We’re excited to share that our first UKG Ready payroll was successfully completed today, just after noon. This is a major milestone, and it truly would not have been possible without your dedication and flexibility.
Thank you for the time you’ve spent learning a new system, troubleshooting in real time, and keeping everything moving forward, all while navigating building closures and schedule disruptions. Your attention to detail and willingness to adapt made a huge difference, and we are incredibly grateful for the effort you’ve put in during this transition.
Building Closure – Pending
Reminder: HRIS will automatically add “Building Closure Leave” to timesheets. We plan adding this by the end of this week or early next week, depending on further closures.
Important for Supervisors and Timekeepers:
Working During Closure: Non-exempt employees who work while buildings are closed must still clock in and out.
No Action Needed: If Time Off (like annual/personal leave or sick leave) was already approved, no changes are required. We will be removing this leave before adding “Building Closure Leave.”
To-Do Lists: When a Supervisor or Timekeeper approves a timesheet, it will now disappear from both of your lists immediately.
Rejections: When a timesheet is rejected, the employee will now receive a notification along with your comments.
Extra Requests: We fixed the bug causing duplicate “Time Entries” approval requests. Please approve any extra requests currently in your inbox; you shouldn’t see new ones once you get through timesheets that were submitted before the fix.
Thank you for your patience as we cleaned this up!
Update: Comp Time Requests (OT Conversion)
Non-exempt employees with overtime from last week will see Counter Distributions in the system. This allows employees to choose between pay or comp time.
How it Works:
To get Paid (Overtime): Do nothing. The request will expire, and the employee will be paid.
Managers: You must approve these requests for the conversion to happen.
Important Correction for Timekeepers We previously shared that Timekeepers would be added to this workflow. Unfortunately, we cannot add Timekeepers or Indirect Supervisors to this specific approval workflow. If a manager is unable to approve a request before payroll sign-off, please email time@k12albemarle.org (before sign-off) and we will approve it for you.
Update: Long-Term Subs – In Progress
The majority of Long-Term Subs are in UKG Ready (we’ve just got 2 remaining that will be fixed this weekend).
Update: FMLA / Worker’s Comp – In Progress
We have all of the FMLA and Workers’ Comp intermittent leave entries that have been sent to either Shelli, Workers’ Comp, or time@k12albemarle.org. The HRIS team will upload all leave entries over the weekend. Timekeepers/Supervisors do not need to take any action.
More information to come on how to handle these cases in UKG Ready going forward.
Snow Update: Building Closures and Payroll
If buildings are closed on Monday, the HRIS team will automatically add “Building Closure Leave” to timesheets.
Important for Supervisors and Timekeepers:
No Action Needed: Even if leave (like annual/personal leave or sick leave) was already approved for next week, you do not need to change it.
Automatic Fix: The HRIS team will replace that time with “Building Closure Leave” when we push the updates out.
Working During Closure: Non-exempt employees who work while buildings are closed must still clock in and out.
Deadlines: Please finish your payroll tasks by Monday to stay on schedule. We will be processing Payroll on Monday as usual.
Timekeeper Office Hours: Monday
We will hold our usual virtual Office Hours this Monday for payroll.
When: We will send the exact times and the Zoom link over the weekend.
Purpose: Join us if you need help finishing your tasks before the deadline.
No Updates for Items Below
Leave Balances and Leave Submitted When Balances Not In – In Progress
All leave balances except for the Sick Leave Overflow should now be correct.
Sick Leave Overflow for the Grandfathered Hybrid Employees (impacting 6 people) – In Progress
Grandfathered Sick Leave Accrual Rate will also be corrected – In Progress
Extra Duty Limit Lists – Pending
We will be publishing a copy of the Extra Duty Limit Lists, how to look up the employee’s assigned limit list in ADP and UKG Ready, and how to submit changes to Extra Duty Limit Lists. – Pending
Activities – Call Back, On Call – Pending
We are working on the documentation for how employees will request/designate on-call and call back. This is only for Non-Exempt, Regular employees. Primarily, only Building Services uses these functions. Ask your BP if you have questions about how On-Call or Call Back works.
Timekeepers and supervisors no longer need to manually add annual leave payouts for 12-month employees. When HR marks an employee as “terminated” in UKG Ready, the system will calculate and add the payout automatically.
Employees Who Left Before Jan. 10
We are currently updating the records for employees who left ACPS before our new system started. HRIS is using ADP data to update UKG Ready. No action is needed from timekeepers or supervisors for these employees.
