2023

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

Posted on October 28, 2022 by Kim Shigeoka

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

Posted on October 21, 2022 by Thomas Abell

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

Meeting ID: 854 1553 7117
Passcode: 364379
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Find your local number: https://k12albemarle.zoom.us/u/kOEoZvfH8

Sub Incentive Program Refresher

Posted on October 14, 2022 by Thomas Abell

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.

Oct 12 – Subs, Temps, Extra Work update

Posted on October 12, 2022 by Kim Shigeoka

GP to ADP migration

We are in a GP to ADP migration period from today until Sunday. If you’ve told the HRIS team about updates needed for specific employees, we will be applying those changes as soon as possible on Monday. They should start appearing next Tuesday, October 18.

HR Office Hours

As a reminder, we will be hosting twice daily office hours over the next two weeks. Timekeepers and Supervisors are welcome to join to ask questions or to walk through how to do things in Kronos with our HRIS Team.

Dates: Monday, October 10 – Friday, October 21
Times: 10am – 11am and 3pm – 4pm

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

Meeting ID: 854 1553 7117
Passcode: 364379
One tap mobile
+16465588656,,85415537117# US (New York)
+16469313860,,85415537117# US

Oct. 11 – Update for Subs, Temps, Extra Work

Posted on October 11, 2022 by Kim Shigeoka

Good Afternoon Timekeepers!

You’ll find in this post:

How to Build a Hyperfind
Direct links to Training Videos
Link to a DRAFT Supplemental Pay Scale with Work Rules
Reminder of our twice daily HRIS Office Hours

How to Build a Hyperfind

Hyperfinds in Kronos lets you filter the list of displayed employees (so you can see just those at your School/Department for example).
Only Timekeepers will need to build a Hyperfind. Supervisors/Principals will only see people who Report To them. If your Principal/Supervisor needs to see an employee’s timecard that isn’t one of their primary reports, you can add a Labor Level 3 Reports To transfer directly to the timecard.
Below are a training video and screen shots on how to build a hyperfind in Kronos

How to Build a Hyperfind Training Video

Step by Step: How to Build a Hyperfind

On the top right corner click on “All Home” and “New…” at the bottom

Change Visibility to “Personal”, Click on “Accounts” under Time Management, Click on “HR Dept Code”, Type part of your school/department name in front of the asterisk and hit “Search”

Move the HR Dept Code you want to see to the Selected Items, Find should read “Any Home or transferred-in employees who worked in the specified accounts”, Click Add

Click to “User Account Status” under User Information, Click on “Exclude people who meet this condition”, Status: “Inactive”, As of “Today”, then Click “Add” at the bottom of the screen.
- Note: This step excludes all inactive employees so you don’t see those that have termed but are in the system for a few weeks after their termination (in case payouts or other adjustments need to be added).

Add a Query Name that makes sense to you and click Save

You’ll now have this Hyperfind available for you to use with any of the available Genies. Remember to change your date selection as needed.

Direct Links to Training Videos

Intro for Non-Exempts

Clocking In With A Labor Level Transfer

Intro for Exempts

Labor Level Detailed Explanation

Labor Level Transfers

Timekeeper/Supervisor Walkthrough

Using the Scheduler

Genie Overview

Supplemental Pay Scale Updated

Here is a link to the DRAFT Supplemental Pay Scale that lists the work rules that have been finalized. We’re still getting some feedback on a few remaining programs and working on clarifying questions for the Substitute Incentive Program.

HR Office Hours

As a reminder, we will be hosting twice daily office hours over the next two weeks.

Dates: Monday, October 10 – Friday, October 21
Times: 10am – 11am and 3pm – 4pm

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

Meeting ID: 854 1553 7117
Passcode: 364379
One tap mobile
+16465588656,,85415537117# US (New York)
+16469313860,,85415537117# US

Quick Update for Subs, Temps, Extra Work

Posted on October 6, 2022 by Kim Shigeoka

Good morning!

