaveThe pay
code to use is – EMERGENCY LEAVE – UF CLOSE and the comment must be selected UF OFFICAL CLOSE

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Entering Emails into Comments in Kronos
To enter an email as a comment – if I want to copy an email to enter into a comment
follow the steps below:

Step One: hit “reply” on your email that you want to copy
Step Two: copy the portion of the email using your mouse – right click and
copy the body of text you want.

What you copied should be highlighted gray as above image.

Step Three: once the portion you want is highlighted then press CNTRL + C
keys on your keyboard (that’s the copy function)
Step Four: then go to your comment (note section) and press CNTRL + V keys
on your keyboard (that is the paste function – and the only paste function that can be
used to paste into Kronos).
Your message should now be in the notes section of the comment. If you have a lot you
need to copy, copy a piece at a time by looking at your message and seeing how much
it allowed you to paste.
You have the ability to keep adding by clicking on the little “add” button below the note
window.

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