Administrative Applications List

You may log in to these applications via access.caltech.

A web portal that provides a common place to access your online applications, such as Time Keeping (Kronos), My Personal Information, Parking, TechMart Purchasing, Benefits Annual Enrollment, and many more applications.

Applicant Tracking (PeopleAdmin)
This system allows you to review job postings and track submitted job applications, including resumes and cover letters.

The Caltech ARRA Reporting Tool (CART) allows principle investigators to update the Project Status and Quarterly Activities Statement for their American Recovery and Reinvestment Act (ARRA) awards.

Benefits Annual Enrollment
Review, update, and obtain a printout ofyour annual benefit enrollment elections. These include Medical, Dental, Dependents, Life Insurance, and other benefits.

Bursar Billing & Payment (CashNet)
CashNet allows students, faculty, staff, or authorized designees to view Bursar statements and make payments.

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Compensation Workbench
Compensation Workbench is a tool for recording Annual Salary Increase rewards for eligible employees. This includes making changes to their base salary and bonuses. This application also allows managers to view a snapshot of an employee's job and salary history as well as other employment details. The tool is live/open for data entry for 8-10 weeks between July and September. For the remainder of the year it is available in read-only mode.

Conflict of Interest
Allows faculty and certain staff members to identify and disclose any interests that may conflict with their duties at Caltech. It also helps Caltech to stay in compliance with various regulations.

Convey is used to generate W-2 and 1099 tax forms for the Institute.

Cost Transfer
Cost Transfer is used to request, approve, and submit cost transfers for processing in Oracle Grants Accounting.

Data Warehouse (Cognos)
Data Warehouse is a reporting tool that gathers and analyzes data from the central administrative systems. It takes large amounts of data from various source systems and converts it into meaningful information. For more information please click here.

Employee Data Administration
Self service application that assists managers to streamline the data change process and provide easier access to employee data.

Equipment Tracking
This system manages Caltech's capitalized equipment inventory and allows users to search, view, and export information about equipment held in Oracle Fixed Assets. The campus also uses this application to request changes to equipment status (e.g. disposition, retirement, transfer).

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Equipment Image Viewer
Equipment Image Viewer allows you to view photos of Caltech-tagged property.

Export Compliance Awareness
The Export Compliance Awareness Program provides training and information on US Export laws and regulations such as those for the Department of State, Commerce, Treasury, Defense, Energy, and U.S. Customs.

Facilities Management System (FAMIS)
The FAMIS system is used for managing facilities maintenance and operations. It allows Facilities to create and track work order detail and maintain control of campus maintenance costs, as well as track labor and equipment history. The system is also used for Institute-wide management of the physical space of buildings.

Financial Queries
View financial queries such as PTA Query, CIT Salary Cap Calculator, Equipment Screening, Concurrent Request Queue, etc.

fsaATLAS system provide the Caltech International Scholar Services office (ISS) the ability to file paperwork on behalf of the Institute with the U.S. Citizenship and Immigration Service and the Department of Labor for international postdoctoral scholars, students, and visitors at Caltech

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Grants Proposal
This application is used by the Office of Research Administration to record and track grant proposals.

Internal Charges
This application allows you to enter Web Internal Charges (Caltech-internal purchases) and Personal Internal Charges (items billed to UID).

Millennium is Caltech's fundraising system. It is used by Institute Relations to track Alumni contact and giving information as well as information about Caltech donors and potential donors.

My Personal Information
Update your personal information, including campus and home addresses, phone numbers, and emergency contacts.

Oracle Applications
Oracle Applications are used for Institute-wide financial and human resources management. These applications include Human Capital Management, General Ledger, Grants Accounting, Labor Distribution, Purchasing, Accounts Payable, Receivables, Fixed Assets, and Payroll.

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Register your vehicles online for campus parking permits.

PTA Setup
The Project, Task, Award (PTA) setup application is an on-line request system for campus departments to submit new PTA requests. The requests are routed to the appropriate central finance department for review and approval before they are created in Oracle Grants Accounting.

Purchasing Card (P-Card)
Purchasing Card (P-Card) expenses. The P-Card is a MasterCard issued by Bank of America on behalf of Caltech. Cardholders may use this card to purchase goods, services, and travel. For more information, please click here.

Registrar's Information System (REGIS)
REGIS is the Registrar's Information System, offering online course enrollment for students and schedule approval for advisors. Degree audits, unofficial transcripts, and requests for official transcripts are available to students and advisors. Class roll sheets are also available to instructors and TAs.

Student Systems (Exeter)
The Exeter Student Systems are used by Student Affairs to manage the activities of the Registrar, Bursar, Housing, Mail Services, Undergraduate Dean‘s Office, Graduate Dean‘s Office, Athletics, etc.

TechMart Purchasing
TechMart allows for ordering and purchase requisitioning of products and services. Users can select products from multiple online supplier catalogs at Institute-negotiated contract pricing. Please use your access.caltech credentials to log in. For more information, please click here.

Time Keeping(Kronos)
Time Keeping (Kronos) allows employees to track time worked, vacation, sick time, and other types of leave. Managers and Payroll Activity Monitors (PAMs) are also able to review and approve an employee's timecard. This version supports a limited array of operating systems and browsers. See for compatibility details.

Time Keeping Limited (Kronos Limited)
Time Keeping Limited allows employees to track time worked, vacation, sick time, and other types of leave. Managers and Payroll Activity Monitors (PAMs) are also able to review and approve an employee's timecard. This is the recommended version for most customers and the only version that works with Macs and Linux systems. See for compatibility details.

United Way
Every year Caltech holds a fundraising campaign for the United Way. The campus uses this application to make pledges online. Caltech matches the funds pledged to the Caltech Y, the Children‘s Center at Caltech, and the Child Educational Center.

Windstar is used to perform tax treaty analyses and Substantial Presence Tests (SPT) for foreign nationals. It is also used to generate 592b and 1042s tax forms for the Institute.

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