Tag Archives: Leave

Compensatory Time and Shortfall Changes

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Human Resources has been assessing our employee leave program to better support our staff and their families. We’ve identified enhancements that provide more flexibility in how employees access their leave benefits. These updates apply to regular, non-exempt employees only and will take effect with the pay period starting October 5, 2024, as mentioned in the “Additional Leave Policy Updates” Compass Post.

Compensatory Time

We are pleased to announce the return of the Compensatory (Comp) Time Leave Program for non-exempt employees, effective immediately. Non-exempt employees may now choose comp time instead of overtime pay for hours worked beyond 40 in a week.

Key Points:

  1. Pre-Approval: Comp time must be agreed upon in advance between the employee and supervisor.
  2. Max Cap: Comp time balances cannot exceed 80 hours. Current balances in excess of 80 hours will be paid out automatically (e.g., during the October 25 payroll).
  3. Year-End Payout: Any unused comp time as of June 15 will be paid out, with no carryover into the next fiscal year.
  4. Temporary Employees: Temporary employees are not eligible for comp time.

Payouts and Job Changes:

  • Upon termination or transfer, any remaining comp time will be paid out.
  • Supervisors may offer or approve payout requests based on budget.

Comp Time Documentation:

Shortfall Changes

Previously, when non-exempt (hourly) employees worked fewer hours than scheduled, their personal/annual leave was automatically deducted to cover their missed time resulting from this shortfall. The addition of paid leave will no longer be automatic.

  • Employees will now see “Shortfall – Leave Without Pay” instead of personal/annual leave.
  • Employees must now request leave from their supervisor and submit a Time Off Request in Kronos, per Policy GCC.
  • Employees will only be paid for time worked and approved paid leave.
  • Shortfalls will still count toward Acceptable Attendance standards.

Updates: Simplified Process for ADP Employee Changes Wizard & Sick Leave for New Hires

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Thank you all for paying attention to these important updates during this busy first week of school!

Simplified Process for ADP Employee Changes Wizard

Starting today, we’re piloting a new, simplified process for the ADP Employee Changes Wizard. Instead of filling out multiple fields, you’ll only need to complete the “When & Why” section with the following details:

  1. Effective Date: When you want the change to start.
  2. Reason: Why the change is needed.
  3. Notes: Any extra info you want to share. Please make sure to include all the important details about the change here.
  4. Attachments: Any relevant files you need to attach.

HR will handle the rest based on the information you provide in the “When & Why” section.

For updated guidelines, please refer to the revised “What to Submit in Employee Changes Wizard” documentation here.

If you have any questions, please email time@k12albemarle.org.

Supervisor Guidance: Supporting Attendance and Sick Leave

As you manage your team’s attendance, we want to ensure you have all the information you need to support both new and existing employees effectively.

(NEW) Sick Leave for New Employees:

  • Initial Sick Leave: We’re pleased to offer new employees who started on or after June 29, 2024, 5 days of sick leave right away. This is to help them settle in and manage any personal or family illness without the stress of unpaid leave.
  • Monthly Accrual: Starting September 1, new employees will earn 1 day of sick leave for each month they work. For example, if an employee works for 10 months, they’ll earn 10 days of sick leave. This is designed to support their well-being throughout the year.
  • Hours and Adjustments: The initial 5 days of sick leave are based on the employee’s hours at the start of the school year. This amount will not change if their hours go up or down, but the sick leave they earn each month will be based on their current hours for that month.
  • Communication: A targeted email will be going out to new hires later today about this benefit.

Remembering Our COVID Leave Support:

For those who remember the COVID pandemic, you may recall that we were given 5 days of sick leave when the COVID leave program ended. We are pleased to extend the same supportive measure to new employees to help them transition smoothly into their roles.

Encouraging Acceptable Attendance:

  • Attendance Standards: To help maintain a positive and productive work environment, we ask that employees aim to stay within the following attendance guidelines:
    • 10-month employees: Up to 10 days of certain absences per school year
    • 11-month employees: Up to 11 days
    • 12-month employees: Up to 12 days
  • Types of Absences Included: All absences, including sick leave, unpaid time, and unapproved missed time, are considered. Even if employees have plenty of sick leave or other paid leave available, we encourage them to manage their absences within these limits for a balanced and effective work schedule.
  • Types of Absences Not Included: Approved Personal/Annual Leave, FMLA Leave, Workers’ Compensation, Short-Term Disability (STD) Leave, Bereavement Leave
  • Review Process: Please use your discretion to review attendance over a rolling 12-month period. If attendance exceeds the acceptable limits, discuss this positively with the employee to find ways to support their needs while maintaining standards.

