Author Archives: Kim Shigeoka

Kronos Keying Sign-up Clarification

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Important Zoom Information for Payroll Help

If you sign up for a Zoom meeting, please know that we won’t be able to share our screens this time. You will need to clearly explain what needs to be done, step by step, so the HR person using the special laptop can enter the information for you.

This is a little different from the last time Kronos was down. The special computer we’re using is not connected to the internet or a printer, so we can’t take screenshots.

Also, please try to stagger your Zoom requests if you can. We only have a few super users who can help, and we want to make sure everyone gets the support they need.

See original post here: https://timekeepers.k12albemarle.org/?p=749

Kronos Update and Plan for 6/20 Payroll Run

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Kronos Access Plan

Thank you for your patience as we collaborate with the ACPS Department of Technology and the Local Government IT and Payroll teams to prepare for payroll next week.

To help get everyone’s clock in/out times entered (from Wednesday, June 11 to Friday, June 13), we’re setting up a computer lab at the County Office Building (401 McIntire Road) this weekend and Monday.

At this time, Kronos is not available outside of the County Office Building network, so logging in from worksites, mobile devices, or from home is not possible.

Please use this link (Kronos Keying Sign-up Sheet) to sign up for a time slot—you can pick one or several. Signing up helps us know when people will arrive and how many staff we’ll need to help.

You can get help in two ways:

How to use the sign-up sheet:

  • Use one row per day you plan to come (e.g., if you’re coming Saturday and Monday, fill out two rows).
  • In the Time Slot column, you can select one or multiple hours.
  • Be sure to include your School or Department so we can plan accordingly.
  • Use the Notes column to share anything helpful, such as:
    • “Will join via Zoom”
    • “Entering hours for the Transportation team”
    • “Will join in-person”
  • Use the Contact column to tell us how to reach you if plans change and we can’t be there during your scheduled time.

This helps us make sure you have the support you need—thank you!

Special Instructions for Entering the Building (Weekend Only):

If you do not have after-hours access to the County Office Building, don’t worry. We’ll have someone at the Visitor’s Entrance to let you in.

You will need to:

  • Park in one of the lower open lots, as the upper lot is typically barricaded.
  • Call or text 434-242-0002 if no one is at the front door to let you in.

Thank you for your flexibility as we work through these details!

Computer Lab Hours:

  • Saturday: Open from 8 AM – 5 PM. Please sign up—if no one signs up, we may open later or close earlier.
  • Sunday: Open from 8 AM – 5 PM. Again, please sign up so we know when to expect folks.
  • Monday: Open starting at 7 AM.

Sign-off at 2 pm on Monday

We’ve worked with Payroll to give us more time on Monday. The final payroll sign-off has been moved to 2 PM, allowing us more time to enter everyone’s hours.

HR staff will be there to help—both online and in person—especially for our bigger departments. This is why it’s so important to sign up!

Thank you all so much for your time and teamwork. We really appreciate everything you’re doing.

Kronos Down & Early Sign-Off Next 2 Payroll Runs

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Kronos Down

As noted in the tech advisory that was just sent out, Kronos access is down. We are working with our partners in the Department of Technology and Local Government to restore access as quickly as possible.

Please instruct your employees to note the time for manual entry when the system is back online.

As a reminder, next week is a payroll week and we will have early sign-off due to the bank holiday. If access has not been restored by Friday, we will share additional plans to process payroll given the short timeline.

We will keep you all updated when Kronos is back online. Thank you for your patience and understanding.

Early Sign-off on Mon., June 16 due to Bank Holiday

Thursday, June 19 (Juneteenth) is a bank holiday. To ensure payroll processing is completed on time, the Kronos timecard final approval deadline has been moved up by two hours, from 1 p.m. to 11 a.m. on Monday, June 16.

Kronos timecard approval deadline: 11:00 AM on Monday, June 16, 2025

Please communicate this change and adjust your internal deadlines for employees and supervisors to review and approve their timecards accordingly.

Early Sign-off on Mon., June 30 due to Bank Holiday

Friday, July 4 (Independence Day) is a bank holiday. To ensure payroll processing is completed on time, the Kronos timecard final approval deadline has been moved up by two hours, from 1 p.m. to 11 a.m. on Monday, June 30.

Kronos timecard approval deadline: 11:00 AM on Monday, June 30, 2025

Please communicate this change and adjust your internal deadlines for employees and supervisors to review and approve their timecards accordingly.

Building Closure Reminders

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Hello Everyone! We hope this message finds you well. We’re sending out reminders as we’ve gotten a few questions about the Building Closure on Wednesday, May 14. The information below is a repeat of what was sent on 2/6/2025.

