Employees

As a new employee or an IU employee in a new job, there are many electronic, self-service tools available to you in the Employee Center in One.IU.

FMS offers the following Employee Center Self-Service Documentation:

Kuali Time for Employees

Kuali Time is an automated, 24/7, online system designed to collect time and attendance data from IU's hourly and biweekly staff. Timesheet hours are reviewed, approved, and electronically transmitted to the payroll system at the end of each biweekly pay period.

Kuali Time Frequently Asked Questions

New Kuali Time Users

I do not have an IU computing account. How can I establish one?

Follow the instructions in this article from the IU Knowledge Base for more information.

I cannot log into Kuali Time. How can I fix that?

There could be many reasons that you cannot log into Kuali Time. First, check with your department's payroll processor to make sure you have a valid Kuali Time assignment. If you are still unable to log in, contact FMS Customer Service.

What operating system and web browser should I use to access Kuali Time?

Check the Kuali Time System Requirements page for the most current recommendations.

General Troubleshooting

How do I fill out my timesheet or correct errors in Kuali Time?

For instructions, read this article in the IU Knowledge Base.

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

If your minutes are slightly off, it is because clock action times are rounded to the nearest tenth of an hour. In other words, clock actions are recorded as occurring at the nearest six minute interval (12:00, 12:06, 12:12, 12:18, etc.). This is called Time Rounding, and is illustrated in the chart below. For further details and additional examples, please refer to the Kuali Time Clock Entry Rounding Guide.

Recorded Time Decimal Actual Clock Time
:00 0.0 :57, :58, :59, :00, :01, :02
:06 0.1 :03, :04, :05, :06, :07, :08
:12 0.2 :09, :10, :11, :12, :13, :14
:18 0.3 :15, :16, :17, :18, :19, :20
:24 0.4 :21, :22, :23, :24, :25, :26
:30 0.5 :27, :28, :29, :30, :31, :32
:36 0.6 :33, :34, :35, :36, :37, :38
:42 0.7 :39, :40, :41, :42, :43, :44
:48 0.8 :45, :46, :47, :48, :49, :50
:54 0.9 :51, :52, :53, :54, :55, :56

 

I clocked in at one time, but the system recorded that I clocked in an hour earlier (or later). How do I change the time zone in Kuali Time?

If your timesheet has the wrong time zone, check to see if your timesheet is set to your campus location's time zone by clicking the Person Info tab in Kuali Time. Under the Your Person Details section, choose the appropriate Timezone Preference from the drop-down menu. Select "America/Chicago" if you work in the central time zone; select "America/Indiana/Indianapolis" if you work in the eastern time zone.

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

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

I have two jobs and accidentally clocked into my primary work when I should have clocked into another work area (another department). What should I do?

If you are currently clocked into the wrong assignment, continue working and then clock out as usual.

Once an incorrect time block has been recorded in Kuali Time, go to the Time Detail tab. Find the time block that was incorrectly clocked and click on the underlined Assignment name. The Update Time Block box will open. Using the Assignment dropdown, select the correct assignment. Click Update.

I receive a lot of emails about my Action List. How can I unsubscribe from this list?

The Action List shows all electronic documents that have routed to you for action. By default , the Action List sends users emails when a document (such as a timesheet) has reached their action list. If you would rather not see the emails sent from the Action List regarding your timesheet, set up a rule in Outlook so the emails bypass your inbox.

I received an email that my timesheet is in my Action List. What does this mean?

The Action List shows all electronic documents that have routed to you and are awaiting your action. Timesheets are Action List documents that are initiated and saved on behalf of the employee. Employees may open their timesheets through Kuali Time or through their Action List. By default, the Action List sends users emails when a document (such as a timesheet) has reached their action list. If you would rather not see the emails sent from the Action List regarding your timesheet, set up a rule in Outlook so the emails bypass your inbox.

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

In Kuali Time, there are two methods to record hours worked: Clock Entry (also called 'synchronous') and Manual Entry (also called 'asynchronous'). Clock Entry allows an employee to clock in and clock out in real time. Manual Entry allows an employee to record their hours on the Time Detail tab at the end of the day.

 Temporary (hourly) positions on all IU campuses use the Clock Entry recording. Appointed Biweekly staff may use the Clock or Manual Entry method, depending on the campus of employment.

The Missed Punch button is available for Clock Entry employees to self-report a missed 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.

Note that Clock Entry users can only report "regular" hours worked using the Clock In, Clock Out, and Missed Punch buttons. All benefit hours must be manually entered on the Time Detail tab.

Kuali Time Kiosks

What is a Kuali Time kiosk and how do I use it?

Some IU departments use Kuali Time kiosks, or computers dedicated to the Kuali Time system and equipped with card readers. Employees can swipe their ID card at the login screen. If they have card problems, they can click the button on the screen and log in with their username and passphrase.

Why can't I clock in using a Kuali Time kiosk?

First, make sure you have an IU computing account. If you do not have one, follow these instructions from the IU Knowledge Base.

Next, if you know you have an IU computing account, make sure you are attempting to clock in with your correct IU username and passphrase. If you cannot remember your username or passphrase, contact the UITS Support Center.

If the problem persists, click the Feedback link and submit a problem report for further investigation.