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.