General Reminders 

Examples

For a 2-hour delay, employees will receive Building Closure Leave for any time they would normally be in the office during closures. Here are some examples:

  • If you work at an elementary school where the building typically opens at 7:30 AM and classes start at 7:45 AM, but today, due to the delay, the building opens at 9:30am and classes will begin at 9:45 AM. If your usual reporting time is 7:30 AM, today you should report by 9:30 AM and you will receive 2 hours of Building Closure Leave added to your timecard.
  • If you work at an elementary school where the building typically opens at 7:30 AM and classes start at 7:45 AM, but today, due to the delay, the building opens at 9:30am and classes will begin at 9:45 AM. If your usual reporting time is 8:30 AM, today you should report by 9:30 AM when the building opens and you will receive 1 hour of Building Closure Leave added to your timecard.
  • If you work at the County Office Building and your usual reporting time is 8:00 AM, you should report by 10 AM today. In this case, you will receive 2 hours of Building Closure Leave added to your timecard.
  • If you work at the County Office Building and your usual reporting time is 9:30 AM, you should report by 10 AM today. In this case, you will receive 30 minutes of Building Closure Leave added to your timecard.

If you have any questions or need further clarification, please don’t hesitate to contact time@k12albemarle.org or your Business Partner. 

Building Closure 2/6/2025

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Good Morning! We hope this message finds you well. Given the weather today, we’re sending reminder instructions below for Building Closures. 

As a reminder, timekeepers may want to bring their laptops home this weekend due to the forecasted snow for Monday. Please note that Monday is a payroll day.

General Reminders 

Examples

For a 2-hour delay, employees will receive Building Closure Leave for any time they would normally be in the office during closures. Here are some examples:

  • If you work at an elementary school where the building typically opens at 7:30 AM and classes start at 7:45 AM, but today, due to the delay, the building opens at 9:30am and classes will begin at 9:45 AM. If your usual reporting time is 7:30 AM, today you should report by 9:30 AM and you will receive 2 hours of Building Closure Leave added to your timecard.
  • If you work at an elementary school where the building typically opens at 7:30 AM and classes start at 7:45 AM, but today, due to the delay, the building opens at 9:30am and classes will begin at 9:45 AM. If your usual reporting time is 8:30 AM, today you should report by 9:30 AM when the building opens and you will receive 1 hour of Building Closure Leave added to your timecard.
  • If you work at the County Office Building and your usual reporting time is 8:00 AM, you should report by 10 AM today. In this case, you will receive 2 hours of Building Closure Leave added to your timecard.
  • If you work at the County Office Building and your usual reporting time is 9:30 AM, you should report by 10 AM today. In this case, you will receive 30 minutes of Building Closure Leave added to your timecard.

If you have any questions or need further clarification, please don’t hesitate to contact time@k12albemarle.org or your Business Partner. 

ADP Blackout, HRIS Office Hours, and Early Payroll Deadline – Dec. 2024 Updates

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ADP Blackout Period: Thurs., Dec 12 – Sun., Dec 15

We are planning a short blackout period in ADP for new entries and changes. The blackout will run from Thursday, December 12, to Sunday, December 15.

This period is necessary to process title changes for some licensed staff who are listed as Classroom Teachers in ADP. We’ve been working to better align their job titles with their actual roles. Our goal is to create job descriptions that are broad enough to avoid single-incumbent roles, but specific enough to remain accurate and useful. Additionally, we are realigning some of the classified pay scales and pay grades to ensure consistent separation between grades. Neither of these changes will impact employee pay.

Targeted communication will go out to impacted employees next week after the changes are finalized.

What to Remember during the ADP Blackout Period:

  • TalentEd will remain available. However, HR will pause processing newly submitted Hire Forms until the blackout period ends.
  • ADP will remain available to review information or run reports.

HRIS Office Hours for the week of 12/16/2024

We will be hosting two office hours sessions next week:

Monday, 12/16/2024 from 12:00 PM – 1:00 PM
Thursday, 12/19/2024 from 12:00 PM – 1:00 PM

Zoom link: https://k12albemarle.zoom.us/j/2900744257?pwd=bW83UFdEN2dJNVVKUVVDZWVhWnFPUT09

As always, feel free to contact time@k12albemarle.org with any questions if you are unable to make either of these sessions.

Early Sign-off on Mon., Dec. 30 due to Bank Holiday

Wednesday, January 1 (New Year’s Day) is a bank holiday. To ensure payroll processing is completed on time, the Kronos timecard final approval deadline has been moved up by two hours, from 1 p.m. to 11 a.m. on Monday, December 30.

Kronos timecard approval deadline: 11:00 AM on Monday, December 30, 2024

Please communicate this change and adjust your internal deadlines for employees and supervisors to review and approve their timecards accordingly.

Important Payroll Session for Timekeepers at Making Connections

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Instead of our regular office hours on Monday, November 4, Thomas Abell will host “Payroll Submissions for Timekeepers” at Making Connections. As a reminder, the week of Nov. 4 (next week) is a payroll week.

