Tag Archives: Building Closure Leave

1/30/26 Updates

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First UKG Ready Payroll Complete — Thank You!

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.”

Friday, 1/23/2026, UKG Ready & Remember to Take Home Laptop

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Update: Timesheet Fixes

We have fixed the following issues in UKG Ready:

  • 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.
  • To get Comp Time: Submit the “Counter Distribution Request.” Instructions with Screenshots are in Timesheets Documentation under Compensatory Time
  • 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.

Thursday, 1/22/2026, UKG Ready Updates

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Annual Leave Payouts

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.

Wednesday, 1/22/2026, Possible Inclement Weather & UKG Ready Updates

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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.

Building Closure Reminders for 12/2/2025

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General Reminders 

Examples

For a 2-hour delay, employees will receive Building Closure Leave for any time they would normally be in the office during closures. Here are some examples:

  • If you work at an elementary school where the building typically opens at 7:30 AM and classes start at 7:45 AM, but today, due to the delay, the building opens at 9:30am and classes will begin at 9:45 AM. If your usual reporting time is 7:30 AM, today you should report by 9:30 AM and you will receive 2 hours of Building Closure Leave added to your timecard.
  • If you work at an elementary school where the building typically opens at 7:30 AM and classes start at 7:45 AM, but today, due to the delay, the building opens at 9:30am and classes will begin at 9:45 AM. If your usual reporting time is 8:30 AM, today you should report by 9:30 AM when the building opens and you will receive 1 hour of Building Closure Leave added to your timecard.
  • If you work at the County Office Building and your usual reporting time is 8:00 AM, you should report by 10 AM today. In this case, you will receive 2 hours of Building Closure Leave added to your timecard.
  • If you work at the County Office Building and your usual reporting time is 9:30 AM, you should report by 10 AM today. In this case, you will receive 30 minutes of Building Closure Leave added to your timecard.

If you have any questions or need further clarification, please don’t hesitate to contact time@k12albemarle.org or your Business Partner. 

Building Closure Reminders

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Hello Everyone! We hope this message finds you well. We’re sending out reminders as we’ve gotten a few questions about the Building Closure on Wednesday, May 14. The information below is a repeat of what was sent on 2/6/2025.

General Reminders 

Examples

For a 2-hour delay, employees will receive Building Closure Leave for any time they would normally be in the office during closures. Here are some examples:

  • If you work at an elementary school where the building typically opens at 7:30 AM and classes start at 7:45 AM, but today, due to the delay, the building opens at 9:30am and classes will begin at 9:45 AM. If your usual reporting time is 7:30 AM, today you should report by 9:30 AM and you will receive 2 hours of Building Closure Leave added to your timecard.
  • If you work at an elementary school where the building typically opens at 7:30 AM and classes start at 7:45 AM, but today, due to the delay, the building opens at 9:30am and classes will begin at 9:45 AM. If your usual reporting time is 8:30 AM, today you should report by 9:30 AM when the building opens and you will receive 1 hour of Building Closure Leave added to your timecard.
  • If you work at the County Office Building and your usual reporting time is 8:00 AM, you should report by 10 AM today. In this case, you will receive 2 hours of Building Closure Leave added to your timecard.
  • If you work at the County Office Building and your usual reporting time is 9:30 AM, you should report by 10 AM today. In this case, you will receive 30 minutes of Building Closure Leave added to your timecard.

If you have any questions or need further clarification, please don’t hesitate to contact time@k12albemarle.org or your Business Partner. 

Closures for the Week of 1/6/2025

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To clarify the status for this week, here are the details:

  • Monday, 1/6/2025
  • Tuesday, 1/7/2025
    • 12-month employees: Building Closure until 10:00 AM.
    • 10/11-month employees: A full day of Building Closure Leave.
  • Wednesday, 1/8/2025
    • 12-month employees: Building Closure until 10:00 AM.
    • 10/11-month employees: A full day of Building Closure Leave.
  • Thursday, 1/9/2025
    • 12-month employees: Building Closure until 10:00 AM.
    • 10/11-month employees: A full day of Building Closure Leave.
  • Friday, 1/10/2025
    • 12-month, 200, and 220-day employees: Building Closure until 10:00 AM
    • Teachers: Per ACPS’ announcement, it will be a flexible workday. Teachers may work from home or in school buildings starting at 10:00 AM if they are able.
    • All 180, 182, 184, and 185-day employees: This is a non-work day, and all timecards have been updated to reflect this designation.

We hope this clears up any confusion. As always, please reach out to time@k12albemarle.org with any additional questions!

01/06/2025 Building Closure Leave Instructions

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We hope this message finds you well. Given the weather this week, we’re sending reminder instructions below for Building Closures including special instructions for Monday, 1/6/2025 as a telework day. 

