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:

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)

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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.

Good afternoon Kronos Timekeepers and Approvers!

Last week, this was shared with principals and department heads:

Please take special care with ANY employee who is starting early.

We have included a template for timekeeping on paper here.

Let us know if you have any questions!

You are receiving this as a Kronos Timekeeper or Time Approver.

We are so excited as we gear up to welcome staff and students back, along with new hires!

As you acclimate new hires, please keep these resource in mind:

Overall Kronos resource center.

Employee timecard approval.

Submitting a leave request – teachers.

Submitting a leave request – non-exempt employees (TAs, OAs, support staff eligible for overtime).

Submitting a leave request – other exempt employees.

We are working to update the documentation. Updates will include videos showing the screen and guiding users through each click.

***Please note: Teachers and other exempt employees must enter hours worked per day on their leave request. Otherwise, it will not subtract hours from their leave balance.

Please reach out if you have any questions.

You are receiving this message because you are on the list of timekeepers and/or approvers.

Human Resources has received questions about New Teacher Academy and how new hires are logging their time in Kronos. New teachers have an official start date of August 15th, 2022 and do not go “live” in Great Plains or Kronos until that date. As such, days of work for New Teacher Academy are being logged and daily pay will be entered centrally for those individuals. The goal is for this to happen through Payroll Input, and that it will make their checks on September 2, 2022. Timekeepers and new teachers do not need to take any action, other than signing in daily for the day’s activities.

Please refer to Lauren Price’s email and spreadsheet to complete school-based information and ensure accurate payment.

You are receiving this as part of the Kronos Timekeepers and Time Approvers group.

We want to share information that may be helpful as employees onboard. The system is designed to generate a message to the new hire providing the ADP registration information. Right now that process is not working and we are working with the company to address the issue. When the process works as expected, sometimes the emails go to the junk folder, or an employee suspects they are “phishing” and deletes them.

When an employee needs a new registration link, they may reach out to hr@k12albemarle.org for assistance. They can generate new registration emails to employees who may not have received one, or who have lost track of the one they received on hire. Employees should do this from their work accounts, not a personal one, so that we know it is not a phishing request.