Latest News
Jan
9
IMPORTANT INFORMATION Pay Period #01
Jan
5
Action Necessary: Year-End Tax Forms
DEC
20
IMPORTANT ITEMS FOR PAY PERIOD #26
Nov
29
Important points for Pay Period #25
Nov
14
Important points for Pay Period #24
Nov
1
Important points for Pay Period #23
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the pay code of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
    • All WebForm requests for access to SUB's timecards should be submitted by noon, Tuesday, November 2nd.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00 pm, November 2nd. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees - (Pay group 99M) reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OTO must NOT be reported.
  4. OTO Code - This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.
  5. RHL - Before any of your teachers elect to observe a religious holiday during the pay period, using earnings code RHL, please make sure that the date is recognized by the Board policy and Labor Relations, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.

Historical Edits should have an Effective Date of October 30th

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes

Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

Paid Leaves of Absence

Religious Holiday Certification

OCT
25
Training opportunities for upgraded Kronos Timekeeper

If you are unable to attend either webinar, we will provide links to the recordings in follow-up emails about the upgrade.

Please continue to be on the lookout for important updates regarding the Kronos TimeKeeper upgrade. If you have questions, please contact Payroll Services at payrollservices@cps.edu.

Thanks,
Payroll Services

OCT
17
Important points for Pay Period #22
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the pay code of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
    • All WebForm requests for access to SUB's timecards should be submitted by noon, Tuesday, October 18th.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00 pm, October 19th. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees - (Pay group 99M) reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OTO must NOT be reported.
  4. OTO Code - This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.
  5. RHL - Before any of your teachers elect to observe a religious holiday during the pay period, using earnings code RHL, please make sure that the date is recognized by the Board policy and Labor Relations, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.

Historical Edits should have an Effective Date of October 16th

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes

Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

Paid Leaves of Absence

Religious Holiday Certification

OCT
3
Important points for Pay Period #21
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the pay code of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
    • All WebForm requests for access to SUB's timecards should be submitted by noon, Monday, October 3rd.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00 pm, October 4th. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees - (Pay group 99M) reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OTO must NOT be reported.
  4. OTO Code - This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.
  5. RHL - Before any of your teachers elect to observe a religious holiday during the pay period, using earnings code RHL, please make sure that the date is recognized by the Board policy and Labor Relations, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.

Historical Edits should have an Effective Date of October 2nd.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Paid Leaves of Absence

Religious Holiday Certification

SEP
19
Important points for Pay Period #20
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the pay code of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
    • All WebForm requests for access to SUB's timecards should be submitted by noon, Tuesday, September 20th.
    • DO NOT wait until the day payroll closes to request access to pay your SUB. If a SUB enters your building it is your responsibility to gain access to them on the day of arrival and begin the process daily to ensure they are paid correctly for hours worked.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00 pm, September 21st. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees - (Pay group 99M) reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OTO must NOT be reported.
  4. OTO Code - This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.
  5. RHL - Before any of your teachers elect to observe a religious holiday during the pay period, using earnings code RHL, please make sure that the date is recognized by the Board policy and Labor Relations, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.
  6. Paid Leaves of Absence - If your department/school has any employees who are on a paid Leave of Absence, you MUST enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. IT IS CRITICAL THAT YOU KNOW THE STATUS OF THE EMPLOYEES WHEN YOU SUBMIT THIS TIME.
Any approvals submitted after 5pm on September 21st will not be processed until the next pay period and paid on October 14, 2016.

Historical Edits should have an Effective Date of September 18th.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Religious Holiday Certification

SEP
6
Important points for Pay Period #19
  1. DVF - Report Teacher Floating Professional Development time for 8/29 and 08/30 ONLY if these two days were re-distributed throughout the year. DVF should not be used for any other day in this pay period and it will be rejected if submitted.
  2. Unscheduled time -move time to the appropriate earnings code no later than 5:00pm, September 7th.
  3. Part Time/Seasonal employees -(Pay group 99M) reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OTO must NOT be reported.
  4. OTO Code -This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.
As a reminder, ALL clerks need to:
  • Validate that all of your school/unit's employees are in KRONOS
  • Validate that all employees are in schedules (please complete the schedule template if employees are not in a schedule-this can be found on the KRONOS home page under the MY LINKS dropdown)
  • Validate the pay rules for each employee (contact your TAC team if updates are necessary)
  • Work with your Principal to identify all employees that are staffed in multiple position numbers and complete a webform for the TAC team to update schedules if needed
  • https://secure2.cps.edu/TAC_Team/Web Form Instructions
  • Inform employees that everyone MUST swipe in and out daily

  • Payroll Services will offer training for "New Clerks" on Monday, September 12, 2016 from 9 a.m. to 12 p.m. and 1 p.m. to 4 p.m. The training will be held at the Coleman Training Facility Lab #01, 4655 South Dearborn

    Instructions for Course Registration through Learning Hub:
  • Log into Learning Hub
  • Sign in with your standard CPS User ID and Password
  • Under the Search Catalog section - Type "Kronos" into the search field, and select "Search"

The class codes are as follows:

Class code 66618 is for 9a.m.-12p.m.
Class code 66619 is for 1p.m.-4p.m.

Attached are reminder notices to hang throughout your building to remind your staff to swipe in and out each day, along with what is expected of each employee, and a THANK YOU for swiping in and out message to share with your staff.