Timekeeper Office Hours: New Time
We have changed the start time for tomorrow’s office hours (starting 30 minutes later). You can join us in person or online via Zoom.
When: Friday, Jan. 23 (Tomorrow)
New Time: 1:30 PM – 3:30 PM
No Updates for Items Below
Important Snow Update: Payroll and Planning
A big snowstorm is predicted for this weekend. To make sure everyone is prepared and gets paid on time, please follow these steps:
Before You Leave on Friday
Take your gear home: Bring your laptop and charger with you.
Do what you can: Try to finish as much payroll work as possible on Friday. This helps just in case the power goes out over the weekend.
Get help: We are holding office hours (in-person and on Zoom) Friday from 1:00 PM – 3:30 PM if you need help.
Payroll and Time Tracking
Monday Deadline: You must finish your payroll tasks by Monday to be ready for sign-off, even if the office is closed.
Clocking In: If you are a non-exempt worker and you work while we are closed, you must still clock in and out.
Building Closure Leave: If we close on Monday, the HRIS team will add a full day of leave based on employee’s UKG Ready Work Schedule. This will happen one or two days after the closure.
Policy Note: Building Closure Policy updates have not finished going through the review/approval process. Because the review process is still moving along, we are still using our current rules for this storm.
Comp Time Reminder
Comp Time Conversion requests (Counter Distribution Requests) will be sent to employees on Saturday morning.
Approval Process: Both Supervisors and Timekeepers are now part of the approval steps. One of you must approve the request before the final payroll sign-off.
Why this matters: This approval is what changes overtime into comp time.
Important: If the request is not approved in time, the employee will be paid for overtime instead of receiving comp time.
FMLA / Worker’s Comp – In Progress
We are still moving FMLA and Workers’ Comp cases from Legacy Kronos to UKG Ready. More information to come on how to handle these cases in UKG Ready.
If an employee has an active, open FMLA or Workers’ Comp case:
Do NOT approve their timesheets yet. We are working on a way to add their time for you.
For Intermittent Leave: If an employee used Intermittent Leave for an open leave case, please email the dates and hours to:
FMLA/Non-Work cases: Shelli Campbell (scampbell3@k12albemarle.org), CC time@k12albemarle.org
Workers’ Comp/Work-related cases: workerscomp@k12albemarle.org, CC time@k12albemarle.org
Counter Distributions (OT > Comp Time) – Reminder
Counter Distributions automatically went out this weekend to all non-exempt employees who had Overtime that was not generated by Extra Duty last week.
Employee Steps:
Convert to Comp Time: If the employee wants to convert this to Comp Time they need to complete the Counter Distribution Request. Instructions with Screenshots are in Timesheets Documentation under Compensatory Time
Keep as Overtime (pay money): If the employee wants to keep it as Overtime (paid out as money) they don’t need to do anything, just let it expire.
Manager Steps:
Manager’s must approve the Comp Time request in order for the Overtime to be Converted to Comp Time.
Workaround: If the manager gets an error message (screenshot below), email time@k12albemarle.org that they want to approve the Counter Distribution request and who the request is for.
This access issue has been fixed but cannot be fixed for requests already submitted.
Timekeeper Steps:
HRIS is working to add Timekeepers to the Request Workflow. This will be in place before the next Counter Distributions are sent this weekend.
Leave Balances and Leave Submitted When Balances Not In – In Progress
All leave balances except for the Sick Leave Overflow should now be correct.
Sick Leave Overflow for the Grandfathered Hybrid Employees (impacting 6 people) – In Progress
Long-Term Subs – In Progress
We are still working to upload all Long-Term Sub schedules to UKG Ready – In Progress
Extra Duty Limit Lists – Pending
We will be publishing a copy of the Extra Duty Limit Lists, how to look up the employee’s assigned limit list in ADP and UKG Ready, and how to submit changes to Extra Duty Limit Lists. – Pending
Activities – Call Back, On Call – Pending
We are working on the documentation for how employees will request/designate on-call and call back. This is only for Non-Exempt, Regular employees. Primarily, only Building Services uses these functions. Ask your BP if you have questions about how On-Call or Call Back works.
A big snowstorm is predicted for this weekend. To make sure everyone is prepared and gets paid on time, please follow these steps:
Before You Leave on Friday
Take your gear home: Bring your laptop and charger with you.
