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

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.