In just the last few years, we’ve seen more than 200 districts join VeriTime to deal with budget pressures, the Affordable Care Act, compliance and overall efficiency.

So how are districts using VeriTime?

We took a look at the data in VeriTime and picked a few of the most popular and useful features to share. Here are some of the top features!

1. Timesheet Approval

Want to improve the accuracy of your employee time-tracking? Of course you do!

To accomplish this goal, many districts are using VeriTime’s timesheet review and approval process. Most districts, at the very least, require a manager to approve timesheets before they go to the payroll department. VeriTime allows you to set this process up just the way you want, determining the levels of approval needed. Managers can review employee time and then approve or reject the time.

Some districts are also using email notifications to remind managers to approve time each pay period, and others are using digital authorization options to eliminate unnecessary paperwork.

2. Weekly Overtime Rule

Districts love the ability in VeriTime to accurately track overtime worked – and accurately pay employees for that time.

In VeriTime, you can create specific rules for handling overtime pay for time worked over the schedule, such as if employees earn time and a half, double time, or comp time (or a combination of these).

3. Master Calendar

You have to manage a number of district-wide events – holidays, days off, calamities, delayed openings, early dismissals – that impact employee schedules and pay. That’s why the Master Calendar is a popular feature in VeriTime.

With the Master Calendar, you can create your own events and apply them to everyone or to specific groups of employees. These events automatically show up on the appropriate employees’ schedules. That means you don’t need to enter the events for each individual employee, and your employees don’t need to submit an absence for that day. Based on the rules you set up, VeriTime will automatically apply the correct payroll rules for the event.

VeriTime can also handle days you have to unexpectedly reschedule. For example, if your district runs out of school days due to snow (something we’ve seen a lot of this year!), you can create a “rescheduled day” on the calendar – a makeup day that is outside employees’ normal schedule (like a Saturday or day tacked onto the end of the school year).

4. Custom Payroll Report

One of the best benefits of VeriTime is sending the accurate data you’ve collected to your payroll system.

The majority of districts using VeriTime use the payroll extract report to pull employee time for payroll – including employee names, job types, accounting codes, wage options, locations, absence reasons and more.

VeriTime offers pre-built reports and lets you create your own custom reports with Report Writer. These custom reports allow you to sort, filter and group data to easily view overtime and exception pay and to verify data for payroll.

Extracting and importing this data saves hours of manual data entry into payroll and reduces the risk of mistakes.

5. Tracking Substitute Teachers

Did you know you can track your substitute teacher hours with VeriTime, too?

While Aesop tracks the assignments that substitutes accept, VeriTime captures the actual time worked by each substitute. School districts are using this feature to verify the time substitutes worked and to report on hours worked for the Affordable Care Act (especially for substitutes working multiple jobs or locations).

Plus, your substitutes can log in to both Aesop and VeriTime with a single ID and PIN! Learn how to set up substitutes as new users here.

6. Employee Kiosks

With VeriTime, districts can capture time in a number of ways, including electronic timesheets and web clocks. One of the most popular ways is through a central kiosk where employees can clock in and out.

With VeriTime, you can choose your own hardware and set up the kiosks just the way you want them. Many school districts are using an internet-enabled computer or tablet (like an iPad) to let employees enter in their ID and PIN to sign in and out. Others use scanning devices for employees to clock in/out with barcodes, magnetic stripes, proximity cards, fobs – or even barcodes on their smartphones (with a special scanner).

7. Clock-On Portal

Some districts also like the flexibility of letting employees clock in and out right from their own computers rather than at a kiosk.

With VeriTime’s time-tracking “Clock-On Portal,” you can give your employees a URL or create a special shortcut for them to easily clock in and out with their ID and PIN.

8. Work Schedules

We discovered that almost everyone is using work schedules to manage schedules assigned to groups of employees or positions.

With this feature, you can set the start and end times and break times for specific schedules. Those schedules could include the same hours every day or different hours on different days of the week. You can also decide whether or not to auto-deduct scheduled unpaid breaks so that employees don’t have to clock in and out for them.

9. People Locator

Want to know exactly who is where and when?

With the real-time People Locator Report in VeriTime, you can view a snapshot of where your employees are on that day. You can quickly identify who is missing, who is out for a scheduled absence, and who has already clocked in or out. Districts consider this feature one of their favorites because of the visibility and accountability that it provides!

10. Shared Absence Data

Another favorite feature of VeriTime is the data is shares with Aesop.

Specifically, VeriTime pulls in absence data from Aesop and applies it directly to the employee’s work schedule. Based on the absence type and reason, VeriTime matches this time on the schedule to the correct payroll rules to determine if the time is paid or unpaid.

The shared data also streamlines comp time tracking and leave balances. If an absence should be paid out of comp time, VeriTime will associate the comp time wage code with the leave reason and will update the employee’s leave balances in both systems.