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.

AdvanceCaltech is the institute's donor management database for recording and tracking engagement of those who provide philanthropic support to Caltech.

Applicant Tracking System
Applicant Tracking System is a talent management solution to source and recruit candidates and to onboard employees.

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.

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

CardQuest (P-Card)
CardQuest allows users to book Caltech business travel for themselves or for others through the CardQuest travel portal in association with Caltech's preferred travel agency, FCm Travel Solutions. CardQuest also allows users to reconcile both travel and goods and services purchase card (P-Card) expenses.

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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 (AiM)
AiM allows the campus to submit service requests and Facilities and Student Affairs to create and track work order details in support of campus daily operations. AiM is also used for Space and Asset tracking, equipment history, and project management.

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).

MyBenefits is the enrollment system for Caltech benefits. MyBenefits allows you to add or remove dependents and to specify medical, dental, and other benefit options, as well as Health Savings Account or Flexible Spending Account contributions.

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.

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.

Reposity for Administrative Documents & Records (RADR)
RADR is used to share documents between central and academic administrative areas

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.


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