Do what you can: Try to finish as much payroll work as possible on Friday. This helps just in case the power goes out over the weekend.
Get help: We are holding office hours (in-person and on Zoom) Friday from 1:00 PM – 3:30 PM if you need help.
Payroll and Time Tracking
Monday Deadline: You must finish your payroll tasks by Monday to be ready for sign-off, even if the office is closed.
Clocking In: If you are a non-exempt worker and you work while we are closed, you must still clock in and out.
Building Closure Leave: If we close on Monday, the HRIS team will add a full day of leave based on employee’s UKG Ready Work Schedule. This will happen one or two days after the closure.
Policy Note: Building Closure Policy updates have not finished going through the review/approval process. Because the review process is still moving along, we are still using our current rules for this storm.
Comp Time Reminder
Comp Time Conversion requests (Counter Distribution Requests) will be sent to employees on Saturday morning.
Approval Process: Both Supervisors and Timekeepers are now part of the approval steps. One of you must approve the request before the final payroll sign-off.
Why this matters: This approval is what changes overtime into comp time.
Important: If the request is not approved in time, the employee will be paid for overtime instead of receiving comp time.
FMLA / Worker’s Comp – In Progress
We are still moving FMLA and Workers’ Comp cases from Legacy Kronos to UKG Ready. More information to come on how to handle these cases in UKG Ready.
If an employee has an active, open FMLA or Workers’ Comp case:
Do NOT approve their timesheets yet. We are working on a way to add their time for you.
For Intermittent Leave: If an employee used Intermittent Leave for an open leave case, please email the dates and hours to:
FMLA/Non-Work cases: Shelli Campbell (scampbell3@k12albemarle.org), CC time@k12albemarle.org
Workers’ Comp/Work-related cases: workerscomp@k12albemarle.org, CC time@k12albemarle.org
No Updates for Items Below
Timekeeper Office Hours: In-Person or Zoom – Informational
HR sent email invites to all Timekeepers for drop-in UKG Ready: Office Hours. We’ll be available both In-person and on Zoom.
When:
Friday, Jan 23: 1:00 PM – 3:30 PM
Counter Distributions (OT > Comp Time) – Reminder
Counter Distributions automatically went out this weekend to all non-exempt employees who had Overtime that was not generated by Extra Duty last week.
Employee Steps:
Convert to Comp Time: If the employee wants to convert this to Comp Time they need to complete the Counter Distribution Request. Instructions with Screenshots are in Timesheets Documentation under Compensatory Time
Keep as Overtime (pay money): If the employee wants to keep it as Overtime (paid out as money) they don’t need to do anything, just let it expire.
Manager Steps:
Manager’s must approve the Comp Time request in order for the Overtime to be Converted to Comp Time.
Workaround: If the manager gets an error message (screenshot below), email time@k12albemarle.org that they want to approve the Counter Distribution request and who the request is for.
This access issue has been fixed but cannot be fixed for requests already submitted.
Timekeeper Steps:
HRIS is working to add Timekeepers to the Request Workflow. This will be in place before the next Counter Distributions are sent this weekend.
Leave Balances and Leave Submitted When Balances Not In – In Progress
All leave balances except for the Sick Leave Overflow should now be correct.
Sick Leave Overflow for the Grandfathered Hybrid Employees (impacting 6 people) – In Progress
Long-Term Subs – In Progress
We are still working to upload all Long-Term Sub schedules to UKG Ready – In Progress
Extra Duty Limit Lists – Pending
We will be publishing a copy of the Extra Duty Limit Lists, how to look up the employee’s assigned limit list in ADP and UKG Ready, and how to submit changes to Extra Duty Limit Lists. – Pending
Activities – Call Back, On Call – Pending
We are working on the documentation for how employees will request/designate on-call and call back. This is only for Non-Exempt, Regular employees. Primarily, only Building Services uses these functions. Ask your BP if you have questions about how On-Call or Call Back works.
All Rotating/Alternating Schedules/Compressed Workweeks that timekeepers have submitted to time@k12albemarle.org have been created and applied. They are now available for future use as well.
If you have not yet sent us a rotating/alternative/compressed week schedule that is currently in use and needs to be built, please send it to time@k12albemarle.org.
How to Remove Employee Birthdays and Employee Anniversaries from Tasks – Not Available
Managers and Timekeepers cannot change the list of tasks. However, they can update the reports linked to those tasks.
