Kuali Time Frequently Asked Questions


General Troubleshooting Questions:

I clocked in at one time, but the sytem recorded another time. What happened?

If the issue has to do with minutes, clock action times are rounded to the nearest tenth of an hour. This means that clock actions will be recorded as occurring at the nearest six minute interval (12:00, 12:06, 12:12, 12:18, etc.) This is Time Rounding which you can see in the chart below:

Rounded Time Actual Clock in Kuali Time
:00 :57, :58, :59, :00, :01, :02
:06 :03, :04, :05, :06, :07, :08
:12 :09, :10, :11, :12, :13, :14
:18 :15, :16, :17, :18, :19, :20
:24 :21, :22, :23, :24, :25, :26
:30 :27, :28, :29, :30, :31, :32
:36 :33, :34, :35, :36, :37, :38
:42 :39, :40, :41, :42, :43, :44
:48 :45, :46, :47, :48, :49, :50
:54 :51, :52, :53, :54, :55, :56
I clocked in at one time, but my time worked shows as an hour earlier (later). How do I change the time zone in Kuali Time?

If your timesheet has the wrong time zone, you need to check to see if your timesheet is set to your campus location's time zone. In your timesheet, select the Person Info tab. On this page, go to the Timezone Preference Dropdown and select "America/Chicago" if you work in the central timezone, or "America/Indiana/Indianapolis" if you work in the Eastern timezone. That will reset your timesheet time zone so it matches the campus where you work.

The time in the system is fast (slow). Am I going to be short (over) paid?

The time the system uses is the system time on the Kuali Time server, which is synchronized with the Navy's atomic time-clock. No changes to hours worked will be made due to disagreements over the system's time.

I received an e-mail that my timesheet is in my Action List. What does this mean and how do I keep from getting this e-mail?

A timesheet is a Workflow document initiated on behalf of the employee and saved. Kuali Time gives Employees, Supervisors and Payroll Processors other ways to get to their timesheets, but all saved timesheets also reside in the Employee's Action List. As a default, Workflow sends an e-mail letting users know when a document has reached their Action List, in case some critical action is required.

If you like knowing when a new timesheet is available, you can continue to get this e-mail but if you'd prefer not to you can change your Action List preferences and you won't receive any in the future.

To change this preference:

  1. Go to https://one.iu.edu
  2. Search for "Action List" in the search bar and click the Action List tile in the search result (You will need to CAS authenticate if you've not done so).
  3. Click the "Preferences" link at the top left of the page.
  4. Uncheck any email notification boxes you do not want to receive.
  5. Scroll to the bottom of the window and click "Save."
I have two jobs and accidentally clocked into my primary work area while working in another work area (or department). What should I do?

If the employee is currently clocked into the wrong assignment, tell them to continue working and then clock out as usual.

Once an (incorrect) timeblock is recorded, notify the employee to go to the Time Detail tab, find the timeblock that was incorrectly clocked and then click on the underlined Assignment name. That will open the Update Time Block box, and in the Assignment dropdown tell the employee to select the Assignment actually worked, and then click Update. That corrects the timeblock so the hours worked will appear under the right (work area) assignment.

If the employee asks you to correct it, then you'll need to notify the other work area's supervisor, or department's payroll clerk to have them add the hours to the correct work area and you can delete the time from your work area.

I am getting a lot of email messages in my action list that I don't want to receive. Can you take me off the list?

You need to change your email preferences:

  1. Go to https://onestart.iu.edu
  2. Click the large "Login" button on the main OneStart page, enter your username and password and click "Login."
  3. Click the "Action List" link in the upper-left hand corner.
  4. Click the "Preferences" link to the right of the Workflow menu.
  5. Set the "E-mail Notification" preference to "None"
  6. Scroll to the bottom of the window and click "Save."
What is the difference between Clock Entry (synchronous) and Manual Entry (asynchronous) recording of time worked?

In the Kuali Time system, there are two methods to record the hours you have worked: Clock Entry (also called synchronous) and Manual Entry(also called asynchronous). For all campuses, the university decided that Hourly positions would clock in and clock out to record hours (synchronous/clock-entry). For appointed Biweekly Staff positions, each campus made independent decisions as to whether these employees would record hours worked by entering the blocks of time manually (asynchronous/manual entry) or use the synchronous clock-entry method.

