Category Archives: ADP

Kronos Outage 3/10/2025

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As many of you know, Kronos is currently down for ACPS employees. We have contacted our partners in Gov IT and our Department of Technology, and they have begun troubleshooting the issue. Please instruct your employees to note the time for manual entry when the system is back online.

As this is a payroll Monday, we may need to delay the 1:00 PM cutoff for signoff. Once the system has been restored, we will confirm when signoff will take place.

We will keep you all updated when Kronos is back online.

Thank you for your patience and understanding.

HRIS Office Hours for the Week of 3/10/2025

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We will be hosting two office hours sessions this week:

Monday, 3/10/2025 from 12:00 PM – 1:00 PM
Friday, 3/13/2025 from 12:00 PM – 1:00 PM

Zoom link: https://k12albemarle.zoom.us/j/3447854320?pwd=cVZkQkFxMmF6bjVrOGNxaEF4T3pxdz09

As always, feel free to contact time@k12albemarle.org with any questions if you are unable to make either of these sessions.

ADP Blackout, HRIS Office Hours, and Early Payroll Deadline – Dec. 2024 Updates

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ADP Blackout Period: Thurs., Dec 12 – Sun., Dec 15

We are planning a short blackout period in ADP for new entries and changes. The blackout will run from Thursday, December 12, to Sunday, December 15.

This period is necessary to process title changes for some licensed staff who are listed as Classroom Teachers in ADP. We’ve been working to better align their job titles with their actual roles. Our goal is to create job descriptions that are broad enough to avoid single-incumbent roles, but specific enough to remain accurate and useful. Additionally, we are realigning some of the classified pay scales and pay grades to ensure consistent separation between grades. Neither of these changes will impact employee pay.

Targeted communication will go out to impacted employees next week after the changes are finalized.

What to Remember during the ADP Blackout Period:

  • TalentEd will remain available. However, HR will pause processing newly submitted Hire Forms until the blackout period ends.
  • ADP will remain available to review information or run reports.

HRIS Office Hours for the week of 12/16/2024

We will be hosting two office hours sessions next week:

Monday, 12/16/2024 from 12:00 PM – 1:00 PM
Thursday, 12/19/2024 from 12:00 PM – 1:00 PM

Zoom link: https://k12albemarle.zoom.us/j/2900744257?pwd=bW83UFdEN2dJNVVKUVVDZWVhWnFPUT09

As always, feel free to contact time@k12albemarle.org with any questions if you are unable to make either of these sessions.

Early Sign-off on Mon., Dec. 30 due to Bank Holiday

Wednesday, January 1 (New Year’s Day) is a bank holiday. To ensure payroll processing is completed on time, the Kronos timecard final approval deadline has been moved up by two hours, from 1 p.m. to 11 a.m. on Monday, December 30.

Kronos timecard approval deadline: 11:00 AM on Monday, December 30, 2024

Please communicate this change and adjust your internal deadlines for employees and supervisors to review and approve their timecards accordingly.

Updates: Simplified Process for ADP Employee Changes Wizard & Sick Leave for New Hires

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Thank you all for paying attention to these important updates during this busy first week of school!

Simplified Process for ADP Employee Changes Wizard

Starting today, we’re piloting a new, simplified process for the ADP Employee Changes Wizard. Instead of filling out multiple fields, you’ll only need to complete the “When & Why” section with the following details:

  1. Effective Date: When you want the change to start.
  2. Reason: Why the change is needed.
  3. Notes: Any extra info you want to share. Please make sure to include all the important details about the change here.
  4. Attachments: Any relevant files you need to attach.

HR will handle the rest based on the information you provide in the “When & Why” section.

For updated guidelines, please refer to the revised “What to Submit in Employee Changes Wizard” documentation here.

If you have any questions, please email time@k12albemarle.org.

Supervisor Guidance: Supporting Attendance and Sick Leave

As you manage your team’s attendance, we want to ensure you have all the information you need to support both new and existing employees effectively.

(NEW) Sick Leave for New Employees:

  • Initial Sick Leave: We’re pleased to offer new employees who started on or after June 29, 2024, 5 days of sick leave right away. This is to help them settle in and manage any personal or family illness without the stress of unpaid leave.
  • Monthly Accrual: Starting September 1, new employees will earn 1 day of sick leave for each month they work. For example, if an employee works for 10 months, they’ll earn 10 days of sick leave. This is designed to support their well-being throughout the year.
  • Hours and Adjustments: The initial 5 days of sick leave are based on the employee’s hours at the start of the school year. This amount will not change if their hours go up or down, but the sick leave they earn each month will be based on their current hours for that month.
  • Communication: A targeted email will be going out to new hires later today about this benefit.

Remembering Our COVID Leave Support:

For those who remember the COVID pandemic, you may recall that we were given 5 days of sick leave when the COVID leave program ended. We are pleased to extend the same supportive measure to new employees to help them transition smoothly into their roles.

Encouraging Acceptable Attendance:

  • Attendance Standards: To help maintain a positive and productive work environment, we ask that employees aim to stay within the following attendance guidelines:
    • 10-month employees: Up to 10 days of certain absences per school year
    • 11-month employees: Up to 11 days
    • 12-month employees: Up to 12 days
  • Types of Absences Included: All absences, including sick leave, unpaid time, and unapproved missed time, are considered. Even if employees have plenty of sick leave or other paid leave available, we encourage them to manage their absences within these limits for a balanced and effective work schedule.
  • Types of Absences Not Included: Approved Personal/Annual Leave, FMLA Leave, Workers’ Compensation, Short-Term Disability (STD) Leave, Bereavement Leave
  • Review Process: Please use your discretion to review attendance over a rolling 12-month period. If attendance exceeds the acceptable limits, discuss this positively with the employee to find ways to support their needs while maintaining standards.