What Managers/Timekeepers Can Do:
Filter the report to show only their school or department.
Save the view so the filter stays on for next time.
HRIS will not remove these tasks right now. If they are deleted, they disappear for everyone in the system, which is why no changes are being made.
Counter Distributions (OT > Comp Time) – Fixed/Work Around
Counter Distributions automatically went out this weekend to all non-exempt employees who had Overtime that was not generated by Extra Duty last week.
Employee Steps:
Convert to Comp Time: If the employee wants to convert this to Comp Time they need to complete the Counter Distribution Request. Instructions with Screenshots are in Timesheets Documentation under Compensatory Time
Keep as Overtime (pay money): If the employee wants to keep it as Overtime (paid out as money) they don’t need to do anything, just let it expire.
Manager Steps:
Manager’s must approve the Comp Time request in order for the Overtime to be Converted to Comp Time.
Workaround: If the manager gets an error message (screenshot below), email time@k12albemarle.org that they want to approve the Counter Distribution request and who the request is for.
This access issue has been fixed but cannot be fixed for requests already submitted.
Timekeeper Steps:
HRIS is working to add Timekeepers to the Request Workflow. This will be in place before the next Counter Distributions are sent this weekend.
Online Training – Informational
As a reminder, training is available online. These links work even if you are not logged in. Please share these links with your teams:
Tip: Each guide has a Table of Contents so people can jump straight to the section they need.
More Resources (Sign-in Required) For more help, you can visit the Additional Information and FAQ page. You must be logged in to view this specific site.
Timekeeper Office Hours: In-Person or Zoom – Informational
HR sent email invites to all Timekeepers today for drop-in UKG Ready: Office Hours. We’ll be available both In-person and on Zoom.
When:
Wednesday, Jan 21 (tomorrow): 2:00 PM – 4:00 PM
Friday, Jan 23: 1:00 PM – 3:30 PM
No Updates for Items Below
Leave Balances and Leave Submitted When Balances Not In – In Progress
All leave balances except for the Sick Leave Overflow should now be correct.
Sick Leave Overflow for the Grandfathered Hybrid Employees (impacting 6 people) – In Progress
Extra Duty Limit Lists – Pending
We will be publishing a copy of the Extra Duty Limit Lists, how to look up the employee’s assigned limit list in ADP and UKG Ready, and how to submit changes to Extra Duty Limit Lists. – Pending
Long-Term Subs – In Progress
We are still working to upload all Long-Term Sub schedules to UKG Ready – In Progress
FMLA / Worker’s Comp – Pending
We are still working on transferring current FMLA and Workers’ Comp cases from Legacy Kronos to UKG Ready. More information to come on how to handle these cases in UKG Ready.
Activities – Call Back, On Call – Pending
We are working on the documentation for how employees will request/designate on-call and call back. This is only for Non-Exempt, Regular employees. Primarily, only Building Services uses these functions. Ask your BP if you have questions about how On-Call or Call Back works.
Additional Employee Access and Backup Timekeepers – Updated/Complete
Backup Timekeepers – Additional Information
Backup timekeepers can make corrections directly to the timesheet of anyone assigned to your Department (ADP Default).
We have uploaded all timekeepers and backup timekeepers to their School’s Managed Cost Center. This means you should start seeing people who transfer to your school. You can see transfers under Timesheet > Current and they’ll have “View Only” next to them.
If you don’t see an employee that has correctly Transferred to your Location:
Wait until the next time the employee clocks in, that should refresh the timesheet and put it in your list
Ask the primary timekeeper of the employee to click “Save” on the employee’s timesheet, that will also refresh the timesheet
Email time@k12albemarle.org to click “Save” on the employee’s timesheet to refresh the timesheet
Backup timekeepers will not get a Things To Do for Time Off Requests or Change Requests. They can see pending requests under Time > Time Off > All Open or Time > Timesheet > Change Requests > Timesheet Change Requests (respectively). They will not be able to approve the requests, only the direct supervisor and primary timekeeper can approve requests (we’re looking to see if we can change this but have not found a solution yet).
If someone with access (supervisor or primary timekeeper) delegates to a backup timekeeper, then the supervisor/primary timekeeper’s access will be transferred until the delegation period ends. The backup timekeeper will start getting the Things To Do for the Change Requests, but the supervisor/primary timekeeper will not. So, we encourage you to be aware of the implications of delegation and be sure you will not need access during the delegation period.
