We hope this message finds you well. Given the weather this week, we’re sending reminder instructions below for Building Closures including special instructions for Monday, 1/6/2025 as a telework day.
A printable copy of this message can be found here: 01.06.2025 Building Closure Leave Instructions
General Reminders
- Building closure leave is paid leave that is only available to regular employees. Temporary employees are not eligible for building closure leave.
- 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 actively working on updating our Time and Attendance site documents) - 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.
- Please refer to our previous FAQ Post on Building Closure Leave
Special Instructions for Monday 1/6/2025
Due to the snow day on Monday, professional development was scheduled for teachers, and leadership decided to implement a telework day for those scheduled to work and able to do so.
For non-exempt employees scheduled to work (200, 220, or 260-day schedules), timecards will need to be reviewed individually. Those working less than 200 days were not scheduled to work and no building closure leave is necessary. Here’s the process to follow:
- Review Timecards:
- Employees should have clocked in and out as usual.
- Any time missed up to their regular scheduled hours should be supplemented with Building Closure Leave for Monday.
- Use the “HR BP Genie” in Kronos:
- Set the calendar to Monday.
- Group the Employment Terms column by clicking the drop-down arrow and selecting “Group By this column”
- Optional: You can collapse all the rows by clicking the arrow above the header row
- Look for non-exempt employees using the “Employment Terms” column – non-exempt employees have an employment term that ends in “NE” or have the word “non-exempt” in it.
- Identify non-exempt employees who worked less than their full scheduled day by comparing the “Regular Pay” column with the “Daily Hours” column.
- For Employees with Time Worked: For employees who worked less than their normal schedule, adjust the timecard by adding Building Closure Leave up to their scheduled hours.
- For Employees with No Hours Worked: You can do this in bulk actions for everyone with the same standard daily hours.
- Select all non-exempt employees with no hours.
- Click Timekeeping then select “Add Pay Code” and apply Building Closure Leave for a full day, matching their scheduled daily hours.
- For Employees with Leave:
- If they had already requested a full day of leave (i.e., annual, personal, or sick leave), the requested leave will remain on the timecard, and no additional building closure leave is added.
- For employees who had a partial day of leave and could not telework on Monday, adjust the timecard by adding Building Closure Leave up to their scheduled hours.
- Double Checking: To double check that everything looks right you can compare the “Daily Hours” column with the “Total Hours” column. These should match. If “Total Hours” is higher than Daily Hours, then the employee’s “Regular Pay” column should be the reason for going over (not Leave Used or Building Closure Leave)
- Note for Exempt timecards:
- You do not have to add Building Closure Leave to Exempt timecards. If you have already done so, that is also fine. Those create records only and do not impact pay.
- For employees required to be on-site on Monday:
- Add the “Essential Personnel” work rule to the on-site time worked on the employee’s timecard in Kronos.
If you have any questions or need further clarification, please don’t hesitate to contact time@k12albemarle.org or your Business Partner.