Depending on your department, or the type of work you do, you may log in to your timesheet through a kiosk (a dedicated machine for accessing your timesheet) or on a computer at your desk via OneStart. All calculations of hours worked and overtime (hours over 40 in a week) are handled by the Kuali Time system so employees just need to record the hours worked. Biweekly employees (whether clock or manual entry) also have the ability to record Vacation and Sick by editing the timesheet and adding these time blocks manually.

It is important to note that clock entry employees can only report "regular" hours worked by using the clock in/out buttons or by clicking the Missed Punch button to submit a document to self-report they missed their most recent clock action. For example, if an employee forgets to clock-in at the start of a work shift, they can submit a Missed Punch to record their clock-in at the correct time and it will submit a document to their supervisor for approval.

If an employee still needs a correction to their timesheet, then the Time Approver for that Assignment must be contacted to make the change.


New Kuali Time Users:

What Operating System and web browser should I use to access TIME?

This information is available on our System Specifications page for both workstations and kiosks..

If an employee does not have an IU computing account, how can they establish one?

Employees using Kuali Time will need to have an active computing account. Information about how to establish a computing account is available in the UITS Knowledge Base.

I cannot login. How can I fix that?

There could be many reasons why an employee cannot log in. A good first step is to check with the Departmental Payroll Processor to ensure that the employee has a valid Kuali Time assignment. If the problem persists, submit a problem report on the Time Support form.

Using the Kuali Time system, how do I fill out my timesheet or correct errors?

To learn how to access the Kuali Time system, clock in and out, fix mistakes and other tasks go to the FMS Kuali Time page or the UITS Knowledge Base.

I received an e-mail that my timesheet is in my Action List. What does this mean and how do I keep from getting this e-mail?

A timesheet is a Workflow document initiated on behalf of the employee and saved. Kuali Time gives Employees, Supervisors and Payroll Processors other ways to get to their timesheets, but all saved timesheets also reside in the Employee's Action List. As a default, Workflow sends an e-mail letting users know when a document has reached their Action List, in case some critical action is required.

If you like knowing when a new timesheet is available, you can continue to get this e-mail but if you'd prefer not to you can change your Action List preferences and you won't receive any in the future.

To change this preference:

  1. Go to https://one.iu.edu
  2. Search for "Action List" in the search bar and click the Action List tile in the search result (You will need to CAS authenticate if you've not done so).
  3. Click the "Preferences" link at the top left of the page.
  4. Uncheck any email notification boxes you do not want to receive.
  5. Scroll to the bottom of the window and click "Save."
What is the difference between Clock Entry (synchronous) and Manual Entry (asynchronous) recording of time worked?

In the Kuali Time system, there are two methods to record the hours you have worked: Clock Entry (also called synchronous) and Manual Entry(also called asynchronous). For all campuses, the university decided that Hourly positions would clock in and clock out to record hours (synchronous/clock-entry). For appointed Biweekly Staff positions, each campus made independent decisions as to whether these employees would record hours worked by entering the blocks of time manually (asynchronous/manual entry) or use the synchronous clock-entry method.

Depending on your department, or the type of work you do, you may log in to your timesheet through a kiosk (a dedicated machine for accessing your timesheet) or on a computer at your desk via OneStart. All calculations of hours worked and overtime (hours over 40 in a week) are handled by the Kuali Time system so employees just need to record the hours worked. Biweekly employees (whether clock or manual entry) also have the ability to record Vacation and Sick by editing the timesheet and adding these time blocks manually.

It is important to note that clock entry employees can only report "regular" hours worked by using the clock in/out buttons or by clicking the Missed Punch button to submit a document to self-report they missed their most recent clock action. For example, if an employee forgets to clock-in at the start of a work shift, they can submit a Missed Punch to record their clock-in at the correct time and it will submit a document to their supervisor for approval.

If an employee still needs a correction to their timesheet, then the Time Approver for that Assignment must be contacted to make the change.


For Approvers and Payroll Processors:

One of my employees cannot log in. How can I fix that?

There could be many reasons why an employee cannot log in. A good first step is to check with the departmental Payroll/HR contact to ensure that the employee has a valid Kuali Time assignment. If the problem persists, submit a problem report on the Time Support form.

Why are certain employees not showing up in TIME?