Together we can make this the best year ever for our students and staff.

Best Regards,

Your Payroll Team

Reminder Notice

AUG
12
Elementary and High School Calendar 2016 - 2017
AUG
9
School Based Employee Schedules For 2016 - 2017
AUG
8
Important points for Pay Period #17
  1. Review each of your employee's time cards. All payroll must be submitted by 5:00pm, Wednesday, August 10, 2016.
  2. Ensure that all non-52 week employees working summer school or other activities have their attendance entered and approved in the Supplemental Payroll System (SPS). 10 Month Security Guards must be paid out of SPS and time should not be submitted from Kronos for these employees. All time must be approved by 5:00pm on Wednesday August 10, 2016.
  3. SUBS: Please see the attached instructions for adding attendance for summer school substitutes in the Supplemental Payroll System (SPS). If you are experiencing any issues adding substitute attendance, please submit a webform to the TAC team by noon Tuesday, August 9th.
  4. Time submitted through Kronos for hours after the last day of attendance will not be processed.
  5. Move all unscheduled time that should be reported as REG no later than 5:00pm, August 10th.
  6. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  7. OT0 Code - Do not report OT0 if no regular time is reported. This code should only be used for hours over daily scheduled hours.
  8. Paid Leaves of Absence
    • If your department/school has any 52 Week employees who are on a Paid Leave of Absence, you must enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. It is critical that you know the status of the employees when you submit this time.
    • An approval letter for each employee can be obtained from your administrator with full details of what type of leave as well as the start and end dates of the employee's leave. If the employee has been approved for Short Term Disability, Parental Leave or Workman's Compensation, these payments are not handled at the school level.
    • If your employee is on a Short Term Disability, Parental Leave or Workman's Compensation, DO NOT submit time for these employees as it may adversely affect their pay. If you have any questions contact Sedgwick at 866-251-9251
  9. Historical Edits should have an Effective Date of August 7th.
  10. Review your Register for Kronos and SPS. A copy should be kept for audit purposes.

JUL
25
Important points for Pay Period #16
  1. Review each of your employee's time cards. All payroll must be submitted by 5:00pm, Wednesday, July 27, 2016.
  2. Ensure that all non-52 week employees working summer school or other activities have their attendance entered and approved in the Supplemental Payroll System (SPS). 10 Month Security Guards must be paid out of SPS and time should not be submitted from Kronos for these employees. All time must be approved by 5:00pm on Wednesday July 27, 2016.
  3. SUBS: Please see the attached instructions for adding attendance for summer school substitutes in the Supplemental Payroll System (SPS). If you are experiencing any issues adding substitute attendance, please submit a webform to the TAC team by noon Tuesday, July 26th.
  4. Time submitted through Kronos for hours after the last day of attendance will not be processed.
  5. Move all unscheduled time that should be reported as REG no later than 5:00pm, July 27th.
  6. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  7. OT0 Code - Do not report OT0 if no regular time is reported. This code should only be used for hours over daily scheduled hours.
  8. Paid Leaves of Absence
    • If your department/school has any 52 Week employees who are on a Paid Leave of Absence, you must enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. It is critical that you know the status of the employees when you submit this time.
    • An approval letter for each employee can be obtained from your administrator with full details of what type of leave as well as the start and end dates of the employee's leave. If the employee has been approved for Short Term Disability, Parental Leave or Workman's Compensation, these payments are not handled at the school level.
    • If your employee is on a Short Term Disability, Parental Leave or Workman's Compensation, DO NOT submit time for these employees as it may adversely affect their pay. If you have any questions contact Sedgwick at 866-251-9251
  9. Historical Edits should have an Effective Date of July 24th.
  10. Review your Register for Kronos and SPS. A copy should be kept for audit purposes.
Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

JUL
12
Important points for Pay Period #15
  1. Review each of your employee's time cards. All payroll must be submitted by 5:00pm, Wednesday, July 13, 2016.
  2. Ensure that all non-52 week employees working summer school or other activities have their attendance entered and approved in the Supplemental Payroll System (SPS). All time must be approved by 5:00pm on Wednesday July 13, 2016.
  3. SUBS: Please see the attached instructions for adding attendance for summer school substitutes in the Supplemental Payroll System (SPS). If you are experiencing any issues adding substitute attendance, please submit a webform to the TAC team by noon Tuesday, July 12th.
  4. Time submitted through Kronos for hours after the last day of attendance will not be processed.
  5. Move all unscheduled time that should be reported as REG no later than 5:00pm, July 13th.
  6. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  7. OT0 Code - Do not report OT0 if no regular time is reported. This code should only be used for hours over daily scheduled hours.
  8. Paid Leaves of Absence
    • If your department/school has any 52 Week employees who are on a Paid Leave of Absence, you must enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. It is critical that you know the status of the employees when you submit this time.
    • An approval letter for each employee can be obtained from your administrator with full details of what type of leave as well as the start and end dates of the employee's leave. If the employee has been approved for Short Term Disability, Parental Leave or Workman's Compensation, these payments are not handled at the school level.
    • If your employee is on a Short Term Disability, Parental Leave or Workman's Compensation, DO NOT submit time for these employees as it may adversely affect their pay. If you have any questions contact Sedgwick at 866-251-9251
  9. Historical Edits should have an Effective Date of July 10th.
  10. Review your Register for Kronos and SPS. A copy should be kept for audit purposes.
Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