We appreciate your efforts in helping employees understand and meet these attendance expectations. Your supportive approach ensures a great work environment for everyone. If you have any questions or need further assistance, feel free to reach out to your Business Partner.

Thank you for your dedication and support!

ADP Job Changes Blackout May 1, 2024 – May 12, 2024

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The ADP Job Changes Blackout has been lifted.

Please make any ADP changes that you have been holding or that you may have had to cancel before the blackout began.

Using the “Show as of” Date in ADP on the Employment Profile will display next year’s rates (6/29/2024 for all exempt 12-month and all non-exempt 10/11/12-month, 7/13/2024 for exempt 11-month, 8/10/2024 for exempt 10-month). Audits are being run today to double/triple-check information.

ADP Job Changes Blackout May 1, 2024 – May 12, 2024

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For those of you who submit changes in ADP, reminder that ADP Blackout starts today.

Between May 1, 2024, and May 12, 2024, we will be enforcing a blackout of all ADP Job Changes. Timekeepers and managers should NOT submit any job changes within ADP during this time. If you have to submit a termination/resignation during the period, please reach out to your Business Partner. This blackout will only affect ADP. Please continue to enter any updates or changes as needed in SPA, and complete the correlating changes in ADP after the blackout has ended.

IMPORTANT: If you have any remaining changes for licensed employees for the 2024 – 2025 school year that have not be submitted in ADP please contact your Business Partner. This information is used to create the 2024 – 2025 licensed employee contracts. RIF hour changes must be submitted in this group. However, RIF terminations should not be processed at this time. This information was communicated in the SAB on 4/22/2024.

If you have started a change in ADP before the blackout without submitting, we recommend you cancel, and restart the change after the blackout.

Please hold any 10/11-month non-exempt changes until after the blackout.

Timekeepers: During this blackout, you will not be able to see Pay Rates in ADP. If you are also timekeeper for Kronos, you will still be able to view rates in Kronos.

A follow-up email will be sent on May 13 when the blackout has been lifted.

ADP Job Changes Blackout May 1, 2024 – May 12, 2024

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For those of you who submit changes in ADP, please read the following:

Between May 1, 2024, and May 12, 2024, we will be enforcing a blackout of all ADP Job Changes. Timekeepers and managers should NOT submit any job changes within ADP during this time. If you have to submit a termination/resignation during the period, please reach out to your Business Partner. This blackout will only affect ADP. Please continue to enter any updates or changes as needed in SPA, and complete the correlating changes in ADP after the blackout has ended.

IMPORTANT: Any changes for a licensed employee for the 2024 – 2025 school year must be submitted before the blackout begins. This information is used to create the 2024 – 2025 licensed employee contracts. RIF hour changes must be submitted in this group. However, RIF terminations should not be processed at this time. This information was communicated in the SAB on 4/22/2024 (copied below).

If you have started a change in ADP before the blackout without submitting, you will need to cancel, and restart the change after the blackout.

Please hold any 10/11-month non-exempt changes until after the blackout.

A reminder email will be sent on May 1 when the blackout is initiated, and a follow-up email will be sent on May 13 when the blackout has been lifted.

SAB message sent on 4/22/2024:

Reminder: ADP Job Changes  

Supervisors and those who initiate employee job changes in ADP: Proceed NOW with submitting changes for Licensed staff for 2024-2025. We need all known changes (like RIFs, increases in hours, and voluntary reductions) so that HR can prepare employee contracts for release and signature. All known changes should be submitted and completed by Wednesday, May 1.  

If you want to double-check, the SPA/ADP mismatch FTE report in SPA is a great tool to see where there are discrepancies. Please continue submitting LOAs, resignations, and retirements for ALL staff. Your HR Business Partner will follow up with you related to changes for classified employees later. For 10-month teachers, please use 8/9/24 as the term date and 8/10/24 as the effective/start date.  

Please contact your HR Business Partner with any questions.

Blackout Period for New Hires & Job Changes: Dec. 18 – Jan. 1

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There will be a blackout period for new hires and job changes (promotions/transfers) from Monday, December 18, through Monday, January 1. This blackout period is needed to process a 2% salary increase on January 1 properly. (The school board approved this pay increase in November and announced in the Compass on Friday, December 8.)

  • By Friday, December 15: Complete and submit all Hire forms in TalentEd. Hire forms submitted after December 15 must have a January start date and will be held until January 2 for processing.
  • Starting Monday, December 18: New hires and job changes should have a start date after January 2 to allow for processing.
  • Restart unsubmitted ADP changes: Any changes that have not been submitted in ADP by December 15 must be canceled, restarted, and resubmitted after January 2; otherwise, changes may contain old pay information and may overwrite the 2% increase, resulting in impacted employees not receiving the increase.

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 5/8/2023

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We will be hosting office hour sessions the following times this coming week:

  • Monday, 5/8/2023 from 12:00 PM – 1:00 PM
  • Thursday, 5/11/2023 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 or Kim Shigeoka.

Have a great weekend!