When: Monday, Nov 4, 10:15 AM – 11:30 AM
Where: AHS Room 123

This will be an Open Lab style workspace where timekeepers can complete time and attendance tasks before payroll sign-off. If you are the timekeeper responsible for payroll review next week for your school, department, or program, please sign up for this session. This is a great chance to get help and have dedicated time for your payroll tasks.

Thomas will be available to answer any questions you may have. We look forward to seeing you there!

Updates: Simplified Process for ADP Employee Changes Wizard & Sick Leave for New Hires

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Thank you all for paying attention to these important updates during this busy first week of school!

Simplified Process for ADP Employee Changes Wizard

Starting today, we’re piloting a new, simplified process for the ADP Employee Changes Wizard. Instead of filling out multiple fields, you’ll only need to complete the “When & Why” section with the following details:

  1. Effective Date: When you want the change to start.
  2. Reason: Why the change is needed.
  3. Notes: Any extra info you want to share. Please make sure to include all the important details about the change here.
  4. Attachments: Any relevant files you need to attach.

HR will handle the rest based on the information you provide in the “When & Why” section.

For updated guidelines, please refer to the revised “What to Submit in Employee Changes Wizard” documentation here.

If you have any questions, please email time@k12albemarle.org.

Supervisor Guidance: Supporting Attendance and Sick Leave

As you manage your team’s attendance, we want to ensure you have all the information you need to support both new and existing employees effectively.

(NEW) Sick Leave for New Employees:

  • Initial Sick Leave: We’re pleased to offer new employees who started on or after June 29, 2024, 5 days of sick leave right away. This is to help them settle in and manage any personal or family illness without the stress of unpaid leave.
  • Monthly Accrual: Starting September 1, new employees will earn 1 day of sick leave for each month they work. For example, if an employee works for 10 months, they’ll earn 10 days of sick leave. This is designed to support their well-being throughout the year.
  • Hours and Adjustments: The initial 5 days of sick leave are based on the employee’s hours at the start of the school year. This amount will not change if their hours go up or down, but the sick leave they earn each month will be based on their current hours for that month.
  • Communication: A targeted email will be going out to new hires later today about this benefit.

Remembering Our COVID Leave Support:

For those who remember the COVID pandemic, you may recall that we were given 5 days of sick leave when the COVID leave program ended. We are pleased to extend the same supportive measure to new employees to help them transition smoothly into their roles.

Encouraging Acceptable Attendance:

  • Attendance Standards: To help maintain a positive and productive work environment, we ask that employees aim to stay within the following attendance guidelines:
    • 10-month employees: Up to 10 days of certain absences per school year
    • 11-month employees: Up to 11 days
    • 12-month employees: Up to 12 days
  • Types of Absences Included: All absences, including sick leave, unpaid time, and unapproved missed time, are considered. Even if employees have plenty of sick leave or other paid leave available, we encourage them to manage their absences within these limits for a balanced and effective work schedule.
  • Types of Absences Not Included: Approved Personal/Annual Leave, FMLA Leave, Workers’ Compensation, Short-Term Disability (STD) Leave, Bereavement Leave
  • Review Process: Please use your discretion to review attendance over a rolling 12-month period. If attendance exceeds the acceptable limits, discuss this positively with the employee to find ways to support their needs while maintaining standards.

We appreciate your efforts in helping employees understand and meet these attendance expectations. Your supportive approach ensures a great work environment for everyone. If you have any questions or need further assistance, feel free to reach out to your Business Partner.

Thank you for your dedication and support!

ADP Job Changes Blackout May 1, 2024 – May 12, 2024

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For those of you who submit changes in ADP, reminder that ADP Blackout starts today.

Between May 1, 2024, and May 12, 2024, we will be enforcing a blackout of all ADP Job Changes. Timekeepers and managers should NOT submit any job changes within ADP during this time. If you have to submit a termination/resignation during the period, please reach out to your Business Partner. This blackout will only affect ADP. Please continue to enter any updates or changes as needed in SPA, and complete the correlating changes in ADP after the blackout has ended.

IMPORTANT: If you have any remaining changes for licensed employees for the 2024 – 2025 school year that have not be submitted in ADP please contact your Business Partner. This information is used to create the 2024 – 2025 licensed employee contracts. RIF hour changes must be submitted in this group. However, RIF terminations should not be processed at this time. This information was communicated in the SAB on 4/22/2024.

If you have started a change in ADP before the blackout without submitting, we recommend you cancel, and restart the change after the blackout.

Please hold any 10/11-month non-exempt changes until after the blackout.

Timekeepers: During this blackout, you will not be able to see Pay Rates in ADP. If you are also timekeeper for Kronos, you will still be able to view rates in Kronos.

A follow-up email will be sent on May 13 when the blackout has been lifted.