JUN
29
Important points for Pay Period #14
  1. Review each of your employee's time cards. All payroll must be submitted by 5:00pm, Wednesday, 06/29/2016.
  2. SUBS
    • Submit Web Form requests for access to Subs timecards by noon, Tuesday, June 28th.
    • Enter time for ALL Sub's that worked in your school 06/12/2016 - 06/25/2016 by the deadline of June 29th. 5:00pm. If time is not entered, your Subs will not be paid on 7/08/2016.
    • Please ensure that you are following the correct schedules when reporting time for your employees.
  3. Time submitted through Kronos for hours after the last day of attendance will not be processed.
    • No attendance should be reported after June 21, 2016 through KRONOS for employees furloughed on June 22nd and June 23rd.
    • June 22 and June 23 are scheduled to be unpaid furlough days for teachers and many other school-based staff. To aid in payroll processing at the end of the school year, Payroll Services has entered a default furlough code (CMU) for those days.
    • If the June 23rd Flex PD hours were worked throughout the school year. Use the earnings code DVF – Floating Development and enter an additional line of attendance for that date with the hours. Payroll Services will move the furlough day code to "unscheduled", which will override the furlough code and those employees will be paid correctly on July 8th pay date. Please contact TAC via webform to advise us that you have made these edits.
  4. Move all unscheduled time that should be reported as REG no later than 5:00pm, June 29th.
  5. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  6. Review all Teachers that are being paid out of 2 position numbers to make sure that the employee is getting pay for both positions. If you are doing manual entries for benefit time, missed swipes, make sure that you are moving this time to the correct position number for that day of the pay period. If these teachers are not in the correct schedule or if you have any concerns about this population please submit a Web Form so that the TAC team can assist.
  7. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  8. Paid Leaves of Absence
    • If your department/school has any employees who are on a Paid Leave of Absence, you must enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. It is critical that you know the status of the employees when you submit this time.
    • An approval letter for each employee can be obtained from your administrator with full details of what type of leave as well as the start and end dates of the employee's leave. If the employee has been approved for Short Term Disability, Parental Leave or Workman's Compensation, these payments are not handled at the school level.
    • If your employee is on a Short Term Disability, Parental Leave or Workman's Compensation, DO NOT submit time for these employees as it may adversely affect their pay. If you have any questions contact Sedgwick at 866-251-9251
  9. Historical Edits should have an Effective Date of June 26th.
  10. Review your Register for Kronos and SPS. A copy should be kept for audit purposes.
Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

JUN
21
June 22nd and June 23rd Furlough Days for Teachers
JUN
13
Important points for Pay Period #13
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
    • All WebForm requests for access to SUBs timecards should be submitted by noon, Tuesday, June 14th. DO NOT wait until the day payroll closes to request access to pay your SUB. If a SUB enters your building it is your responsibility to gain access to them on the day of arrival and begin the process daily to ensure they are paid correctly for hours worked.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00 pm June, 15th. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period, please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.
  6. Paid Leaves of Absence - If your department/school has any employees who are on a paid Leave of Absence, you MUST enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. IT IS CRITICAL THAT YOU KNOW THE STATUS OF THE EMPLOYEES WHEN YOU SUBMIT THIS TIME.
Any approvals submitted after 5pm on June 15th will not be processed until the next pay period and paid on July 8, 2016.

Historical Edits should have an Effective Date of June 12th.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Religious Holiday Certification

JUN
10
IMPORTANT Supplemental Payment System (SPS) Summer Payroll Training
JUN
1
Important points for Pay Period #12
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
    • All WebForm requests for access to SUBs timecards should be submitted by noon, Tuesday, May 31st. DO NOT wait until the day payroll closes to request access to pay your SUB. If a SUB enters your building it is your responsibility to gain access to them on the day of arrival and begin the process daily to ensure they are paid correctly for hours worked.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00 pm June, 1st. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period, please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.
  6. Paid Leaves of Absence - If your department/school has any employees who are on a paid Leave of Absence, you MUST enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. IT IS CRITICAL THAT YOU KNOW THE STATUS OF THE EMPLOYEES WHEN YOU SUBMIT THIS TIME.
Any approvals submitted after 5pm on June 1st will not be processed until the next pay period and paid on June 24, 2016.

Historical Edits should have an Effective Date of May 29th.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Religious Holiday Certification

MAY
17
Important points for Pay Period #11
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
    • All WebForm requests for access to SUBs timecards should be submitted by noon, Wednesday, May 17th. DO NOT wait until the day payroll closes to request access to pay your SUB. If a SUB enters your building it is your responsibility to gain access to them on the day of arrival and begin the process daily to ensure they are paid correctly for hours worked.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00 pm May, 17th. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period, please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.
  6. Paid Leaves of Absence - If your department/school has any employees who are on a paid Leave of Absence, you MUST enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. IT IS CRITICAL THAT YOU KNOW THE STATUS OF THE EMPLOYEES WHEN YOU SUBMIT THIS TIME.
  7. This is a reminder to submit and approve ALL Supplemental Pay System (SPS) attendance no later than 5 p.m. on Wednesday, May, 18th. This will ensure that ALL your programs will be accurately paid on May 27, 2016.
Any approvals submitted after 5pm on May 18th will not be processed until the next pay period and paid on June 10, 2016.