We appreciate your efforts in helping employees understand and meet these attendance expectations. Your supportive approach ensures a great work environment for everyone. If you have any questions or need further assistance, feel free to reach out to your Business Partner.

Thank you for your dedication and support!

Building Closure Leave Reminders

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With the announcement that school would be canceled this morning and that all 12-month employees must report to work until all buildings are closed at 12:00 PM, 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 10/11-month employee whose schedule is impacted by the cancellation should have Building Closure Leave applied to their timecard totaling their normal scheduled hours. Each 12-month employee whose schedule is impacted by the noon closure should have 4 hours of Building Closure Leave added to their timecard (ex: if a 12-month employee is only scheduled to work 4 hours per day which is worked in the morning, they should not receive any building closure leave).

Since ACPS no longer practices leave washing, building closure leave should be applied to timecards even if the employee had to work 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 working on updating our Time and Attendance site)
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.

Leave Program & Historical Corrections Updates

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As you all read in the August 22 Compass https://compass.k12albemarle.org/?p=2343595, we have a few leave program updates that are taking effect today.

Leave Pilot for 10 & 11 Month, Benefits-Eligible Employees

Benefits-eligible, 10 & 11 Month employees will see Personal Leave and Sick Leave loaded in their Kronos Accruals today. This year, instead of accruing month by month, these leave types are front loaded for 10 & 11 month employees. Teachers will see their Personal Leave in a separate bucket from their Sick Leave.

End of COVID Leave Bank Program

To transition the end of the COVID Leave Bank Program, benefits-eligible employees will see 5 sick days added to their Sick Leave. This appears on timecards today as “1-Time Sick Leave Supplement” as a negative amount equal to 5 days (the amount appears negative to add it instead of use it).

The comment attached to the entry reads “Per the 8/22/2023 Compass article, ACPS has discontinued the COVID leave bank program. To assist with this transition, we are providing this one-time addition of five (5) sick leave days into the sick leave balances of benefits-eligible employees. Please note that while the number is a negative value, the code adds Sick Leave to your accruals.”

Time Off Request Button for Non-Exempt 10 & 11 Month Employees

We received reports this morning that the Time Off Request Button was missing for Non-Exempt 10 & 11 month employees. That has now been fixed.

Historical Corrections Backlog

As noted in our July 28 post, we are still seeing an increase in historical correction requests. Submissions are taking up to 2 paychecks before they are processed (3 – 5 weeks from submission). Please help us remind employees to look at their timecards in Kronos to ensure timely and accurate checks.

FML Leave and Leave Policy

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Hi all,

As we get this new year started, I wanted to remind you that if an employee has been or will be out for 3 or more days, please have them reach out to me to discuss leave options:

They can email Leave@K12albemarle.org, Scampbell3@albemarle.org, or call me directly at
540-840-3059.

I will be in the weekly HRIS Office hour meetings with Thomas if you have any questions. If you are unable to make one of those sessions, please feel free to reach out to me directly.

Here is the link to the Leaves Benefits page:

https://k12albemarle.sharepoint.com/sites/HR/benefits/SitePages/Leave.aspx

Link to our Leave Program Policy:

https://esb.k12albemarle.org/Reference_Library/ESB_Policies_and_Regulations/Policies/GCC.pdf

Please let me know if you have any questions.

Best,

Shelli Campbell

Human Resource Leave Specialist II, Benefits
scampbell3@k12albemarle.org
Check out our HR: Benefits Page

Building Closure Leave

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With the 2-hour delay this morning, we’re sending out a quick reminder on how building closure leave should be recorded 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 employee who’s schedule was impacted by the delay should have 2 hours of Building Closure Leave applied to their timecard. Since ACPS no longer practices leave washing, building closure leave should be applied to timecards even if the employee had to work 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 working on updating our Time and Attendance site)
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.