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’s primary position is set-up with
- 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’s primary position is set-up with
- 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)
- Add the clock in and out to Kronos
Account Codes for Exempt Employees for Bus Double Back:
| School | Account Code |
| Agnor-Hurt Elementary | 4-2000-62100-461101-160200-6116 |
| Baker-Butler Elementary | 4-2000-62100-461101-160200-6117 |
| Broadus Wood Elementary | 4-2000-62100-461101-160200-6101 |
| Brownsville Elementary | 4-2000-62100-461101-160200-6102 |
| Crozet Elementary | 4-2000-62100-461101-160200-6103 |
| Greer Elementary | 4-2000-62100-461101-160200-6104 |
| Hollymead Elementary | 4-2000-62100-461101-160200-6105 |
| Meriwether Lewis Elementary | 4-2000-62100-461101-160200-6106 |
| Mountain View Elementary | 4-2000-62100-461101-160200-6114 |
| Murray Elementary | 4-2000-62100-461101-160200-6115 |
| Red Hill Elementary | 4-2000-62100-461101-160200-6107 |
| Scottsville Elementary | 4-2000-62100-461101-160200-6109 |
| Stone-Robinson Elementary | 4-2000-62100-461101-160200-6110 |
| Stony Point Elementary | 4-2000-62100-461101-160200-6111 |
| Woodbrook Elementary | 4-2000-62100-461101-160200-6112 |
| Burley Middle School | 4-2000-62100-461101-160200-6251 |
| Henley Middle School | 4-2000-62100-461101-160200-6252 |
| Journey Middle School | 4-2000-62100-461101-160200-6253 |
| Lakeside Middle School | 4-2000-62100-461101-160200-6255 |
| Walton Middle School | 4-2000-62100-461101-160200-6254 |
| Albemarle High School | 4-2000-62100-461101-160200-6301 |
| Center 1 | 4-2000-62100-461101-160200-6308 |
| Community Lab School | 4-2000-62100-461101-160200-6280 |
| Monticello High School | 4-2000-62100-461101-160200-6304 |
| Western Albemarle High School | 4-2000-62100-461101-160200-6302 |
For a PDF printable copy of these notes click here