VeriTime FAQ

A lot of employees work different positions or different schedules in the summertime. The first thing you need to do to manage these changes is to create the summertime Work Schedules, found under the Configure tab. If all the schedules you need have been created, the next step is to edit your employees’ positions. Go back to the Configure tab and click Positions. Then click on the name of a position that you want to edit. Doing this will take you to the position’s Details screen, which allows you to mass edit employees on this position. Give an end date to any employees whose schedules you’re changing as of the last day of their current assignment. Then, for as many employees that are getting the same location, schedule, and account allocation for the summer, follow the same steps to mass add a new active assignment to them one group at a time, selecting their new schedules, as of the first day of their summer assignment. If you’re feeling ambitious, you can follow the same steps to set them up for the next school year now as well! Learn how to edit groups on a position’s Details screen here.

The first step is to set up a Rounding Rule profile. Then apply that Rounding Rule profile to the respective Staff Group navigating to Step 3, selecting Kiosk Settings from the Available Rules, clicking Add Selected and then choosing the the Rounding Rule Profile from the drop down menu.

In that same screen, you can check the box for Early clock-in allowance and enter the number of minutes the employees can clock in before their shift start.

There are a number of variables that need to be considered when dealing with barcodes.

• If the user is using a User Combo Barcode and was recently assigned an additional position or location, then you will need to print a separate barcode for that new position-location combination. You can only have one position-location combination per User Combo Barcode.
• If the user is not assigned a position at the location he or she is trying to log in at, and that kiosk is set to only allow positions at that location, he or she will not be able to clock in/out at that kiosk. You must either add that location to the user’s position assignment, or enable that kiosk to allow clock events for additional locations.
• Check to ensure that the employee is assigned a position in VeriTime and that the employee’s effective dates on that position include today.
• Some of VeriTime’s barcodes use each user’s Aesop identifier in the barcode. That same identifier cannot be utilized by any other employee or substitute within the district. If multiple users are assigned the same identifier, the kiosk will say “more than one user was found with this specified identifier.” You’ll need to change one of these user’s identifiers (and then print them a different barcode) in order for both users to be able to clock in successfully.
• If the barcode scanner is not beeping or recognizing the barcode at all, consult the scanner’s programming manual. Scanners must be programmed to read Code 39 barcode font, and they must be programmed to enter a carriage return.
• Make a note of the red error message that the kiosk displays when you scan this barcode. The exact wording of that error message will allow a VeriTime Client Services Rep. to locate the issue.

The most common reason that an employee’s absence does not appear on their timesheet is because the times of the absence do not fall within the employee’s schedule in VeriTime. This could have happened if an employee switched positions in VeriTime but their schedule was not updated in Aesop. This could also have happened if the employee created the absence and then their schedule changed in both Aesop and VeriTime after the absence was created. Changing the employee’s schedule in Aesop will not automatically update the times of the absence. In order for the times of the absence to be updated, you will need to go to the absence, switch the times of the absence, and then re-save the absence in Aesop. This will update the absence times in Aesop and properly bring the absence over onto the employee’s timesheet in VeriTime.

The easiest way is to search for the person in the universal search and click on the User Settings icon.  (If you already made the change in Aesop, you can jump right to their VeriTime User Settings using the link at the top of their Aesop General Information.)

On the 4th step of the User Settings, you can see what schedule they currently work.  Click the pencil to edit, and select the new work schedule.  Make sure you pick the proper effective date for this change!  Then click Finish, and you will have saved that person with a new schedule.  (Note: the work schedule needs to exist before you can select it, so you might need to go to Configure/Work Schedules to create it first.)

You can lock all time in a particular date range by using the Payroll Wizard feature on your VeriTime home page.

An Accounting Code is a particular funding source from which an employee or sub gets paid. However, an Accounting Code does not intersect directly with a person’s time in VeriTime.  In order for an Accounting Code to be attributed to a person, a code must be made part of an Account Allocation. Most Account Allocations contain only a single Accounting Code from which 100% of the person’s pay is derived. However, Account Allocations also give you the ability to attach multiple Account Codes to an employee that adds up to 100%. For instance, an employee may have two Accounting Codes that each supply 50% of the funding for the employee’s pay when they work a particular job. Once you have Account Allocations created, they can be assigned to Positions. When a person is assigned to a Position that contains an Account Allocation, the time that the person works for that position is automatically attributed to the Accounting Code(s) based upon the percentage of the Accounting Codes within the Account Allocation.

If the Campus User usually can edit this employee’s timesheets, then the timesheet is likely already approved. In order to edit timesheets that have already been approved, go to Timesheet Review, search for the employee, check the box next to his or her name, then click “Approve, Reject or Reset Timesheets.” A screen will open and enable you to select “Reset Selected to Pending.” Then the Campus User can edit and re-approve the timesheets.

If the Campus User has never been able to edit timesheets, then he or she may not have that permission. This permission is added by going to Aesop > Security > Principal Web > Principal Profiles. Then select to edit the Principal Profile that the Campus User is assigned. Scroll down to VeriTime and click Details. Clicking Details will open a drop down list of checkboxes. Scroll down and check Edit Timesheets then click Apply Changes at the bottom of the screen. The Campus User now has that permission. Please note that giving this permission to this Principal Profile will enable all others assigned this Principal Profile the ability to edit timesheets as well.

You may want to prevent employees from clocking in or out outside of your district’s property. This can be done by setting up an approved external IP Address in the IP Address Safelist widget under the Configure tab. Learn more here.

If a Campus User is unable to view an employee’s timesheets, try the following steps:

• Use the Global Search Bar to search for the employee/sub’s name.Click on the User’s VeriTime Settings, which opens the User Settings Wizard. Next, make a note of whether the employee/sub is attached to any tags, and note what job type and location (s)he is assigned to.
• Use the Global Search to find the relevant Campus User and again select VeriTime Settings. Go to the Visibility step and see what visibility profiles are assigned to that User. If no Visibility Profile is assigned to that Campus User, you may need to create and/or attach one to enable the User to view the appropriate workers.
• Go to the Configure tab in VeriTime and select Visibility Profiles. View/Edit the relevant visibility profile(s) to ensure they are set to filter the locations, job types, and/or tags that are associated with the employees/subs that the Campus User needs to view.
• If you need to create a new Visibility Profile for the Campus User, and you use a multi-level approval process, you will need to add the new Visibility Profile to the Approval Workflows, which is located under the Configure Tab. Also, don’t forget to add that Visibility Profile to the relevant Campus User.