Access Summary:
Complete – All primary and backup timekeepers have access to their School/Department based on default HR Department Cost Center (ADP Home Department) and the Sub Department (Group Access)
Complete – All primary and backup timekeepers have access to employees who transfer into their Location – see additional info above (Managed Cost Center)
Complete – Driver’s Ed and Homebound Extra Duty Managers have been completed. If you are an Extra Duty manager who needs specific extra duty access please email time@k12albemarle.org (Managed Cost Center)
Complete – Indirect Supervisors can now approve/reject Time Off Requests. *But only new ones submitted after 1/16/2026.
Indirect Supervisors can approve/reject under Time > Time Off > All Open then click the checkbox next to the relevant request and click Approve or Reject in the top right corner
Indirect Supervisors can also approve/reject under Time > Time Off > Calendar
Complete – Indirect Supervisors can now approve/reject Timesheet Change Requests. *But only new ones submitted after 1/16/2026.
Indirect Supervisors can approve/reject under Time > Timesheets > Change Request > Pending Timesheet Change Requests. Then click the Filter and under Show click the checkbox “Data With Hidden To Do Items” and Apply. The requests should now appear, click the checkbox next to the relevant request and click Approve or Reject in the top right corner.
Submit Timesheets – Updated/Informational
Our original plan was to have an auto timesheet approval process take place. We have decided to change this process to allow for more time for review and correction, but also allow better reporting on employees who may not be reviewing their timesheets.
Supervisors and timekeepers can submit a timesheet on the employee’s behalf in order to approve the timesheet. Any timesheets that have not been approved or submitted by 1:00 PM on payroll Mondays will be approved/submitted by HR.
Report – Detailed Calculated Time (Counter Summary) – Informational
“Extra Duty Tracking” report has been shared with all timekeepers and managers. This report displays the extra duties and locations on employee’s timesheets. You should see any employee who transferred into an Extra Duty and also selected your Location. This report is based on employees who selected an Extra Duty. If you enter your school/department into the “Worked Location” column, you will be able to filter out subs who did not work at your school/department. The report defaults to “Today” you can change the timeframe by clicking “Counter Date: Today”
There are 2 ways to find this report:
Option 1 – My Saved Reports – Go to Reports (on the main dashboard or under the hamburger menu) > click the “My saved reports” tab > click “Extra Duty Tracking” under Saved As Name column
Option 2 – Switch View on Detailed Calculated Time (Counter Summary) report – Go to the “Detailed Calculated Time (Counter Summary)” report > click next to View and select “Extra Duty Tracking”
Timesheet Metrics – Fixed
We had an error affecting the timesheet metrics at the top of the timesheets late this afternoon. The error was caused by work we were doing on On Call and Call Back. This error is now fixed. If Worked Hours are still displaying incorrectly on a timesheet, click “Save” and it should refresh/correct itself.
Leave Balances and Leave Submitted When Balances Not In – In Progress
We have identified the following issues and are working to correct them:
Sick Leave balances for Full Time, Non-Hybrid employees are being incorrectly capped at 720 hours – Done
Sick Leave balances for Part-Time employees are being incorrectly capped – Done
Sick Leave Overflow for the Grandfathered Hybrid Employees (impacting 6 people) – In Progress
HRIS will manually switch leave that was submitted before balances were uploaded that are showing as LWOP – DONE
All leave balances except for the Sick Leave Overflow should now be correct. Extra Duty Limit Lists – Pending
We will be publishing a copy of the Extra Duty Limit Lists, how to look up the employee’s assigned limit list in ADP and UKG Ready, and how to submit changes to Extra Duty Limit Lists. – Pending
Long-Term Subs – In Progress
We are still working to upload all Long-Term Sub schedules to UKG Ready – In Progress
Work Schedules – In Progress
We are working through the Rotating/Alternating Schedules/Compressed Workweeks that timekeepers have submitted to time@k12albemarle.org.
We will let you all know when those are in and available to use. If you have not yet sent us a rotating/alternative/compressed week schedule that is currently in use and needs to be built, please send it to time@k12albemarle.org.
How to Remove Employee Birthdays and Employee Anniversaries from Tasks – Pending
We are working on documentation to show you how to remove or filter employee birthdays and employee anniversaries from tasks.
FMLA / Worker’s Comp – Pending
We are still working on transferring current FMLA and Workers’ Comp cases from Legacy Kronos to UKG Ready. More information to come on how to handle these cases in UKG Ready.