Employees are loaded into Kuali Time from the Human Resources Management System (HRMS) once they have an active Kuali Time job assignment. Assignments can be created when an employee is hired or after an employee is hired using the Maintain Time Assignment eDoc.

I am a Payroll Processor and I cannot see the approval button in my action list. Why not?

There can be several reasons. Here are two reasons that occur frequently, but do refer to the Timesheets chapter in the TIME User Manual also.

  1. The approval button in the actions column will not appear if you have not signed in with your OTP token.
  2. Click on the Document ID and open the timesheet, there will be an error message that will tell you why the timesheet is not ready to approve.
When I open a timesheet I get a warning stating there are overlapping time blocks. What are these, why do they occur, and how do I resolve it?

Conflicting time blocks are one or more time blocks which overlap one-another. For example, a time block conflict would occur when an employee has one block from 8AM-11AM and another block from 10AM-2:30PM on the same day. These conflicts often occur when a supervisor manually enters a time block on a timesheet while the employee is clocked in during that time. To resolve the conflict, delete or adjust the incorrect block(s).

When I open a timesheet there are invalid time blocks. What are these?

Due to the effective dating of E-docs used to make Kuali TIme assignments it is possible for employees to record hours for an assignment which is then retroactively deleted. Once the assignment is deleted all time blocks occurring after the effective date of the deletion will become invalid. The hours on these blocks should be associated with a different assignment, or deleted from the timesheet.

There appear to be timeblocks on an employee's timesheet that span a whole day or most of a day. Where did these come from?

When an employee clocks in and then forgets to clock out, the Kuali time system will clock them out if they have been clocked in at least 24-hours. Additionally, an employee can now submit a Missed Punch document to go back and record when they actually clocked out (but it cannot be greater than 24 hours in the past.) You may need to contact the employee to find out what hours they actually worked on those days and correct the timeblocks involved.

One of my employees accidentally clocked into my work area while working in another work area (or department). What should I do?

If the employee is currently clocked into the wrong assignment, tell them to continue working and then clock out as usual.

Once an (incorrect) timeblock is recorded, notify the employee to go to the Time Detail tab, find the timeblock that was incorrectly clocked and then click on the underlined Assignment name. That will open the Update Time Block box, and in the Assignment dropdown tell the employee to select the Assignment actually worked, and then click Update. That corrects the timeblock so the hours worked will appear under the right (work area) assignment.

If the employee asks you to correct it, then you'll need to notify the other work area's supervisor, or department's payroll clerk to have them add the hours to the correct work area and you can delete the time from your work area.

I am getting a lot of email messages in my action list that I don't want to receive. Can you take me off the list?

To change this preference:

  1. Go to https://one.iu.edu
  2. Search for "Action List" in the search bar and click the Action List tile in the search result (You will need to CAS authenticate if you've not done so).
  3. Click the "Preferences" link at the top left of the page.
  4. Uncheck any email notification boxes you do not want to receive.
  5. Scroll to the bottom of the window and click "Save."
Can I approve timesheets from home?

If your home computer meets the Kuali Time System Specifications and you have your OTP token (for Payroll Processors only) you can login from home and perform any of the activities in the system you would from your office.

What is the difference between Clock Entry (synchonous) and Manual Entry (asynchronous) recording of time worked?

In the Kuali Time system, there are two methods to record the hours you have worked: Clock Entry (also called synchronous) and Manual Entry(also called asynchronous). For all campuses, the university decided that Hourly positions would clock in and clock out to record hours (synchronous/clock-entry). For appointed Biweekly Staff positions, each campus made independent decisions as to whether these employees would record hours worked by entering the blocks of time manually (asynchronous/manual entry) or use the synchronous clock-entry method.

Depending on your department, or the type of work you do, you may log in to your timesheet through a kiosk (a dedicated machine for accessing your timesheet) or on a computer at your desk via OneStart. All calculations of hours worked and overtime (hours over 40 in a week) are handled by the Kuali Time system so employees just need to record the hours worked. Biweekly employees (whether clock or manual entry) also have the ability to record Vacation and Sick by editing the timesheet and adding these time blocks manually.

It is important to note that clock entry employees can only report "regular" hours worked by using the clock in/out buttons or by clicking the Missed Punch button to submit a document to self-report they missed their most recent clock action. For example, if an employee forgets to clock-in at the start of a work shift, they can submit a Missed Punch to record their clock-in at the correct time and it will submit a document to their supervisor for approval.