Historical Edits should have an Effective Date of May 15th.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Religious Holiday Certification

MAY
3
Spring Break Calculations
Number of Days on Payroll from November through March
Days of Vacation Pay for Each Recess
0-10
0
11-20
1
21-40
2
41-60
3
61-80
4
81 or More
5

​43-1.3 (c) Carryover for Months of May and June. Vacation credits earned for the school months of May and June shall be carried over to the ensuing school year.​

MAY
2
Important points for Pay Period #10
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
    • All WebForm requests for access to SUBs timecards should be submitted by noon, Wednesday, May 4th. DO NOT wait until the day payroll closes to request access to pay your SUB. If a SUB enters your building it is your responsibility to gain access to them on the day of arrival and begin the process daily to ensure they are paid correctly for hours worked.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00 pm May, 4th. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period, please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.
  6. Paid Leaves of Absence - If your department/school has any employees who are on a paid Leave of Absence, you MUST enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. IT IS CRITICAL THAT YOU KNOW THE STATUS OF THE EMPLOYEES WHEN YOU SUBMIT THIS TIME.
  7. This is a reminder to submit and approve ALL Supplemental Pay System (SPS) attendance no later than 5 p.m. on Friday, April, 15th. This will ensure that ALL your programs will be accurately paid on April 29, 2016.

Any approvals submitted after 5pm on May 4th will not be processed until the next pay period and paid on May 27, 2016.

Historical Edits should have an Effective Date of May 1st.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Religious Holiday Certification

APR
14
Important points for Pay Period #9
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
    • All WebForm requests for access to SUBs timecards should be submitted by noon, Thursday, April 14th. DO NOT wait until the day payroll closes to request access to pay your SUB. If a SUB enters your building it is your responsibility to gain access to them on the day of arrival and begin the process daily to ensure they are paid correctly for hours worked.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, April 15th. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period, please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.
  6. Paid Leaves of Absence - If your department/school has any employees who are on a paid Leave of Absence, you MUST enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. IT IS CRITICAL THAT YOU KNOW THE STATUS OF THE EMPLOYEES WHEN YOU SUBMIT THIS TIME.
  7. This is a reminder to submit and approve ALL Supplemental Pay System (SPS) attendance no later than 5 p.m. on Friday, April 15th. This will ensure that ALL your programs will be accurately paid on April 29, 2016.

Any approvals submitted after 5 p.m. on April 15th will not be processed until the next pay period and paid on May 13, 2016.

Historical Edits should have an Effective Date of April 17th.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Religious Holiday Certification

APR
8
Teacher Pay Checks
APR
4
Important points for Pay Period #8
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, April 6th. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period, please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.
  6. Paid Leaves of Absence - If your department/school has any employees who are on a paid Leave of Absence, you MUST enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. IT IS CRITICAL THAT YOU KNOW THE STATUS OF THE EMPLOYEES WHEN YOU SUBMIT THIS TIME.
  7. This is a reminder to submit and approve ALL Supplemental Pay System (SPS) attendance no later than 5 p.m. on Wednesday, April 6th. This will ensure that ALL your programs will be accurately paid on April 15, 2016.

Any approvals submitted after 5pm on April 6th will not be processed until the next pay period and paid on April 29, 2016.

Historical Edits should have an Effective Date of April 3rd.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Religious Holiday Certification

MAR
24
Religious Holidays
MAR
21
Important points for Pay Period #7
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, March 22nd. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period, please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.
  6. Paid Leaves of Absence - If your department/school has any employees who are on a paid Leave of Absence, you MUST enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. IT IS CRITICAL THAT YOU KNOW THE STATUS OF THE EMPLOYEES WHEN YOU SUBMIT THIS TIME.
  7. This is a reminder to submit and approve ALL Supplemental Pay System (SPS) attendance no later than 5 p.m. on Tuesday, March 22nd. This will ensure that ALL your programs will be accurately paid on April 1, 2016.

Any approvals submitted after 5pm on March 22nd will not be processed until the next pay period and paid on April 15, 2016.

Historical Edits should have an Effective Date of March 20th.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Final Reminder: Due to the upcoming March 25, 2016 furlough day, payroll will be processing on Tuesday, March 22nd at 5:00p.m.

Religious Holiday Certification

MAR
7
Important points for Pay Period #6
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, March 9th. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period, please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.
  6. Paid Leaves of Absence - If your department/school has any employees who are on a paid Leave of Absence, you MUST enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. IT IS CRITICAL THAT YOU KNOW THE STATUS OF THE EMPLOYEES WHEN YOU SUBMIT THIS TIME.
  7. This is a reminder to submit and approve ALL Supplemental Pay System (SPS) attendance no later than 5 p.m. on Wednesday, March 9th. This will ensure that ALL your programs will be accurately paid on March 18, 2016.

Any approvals submitted after 5pm on March 9th will not be processed until the next pay period and paid on April 1, 2016.

