Kronos & Web Time Entry Year End Reminders

Year-end Payroll Deadlines and Vacation Balances

Welcome to the Year-End Payroll Deadlines and Vacation Balances page. Here, employees will find important information regarding Kronos and Web Time Entry (WTE) deadlines and how vacation time-off balances are handled at the end of the year. This page is updated annually when new information becomes available.

Kronos Accrual Roll and Vacation Balances

Managing Your Vacation Leave
  • Vacation time-off balances over 240 hours in Kronos are rolled forward on January 1 annually.
  • Submit and obtain approval for your current year Time Off Requests in Kronos by December 31.
  • Any current year Time Off Requests not submitted and approved by December 31 will not be included in year-end calculations that roll vacation leave balances over 240 hours into sick leave.

    Example: If an employee is projected to have 250 hours of vacation leave reflected in Kronos at December 31, and does not want any hours to convert to sick leave during the vacation balance roll on January 1, the employee must physically take leave and have a Time Off Request submitted and approved in Kronos before December 31. Otherwise, 10 hours (minus any BONSAL hours taken) will convert to sick leave during the roll process, and any late requests will be processed against the new leave balance.
  • For more information on year-end carryover and the impact of any special annual leave bonus for FY2019 (BONSAL) leave usage, visit the Human Resources website.
Carryover Cap Proration
  • The carryover cap of 240 hours is pro-rated based on the full-time equivalent (FTE) of permanent part-time and permanent full-time employees working less than 12 months.
  • Example: An employee at .50 FTE x 240-hour cap = 120-hour cap to carry over. 
  • This carryover pro-ration is not reflected in the Kronos system messaging on the employee’s accruals table; employees will need to calculate the applicable carryover hours based on their FTE. If applicable, the pro-rated carryover will be applied after the leave balances are rolled forward on January 1.
  • No exceptions will be able to be processed.
Check Your Vacation Accrual Balance

Employees can check their vacation accrual balance in kronos.charlotte.edu by going to My Info > My Profile and locating the ACCRUALS section. For more information about each column balance in the accruals section, refer to this Kronos FAQ.

Upcoming Kronos Timesheet Approval Deadlines
  • Monday, Dec. 16, 2024: Bi-weekly period ending on Sunday, Dec. 15 and 4-week period ending on Tuesday, Dec. 17
  • Thursday, Jan. 2, 2025: Bi-weekly period ending Sunday, Dec. 29

Web Time Entry (WTE) 2024 Timesheet Approval Deadlines

Final 2024 timesheet

The final 2024 approval deadline for Dec. 2-15 WTE timesheets is 11:59 p.m. on Monday, Dec. 16 (employee submits by Sunday, Dec. 15) to be processed and paid on Dec. 27.

Any timesheets that are not approved before midnight on Monday, Dec. 16 must be submitted on a manual timesheet log and will be processed and paid on Friday, Jan. 10, 2025.

Questions?