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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.

Server Maintenance 5/22/2023

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Albemarle County’s IT team will be performing regular server maintenance between
6:00 PM and 7:00 PM on 5/22/2020.

Kronos will be impacted by this downtime as it is hosted on the county’s servers.

If you or any of your employees will be working at this time, please be aware that a record of punches will need to be kept and reentered by a timekeeper or supervisor when the servers are back up and running.

Please feel free to reach out to Thomas Abell at tabell2@k12albemarle.org with any questions.

Office Hours for the week of 2/13/2023

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Office Hours

We will be hosting two office hour sessions this week:

  • Monday, 2/13/2023 from 12:00 PM – 1:00 PM
  • Friday, 2/17/2023 from 2:00 PM – 3:00 PM

Zoom Link: https://k12albemarle.zoom.us/j/85415537117?pwd=NXVLZWhOOTZiMDZVNUw5dlFxZXdDUT09

Please feel free to reach out to your HRIS team with any questions or concerns. Have a great weekend!

Paid Non-Work Days, Payroll the Week of 12/19 & Upcoming Office Hours

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Paid Non-Work Days

Per the Division Compass message sent on 12/6/2022, a total of 5 paid days will be given to all non-exempt 10/11 month employees during this upcoming holiday break. Please let your employees know that these paid non-work days will be seen in Kronos by the end of this week and will be paid out on the 1/6/2023 paycheck.

Payroll for the week of 12/19

With the holiday break starting next week, we wanted to remind all timekeepers that if you plan to take off on Monday, 12/19/2022, you must ensure that your timekeeping duties are still completed in time for payroll sign off to occur at 1:00PM. If a backup must be designated, please make sure that they are aware of all normal checks that must be done (feel free to reach out to your HRIS team, Thomas Abell & Kim Shigeoka if you require any help).

Upcoming Office Hours

We will be hosting office hours sessions on the following days:

  • Thursday, 12/15/2022 from 1:00PM – 2:00 PM
  • Monday, 12/19/2022 from 11:00AM – 12:00PM

As always, if you need any help outside of this time, please reach out to Thomas Abell, Kim Shigeoka, or time@k12albemarle.org

Have a safe break & Happy Holidays!

Bank holiday weeks, retirees in Kronos, e-EARs, and other reminders

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Bank Holiday Weeks – Impact to Final Approval and Sign-off in Kronos

Friday, November 11 (Veteran’s Day) is a bank holiday. We will be issuing paychecks on Thursday, November 10 so that employees will receive their pay that week.

In order to allow payroll to process the data in time, we must move the Kronos timecard final approval deadline up two hours from 1 p.m. to 11 a.m. to ensure that paychecks will be issued by November 10.

Kronos timecard approval Monday, November 7 is 11 a.m.

Please communicate and adjust your internal Schools/Department deadlines as needed for employees and supervisors to review and approve their timecards. We recommend that you begin your normal timecard review processes late next week.

Note: Monday, November 7 is also Making Connections

Retirees in Kronos

We’ve had a few questions come in about retirees displaying in Kronos this week. All of our VERIP (Voluntary Early Retirement Incentive Program) employees were brought into Kronos as some of them do Sub/Temp for the Division. We have cleaned up that information so that only those who are working should be displaying now. If you need access to one of our VERIP employees, please reach out to us at time@k12albemarle.org or attend one of our Office Hours next week.

Electronic EARs

The electronic EAR system pulls from GP. If you are a supervisor or timekeeper who submits e-EARs, please note that the information listed under current information may be outdated. To review current information, supervisors can review direct and indirect reports in ADP under My Team. Timekeeper set-up to review department/school information is still under construction. Thank you for your patience everyone!

Reminder: ACPS Subs and Temps

Quick reminder that all ACPS Subs entered into Kronos must have an:

  • Account Code labor level transfer and a Work Rule transfer added by the School/Department Timekeeper (or supervisor)
  • This is in addition to the School/Department Labor Level 1 that the employee selects

ACPS Timekeeper Archives

Reminder if you need to view a past ACPS Timekeeper issue you can visit the archives at https://timekeepers.k12albemarle.org/

Office Hours Week of 10/31/2022

Monday, 10/31/2022, Wednesday, 11/2/2022, and Friday, 11/4/2022:

1:00 p.m. to 2:00 p.m.

https://k12albemarle.zoom.us/j/85415537117?pwd=NXVLZWhOOTZiMDZVNUw5dlFxZXdDUT09

Please feel free to reach out to us directly if there is a time that works better for you.

As always, thank you for your continued work and have a great weekend!

Office Hours for the Week of 10/24-10/28

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We will continue to hold office hours next week on the following days:

Monday, 10/24/2022, 9:30-11:30 AM (extended session to help with any questions before sign-off occurs at 1:00 PM)

Wednesday, 10/26/2022, 1:00-2:00 PM

Friday, 10/28/2022, 1:00-2:00 PM

As always, if there is a time that works better for you, please feel free to reach out directly to Thomas Abell or Kim Shigeoka, and we will do our best to make something work.

Have a great weekend!

https://k12albemarle.zoom.us/j/85415537117?pwd=NXVLZWhOOTZiMDZVNUw5dlFxZXdDUT09

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Sub Incentive Program Refresher

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We are in the process of reworking the documentation behind the Sub Incentive Program but wanted to reach out to you all with a few reminders.

This program is only meant to be used for employees covering for a missing teacher.

Only time that an employee spends covering a classroom for a missing teacher is covered. If an employee is covering for a Teaching Assistant, Office Associate, or any other non-teaching positions, Sub Incentive Pay should NOT be applied.

School-Based Substitutes.

Per the School-Based Substitute job description:

The School-based Substitute Teacher covers classroom teacher, specialist, or teaching assistant roles based on school needs each day. Additional responsibilities may include covering for Office Associates or supporting instruction with a classroom teacher.

Based on this description, covering for employees that are missing is built into the role and rate of pay. Therefore, they do no qualify for the Sub Incentive Pay program since the role itself encompasses what we are asking teachers and teaching assistants to do for the incentive.

Work done outside of scheduled hours.

If an employee is asked to cover a classroom teacher outside of their regular scheduled hours, Sub Incentive should not be applied. Instead, the Sub – Full Day or Sub – Half Day work rule should be applied to ensure the employee is properly compensated for the time worked.