Historical Edits should have an Effective Date of March 6th.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Religious Holiday Certification

FEB
23
Important points for Pay Period #5
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB. Hours that are not reported in the correct position number WILL NOT BE PAID until the next pay cycle.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, February 24th. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked. Hours in TOTALS and SCHEDULE are the hours that are paid be sure to check to make sure UNSCHEDULED hours that need to be moved to REG hours are moved.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period, please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are not allowed to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting. Please use attached certification form for all requests for Religious Holiday use. The completion of this form is not a guarantee that the day will qualify as a Religious Holiday.
  6. Paid Leaves of Absence - If your department/school has any employees who are on a paid Leave of Absence, you MUST enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. IT IS CRITICAL THAT YOU KNOW THE STATUS OF THE EMPLOYEES WHEN YOU SUBMIT THIS TIME.
  7. This is a reminder to submit and approve ALL Supplemental Pay System (SPS) attendance no later than 5 p.m. on Wednesday, February 24th. This will ensure that ALL your programs will be accurately paid on March 4, 2016.

Any approvals submitted after 5pm on February 24th will not be processed until the next pay period and paid on March 18, 2016.

Historical Edits should have an Effective Date of February 21st.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Religious Holiday Certification

FEB
3
Important points for Pay Period #4
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, February 9th. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are compelled not to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting.
  6. Paid Leaves of Absence - If your department/school has any employees who are on a paid Leave of Absence, you MUST enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. IT IS CRITICAL THAT YOU KNOW THE STATUS OF THE EMPLOYEES WHEN YOU SUBMIT THIS TIME.
  7. Friday, February 5th is NOT a scheduled work day for Bus Aides, Bus Monitors, Parent Workers, Part-Time Aides and all Lunchroom staff. No regular or benefit time should be submitted for these employees.
  8. This is a reminder to submit and approve ALL Supplemental Pay System (SPS) attendance no later than 5 p.m. on Tuesday, February 9th. This will ensure that ALL your programs will be accurately paid on February 19, 2016.

Any approvals submitted after 5pm on February 9th will not be processed until the next pay period and paid on March 4, 2016.

Historical Edits should have an Effective Date of February 7th.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Please find attached a copy of the 2016 payroll processing calendar.

2016 Clerks Processing Calendar

JAN
25
Important points for Pay Period #3
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, January 27. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are compelled not to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting.

Historical Edits should have an Effective Date of January 24th.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Please find attached a copy of the 2016 payroll processing calendar.

2016 Clerks Processing Calendar

JAN
5
Important points for Pay Period #2
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, January 12. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are compelled not to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting.

Historical Edits should have an Effective Date of January 10th.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Please find attached a copy of the 2016 payroll processing calendar.

For the Winter Recess vacation pay, employees must work the following number of days between April 19th and November 22nd to be eligible:

1 to 10 days worked = 0 days paid
11 to 20 days worked = 1 day VAC pay
21 to 40 days worked = 2 days VAC pay
41 to 60 days worked = 3 days VAC pay
61 to 80 days worked = 4 days VAC pay
81 days or more = 5 days VAC pay


2016 Clerks Processing Calendar

DEC
28
Important points for Pay Period #1
  1. SUBS - report and move hours for all SUBS (day-to-day and CADRE's) to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, December 29th. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked.
  3. Part Time/Seasonal employees (Pay group 99M) if reported in a bucket that is not their primary position, the employee's time cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code may only be used for hours over daily scheduled hours. Do not use if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are compelled not to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting.

Historical Edits should have an Effective Date of December 27th.

Review your Pay Register for Kronos and SPS. A copy should be kept for audit purposes.

Please find attached a copy of the 2016 payroll processing calendar.

2016 Clerks Processing Calendar

DEC
17
Winter Break Payroll DEADLINES and Important Information
  • Review attendance and enter benefit time for December 13 - December 26 for Principals and other 52 week school employees by December 18 by 5:00 pm.
  • ONLY report attendance and benefit time for December 14 - December 18 for non-52 week employees.
  • December 21 - December 25 will be paid as vacation time for non 52-week employees.
  • Enter time for ALL Sub's that worked in your school for December 14 - December 18 by December 18 by 5:00 pm
  • Complete all historical edits by December 18 by 5:00 pm. Historical edits effective date is December 27, 2015.

Please tell your Administrators to review and approve their payrolls and time now.

  • Pay Period 1, 2016 (December 13, 2015 - December 26, 2015)
  • The payroll submission deadline for Pay Period 1 in 2016 is December 29, 2015 at 5:00 pm, but due to the winter break, we are asking that you make sure your payrolls are in order by Friday December 18, 2015.

Note: The pay day for Pay Period 26, 2015 (November 29, 2015 - December 12, 2015) is December 24, 2015.

DEC
14
Important points for Pay Period #26
  1. SUBS - make sure hours for all SUBS (day-to-day and CADRE's) are reported and moved to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, December 16th. It is the school clerk's responsibility to ensure that ALL employees that report to their unit have hours reported for each day worked.
  3. Part Time/Seasonal employees (Pay group 99M) - reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are compelled not to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting.

Historical Edits should have an Effective Date of December 13th.

Review your Register for Kronos and SPS. A copy should be kept for audit purposes.

Please find attached a copy of the 2016 payroll processing calendar.

