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
Meeting ID: 854 1553 7117 Passcode: 364379 One tap mobile +16465588656,,85415537117# US (New York) +16469313860,,85415537117# US
Dial by your location +1 646 558 8656 US (New York) +1 646 931 3860 US +1 301 715 8592 US (Washington DC) +1 309 205 3325 US +1 312 626 6799 US (Chicago) +1 720 707 2699 US (Denver) +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 386 347 5053 US +1 564 217 2000 US +1 669 444 9171 US +1 719 359 4580 US Meeting ID: 854 1553 7117 Find your local number: https://k12albemarle.zoom.us/u/kOEoZvfH8
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
Meeting ID: 854 1553 7117 Passcode: 364379 One tap mobile +16465588656,,85415537117# US (New York) +16469313860,,85415537117# US
Dial by your location +1 646 558 8656 US (New York) +1 646 931 3860 US +1 301 715 8592 US (Washington DC) +1 309 205 3325 US +1 312 626 6799 US (Chicago) +1 720 707 2699 US (Denver) +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 386 347 5053 US +1 564 217 2000 US +1 669 444 9171 US +1 719 359 4580 US Meeting ID: 854 1553 7117 Find your local number: https://k12albemarle.zoom.us/u/kOEoZvfH8
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 notbe 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.
Meeting ID: 854 1553 7117 Passcode: 364379 One tap mobile +16465588656,,85415537117# US (New York) +16469313860,,85415537117# US
Dial by your location +1 646 558 8656 US (New York) +1 646 931 3860 US +1 301 715 8592 US (Washington DC) +1 309 205 3325 US +1 312 626 6799 US (Chicago) +1 720 707 2699 US (Denver) +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 386 347 5053 US +1 564 217 2000 US +1 669 444 9171 US +1 719 359 4580 US Meeting ID: 854 1553 7117 Find your local number: https://k12albemarle.zoom.us/u/kOEoZvfH8
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
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
You are receiving this message because you are part of the Kronos Timekeepers/Time Approvers group.
This Monday we will be providing training for the upcoming transition for Subs and Temps to Kronos.
Timekeeper Training 9/26/2022 (see Zoom link below)
10am – 11am – Open Office Hours Zoom room – Thomas Abell/Kim Shigeoka available for questions (also time for timekeepers to complete Monday approval steps before sign-off)
11am – 12pm – Zoom Training- Thomas Abell/Kim Shigeoka to review subs/temps project in Kronos, describe multi-location sub/temps vs single home dept sub/temp, review training from summer on how to add labor level transfers
12pm – 1pm – Open Office Hours Zoom room – Thomas Abell/Kim Shigeoka open session for any questions before signoff.
Your ACPS HR Department is working to implement multiple projects to improve service to all ACPS employees. These projects include a new Human resources Information System, moving Subs and temps to Kronos and updates to the supplemental pay schedule. These will work together to improve our HR infrastructure for years to come.
We are working to move all Subs and temps to Kronos by early October to prepare for the HRIS system.
Changes for 2022:
All Schools Substitutes and Temps are required to be paid through Kronos after the sub/temp project goes live.
Payroll input will no longer be available
Hourly and Temporary employees will be required to submit all time via Kronos.
We be scheduling additional asynchronous ‘Office Hours’ to answer all your questions in the coming weeks. We hope you will join us Monday!
Topic: HR – Timekeepers Training and Office Hours Time: Sep 26, 2022 10:00 AM Eastern Time (US and Canada)
Meeting ID: 863 6325 3905 Passcode: 893795 One tap mobile +13017158592,,86363253905# US (Washington DC) +13092053325,,86363253905# US
Dial by your location +1 301 715 8592 US (Washington DC) +1 309 205 3325 US +1 312 626 6799 US (Chicago) +1 646 558 8656 US (New York) +1 646 931 3860 US +1 386 347 5053 US +1 564 217 2000 US +1 669 444 9171 US +1 719 359 4580 US +1 720 707 2699 US (Denver) +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) Meeting ID: 863 6325 3905 Find your local number: https://k12albemarle.zoom.us/u/kdsEXqzZ85
Due to the high number of missed punches at the beginning of the school year, we recommend using the “Pay Period Close” genie each week when approving timecards. This genie will show any employee with a missed punch. Missed punches must be corrected to ensure that each employee is properly compensated for their time worked. If the employee’s supervisor or timekeeper does not correct this error, HR must add another punch (one minute before or after the missed punch) to remove the error for signoff, and a historical correction will need to be made.
Please keep in mind, all corrections MUST be done by 1:00PM on the Monday following the end of a pay period (ex: 1:00PM on 9/12/2022 for the pay period from 8/27-9/9/2022).
Missed Punch report: • Go to the ‘Pay Period Close’ genie • ‘Missed Punch’ column – sort by descending • Correct any issues o To go to the timecard from the genie, highlight employee(s) then click on the ‘Go To’ button in the upper right hand, click timecards or double click on the employee’s name.
