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/Personal Leave Balances

Managing Your Leave

SHRA and EHRA – Vacation Leave

  • The maximum Vacation balance is 240 hours, prorated for part-time employees. 
    • Any excess over this limit will be converted to sick leave on January 1 each year.
  • All current-year Time Off Requests must be submitted and approved by December 31. Requests not approved by this date will not be included in year-end calculations and will be deducted from your starting balance on January 1.

Example

If an employee is projected to have 250 hours of vacation leave in Kronos as of December 31 and does not want any hours converted to sick leave during the January 1 balance roll, the employee must take the leave and ensure a Time Off Request is 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
  • 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.

EHRA – Personal Leave Program

EHRA Employees hired after 1/01/25

  • The maximum Personal Leave balance is 160 hours, prorated for part-time employees. 
    • Any excess over this limit will be forfeited on January 1 each year.
    • Legacy Annual Leave (vacation), if applicable, is not rolled to sick leave.
  • All current-year Time Off Requests must be submitted and approved by December 31. Requests not approved by this date will not be included in year-end calculations and will be deducted from your starting balance on January 1.

Example

If an employee is projected to have 170 hours of personal leave in Kronos as of December 31 and does not want any hours forfeited during the January 1 balance roll, the employee must take the leave and ensure a Time Off Request is submitted and approved in Kronos before December 31.

Otherwise:

  • 10 hours will be forfeited during the roll process
  • Any late requests will be processed against the new leave balance
Carryover Cap Proration
  • The carryover cap of 240 hours (160 for personal leave) is pro-rated based on the full-time equivalent (FTE) of permanent part-time and permanent full-time employees working less than 12 months.
  • Examples:
    • Vacation Leave: An employee at .50 FTE x 240-hour cap = 120-hour cap to carry over 
    • Personal Leave: An employee at .50 FTE x 160-hour cap = 80-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
  • Wednesday, Dec. 17, 2025: Bi-weekly period ending on Saturday, Dec. 13 and 4-week period ending on Monday, Dec. 15
  • Friday, Jan. 2, 2026: Bi-weekly period ending Saturday, Dec. 27

Web Time Entry (WTE) 2025 Timesheet Approval Deadlines

Final 2025 Timesheet

The final 2025 approval deadline for Nov. 30-Dec. 15 WTE timesheets is 11:59 p.m. on Wednesday, Dec. 17, (employee submits by Monday, Dec. 15) to be processed and paid on Dec. 26.

Any timesheets that are not approved before midnight on Wednesday, Dec. 17, must be submitted on a manual timesheet log and will be processed and paid on Friday, Jan. 2, 2026.

Questions?