2016 Payroll Processing Calendar

NOV
30
Important points for Pay Period #25
  1. SUBS - make sure hours for all SUBS (day-to-day and CADRE's) are reported and moved to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB.
  2. Please note thet for Wednesday, November 25, 2015:
    • Non-52 week employees (teachers, secas, security, etc.)- was not a scheduled work day. Benefit time cannot be submitted for non-52 week employees for November 25.
    • 52 week employees (principal's, assistant principal's, engineers, central office employees, and custodians) - was a scheduled work day. They needed to report to work or submit a benefit day request in order to be paid.
  3. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, December 2nd. ALL employees that report to your unit should have hours reported for each day worked.
  4. Part Time/Seasonal employees (Pay group 99M) - reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  5. OT0 Code - This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.
  6. RHL - If any of your teachers elected to observe a religious holiday during the pay period please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are compelled not to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting.

Historical Edits should have an Effective Date of November 29th.

Review your Register for Kronos and SPS. A copy should be kept for audit purposes.

Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

Paid Leaves of Absence

NOV
16
Important points for Pay Period #24
  1. SUBS - make sure hours for all SUBS (day-to-day and CADRE's) are reported and moved to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB.
  2. NOVEMBER 13TH - Please review attached notice regarding which employees were to report to work on Friday, November 13, 2015. If you have employees that worked and were not scheduled to report, you must pay them out of a program in SPS. Any regular hours submitted for these employees will not be paid.
  3. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, November 18th. ALL employees that report to your unit should have hours reported for each day worked.
  4. Part Time/Seasonal employees (Pay group 99M) - reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  5. OT0 Code - This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.
  6. RHL - If any of your teachers elected to observe a religious holiday during the pay period please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are compelled not to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting.

Historical Edits should have an Effective Date of November 15th.

Review your Register for Kronos and SPS. A copy should be kept for audit purposes.

Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

Paid Leaves of Absence

OCT
30
Important points for Pay Period #23
  1. SUBS - make sure hours for all SUBS (day-to-day and CADRE's) are reported and moved to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, November 4th. ALL employees that report to your unit should have hours reported for each day worked.
  3. Part Time/Seasonal employees (Pay group 99M) - reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are compelled not to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting.

Historical Edits should have an Effective Date of November 1st.

Review your Register for Kronos and SPS. A copy should be kept for audit purposes.

Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

Paid Leaves of Absence

OCT
19
Important points for Pay Period #22
  1. SUBS - make sure hours for all SUBS (day-to-day and CADRE's) are reported and moved to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB.
  2. Unscheduled time - MOVE ALL HOURS to the appropriate earnings code no later than 5:00pm, October 21st.
  3. Part Time/Seasonal employees (Pay group 99M) - reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.
  5. RHL - If any of your teachers elected to observe a religious holiday during the pay period please use earnings code RHL, The use of RHL - Religious Holiday is reserved for days that worshippers of a particular religion are compelled not to work. Please submit a webform to verify the legitimacy of any religious holiday you were planning on submitting.

Historical Edits should have an Effective Date of October 18th.

Review your Register for Kronos and SPS. A copy should be kept for audit purposes.

Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

Paid Leaves of Absence

SEP
30
Important points for Pay Period #21
  1. SUBS - make sure hours for all SUBS (day-to-day and CADRE's) are reported and moved to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB.
  2. Unscheduled time - move time to the appropriate earnings code no later than 5:00pm, October 6th.
  3. Part Time/Seasonal employees (Pay group 99M) - reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.
  5. RHL - If any of your teachers elected to use a religious holiday to observe Yom Kippur on the 23rd, please use earnings code RHL, This is the only religious holiday that we are aware of that is recognized by the Board during this pay period. Please submit a webform to verify any other religious holiday you were planning on submitting.

Historical Edits should have an Effective Date of October 4th.

Review your Register for Kronos and SPS. A copy should be kept for audit purposes.

Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

Paid Leaves of Absence

SEP
21
Important points for Pay Period #20
  1. SUBS - make sure hours for all SUBS (day-to-day and CADRE's) are reported and moved to the position number of the absent employee or the position assigned by substitute services using the paycode of SUB.
  2. Unscheduled time - move time to the appropriate earnings code no later than 5:00pm, September 23rd.
  3. Part Time/Seasonal employees (Pay group 99M) - reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.
  5. RHL - If any of your teachers elected to use a religious holiday to observe Rosh Hashanah on the 14th and 15th, please use earnings code RHL.

Historical Edits should have an Effective Date of September 20th.

Review your Register for Kronos and SPS. A copy should be kept for audit purposes.

Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

Paid Leaves of Absence

SEP
4
NEW CLASSES ADDED
  • Targeted Audience: This class is designed for new Payroll Clerks who have little to no hands on experience with Kronos or Supplemental Payment System (SPS) Participants will learn the basics of Kronos and SPS through hands on exercises designed to give real life examples of what a payroll clerk will need to be successful in completing payroll tasks.
  • Date: September 22, 2015 OR September 23, 2015
  • Locations: See Below
  • Morning Session: 9:00AM - 12:00PM (Kronos)
  • Afternoon Session: 1:00 PM - 4:00PM (SPS)
  • Both classes are a full day beginner's course. Attendee's only have to register and attend one full day. The content will be the same in both classes.

