1/30/26 Updates

Posted on January 28, 2026 by Thomas Abell

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

Posted on January 23, 2026 by Kim Shigeoka

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

Posted on January 22, 2026 by Kim Shigeoka

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

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

Posted on January 22, 2026 by Kim Shigeoka

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

Last Kronos Payroll Office Hours and UKG Ready Updates

Posted on January 12, 2026 by Thomas Abell

Last Kronos Payroll Office Hours

We will be hosting one office hour session this week:

Monday, 1/12/2026 from 12:00 PM – 1:00 PM

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

As always, feel free to contact time@k12albemarle.org with any questions if you are unable to make either of these sessions.

Biometric Device Instructions

As you prepare to begin enrolling your employees into the biometric device at your school, HR recommends that you first register yourself to add an additional layer of security to your profile. To do this, follow the steps for “Enrolling an Employee” on the Biometric Device Registration user guide for yourself first. Following successful registration, the system will now require that you authorize your login to manager access with your biometric scan.

Once an employee is enrolled on a biometric device, they can use any biometric device in the Division. All Timekeepers, Backup Timekeepers, and Athletic OAs can enroll employees. Let us know at time@k12albemarle.org if you need additional managers enabled to enroll employees. HR is exploring if we can setup a biometric device at our office to host employees, particularly subs, to enroll through us.

Timesheet Update

We’ve moved the Location and Extra Duty fields on the timecards further left so you don’t have to scroll as much to see them.

Coming Soon: We are still working to identify the easiest reports you can run to gather the data at a glance.

Extra Duty Limit Lists

Extra Duty Limit Lists have been uploaded. Timekeepers and Managers can see all of the available Extra Duty options.

Coming Soon: We are working to update our process for timekeepers/managers to request additional Extra Duty options for employees.

Access to Additional Employees (Managed Cost Center Setup) – Pending

Right now only primary timekeepers and direct/indirect supervisors can see their employees.

Coming ASAP: We are working on updating your access to see additional employees (managed cost center setup).

Leave Request vs Time Off Request

We are updating our FAQs to clarify the difference between a Leave Request and a Time Off Request in UKG Ready, as we have seen some confusion between these options.

Time Off Requests should be used for all regular leave, including Sick, Personal, Annual/Vacation, and other standard leave types. These requests follow the normal supervisor approval process and ensure leave balances, timecards, and payroll are updated correctly.

Leave Requests are submitted through the Leave of Absence (LOA) module in UKG Ready and should be used only for formal, long-term leave situations such as FMLA, Workers’ Compensation, or similar extended leave cases. These requests are typically coordinated with the HR Leave Specialist and are not intended for routine absences.