Information & Resources

Last updated: November 26, 2025

Caltech Payroll department is excited to announce our new Timekeeping (UKG) application.

Effective Monday, December 1, 2025, Timekeeping (Kronos) and Kronos Limited will be replaced with Timekeeping (UKG). The new link will be available on access.caltech.edu on Monday, December 1, 2025.

In addition to an updated online experience, Timekeeping (UKG) offers exciting new features:

Online Time off requests
Mobile access
Timestamps for punching in/out
Enhanced security with Duo multi-factor authentication

The Payroll Team will provide basic tutorials on the Payroll webpage that will show employees how to login, record time, request time off and review and approve their timecards. We encourage you to work with your manager or supervisor for any specific rules in your department.

Please take some time to download the UKG Mobile app, if applicable to your group, and review the tutorial below.

Employees are encouraged to contact their manager or supervisor for further information.

UKG Training Guides
Caltech Timekeeping Job Aid - Web Entry/Desktop
Caltech Timekeeping Job Aid - Mobile App Guide
Caltech Timekeeping Job Aid - Timeclock: English
Caltech Timekeeping Job Aid - Timeclock: Espanol
Caltech Time Clocks - Map
For information regarding a "stale login" error on your mobile device, please see the below link: https://www.imss.caltech.edu/services/computers-printers-software/stale-login-error
Announcement
FAQs

Caltech Timekeeping UKG Video Tutorials
Desktop entry for Overtime Eligible Employee
Desktop entry for Exempt Staff

Payroll Calendars
Annual Payroll Calendar
Bi-Weekly Payroll Processing Schedule
Monthly Payroll Processing Schedule

Check Distribution
Check Distribution Change (English)
Cambios en distribucion de cheques (Espanol)

Other Resources
Notice of FICA and State Disability Insurance (California)
Kronos Historical Correction Form