Instructions for Course Registration through Learning Hub:
  • Log into Learning Hub through HR4U at https://hrportal.cps.k12.il.us
  • Sign in with your standard CPS User ID and Password.
  • Select the "Learning Hub" link in the Menu on the left side of your screen
  • Under the Search Catalog section - Type "Kronos" into the search field, and select "Search"
  • The below course titles will appear

  • Training Course September 22, 2015
    Training Course Title: Beginning Payroll Class
    • Location: Network 6 Office
    • 2245 W. Jackson (Entrance on Oakley Ave. Door #1)
    • Course Code: 28782
    • Class Code: 59516

    Training Course September 23, 2015
    Training Course Title: Beginning Payroll Class
    • Location: Colman Training Facility
    • 4655 S. Dearborn Lab 101
    • Course Code: 28782
    • Class Code: 59517

  • Select the course title to see all eligible sessions
  • Enroll in the desired session

Note: You can always check the Clerk's website or Learning Hub for additional course updates in the future.


NEW CLASSES ADDED ADVANCED PAYROLL TRAINING SEPTEMBER 29, 2015 OR SEPTEMBER 30, 2015
Payroll Services is offering Kronos and Supplemental Payment System (SPS) training for seasoned Payroll Clerks. To attend training, employees must register through CPS University
  • Targeted Audience: This class is designed for Payroll Clerks who have had previous classroom training and have had experience with Kronos and SPS. Training topics include; Kronos Tips and Tricks, Troubleshooting issues in Kronos and SPS, Historical Edit, How to avoid frequent mistakes, PeopleSoft Reports, Over Time, How to handle Paid Leaves. We will also discuss best practices and audit concerns.
    Date: September 29, 2015 OR September 30, 2015
  • Locations: See Below
  • Morning Session: 9:00AM - 12:00PM (Advanced Kronos & SPS)
  • Afternoon Session: 1:00 PM - 4:00PM (Advanced Kronos & SPS)
  • These are two advanced classes, the content will be the same in both classes, attendee's only have to attend one class.

Instructions for Course Registration through Learning Hub:
  • Log into Learning Hub at http://learninghub.cps.edu/
  • Sign in with your standard CPS User ID and Password.
  • Select the "Leaning Hub" link in the Menu on the left side of your screen
  • Under the Search Catalog section - Type "Kronos" into the search field, and select "Search"

  • Training Course September 29, 2015 at School Support Center South, 114th & Western AM Class 9:00 AM - 12:00 Training Course Title: Advanced Payroll Class
    • Course Code: 28915
    • Class Code: 59510

    PM Class 1:00 PM - 4:00 PM Training Course Title: Advanced Payroll Class
    • Course Code: 28915
    • Class Code: 59511

    Training Course September 30, 2015 at Colman Training Facility, 4655 S. Dearborn AM Class 9:00 AM - 12:00 PM Training Course Title: Advanced Payroll Class
    • Course Code: 28915
    • Class Code: 59513

    PM Class 1:00 PM - 4:00 PM Training Course Title: Advanced Payroll Class
    • Course Code: 28915
    • Class Code: 59515

  • Select the course title to see all eligible sessions
  • Enroll in the desired session(s)

Note: You can always check the Clerk's website or Learning Hub for additional course updates in the future.

SEP
3
Important points for Pay Period #19
  1. DVF - For Teachers who worked their professional development the week of 8/24 through 08/28 and are not reporting to work on 08/31 or 09/01, report their attendance as DVF (Floating Development) for 8/31 or 09/01.
  2. Unscheduled time - move time to the appropriate earnings code no later than 5:00pm, September 9th.
  3. Part Time/Seasonal employees (Pay group 99M) - reported in a bucket that is not their primary position cannot be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will not be paid. If no REG hours are reported, OT0 must NOT be reported.
  4. OT0 Code - This code should only be used for hours over daily scheduled hours. Do not report if no regular time is reported.

Historical Edits should have an Effective Date of September 6th.

Review your Register for Kronos and SPS. A copy should be kept for audit purposes.

Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

Paid Leaves of Absence - See Attachment: **************************************************

Paid Leaves of Absence

Sep
2
Start of School Best Practices and Tips
  • Validate that all of your school/unit's employees are in KRONOS.
  • Validate that all employees are in schedules (please complete the schedule template if employees are not in a schedule).
  • Validate the pay rules for each employee (update if necessary).
  • Work with your Principal to identify all employees that are staffed in multiple position numbers and complete a webform for the TAC team to update schedules if needed.

(NOTE: The new bell times should not affect employee's schedules, the new times are for students).

Please find attached "Best Practices and Tips" as well as upcoming training sessions.

We hope this information will be beneficial to you and that you take advantage of the training sessions.

Thank you and enjoy the school year.

Clerks Training Dates
Payroll Best Practices For Clerks

AUG
10
Important points for Pay Period #17
  1. Review each of your 52 week employee's time cards in Kronos. All payroll must be submitted by 5:00pm, Wednesday, August 12, 2015.
  2. Ensure that all non-52 week employees working summer school or other activities have their attendance entered and approved in the Supplemental Payroll System (SPS). All time must be approved by 5:00pm on Wednesday August 12, 2015.
  3. SUBS: Please see the attached instructions for adding attendance for summer school substitutes in the Supplemental Payroll System (SPS). If you are experiencing any issues adding substitute attendance, please submit a webform to the TAC team by noon Tuesday, August 11th.
  4. Time submitted through Kronos for hours after the last day of attendance will not be processed.
  5. Move all unscheduled time that should be reported as REG no later than 5:00pm, August 12th.
    Part Time/Seasonal employees (Paygroup 99M) being reported in a bucket that is not their primary position can not be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will experience an interruption in pay. OT0 must NOT be reported for these employees for days in which no REG hours are reported. If no REG hours are reported, no OT0 hours may be reported.
  6. OT0 Code - Do not report OT0 if no regular time is reported. This code should only be used for hours over daily scheduled hours.
  7. Paid Leaves of Absence:
    • If your department/school has any employees who are on a Paid Leave of Absence, you must enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. It is critical that you know the status of the employees when you submit this time.
    • An approval letter for each employee can be obtained from your administrator with full details of what type of leave as well as the start and end dates of the employee's leave. If the employee has been approved for Short Term Disability, Parental Leave or Workman's Compensation, these payments are not handled at the school level.
    • If your employee is on a Short Term Disability, Parental Leave or Workman's Compensation, DO NOT submit time for these employees as it may adversely affect their pay. If you have any questions contact Sedgwick at 866-251-9251
  8. Historical Edits should have an Effective Date of August 9th.
  9. Review your Register for Kronos and SPS. A copy should be kept for audit purposes.
Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