A printable copy of this message can be found here: 01.06.2025 Building Closure Leave Instructions

General Reminders 

Special Instructions for Monday 1/6/2025 

Due to the snow day on Monday, professional development was scheduled for teachers, and leadership decided to implement a telework day for those scheduled to work and able to do so. 

For non-exempt employees scheduled to work (200, 220, or 260-day schedules), timecards will need to be reviewed individually. Those working less than 200 days were not scheduled to work and no building closure leave is necessary. Here’s the process to follow: 

  • Review Timecards: 
    • Employees should have clocked in and out as usual. 
    • Any time missed up to their regular scheduled hours should be supplemented with Building Closure Leave for Monday. 
  • Use the “HR BP Genie” in Kronos: 
  • Set the calendar to Monday. 
  • Group the Employment Terms column by clicking the drop-down arrow and selecting “Group By this column”  
  • Optional: You can collapse all the rows by clicking the arrow above the header row 
  • Look for non-exempt employees using the “Employment Terms” column – non-exempt employees have an employment term that ends in “NE” or have the word “non-exempt” in it. 
  • Identify non-exempt employees who worked less than their full scheduled day by comparing the “Regular Pay” column with the “Daily Hours” column. 
  • For Employees with Time Worked: For employees who worked less than their normal schedule, adjust the timecard by adding Building Closure Leave up to their scheduled hours. 
  • For Employees with No Hours Worked: You can do this in bulk actions for everyone with the same standard daily hours.  
    • Select all non-exempt employees with no hours.  
    • Click Timekeeping then select “Add Pay Code” and apply Building Closure Leave for a full day, matching their scheduled daily hours. 
  • For Employees with Leave:  
    • If they had already requested a full day of leave (i.e., annual, personal, or sick leave), the requested leave will remain on the timecard, and no additional building closure leave is added.  
    • For employees who had a partial day of leave and could not telework on Monday, adjust the timecard by adding Building Closure Leave up to their scheduled hours.  
  • Double Checking: To double check that everything looks right you can compare the “Daily Hours” column with the “Total Hours” column. These should match. If “Total Hours” is higher than Daily Hours, then the employee’s “Regular Pay” column should be the reason for going over (not Leave Used or Building Closure Leave) 
  • Note for Exempt timecards:  
    • You do not have to add Building Closure Leave to Exempt timecards. If you have already done so, that is also fine. Those create records only and do not impact pay.  
  • For employees required to be on-site on Monday: 
    • Add the “Essential Personnel” work rule to the on-site time worked on the employee’s timecard in Kronos. 

If you have any questions or need further clarification, please don’t hesitate to contact time@k12albemarle.org or your Business Partner. 

Special Office Hours Session and Building Closure Leave

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Office Hours

Due to the unique circumstances of the last week and the needed cleanup of Building Closure Leave, we will be hosting an office hours session tomorrow:

Friday, 10/4/2024 from 1:00 PM – 2:00 PM

Zoom link: https://k12albemarle.zoom.us/j/3447854320?pwd=cVZkQkFxMmF6bjVrOGNxaEF4T3pxdz09

Building Closure Leave

  • While it is okay to apply Building Closure Leave to all employee timecards, it is only necessary to apply leave to non-exempt employee timecards.
  • Even if an employee worked when the building was closed, they still qualify for all applicable Building Closure Leave.
  • As a reminder, please refer to the Building Closure Leave FAQ post from earlier this year. If the previous Building Closure Leave SOP conflicts with anything listed in the FAQ, please follow the FAQ as that is the most recent and up-to-date documentation on Building Closure Leave practices.

Building Closure Leave for 9/27/2024

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With today’s closure announcement, we wanted to send a reminder of how to process Building Closure Leave in Kronos.

Building closure leave is paid leave that is only available to regular employees. Temporary employees are not eligible for building closure leave.

Each regular employee should have the appropriate number of hours of Building Closure Leave added to their timecard based on their hours per day value (ex: if an employee is a 4-hour per day employee, they should receive 4 hours of Building Closure Leave).

As ACPS no longer practices leave washing, building closure leave should be applied to timecards even if the employee worked during the closure. 

Since exempt employee’s pay would not be impacted by building closure leave, it is not necessary to add it to their timecards.

Building Closure Leave SOP
(some links may be dead within this document, we are actively working on updating our Time and Attendance site documents)
How to add Building Closure Leave

GCQC Coverage of Schools Due to Weather and/or Emergency provides a policy overview of building closure and coverage during closures.

Please refer to our previous FAQ Post on Building Closure Leave. If you have any additional questions, please email time@k12albemarle.org.

Please stay safe and have a wonderful weekend!