Activities – Call Back, On Call – Pending
We are working on the documentation for how employees will request/designate on-call and call back. This is only for Non-Exempt, Regular employees. Primarily, only Building Services uses these functions. Ask your BP if you have questions about how On-Call or Call Back works.
Counter Distribution – Requesting Comp Time – Updated / Informational
Converting Overtime (money) to Compensatory Time (leave) is done through a Counter Distribution. Employees who have overtime generated by the regular position (not the extra duty) will receive a Things To Do and an email letting them know they can request the overtime be converted to compensatory time. If the employee elects to convert the OT to Comp Time, it will enter an approval workflow to the ADP Manager and ADP Primary Timekeeper for Approval/Rejection. This procedure does not overwrite policy requirements around prior approval for overtime and compensatory time.
Timekeepers/Managers will not be able to submit this request on the employee’s behalf. If employees miss the Counter Distribution window, the Overtime will be paid out.
Please share the following instructions, UKG Ready_Timesheets, with your non-exempt employees as applicable. The relevant section is called Moving Compensatory Time.
Timesheet Metrics at the Top of Timesheets – Updated
We have updated the timesheet metrics at the top of timesheets. Explanation with Example below.
Worked Hours – This is showing the total combined hours of work. This includes Regular Hours Worked, Overtime Hours Worked, Straight Time, and Extra Pay hours worked.
Time Off Hours – This is showing the total combined Time Off hours. This includes Annual Leave, Sick Leave, Personal Leave, etc as well as Holiday, Non-Worked Day, and Paid Non-Worked Day.
Overtime Hours – This is showing the total combined Overtime hours for the week. This includes Overtime generated by the regular job as well as Overtime generated by Extra Duty worked. Overtime generated by Extra Duty is automatically charged to the Extra Duty Budget Code.
Straight Time & Extra Duty Hours – This is showing the total combined Straight Time Hours (Hours over the Scheduled Total) & Extra Duty Hours (Hours with an Extra Duty attached).
Extra Duty Limit Lists – Updated
We have added Tutoring – Licensed, Tutoring – Algebra Readiness, and Tutoring – Project Grad to the Teacher default Limit Lists. We have added Tutoring – non-Licensed to the TA default Limit Lists.
We will be publishing a copy of the Extra Duty Limit Lists, how to look up the employee’s assigned limit list in ADP and UKG Ready, and how to submit changes to Extra Duty Limit Lists. – Pending
Long-Term Subs – In Progress / Information on Process
Long-Term Subs will look a lot like they did in the Legacy Kronos system. Eva will populate their schedules the next day. The Schedules will have the Long-Term Sub Extra Duty embedded in them, and the system will automatically add both the hours and extra duty. If an LTS is absent, you will need to delete the line from the timesheet. Otherwise, just like before, it rolls on its own.
What Do the Yellow Flags Mean on Timesheets? – Informational
The list below tells you a little more about what those yellow flags on timesheets are trying to tell you. You can run reports based on these flags, or you can delete them if they’re not correct/relevant.
Code
Meaning
LI
Late In – Employee started 8 minutes or more after their scheduled start time
EO
Early Out – Employee left 8 minutes or more before their scheduled end time
EI
Early In – Employee started 8 minutes or more before their scheduled start time
LO
Late Out – Employee left 8 minutes or more after their scheduled end time
AB
Absent – Employee was scheduled to work and did not
LS
Short Shift – Employee worked 30 minutes or more less than their total scheduled time. The system includes any breaks that are included in the total scheduled time when it does this calculation.
SS
Short Shift – Employee worked 30 minutes or more less than their total scheduled time. System includes any breaks that are included in the total scheduled time when it does this calculation.
MP
Missed Punch – Employee has a missed punch.
Report: How to See Who Added To Timesheet? – Informational
Timekeepers can now see the Timesheet Audit Trail and Time Off Audit Trail reports. You can search for either to find them. You can also see the Timesheet Audit Trail when on a Timesheet by clicking the “…” (screenshot below).
Report: Missed Punches – Informational
We are still working on getting you a full list of reports that mirror the genies that you had in Legacy Kronos. In the meantime, the Missed Punches Report is a useful tool to get started on reviewing timesheet entries for this week. Search for Missed Punches in your search bar to find this report. The report lists all Missed Punches, including those that may appear missed because the employee is still working the same shift. The Missed Punch spot and MP code attach to the timesheet when 14 hours have passed from the time of the last punch.