Adding Attendance for Substitutes

JUL
28
REMINDER: IMPORTANT INFORMATION (SPS) Supplemental Pay APPROVALS
JUL
27
Important points for Pay Period #16
  1. Review each of your employee's time cards. All payroll must be submitted by 5:00pm, Wednesday, July 29, 2015.
  2. Ensure that all non-52 week employees working summer school or other activities have their attendance entered and approved in the Supplemental Payroll System (SPS). All time must be approved by 5:00pm on Wednesday July 29, 2015.
  3. SUBS: Please see the attached instructions for adding attendance for summer school substitutes in the Supplemental Payroll System (SPS). If you are experiencing any issues adding substitute attendance, please submit a webform to the TAC team by noon Tuesday, July 28th.
  4. Time submitted through Kronos for hours after the last day of attendance will not be processed.
  5. Move all unscheduled time that should be reported as REG no later than 5:00pm, July 29th.
  6. Part Time/Seasonal employees (Paygroup 99M) being reported in a bucket that is not their primary position can not be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will experience an interruption in pay. OT0 must NOT be reported for these employees for days in which no REG hours are reported. If no REG hours are reported, no OT0 hours may be reported.
  7. OT0 Code - Do not report OT0 if no regular time is reported. This code should only be used for hours over daily scheduled hours.
  8. Paid Leaves of Absence:
    • If your department/school has any employees who are on a Paid Leave of Absence, you must enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. It is critical that you know the status of the employees when you submit this time.
    • An approval letter for each employee can be obtained from your administrator with full details of what type of leave as well as the start and end dates of the employee's leave. If the employee has been approved for Short Term Disability, Parental Leave or Workman's Compensation, these payments are not handled at the school level.
    • If your employee is on a Short Term Disability, Parental Leave or Workman's Compensation, DO NOT submit time for these employees as it may adversely affect their pay. If you have any questions contact Sedgwick at 866-251-9251
  9. Historical Edits should have an Effective Date of July 26th.
  10. Review your Register for Kronos and SPS. A copy should be kept for audit purposes.
Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

Adding Attendance for Substitutes

JUL
10
Important points for Pay Period #15
  1. Review each of your employee's time cards. All payroll must be submitted by 5:00pm, Wednesday, July 15, 2015.
  2. Ensure that all non-52 week employees working summer school or other activities have their attendance entered and approved in the Supplemental Payroll System (SPS). All time must be approved by 5:00pm on Wednesday July 15, 2015.
  3. SUBS: Please see the attached instructions for adding attendance for summer school substitutes in the Supplemental Payroll System (SPS). If you are experiencing any issues adding substitute attendance, please submit a webform to the TAC team by noon Tuesday, July 14th.
  4. Time submitted through Kronos for hours after the last day of attendance will not be processed.
  5. Move all unscheduled time that should be reported as REG no later than 5:00pm, July 15th.
  6. Part Time/Seasonal employees (Paygroup 99M) being reported in a bucket that is not their primary position can not be submitted as REG time. All REG hours for these employees must be reported from their primary position number or they will experience an interruption in pay. OT0 must NOT be reported for these employees for days in which no REG hours are reported. If no REG hours are reported, no OT0 hours may be reported.
  7. OT0 Code - Do not report OT0 if no regular time is reported. This code should only be used for hours over daily scheduled hours.
  8. Paid Leaves of Absence:
    • If your department/school has any employees who are on a Paid Leave of Absence, you must enter their benefit time as SCK, SCU, SCG or VAC (VAC can only be used for 12 month employees) for each pay period in order for these employees to receive their pay in a timely manner. It is critical that you know the status of the employees when you submit this time.
    • An approval letter for each employee can be obtained from your administrator with full details of what type of leave as well as the start and end dates of the employee's leave. If the employee has been approved for Short Term Disability, Parental Leave or Workman's Compensation, these payments are not handled at the school level.
    • If your employee is on a Short Term Disability, Parental Leave or Workman's Compensation, DO NOT submit time for these employees as it may adversely affect their pay. If you have any questions contact Sedgwick at 866-251-9251
  9. Historical Edits should have an Effective Date of July 12th.
  10. Review your Register for Kronos and SPS. A copy should be kept for audit purposes.
Note: There is a 24 hour response time to Web Forms. Therefore, do not send duplicate requests as this could delay the response time.

Adding Attendance for Substitutes

JUL
8
Summer School Hours - Week of June 21, Attendance Payment