Thank you to everyone for all of the great feedback and questions that have been coming in.

Work Rule Transfer Change

Given the feedback we’ve received, we will not be enabling the ability for employees to select their own work rule transfer when they clock in. They will only be able to select their Department / School (Labor Level 1) when they clock in. Timekeepers (or supervisors) will need to continue adding the work rule transfer.

We will revisit enabling work rule transfers by employees at a future date.

Online Office Hours Schedule

We will be hosting online daily office hours starting on Monday, October 10 through Friday, October 21 at 10am – 11am and at 3pm – 4pm. The zoom link to the officers hours are below.

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

Meeting ID: 854 1553 7117
Passcode: 364379
One tap mobile
+16465588656,,85415537117# US (New York)
+16469313860,,85415537117# US

Notes from Monday, Sept. 26, 2022 Training

Posted on September 30, 2022 by Kim Shigeoka

Thank you to everyone who was able to join us for Office Hours and Training on Monday!

Overview

What’s changing:

All paid work to be processed through Kronos by end of October.
All Subs and Temps will be able to use Kronos by Oct. 10
Extra work payments for regular employees will be entirely in Kronos by Oct. 10
GP Payroll Transaction Entry will go away on Oct. 10

Who’s affected:

Subs and Temps
Part time employees who work in a second position (extra work)
Full time employees who work in a second position (extra work)

What doesn’t change:

Paid work for full time and part time employees working in a single position

Details of the change:

There are 3 types of subs/temps or secondary positions:

Employee works in one primary sub/temp position:
- Employee’s primary position is set-up with
  - Rate: Various, based on negotiated/established by department/school
  - Department/School: Various, based on where the employee works
  - Supervisor: Various, based on who the employee reports to
  - Account Code: Various, based on the role and location
- Employee clocks in and out in Kronos
- No additional transfers are needed
- Supervisor/Timekeeper reviews clock in and out times for accuracy and approves timecard weekly
Employee works in multiple sub/temp positions:
- Employee’s primary position is set-up with
  - Rate: $0
  - Department/School: Substitutes
  - Supervisor: HR Sub Coordinator (Eva McGhee)
  - Account Code: Suspense Account
- Employee clocks in and out in Kronos
- Employee selects in Kronos the Department/School (Labor Level 1) and Rate description (Work Rule) when they clock in
  - Work Rules will be listed on the Supplemental Pay Scale
- Timekeeper reviews employee transfers for accuracy and adds correct account code to the transfer
  - Timekeeper can choose to use calendar to pre-schedule transfers
- HR Sub Coordinator will reach out to timekeepers if any employee has clock in and out times but is missing transfer information
Employee work in a regular position and does extra work:
- Employee’s primary position is set-up with their regular position information
- Non-exempt employees like TAs clock in and out in Kronos for primary position
  - Exempt employees like teachers do not clock in and out for their primary position)
- Employee clocks in and out in Kronos for extra work (including exempt teachers)
- For extra work, employee selects in Kronos the Department/School (Labor Level 1) and Rate description (Work Rule) when they clock in
  - Work Rules will be listed on the Supplemental Pay Scale
- Timekeeper for the extra work reviews employee transfers for accuracy and adds correct account code to the transfer if needed
  - Timekeeper can choose to use calendar to pre-schedule transfers
- *Note: Exempt employees like teachers will not receive extra duty payments if transfers are not applied properly in Kronos
- *Note: Non-exempt employees like TAs will not receive correct extra duty payments if transfers are not applied properly in Kronos

More Information to Follow (be on the lookout for additional emails):

We are still exploring if subs, temps, extra work transfers (labor level 1 and work rule transfer) can be applied on the mobile app or biometric devices. Currently they are only available on the Kronos web browser.
We are updating training documentation and videos for subs, temps, extra work for all employees
The HRIS team will have additional office hours and training sessions in the coming weeks

Link to recording of this week’s training:

Monday, Sept. 26 Training/Refresher

Frequently Asked Questions

We received a lot of great questions at our office hours on Monday. We are working on creating an FAQ page for our timekeepers and supervisors. Here are a few questions and answers we have collected for you.

