To ensure that all team members have time to review their report, we are extending the deadline for reviewing and acknowledging the report by one week. We are also adding more details for those underpaid or overpaid, including a default repayment option for team members who do not meet this deadline.
Please read below for details on our next steps and important information for team members who were overpaid or underpaid.
- The new deadline for all team members to acknowledge their Kronos outage hours and pay report is Friday, May 6.
As a reminder, we are asking all team members—overpaid, underpaid or accurately paid—to review and agree to their final calculations in HRConnections, to ask questions and raise any concerns, and to confirm that final calculations are correct. User guides for all three scenarios are available at intra.umms.org/kronosoutage. This extension does not impact the previously established dates for starting wage deductions or paying underpaid team members. - The default repayment plan for overpaid team members is deductions from future gross wages.
Team members who were overpaid and who do not select a repayment plan by May 6 will be enrolled in the default repayment plan. UMMS will establish this repayment plan based on the amount the team member owes: -
- Team members who owe more than $16 will be enrolled in a plan that automatically deducts repayment of this amount divided over a 16-week period in equal amounts per paycheck, beginning May 27. Default deductions will not reduce a team member’s wages below minimum wage during each pay period in which a default deduction is taken.
- Team members who owe $16 or less will have the entire amount due deducted from the May 27 paycheck.
- Please note: After May 6, team members may no longer change their repayment plan between PTO, check, or payroll deduction.
- Team members who were underpaid and do not complete the acknowledgement by the deadline will still be paid by May 13. If we have not heard from you by May 6, 2022, it will be assumed that you agree with the calculation of your underpayment; you will receive a check or direct deposit for that amount, regardless of whether or not you have acknowledged the report in HRConnections. If you do have concerns about final calculations, let your manager know as soon as possible. If you have concerns after you receive your payment on May 13, 2022, you should raise them with your manager as you would with any question about your pay.
- Please remember: All team members are asked to complete the Kronos reconciliation process. This is true whether you were overpaid, underpaid, or correctly paid. The UMMS priority is making sure every team member sees and agrees with our calculations.
Your manager will contact you in the coming days to confirm you have completed the acknowledgement process.
Again, your patience and understanding throughout the Kronos outage is appreciated. If you have not yet done so, log in to HRConnections today, review your report and follow the prompts to complete this process.
Please contact your HR Business Partner if you have any questions or concerns. UMMS is keeping all resources, including new FAQs, updated on the UMMS Insider at intra.umms.org/kronosoutage.
FAQs
Is it legal to deduct from team members’ wages? Yes. UMMS has taken great care throughout this disruption to our timekeeping and payroll processes to ensure that our team members were paid on time and as accurately as possible. If you have been overpaid, we are asking you to authorize the deduction from your pay because you have already received the money. If you do not provide us with authorization, we have received the necessary permission to deduct Kronos overpayments over a 16-week period.
If a team member missed the May 6 deadline and owes UMMS money, can they still select the PTO option as repayment? No. Team members who were overpaid have until May 6 to choose from one of three repayment options: 1) from unused PTO hours 2) deductions from future gross wages over a time period of your choosing up to 16 pay periods or 3) lump sum payment. After May 6, team members who owe UMMS will be enrolled in the wage deduction plan.
If a team member has concerns about their final report after May 6, can they still request a change? We are requesting all team members review and agree to their calculations by May 6. However, if there is an inaccuracy in any team member’s pay, UMMS will correct it.
Will UMMS extend the deadline again? No. Because we now have default plans for both team members who were underpaid and overpaid, we do not expect another deadline extension will be needed.
Does the new deadline extend when underpaid team members will be paid? No. Team members who were underpaid will be mailed a check to their home address on file with UMMS or have their money direct deposited by May 13. If an underpaid team member believes that their calculation is incorrect, they should let their manager know as soon as possible.
What time is the cutoff on May 6? Team members must acknowledge their individual report by 11:59 p.m. on Friday, May 6, 2022.
UMMS paid team members this money, even if it was more than they should have been paid; why can’t they keep it? The accuracy of our team members’ pay is essential to our operations. To ensure this reconciliation is fair for all team members, we must correct all overpayments and all underpayments.
Because there is a default option, is it still important for team members to review and acknowledge their individual report? Yes. While we are confident in the accuracy of the updated hours and pay calculations resulting from our reconciliation, it is important that all team members review and understand their report so that they can ask questions and identify concerns. If team members do not review their reports, then any concerns cannot be investigated and resolved.