Kronos Information

Kronos   View PDF

Table of Contents

Logging onto Kronos & Using Main Menu

Log on to the Workforce Dimensions Website

Workforce Dimension Login

To access Workforce Dimensions, enter https://sunybuffalo-sso.prd.mykronos.com/ in a standard browser. Then enter your user name (UBIT – 1st portion of your UB Email Address) and password (same as your UB password) on the logon page.

Note: Password requirements, such as required characters and case-sensitivity are specific to your organization. If you forget your password you must get it reset through UB at the Library. You can call HR if you forgot your user name or need assistance.

Sign out of the Workforce Dimensions Website

Sign Out screenshot

  • Close your session
  • Signals to the application that you no longer require access to any of its components
    • Prevents other people from accessing your information.
    • To log off Workforce Dimensions, tap the Main Menu icon Kronos Main Menu Icon and click Sign Out.
    • If using a public PC, be sure to end your browser session and log off the computer.

Recommended Practice: Kronos recommends that you always end your work session by clicking the Sign Out link, located in the top-left corner.
Tip: Save the Workforce Dimensions URL as a “favorite” in your web browser for quick access.

Using the Main Menu

Using Kronos Main Menu

When you log on to the system, the Main Menu displays along the left side of the screen. The components that you can access are listed in this menu and are organized in the following categories. Only categories and links that you have access to are listed.

  • Home — Displays your tiles.
  • Time — Links to manager components such as Employee Timecards, Leave Cases, and more.
  • Schedule — Links to manager scheduling components, such as Workload Planner, Current Schedule, and Future Schedule.
  • Dataviews & Reports — Links to your Dataview Library, Report Library, and Group Edit Results.
  • My Information — Links to your personal timecard.
  • Maintenance — Links to administrator components such as People Information, Integrations, Transaction Assistant, and Transactional Audits.
  • Administration — Links to configuration components including Application Setup, Setup Data Transfer, and Devices.

To access the Main Menu components in the suite, click Main Menu.

To Search the Main Menu:

  1. In the Search box, enter the term to search and click Search.
  2. To clear the search box, click X.

Editing your Personal Information

My Information

Log into Kronos at https://sunybuffalo-sso.prd.mykronos.com/ using your single sign on with your UBIT and password. At the top left corner of the home page, select the Menu Icon: Kronos Main Menu Icon

Select My Information, then My HR.

Make sure at the top you are on HR Actions tab and then select Start next to Personal Information Update.
Kronos HR Actions > Personal Information Update diagram

Update any incorrect information such as a new address or phone number, or on the second tab any account contacts. Once completed, hit Save and Submit at the top right.
Kronos HR Actions > Personal Information Form

To add an account contact, select Account Contacts under personal information, then click Add. Once all required information is completed, hit Save and Submit at the top right.
Kronos HR Actions > Account Contact Form

Setting up & Changing Direct Deposit

My Information

Log into Kronos at https://sunybuffalo-sso.prd.mykronos.com/ using your single sign on with your UBIT and password. At the top left corner of the home page, select the Menu Icon: Kronos Main Menu Icon

From the opened Menu, click My Information to see the options, then select My HR.

Make sure at the top you are on HR Actions tab and then select Start next to Direct Deposit Update.
Kronos HR Actions > Direct Deposit Update diagram

If you are adding a new account, select Add. If you are looking to update an existing account, click the three dots and select Edit.
Kronos Direct Deposit Add or Edit diagram

If adding a new account, you must enter the bank account type, how much money out of your check you want to go into the account, the account number, and the routing number.
Kronos Direct Deposit Add form screenshot

Once completed, click Save. You must then click Save and Submit on the direct deposit update page.
Kronos Direct Deposit Add form screenshot

How to Update Tax Withholding

My Information

Log into Kronos at https://sunybuffalo-sso.prd.mykronos.com/ using your single sign on with your UBIT and password. At the top left corner of the home page, select the Menu Icon: Kronos Main Menu Icon

From the opened Menu, click My Information to see the options, then select My HR.

This will bring you to another screen and should automatically be on the Forms page. To update your taxes, you want to click the Withholding option.
Forms tab, Withholding option screenshot

This will bring you to the government forms page, where you will click ADD NEW in the right corner.
Withholding, Add New button screenshot

A new window will come up and you will select Add for which withholding form you want to update:
If updating FEDERAL tax form, click ‘Federal’ W-4 form.
If updating NY tax form, click ‘NY’ IT-2104 form. DO NOT USE THE IT21-04E.

Federal W-4 Form:
A form will generate populating your information, the lines you may need to update are:
Step 1 (a) Address
Step 1(c): Single or Married filing separately, Married filing jointly (or qualifying widow(er)), Head of Household
Step 3: Dollar amount of corresponding dependents (if any)
Step 4 (c): A dollar amount of any additional money you want withheld from each check
Withholding W4 form screenshot

Once finished, ensure to hit Select SUBMIT WITHOLDING FORM AT THE TOP RIGHT.
Withholding form submit button screenshot

You will want to log back into Kronos after 24 hours to see if your forms have been accepted or rejected by HR. If they are rejected there will be a notification of why, for you to resubmit the form fixing the issues.