You are receiving this as a Kronos TimeKeeper or Time Approver. We want to share helpful information on the Historical Corrections (HC) process for employees who cleared their background checks prior to setup in Great Plains and appearing in Kronos. The article that originally shared the information is here.
You may file an HC as soon as the employee appears in Kronos. DO NOT enter time for previous pay periods in Kronos – it will not generate pay for the employee. The HC is the only way to ensure payment. You will need to scan and attach the paper timesheet where you have tracked time worked and the employee ID number to complete the HC.
You can access the HC Form to start the process. Please note that it is crucial to submit these as soon as possible so that HR has time to process the HC and any necessary calculations. If you do not submit your HC by 10 a.m. on Wednesday, September 7, 2022, we cannot guarantee that it will be on the 9/16/22 check due to payroll cutoff timelines for receiving this data. Those who do not make it on the 9/16 check will appear on the 9/30/22 check.
You are receiving this as a Kronos TimeKeeper/ Time Approver. This is important information you may want to share with your school’s Bookkeeper if you do not also do that work.
The Supplemental Pay Plan has been updated for 2022-2023 with some new rates and clarifications. This work was critical to moving subs and temps into Kronos, which will be launched during September. Please bookmark the link and use it when checking on rates of pay and assigning extra duties to ensure the correct rate of pay is discussed.
You are receiving this as a Kronos Timekeeper or Supervisor.
We hope the first few days of school have gone smoothly – we’ve seen and heard great things!
We continue to onboard and process new hires. We know some new hires who cleared background checks (TB screen/test and fingerprints) were able to start prior to being set up in Great Plains and making it into Kronos. As a reminder, you must be tracking time on paper for these employees until they can punch in Kronos. These employees will likely not receive a paycheck on September 2, 2022.
As soon as these employees appear in Kronos you can enter the hours worked for that pay period. Time entry in a previous pay period does not generate pay. You can also enter the Historical Correction at that time for the previous pay period to get into the payroll processing for the following run. These entries are time sensitive and may not make it into a run the week after entry. Please reassure the employee that you are tracking time and pay will be caught up based on the historical correction and entry in Kronos.
Finally, please be sure to point new hires, especially non-exempt new hires to the Kronos training materials so they are aware of how to punch in and out of work. Their timecards should be reviewed carefully for the first several pay periods to ensure accuracy and prevent under or over payment!
Those who enter temp and sub pay in Great Plains Payroll Input please remember you must fully exit the payroll input system no later than 1:00 p.m. Monday, August 29 so that the data can be pulled for the September 2 check!
Thanks for your diligence, and thanks for making the return to school for students and families and return to work for ten month employees amazing!! Please reach out with any questions.
Last week, this was shared with principals and department heads:
Dear Leadership Colleagues,
Human Resources has heard your concerns and understands your need to have newly hired staff start asap. We’ve been working with payroll to come up with a solution that would ensure proper pay and documentation of time worked while meeting your need for qualified adults working with and supporting students. We’ve focused primarily on teachers and bus drivers but know you need everyone possible in place to start the school year on the best note.
As such, once you receive notice from HR that an employee has been cleared to start (meaning that they have a clear TB check and clear criminal background check) they will be permitted to start on Wednesday, August 24 (first day for students). By informing the employees to start on that date, you as supervisor must agree to the following:
Supervisors will reach out to new hires with start dates after 8/24/22 to communicate the earlier start date and arrange that with the new hire.
Supervisors will communicate with new hires who start earlier than the start date on their letter that they most likely will not be paid on September 2 due to the accelerated start time. We expect their pay will come on September 16 check for all time worked (as long as time was tracked on paper and entered properly).
Supervisors understand and will communicate to the employee that their employee setup is not yet complete and they will have no access or incomplete access to ACPS technology tools (email, schoology, etc). Please do not reach out to HR or DOT to request these resources, as the employee’s data in the systems must be complete in order to create the electronic resources.
Supervisors and Timekeepers will track the employee’s time and attendance on paper and enter time worked for non-exempt employees in Kronos as soon as they appear in the Kronos system (once all the tech setup is complete). If the employee is not in Kronos by the end of the upcoming work period (Friday August 26, with supervisor approval of that week’s timecards no later than 1:00 p.m. on Monday August 29) you acknowledge that you will have to file a historical correction to get the employee paid properly and that you will continue manually tracking time worked by the employee until they appear in Kronos. The employee cannot be paid until they are “live” in Kronos, and all historical correction info will need to be submitted to ensure proper payment. Timekeepers will be able to see them in Kronos and should be checking for them to appear. A template for paper timesheets will be posted on the Kronos Timekeepers site by end of day Monday.
Supervisors will file an EAR with the employee name that indicates the actual start date of the employee so that the correct start date is logged in the system. This will be done no later than September 9, 2022.
We received approval for this flexibility from payroll due to the beginning of the school year and this is not a practice we will be able to honor beyond the current window (we will not be able to do accelerated starts after Sept 2). We appreciate your sticking with the timelines under normal circumstances.
Please take special care with ANY employee who is starting early.
