Author Archives: Kim Shigeoka

Building Closure Leave Reminders

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With the announcement that school would be canceled this morning and that all 12-month employees must report to work until all buildings are closed at 12:00 PM, we wanted to send a reminder of how to process Building Closure Leave in Kronos.

Building closure leave is paid leave that is only available to regular employees. Temporary employees are not eligible for building closure leave.

Each 10/11-month employee whose schedule is impacted by the cancellation should have Building Closure Leave applied to their timecard totaling their normal scheduled hours. Each 12-month employee whose schedule is impacted by the noon closure should have 4 hours of Building Closure Leave added to their timecard (ex: if a 12-month employee is only scheduled to work 4 hours per day which is worked in the morning, they should not receive any building closure leave).

Since ACPS no longer practices leave washing, building closure leave should be applied to timecards even if the employee had to work during the closure. 

Since exempt employee’s pay would not be impacted by building closure leave, it is not necessary to add it to their timecards.

Building Closure Leave SOP
(some links may be dead within this document, we are working on updating our Time and Attendance site)
How to add Building Closure Leave

GCQC Coverage of Schools Due to Weather and/or Emergency provides a policy overview of building closure and coverage during closures.

Kronos Outage (Intermittent)

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As many of you may have noticed, Kronos is currently down for some users. We have reached out to our partners with Gov IT and they have begun troubleshooting the issue. We are sorry for the inconvenience, but please instruct your employees if they cannot log-in to clock in/out to note the time for manual entry when the system is back online.

Again this is impacting some but not all users. If employees are able to log-in to Kronos they should continue to use normal processes.

We will keep you all updated on when Kronos is back online.

Leave Program & Historical Corrections Updates

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As you all read in the August 22 Compass https://compass.k12albemarle.org/?p=2343595, we have a few leave program updates that are taking effect today.

Leave Pilot for 10 & 11 Month, Benefits-Eligible Employees

Benefits-eligible, 10 & 11 Month employees will see Personal Leave and Sick Leave loaded in their Kronos Accruals today. This year, instead of accruing month by month, these leave types are front loaded for 10 & 11 month employees. Teachers will see their Personal Leave in a separate bucket from their Sick Leave.

End of COVID Leave Bank Program

To transition the end of the COVID Leave Bank Program, benefits-eligible employees will see 5 sick days added to their Sick Leave. This appears on timecards today as “1-Time Sick Leave Supplement” as a negative amount equal to 5 days (the amount appears negative to add it instead of use it).

The comment attached to the entry reads “Per the 8/22/2023 Compass article, ACPS has discontinued the COVID leave bank program. To assist with this transition, we are providing this one-time addition of five (5) sick leave days into the sick leave balances of benefits-eligible employees. Please note that while the number is a negative value, the code adds Sick Leave to your accruals.”

Time Off Request Button for Non-Exempt 10 & 11 Month Employees

We received reports this morning that the Time Off Request Button was missing for Non-Exempt 10 & 11 month employees. That has now been fixed.

Historical Corrections Backlog

As noted in our July 28 post, we are still seeing an increase in historical correction requests. Submissions are taking up to 2 paychecks before they are processed (3 – 5 weeks from submission). Please help us remind employees to look at their timecards in Kronos to ensure timely and accurate checks.

Office Hours for the Week of 7/31/2023 & NEW Dates for Required In-Person Administrator Training

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HRIS Office Hours Week of 7/31/2023

We will be hosting office hour sessions at the following times next week:

  • Monday, 7/31/2023 from 12:00 PM – 1:00 PM
  • Thursday, 8/3/2023 from 12:00 PM – 1:00 PM

Zoom link: https://k12albemarle.zoom.us/j/3447854320?pwd=cVZkQkFxMmF6bjVrOGNxaEF4T3pxdz09

As always, if you have any questions or need help with anything Kronos or ADP related, please feel free to reach out to Thomas Abell and Kim Shigeoka.

Required In-Person Administrator ADP and Kronos Training

We are moving the EAR process (employee changes for HR/Payroll) into ADP. Several of our Administrators have already completed the Employee Changes Wizard training – Thank you!

If you are a Principal, AP, Department/Program Directors, Deputy/Assistant Director and have not completed ADP training, sign up for one of the dates below. You are required to attend the first hour of training on ADP and the EAR process change. We encourage everyone to stay for the second hour of Kronos training (if you are a new Administrator you are required to stay for the second hour)

NEW Dates:

  • Wednesday, August 2 at 1pm – 3pm, Central Office (COB-McIntire), Room 320
  • Thursday, August 3 at 1pm – 3pm, Central Office (COB-McIntire), Room 320
  • Tuesday, August 8 at 1pm – 3pm, Central Office (COB-McIntire), Room 320

Click here to sign up. 

If you have any questions, please email Thomas Abell and Kim Shigeoka

Employee Changes Wizard Update for Timekeepers

We now have Terminations and Place on Leave workflows up in the employee changes wizard. You will find these under Job Changes in the list of other available change types.

We will be holding additional Timekeeper Employee Changes Wizard Training this fall.

Employee Changes Documentation

Employee Changes Wizard documentation will be maintained on this site: Employee Changes in ADP (sharepoint.com) Timekeepers these have been updated since training earlier this year.

  • EAR Training Outline: New Terms have been added to the table in this document (including the Pay Grade/Step naming schema)
  • NEW Employee Changes Wizard by Type: This document lists each workflow type in the wizard, what it is used for, and the information needed to be submitted for each. (shared during Administrator Training) – Timekeepers we encourage you to take a look at this new document

Employee Changes in ADP (sharepoint.com)

Historical Corrections

Please be aware we’ve been receiving an increase in historical correction requests and are trying to get them processed as fast as we can. Historical Corrections may take up to two payroll cycles to process until we are able to catch up.

Have a great weekend!

Office Hours for the Week of 7/17/2023

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We will be hosting one office hour session this coming week:

Monday, 7/17/2023 from 12:00 PM – 1:00 PM
Thursday, 7/20/2023 from 12:00 PM – 1:00 PM

Zoom link: https://k12albemarle.zoom.us/j/3447854320?pwd=cVZkQkFxMmF6bjVrOGNxaEF4T3pxdz09

Update: Quick Time Stamp Fixed

Some of you reported that some employees using the Quick Time Stamp were getting an error message (but the clock in/out was appearing properly on the timecard). The issue with the incorrect error message should be fixed. Please let us know at time@k12albemarle.org if the error reappears.

Error that should be fixed: The HTML Framework has detected an exception in the application that you are attempting to access. The exception has not been caught; the application has failed to load. Please contact your system administrator.

Kronos Outage/Slowdown

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As some of you may have noticed, Kronos was taking a much longer time to load than normal. We believe it is back up and running normally at this time. Timekeepers, please take some time tomorrow to review your missed punch log for this afternoon.

Timekeepers and Supervisors will have to key any missed punches for these employees when Kronos is back up.

Please feel free to reach out to Thomas Abell via email with any questions regarding this outage.