What are timekeepers responsible for doing?

Timekeepers support the administration of time and attendance policies throughout their department/school. They monitor compliance with time and attendance policies and escalate issues to the supervisor/principal. This includes a weekly review of timecards for:

Clock in/out – requires tracking down and correcting any remaining missed punches or double punches
Leave – requires checking that leave has been added to timecards to the best of their knowledge, requires follow-up with appropriate supervisor/principal if leave requests are missing or pending
Transfers – check and apply missing labor level transfers, work rule transfers, and pay codes. Confirm that they are correct and accurate to the best of their knowledge
Escalate any recurring issues or challenges to the appropriate supervisor/principal for follow-up
May be required to approve all employee timecards; Varies by department/school
- If you are unclear if this is your role, check with your department head/principal
- Every timecard must be approved by either the supervisor or the timekeeper

What are supervisors responsible for doing?

Supervisors are responsible overall for the compliance of their employees to follow time and attendance policies. They rely on their Timekeeper(s) to help escalate and monitor compliance on a day-to-day basis. This includes a weekly review of timecards for:

Leave requests that are missing or pending
Approve all direct report timecards; varies by department/school
- If you are unclear if this is your role, check with your department head/principal
- Every timecard must be approved by either the supervisor or the timekeeper

Student Supervision for Bus Double Backs

Going forward, any employee supervising students due to bus double backs will be paid as follows:

Non-exempt employees (like TAs) will either remain clocked in until they are done supervising or will clock back in until the work is done. This extra work will come out of their primary position’s account code.
Exempt employees (like teachers) must document extra time work on a timesheet and give that to their timekeeper by the end of each week
- Exempt employees (like teachers) cannot clock in and out of Kronos yet, they will be able to do so by Oct. 10
- Timekeepers need to:
  - Add the clock in and out to Kronos
    - Can require employees to clock in and out starting Oct. 10
  - Add the “Teacher Extra Work” work rule to the clock in and out time
    - Can require employees to select work rule when they clock in starting Oct. 10
  - Add the account code for your school (listed below)

Account Codes for Exempt Employees for Bus Double Back:

School	Account Code
Agnor-Hurt Elementary	4-2000-62100-461101-160200-6116
Baker-Butler Elementary	4-2000-62100-461101-160200-6117
Broadus Wood Elementary	4-2000-62100-461101-160200-6101
Brownsville Elementary	4-2000-62100-461101-160200-6102
Crozet Elementary	4-2000-62100-461101-160200-6103
Greer Elementary	4-2000-62100-461101-160200-6104
Hollymead Elementary	4-2000-62100-461101-160200-6105
Meriwether Lewis Elementary	4-2000-62100-461101-160200-6106
Mountain View Elementary	4-2000-62100-461101-160200-6114
Murray Elementary	4-2000-62100-461101-160200-6115
Red Hill Elementary	4-2000-62100-461101-160200-6107
Scottsville Elementary	4-2000-62100-461101-160200-6109
Stone-Robinson Elementary	4-2000-62100-461101-160200-6110
Stony Point Elementary	4-2000-62100-461101-160200-6111
Woodbrook Elementary	4-2000-62100-461101-160200-6112
Burley Middle School	4-2000-62100-461101-160200-6251
Henley Middle School	4-2000-62100-461101-160200-6252
Journey Middle School	4-2000-62100-461101-160200-6253
Lakeside Middle School	4-2000-62100-461101-160200-6255
Walton Middle School	4-2000-62100-461101-160200-6254
Albemarle High School	4-2000-62100-461101-160200-6301
Center 1	4-2000-62100-461101-160200-6308
Community Lab School	4-2000-62100-461101-160200-6280
Monticello High School	4-2000-62100-461101-160200-6304
Western Albemarle High School	4-2000-62100-461101-160200-6302

For a PDF printable copy of these notes click here