NYS IT-2104 Form:
A form will generate populating your information, the lines you may need to update are:
Single, Married, Married but withold at a higher single rate
Ensure that both questions are marked ‘NO’ for residency in New York City, unless that is where your permanent residence is
Box 1: Total number of allowances you wish to claim
Box 3: A dollar amount of additional money you want withheld from each check
Withholding NYS IT-2104 form screenshot

Once finished, ensure to hit Select SUBMIT WITHOLDING FORM AT THE TOP RIGHT.
Withholding form submit button screenshot

You will want to log back into Kronos after 24 hours to see if your forms have been accepted or rejected by HR. If they are rejected there will be a notification of why, for you to resubmit the form fixing the issues.

Viewing My Pay Statements

Accessing Your Pay Statements

My Information

Use the Pay Statements screen to view both recent and historical pay statements.

  1. Click Show Menu, then click the My Info icon. Kronos My Info Icon
  2. Navigate to My Pay > Pay History > Pay Statements.
  3. On the Pay Statements screen, click either the Recent or Historical button. If viewing Historical, enter a date range in the From and To fields.

Key areas of the Pay Statements screen (screenshot below) are as follows:

  1. Buttons for viewing recent or historical pay statement summaries.
  2. Links to download pay statements.

Pay Statements Screen Diagram

Downloading and Viewing a Pay Statement

Download Pay Statement

To view and print a PDF of an individual pay statement, download it first.

  1. Click the Download Pay Statement link in the summary for the pay statement you want.
  2. Follow your browser’s prompts to save the pay statement PDF to the destination of your choice.
  3. Navigate to the location where you saved the file and open it with a PDF viewer.

Key areas of a Pay Statement (screenshot below) are as follows:

  1. Pay Date: Date of the check or direct deposit.
  2. Check/Voucher section: Shows a copy of the check or direct deposit voucher.
  3. Pay Stub section: Shows details regarding earnings, deductions, net pay and other related information.

Pay Statement Diagram

Viewing My W2s

Accessing the W2s screen

Active Employees

View W2s for active employees

If you are an active employee, you may access your W2 by:

  1. Log in to Kronos at https://sunybuffalo-sso.prd.mykronos.com/ with your UBITName and password.
  2. Click on the Menu Icon Kronos Main Menu Icon then select My Information.
  3. Navigate to My Pay.
  4. Click Forms > W2.
  5. Click on the preview icon to the left of the year to open your document.

Terminated Employees

Viewing W2s for terminated employees

If you are a terminated employee, you may access your W2 by:

  1. Log in to Kronos using the instructions for terminated employees.
  2. Click Show Menu Kronos Main Menu Icon then select the My Info tab.
  3. Click My Pay > Forms > W2.
  4. Click on the preview icon to the left of the year to open your document.

W2 forms in Kronos

Downloading and Printing Your W2s

  1. On your W2s screen, click the Download PDF button.
  2. Save the file to the location of your choice using the appropriate method for your browser.
  3. Navigate to the file location and open it. An example form is shown below.

W2 Form diagram
  1. The form year indicates the year for which the form was issued.
  2. The form image provides an electronic view of the form.
Click Download PDF to download a printable PDF copy of the form.

How to View Company Handbook & Documents

My Information

Log into Kronos at https://sunybuffalo-sso.prd.mykronos.com/ using your single sign on with your UBIT and password. At the top left corner of the home page, select the Menu Icon: Kronos Main Menu Icon

Select My Information, then My Company.

This will bring you to a new page, where you will be on an organizational chart and you need to switch to the Documents tab on the top left

This wil bring you into a screen where you can view all documents that have been uploaded relating to you. Some options might be Benefit Plan Summaries, Employee Handbook, the Union Contract.Company Documents screenshot

To view the document, select the Download icon Kronos Download Icon all the way to the right of the document, this will download the document for you to review.Company Documents download screenshot

Downloading the Kronos App

    From the Apple store:
  • Tap the App Store icon.
  • Tap the magnifying glass in the bottom-right, type in Workforce Dimensions.
  • Tap the Workforce Dimensions app to download it on your Apple device and tap Install.
  • Tap the App in your Apple device to launch it.
Kronos App Download from Apple Store screenshot

    From the Android store:
  • Tap the Apps icon in the bottom-right of the home screen.
  • Swipe left and right until you find the Play Store icon, then tap it.
  • Tap the magnifying glass in the top-right, type in Workforce Dimensions and tap the magnifying glass in the bottom right.
  • Tap Install and then tap Open to launch the Workforce Dimensions app.
Kronos App Download from Android Store screenshot

Kronos Information for Terminated Employees

If you are a terminated employee and need to access Kronos you will NOT be able to login the same way as when you were an employee:
You will want to log into Kronos via the link below in order to view pays statements, view your W2, update your address/phone number to ensure your W2 is mailed to the correct address.

To log into Kronos as a terminated employee you will need to follow this link. You will log in using your UBIT and your default password will be Kronos123! This will prompt you to change your password upon your first sign in.

Terminated Employee Login screenshot

    Once you log into Kronos, your menu options from the hamburger menu will be the same as when you were an employee. You will select the My Info icon Kronos My Info Icon and follow the directions below based on your need:
  • To update address/phone number/direct deposit: My HR — HR Actions
  • To View/Print W2: MY HR — Forms — Government Forms — W2
  • To View/Print Pay Statements: My Pay — Pay History — Pay Statements