Want to hear a few secrets? 

If you’re using VeriTime now, you understand the basics of time and attendance: electronically capturing employee time, clocking in and out, reporting on employee time.

But we wanted to go further and find those “hidden nuggets” – underused features that could bring you more value! So we pulled some data from VeriTime to see how our customers are using the tools available.

The following is our list of the Top 10 underused features that could help you increase the accuracy and efficiency of your time-keeping with VeriTime. Look for links throughout to help you learn how to use these important features!

 1. Integration With Payroll

Are you still wasting effort re-entering employee time into your payroll system?

The good news is that VeriTime offers the ability to integrate with your payroll system. The Report Writer tool allows you to export your attendance data in a format you can easily import into payroll. Plus, our team offers a variety of custom options to help you automate even more of the process.

Also underused, VeriTime’s Payroll Review report and other checkpoints like Payroll Lock help you verify your data and reduce mistakes in payroll.

2. Digital Authorization

Most districts are using a basic approval process in VeriTime to reduce paper and improve accountability. But many are not using the additional digital options that would maximize these benefits.

VeriTime allows you to require digital supervisory approval and signature – meaning supervisors must electronically approve or even sign electronic timesheets before they can move to the payroll departments. You can choose from a variety of options to control visibility and set multiple levels of approval.

VeriTime also provides the option to require digital confirmation or signatures from employees. This feature improves accountability as employees are reporting their time.

3. One-Click Kiosk

Without using this feature, employees who work multiple jobs have to go through a several-step process every time they clock in and out for various jobs throughout the day.

With One-Click Kiosk Mode, VeriTime allows employees to clock in once at the start of the day and once at the end – and the system automatically fills in the day’s events based on the employee’s expected schedule. This feature is an especially big benefit for employees who consistently work two or more positions per day that are charged to different account codes.

4. Rounding Rules

Using paper methods to accurately capture and pay for time actually worked is extremely difficult – and one of the reasons why districts are turning to VeriTime.

However, you could still be overpaying employees by not using proper rounding rules. Our data found that most districts have a rule to round time to the nearest 15 minutes, but this can result in paying for time that was not actually worked. For example, an employee may clock in before he or she is supposed to, have some coffee, and then begin work – and get overpaid as a result.

By using VeriTime’s more specific rounding rules (you have 27 to choose from!), you can accurately pay only for time actually worked. You can use rounding rules to do things like:

• Set different rounding rules for clocking in early or late
• Set different rounding rules for shift start or shift end
• Round time to the employee’s scheduled time  

5. Comp Time & Leave Balances

Tracking comp time and leave balances is another very important (but sometimes overlooked) feature in VeriTime.

Whenever an employee accrues comp time, you need to track that time and if it is accrued or paid as overtime. You also need to track absences taken against comp time and the remaining balance.

All of this can be managed electronically with VeriTime. In addition, since VeriTime integrates with Aesop, it matches employee absences from Aesop to comp time balances in VeriTime.

6. Affordable Care Act Reporting

By now, you’ve probably heard that the Affordable Care Act will require most districts to track and report on employee hours. Any employees working an average of 30 or more hours a week (or 130+ hours a month) could be eligible for benefits.

Thankfully, VeriTime offers reports built specifically for this need. For example, the ACA Healthcare Report allows you to view employees’ average hours worked over any period of time (you can choose your own 3-12 month look-back period). It will even merge (for the report) employees who are working multiple jobs, in order to view their cumulative hours across the district.

You can toggle between both the 30 hour/week limit and the 130/month limit, and the report will show you employees who are under, over or near the threshold. Additionally, you can search for a date range in the future and review if employees’ scheduled hours will push them over the threshold.

7. Wage Options

It’s not easy to keep track of everyone’s specific pay rates. But VeriTime can help you keep all of these “ducks in a row.”

The Wage Options feature allows you to assign an employee or a group of employees to a specific pay rate based on job type, pay range and seniority step. This rate could be hourly, monthly or a fixed stipend. You can also review the wage options you have set up in the Wage Options Association Report.

8. Kiosk IP Blocking

Did you know that VeriTime allows you to create an IP Address Safelist to prevent users from clocking in from the wrong location?

This lesser-known feature identifies the employee’s IP address (the location of their Internet connection) and can actually prevent employees from clocking in from home, for example, when they are supposed to be reporting to another location.

9. Clock Exceptions

Do you know when your employees are clocking in early, late or not at all?

Our data shows more districts could be using the Clock Exceptions Report to view anything outside the norm of the scheduled hours, whether it’s early/late clock-ins or a missed time punch. Plus, you can sort and filter by date range, location, job type and more.

10. Email Notifications

It’s hard to remember all the tasks you need to address. What you may not know is that VeriTime can send both administrators and employees helpful email notifications and reminders.

For example, you may want to be notified when timesheets are submitted, when they are not submitted, or when they need to be approved. Employees may want to be notified when their timesheets are past due, have been approved or have been rejected.

We hope this article gave you some new ideas for ways you can better use VeriTime!