Monthly Archives: August 2022

Reminder for Employees not in Kronos

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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.

Tracking Time at the Start of School

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Good afternoon Kronos Timekeepers and Approvers!

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:

  1. 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.
  2. 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).
  3. 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.
  4. 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.
  5. 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.

We have included a template for timekeeping on paper here.

Let us know if you have any questions!

Kronos Documentation for New Employees

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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.

New Teacher Academy Payment

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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.