How to Remove Employee Birthdays and Employee Anniversaries from Tasks – Pending
We are working on documentation to show you how to remove or filter employee birthdays and employee anniversaries from tasks.
Leave Balances and Leave Submitted When Balances Not In – In Progress
We have identified the following issues and are working to correct them:
Sick Leave balances for Full Time, Non-Hybrid employees are being incorrectly capped at 720 hours
Sick Leave balances for Part-Time employees are being incorrectly capped
Sick Leave Overflow for the Grandfathered Hybrid Employees (impacting 6 people)
HRIS will manually switch leave that was submitted before balances were uploaded that are showing as LWOP – we are working to correct these.
If the Department/Schools correct it directly to the timecard by reselecting the relevant Leave Cascade, that is also fine
Example: Employee submitted 8 hours of Annual Leave before balances were in. Employee is seeing 8 hours of LWOP in lieu of Annual Leave on their timesheet. Timekeeper/Manager can (or HRIS is in the process of correcting) change the Time Off from LWOP in lieu of Annual Leave to Annual Leave and hit Save to retrigger the cascade.
If an employee comes to you saying that their leave balances are incorrect, please hold questions until next week while we work to correct these issues.
Additional Employee Access – Pending
All primary and backup timekeepers have access to their home and the Sub Department.
We are still working on additional access for folks to their Location and those who may transfer into their location.
Completed– access to home department and substitute employees for Primary and Back-up Timekeepers
Pending – access to the home location and those who transfer into a location
Pending – access to those who manage specific Extra Duty selections
Work Schedules – Pending
We are working through the Rotating/Alternating Schedules/Compressed Workweeks that timekeepers have submitted to time@k12albemarle.org.
We will let you all know when those are in and available to use. If you have not yet sent us a rotating/alternative/compressed week schedule that is currently in use and needs to be built, please send it to time@k12albemarle.org.
FMLA / Worker’s Comp – Pending
We are still working on transferring current FMLA and Workers’ Comp cases from Legacy Kronos to UKG Ready. More information to come on how to handle these cases in UKG Ready.
Activities – Call Back, On Call – Pending
We are working on the documentation for how employees will request/designate on-call and call back. This is only for Non-Exempt, Regular employees. Primarily, only Building Services uses these functions. Ask your BP if you have questions about how On-Call or Call Back works.
We have updated all 10/11 month EXEMPT employees to see only Full Day or Half Day on their Time Off Requests. See screenshot below for an example.
Timekeepers/Managers, we have added a column to your view of timesheets called “Time Off Duration”. If you need to edit a Time Off that has already been approved, you need to change the Duration in this column. If you edit the Raw hours, the underlying calculation will still run off the selected Time Off Duration (Full Day or Half Day)
Exempt Time Off Requests – Informational
When approving a Time Off Request from an Exempt employee, click Approve, then on the pop-up box select “override the hours” for the appropriate number of hours before clicking Approve. This will replace the scheduled regular work for the day with the time off.
Employees Getting Locked Out – Informational
Employees who are reaching a Log in Page in the UKG Ready App that says “Welcome Back” (screenshot below) did not put the 6109280 as the Company Short Name on the very first install screen.
Solution – They need to uninstall the app and reinstall the app using the correct Company Short Name 6109280
Time Off from Schedule – Fixed
Non-Exempt employees who selected Full Day in a Time Off Request, the system was requesting the full schedule hours instead of the underlying workday schedule hours. This has been fixed.
HRIS will work to manually update leave that was submitted before this was fixed.
If the Department/Schools correct it directly to the timecard by re-entering the Raw Total to the Time Off Line, that is also fine
Example: Non-Exempt Employee works 8am – 5pm with a 1-hour lunch and submitted a Full Day of Annual Leave before this was fixed. Employee is seeing 9 hours of Annual Leave on their timesheet. Timekeeper/Manager can (or HRIS is in the process of correcting) change the Raw hours to 8 and hit Save to correct.
Leave Balances and Leave Submitted When Balances Not In – In Progress
We have identified the following issues and are working to correct them:
Sick Leave balances for Full Time, Non-Hybrid employees are being incorrectly capped at 720 hours
Sick Leave balances for Part-Time employees are being incorrectly capped
Sick Leave Overflow for the Grandfathered Hybrid Employees (impacting 6 people)
HRIS will manually switch leave that was submitted before balances were uploaded that are showing as LWOP – we are working to correct these.