If an employee still needs a correction to their timesheet, then the Time Approver for that Assignment must be contacted to make the change.

Where do I find the TIME report that produces a list of auto-approved timesheets with hours by pay period?

In the IUIE there is a Kuali Time report that produces a list of timesheets with hours by pay period that have not been approved at either the supervisor level or payroll processor level. Find in IUIE using the following path: Human Resource Management System/Timekeeping/Auto Approved Timesheet Detail.

Please review the complete list of Kuali Time IUIE Reports for additional reporting needs.


Kuali Time Kiosks:

What is a Kuali Time kiosk? How do I use it?

Some departments will use kiosks (computers dedicated to the Kuali Time system) equipped with card readers. Swipe your ID card at the login screen. If you have card problems, click the button on the screen and log in with your username and password.

Why can't an employee clock-in using the

The employee will need an IU computing account. If they do not have an account they can establish one. Information about how to establish a computing account is available on the UITS Knowledge base. Be sure that they are using what they believe is their correct username and password by logging into another IU system such as OneStart. For “login failed” errors, contact the UITS Support Center. If other problems persist, please have the employee click the "Feedback" link and submit a problem report for further investigation.

How do I configure a card reader for a kiosk?

Configuring a USB Card Reader:

    • Step 1. Converting USB unit from Keyboard Emulation to HID mode:
      1. Install this application from the magtek web site (self extracting zip) on the computer that will be used as a kiosk.
      2. When prompted to install source code - choose no.
      3. Run application with the usb card reader attached. The status bar at the bottom will say "detecting device" for a few moments, once the device has been detected, it will report the devices mode (keyboard emulation or HID)
      4. If it is in keyboard emulation mode, it will need to be converted to HID Mode: Click on ‘Load File’ button, double-click on the file (magtek application installation directory - often the "Magtek" directory under the "Program Files" directory)\Change To HID.txt.
      5. Then click on the ‘Download’ button (top right) or run the first two commands - 01 10 00, then 02 to rescan.
    • Step 2. Enabling Kiosk ActiveX:
      1. Login as an administrator into the computer that will be used as a kiosk.
      2. Open Internet Explorer and go to the following URL: https://uisapp2.iu.edu/kpme-prd/kioskusb/
      3. You should be prompted to download and install the corresponding ActiveX controller, please do so.
      Result: You should be able to see some feedback on the screen after swiping your Campus Id card. If you swipe the card of a current TIME employee, his/her timesheet should show up.
    • Step 3. Linking the new Kiosk Group Policy:
      1. Create a new Organizational Unit (OU)
        Warning! If you have a heterogeneous environment with 64-bit and 32-bit versions of the browser, they must be in separate OUs
      2. Link the OU to the following existing Group Policy Object (GPO):
        • for production 32-bit: bl-uits-tk-prod-usb-32-kiosk
        • for production 64-bit: bl-uits-tk-prod-usb-64-kiosk
      3. Move the computer that will be used as a kiosk under this OU.
      4. Either wait for the GPO to be picked up or run the “gpupdate /force” command in the kiosk
      Result:  When restarted, the computer should automatically open IE  and it should redirect users to the URL mentioned in 1b above.

Card readers:

      Card Reader technology changes frequently. Contact IU Purchasing to find out what technology is recommended for your kiosk set-up.

Warning!

      Sometimes when removing or unlinking a GPO from an OU, the target machine will still boot into the autologin user. If this happens run "control userpasswords2" on that machine and check the "Users must enter a username and password" checkbox in the "Advanced Tab->Manage Passwords" button.

Display Time Warning!

        The initial page uses the machine's local time for the clock display above the card unit icon. If your kiosk cluster is part of Active Directory, then the Primary Domain Controller should be set up to always have the proper time. The instructions are available on Microsoft's website.

 

The kiosk is not working. What should I do?

Take each of the following steps in order until the problem is resolved:

  1. Press F5 (refreshes web page)
  2. Press ALT-F4 (shuts down and restarts the browser)
  3. Press CTRL-ALT-DEL (reboots the kiosk)
  4. Shutdown and Restart the kiosk
  5. Notify department technical support
How do I contact Security Accounts?

Email them at secaccts@indiana.edu or call them at (812) 855-6789.