STEPS time entry
We're improving STEPS time entry
We are working on improvements to time entry for STEPS employees. We are planning to implement new timekeeping systems for STEPS employees in phases beginning in February.
Once these updates take effect, you will either use your areas Kronos timekeeping system, or you will enter your working hours in Fieldglass, a new system accessible through myUK, depending on where you work. Below, you'll find information about how these new time entry systems will work specific to your type of STEPS position. Please take some time to familiarize yourself with these new system. If you have any questions, please call Ellen Weisenhorn at (859) 257-9543 or email ellen.weisenhorn@uky.edu.
Campus Kronos users
If you work in a campus area where you use the Kronos timekeeping system, you'll only use Kronos to record your working time.
UK HealthCare Kronos users
If you work in a UK HealthCare area that uses the Kronos timekeeping system, you'll only use Kronos to record your working time.
Online time entry users
If you are a campus STEPS employee in an area where you do not use Kronos, you'll enter your time online in Fieldglass, a new system accessible through myUK. You'll also use this method if you have multiple STEPS assignments (including UK HealthCare assignments) or if you work in the College of Medicine basic sciences areas.
Campus Kronos users
If you are a STEPS employee in a campus area that uses the Kronos timekeeping system, you will record your working hours with Kronos. You will only need to clock in and out using Kronos each time you start and stop working. To get access to Kronos or make corrections to your time, please contact your direct supervisor.
Submitting corrections
If you need to submit any corrections to working hours, you can use these forms. You must submit any revisions by 10 a.m. on the Monday following the end of the pay period. Please submit these forms to TempEmpTimesheets@uky.edu.
Kronos Employee Guide
View this guide to using Kronos to record your working hours.
UK HealthCare Kronos users
If you are a STEPS employee in a UK HealthCare area that uses the Kronos timekeeping system, you will use Kronos to enter your working time. You will only need to clock in and out using Kronos each day. To get access to Kronos or make corrections to your time, please contact your direct supervisor.
Submitting corrections
If you need to submit any corrections to working hours, you can use these forms. You must submit any revisions by 10 a.m. on the Monday following the end of the pay period. Please submit these forms to TempEmpTimesheets@uky.edu.
Kronos web and mobile
UK HealthCare Kronos FAQs
For employees
STEPS employees will be automatically set up with web access which will allow for time entry while working remotely. However, you will need to work with your supervisor to ensure this is appropriate for your position.
You will automatically have access to all Kronos time clocks near your work area. You should work with your supervisor to identify the time clocks that are most appropriate.
To access Kronos time clocks, you will need a valid UK HealthCare badge or WildCard. If you do not have one, please work with your supervisor to obtain one from the UK HealthCare WildCard ID Office. The office is located in Chandler Hospital, room A.00.807. You can also contact the office at (859) 323-2356 or email SecurityIDbadges@uky.edu
You and your supervisor should work together to obtain a badge or WildCard from the UK HealthCare WildCard ID Office. The office is located in Chandler Hospital, room A.00.807. You can also contact the office at (859) 323-2356 or email SecurityIDbadges@uky.edu
If your badge allows access to your work area, the badge should work with the Kronos time clocks. If you have trouble, please work with the UK HealthCare WildCard ID Office to obtain an updated badge.
If you are in a position that is funded by a grant, you will not be able to leverage Kronos for timekeeping purposes. You will use an online system called Fieldglass, accessible through myUK. You will need to create a user account for this system, and your supervisor will approve your time using this system. This system will not be available until February 28. Until that time, you will continue to submit paper time sheets.
If you have multiple assignments within STEPS or with a UK HealthCare department outside of STEPS, you will not be able to track both assignments using Kronos. You will use an online system called Fieldglass, accessible through myUK. You will need to create a user account for this system and your supervisor will approve your time using this system. This system will not be available until February 28. Until that time, you will continue to submit paper time sheets.
For managers and supervisors
Most employees will appear in the Kronos scheduling tool. You may set up schedules for the shift your employee is expected to work, or they may simply clock in an out when they are needed to work.
Although STEPS employees are in Kronos, they are in a different personnel area. Unfortunately, Kronos cannot have the same person in two different personnel areas. Therefore, STEPS employees who have another UK HealthCare assignment will need to enter their work time for their STEPS position directly in to Fieldglass, which is an online time approval system accessible through myUK. As their supervisor, you will also need to access this system to approve your employee’s time.
STEPS employees will be automatically set up with web access which will allow for time entry while working remotely.
If you are not an approver in Kronos, most likely there is an individual in your area who already has this responsibility for regular staff. We would recommend using this same resource for time approval for your STEPS employees, if possible.
Employees are expected to clock in at the beginning of their daily shift and clock out at the end of their daily shift.
If your employee works 4.5 hours or less, no meal period will be deducted. However, if your employee works five hours or more, they need to take a meal period. This time will be automatically deducted.
Online time entry users
If you are a campus STEPS employee in an area where you do not use the Kronos timekeeping system, you will enter your time online through a new timekeeping system called Fieldglass, accessible through myUK. Rather than filling out a paper time sheet, you will log in to myUK and find STEPS time entry in Employee Self Service.
If you have multiple assignments, this is the time entry system you will use.
STEPS employees
When we transition away from paper time sheets starting with the pay period that begins February 28, you will instead use a new online time entry system called Fieldglass, accessible through myUK.
When this change takes effect, you will receive an email with instructions on how to set up your new user account. These video tutorials will help you with navigating the new online time entry system.
Resetting your password
This video shows you how to reset your password before using Fieldglass for the first time, or if you have forgotten your password and need to reset it.
Basic time entry
This video takes you through the basics of online time entry.
Entering time for multiple cost centers
If your STEPS position is funded by multiple cost centers, this video shows you how to enter working time and divide it among multiple cost centers.
Enter time for multiple STEPS assignments
If you have more than one STEPS assignment, this video shows you how to enter working time for each assignment.
Navigating the online time entry system
This video shows you how to navigate through our online time entry system.
STEPS supervisors
If you're a supervisor, below are video tutorials on how you will approve working time through the STEPS online time entry system in myUK. It's different than the online time approval for regular employees.
After these changes take effect, you will receive an email with instructions on how to set up your new user account.
Registering your Fieldglass account
This video will show you how to create your Fieldglass account before using the system for the first time. You will receive an email from fieldglass@fieldglass.net with a unique registration code.
Time approval for supervisors
This video shows you how to approve hours for STEPS employees.
Allowing others to approve time on your behalf
This video shows you how to set up a proxy so someone else may approve time for you.