If the Department/Schools correct it directly to the timecard by reselecting the relevant Leave Cascade, that is also fine
Example: Employee submitted 8 hours of Annual Leave before balances were in. Employee is seeing 8 hours of LWOP in lieu of Annual Leave on their timesheet. Timekeeper/Manager can (or HRIS is in the process of correcting) change the Time Off from LWOP in lieu of Annual Leave to Annual Leave and hit Save to retrigger the cascade.
If an employee comes to you saying that their leave balances are incorrect, please hold questions until next week while we work to correct these issues.
Additional Employee Access – Pending
All primary and backup timekeepers have access to their home and Sub Department.
We are still working on additional access for folks to their Location and those who may transfer into their location.
Completed– access to home department and substitute employees for Primary and Back-up Timekeepers
Pending – access to the home location and those who transfer into a location
Pending – access to those who manage specific Extra Duty selections
Work Schedules – Pending
We are working through the Rotating/Alternating Schedules/Compressed Workweeks that timekeepers have submitted to time@k12albemarle.org.
We will let you all know when those are in and available to use. If you have not yet sent us a rotating/alternative/compressed week schedule that is currently in use and needs to be built, please send it to time@k12albemarle.org.
FMLA / Worker’s Comp – Pending
We are still working on transferring current FMLA and Workers’ Comp cases from Legacy Kronos to UKG Ready. More information to come on how to handle these cases in UKG Ready.
Counter Distribution – Requesting Comp Time – Pending
We are working on the documentation for how employees will request Compensatory Time when they earn Overtime. This is only for Non-Exempt, Regular employees. Time worked over 40 hours that is not converted to Compensatory Time will automatically be paid out as Overtime.
Activities – Call Back, On Call – Pending
We are working on the documentation for how employees will request/designate on-call and call back. This is only for Non-Exempt, Regular employees. Primarily, only Building Services uses these functions. Ask your BP if you have questions about how On-Call or Call Back works.
UKG Ready Office Hours for Timekeepers – Reminder
We will be hosting an additional office hour session this week:
As always, feel free to contact time@k12albemarle.org with any questions if you are unable to make this session. We will have additional training and office hours next week – we will send an update once those dates/times are finalized.
Updated the “SSA Leave” Time Off to read “SSA Leave (Student Sponsor Activity)” to decrease confusion with other leave types.
Leave Balances and Leave Submitted When Balances Not In – Pending
Leave Balances have been uploaded.
What to do for leave already submitted?
Requested, not Approved – You can begin approving the requests, and it should recalculate the request with the correct cascade.
Approved – HRIS will manually start switching the leave that’s already been approved and populated on the timesheet. This may take a day or two.
Additional Employee Access – Pending
As of today at 12:00 PM, all primary and backup timekeepers have access to their home and Sub Department.
We are still working on additional access for folks to their Location and those who may transfer into their location.
Completed– access to home department and substitute employees for Primary and Back-up Timekeepers
Pending – access to the home location and those who transfer into a location
Pending – access to those who manage specific Extra Duty selections
Work Schedules – Pending
We are working through the Rotating/Alternating Schedules/Compressed Workweeks that timekeepers have submitted to time@k12albemarle.org.
We will let you all know when those are in and available to use. If you have not yet sent us a rotating/alternative/compressed week schedule that is currently in use and needs to be built, please send it to time@k12albemarle.org.
FMLA / Worker’s Comp – Pending
We are still working on transferring current FMLA and Workers’ Comp cases from Legacy Kronos to UKG Ready. More information to come on how to handle these cases in UKG Ready.
Counter Distribution – Requesting Comp Time – Pending
We are working on the documentation for how employees will request Compensatory Time when they earn Overtime. This is only for Non-Exempt, Regular employees. Time worked over 40 hours that is not converted to Compensatory Time will automatically be paid out as Overtime.
Activities – Call Back, On Call – Pending
We are working on the documentation for how employees will request/designate on-call and call back. This is only for Non-Exempt, Regular employees. Primarily, only Building Services uses these functions. Ask your BP if you have questions about how On-Call or Call Back works.
UKG Ready Office Hours for Timekeepers – Reminder
We will be hosting an additional office hour session this week:
As always, feel free to contact time@k12albemarle.org with any questions if you are unable to make this session. We will have additional training and office hours next week – we will send an update once those dates/times are finalized.
