Dear School Division Employees,
Thank you for your patience as we continue to sort out all of the intricacies of the school division’s closure due to COVID-19. Through this message, I would like to share with you some employee-related information. Some of this is informational, and some will require action on your part. Our goal throughout the closure period is to maintain a basic level of service to our students, staff and community.
Work Expectations
While our buildings and offices are closed, the school division is open for business, though at a reduced capacity. Please work with your principal/supervisor to determine what work from home expectations exist for your role.
Pay, Leave and Benefits
Throughout the closure period, all regular full- and part-time employees will continue to be paid their regular monthly pay. By keeping our regular employees whole, you will also continue to receive benefits and will not need to use leave if you are unable to work your regular hours. Since Kronos is tied to the payroll system, you may be asked to do a few things in Kronos in order for the pay to happen and leave to accrue.
Using Kronos
As Kronos is tied to the payroll system, we are asking that you utilize that system based on the following guidelines. This information is provided for each employee group and varies based on exempt/non-exempt status. The information provided refers to how you as an employee will use Kronos during the closure period.
The timecard approval timeline will shift during this closure period to allow Timekeepers to make adjustments (assigning a COVID-19 pay code) that will keep our employees’ pay whole. Please see the appropriate section below regarding your approval timeline. Employees do not need to use leave during the closure period, with the exception of 12-month employees who may take time off during the scheduled Spring Break.
If you have not already approved last week’s timecard, you should follow the new approval timeline and guidelines for who needs to approve a timecard. We realize some of you may have already approved last week’s timecard. That is fine, as your Timekeeper will be able to make any needed adjustments.
EXEMPT EMPLOYEES
Teachers and other Licensed Staff
- Do not need to approve their timecards during the closure period.
Other exempt employees who work from home or on site
- Do not need to approve their timecards during the closure period unless leave is taken.
- As always, exempt employees are not eligible for essential personnel pay.
NON-EXEMPT EMPLOYEES
All non-exempt hourly employees who work from home
- Employees will log their time worked in Kronos each day.
- If the employee does not work their full schedule for the week, their Timekeeper will adjust their timecard by entering a COVID-19 code that will allow them to receive the remainder of their hours for the week.
- Timecard approval timeline:
- Timekeepers will make adjustments by noon on Tuesday each week.
- Employees should approve timecards by noon on Wednesday each week. Employees should not approve their timecard until after any timekeeper adjustments have been completed.
- Supervisors should approve timecards by end of day on Wednesday.
- Timekeepers will continue to sign off on all employee timecards on Thursday.
- These non-exempt employees do not receive essential personnel pay.
All non-exempt employees whose work does not allow for them to work remotely/from home.
- Due to the nature of their work, there are some employees who will not be able to work during the closure period.
- These non-exempt employees do not need to approve their timecards during the closure period. Your Timekeeper will make adjustments to your timecard to indicate COVID-19 leave in order to allow you to continue to be paid.
All non-exempt employees who are required to report to work at a building
- Non-exempt hourly employees who are reporting to work at a building based on being told they must work by their supervisors will get essential personnel pay for the hours worked.
- These non-exempt employees will log their time worked each day in Kronos.
- If the employee does not work their full schedule for the week, their Timekeeper will adjust their time card by entering a COVID-19 code that will allow them to receive the remainder of their hours for the week.
- Timecard approval timeline:
- Timekeepers will make adjustments by noon on Tuesday each week, to include entering the COVID-19 code that will allow these employees to receive the remainder of their hours for the week and, as appropriate, add the essential personnel work rule to the timecard.
- Employees should approve timecards by noon on Wednesday each week. Employees should not approve their timecard until after any timekeeper adjustments have been completed.
- Supervisors should approve timecards by end of day on Wednesday.
- Timekeepers will continue to sign off on all employee timecards on Thursday.
Stay Informed and Take Care of Yourself
Please visit Albemarle County Public Schools’ COVID-19 Management Plan web page for additional information about the division’s response to the COVID-19 closure. Important information for employees also is available from Albemarle County on their Inside Albemarle: COVID site.
As a reminder, you may stay up up-to-date by following the guidance of our public health experts:
Your health and well-being are of the utmost importance to us. As a reminder, all ACPS employees may access the Employee Assistance Program (EAP).
We recognize that we are in an ever-changing and uncertain time. Please continue to check your email regularly as that is our primary form of communication with our employees.
Please be safe and well.
Sincerely,
Clare Keiser
Assistant Superintendent for Organizational Development
and Human Resource Leadership