Employee Timesheet Sign-Off Setup in VeriClock

Setting up employee timesheet sign-offs in VeriClock involves enabling the feature via the admin account, selecting required options, and requesting signatures. Options include enabling employee signatures via the manager's account, paper signatures, or requiring manager signatures. You can also enable notifications to remind employees to sign, and add custom text for acknowledgment. Once enabled, signature requests can be generated from the app or web by managers/admins. Employees can then review and sign their timesheets, or use the message dialog to communicate any issues. Timesheets can be signed manually, and automated signature requests can be scheduled for the previous work week or payroll period.

If you require that a timesheet needs to be signed by an employee, an employee’s manager, or both, follow these steps.

1. Enable Signatures  - An account administrator first needs to enable this feature and select options

Options:

• Employees can sign on manager accounts
  • This option allows an employee to review a timesheet on Manager’s account (mobile or web app) and “Sign” while logged into Manager’s account
  • If employee signs through a Manager’s account, the signed timesheet with be noted accordingly

• Timesheets can be signed on paper
  • This option allows an employee or manager to simply acknowledge that the time sheet has been previously (or otherwise) signed by employee/manager
  • If an employee or manager selects this option, the signed timesheet with be noted accordingly

• Require manager signatures
  • If this option is selected, a time sheet will need to be signed by both the employee and his/her manager

• Export signed time only (QuickBooks, Sage, etc.)
  • This option is used to limit records that will appear in a report or that will be synced with an accounting system

• Send Email Notification/SMS Notification/Push Notification
  • Notifications can be sent to remind employees to sign their timecards

• Include custom text under time totals (Optional)
  • Add custom text for employees to sign off on. Text example: By signing this time card I am certifying accuracy and I took all my 10 minute rest breaks for every 4 hours worked and all my 30 min meal breaks for every 5 hours worked, or I have signed an agreement to waive my 30 min meal break if I work under 6 hrs.

2. Request Signatures 

Note: only Managers/Admins can generate a timesheet to be signed by an employee.   

From App

                   

From Web

 

 Signature requests will include the shifts completed during the time period selected.  Once a request has been created for a specific time period, another request cannot be created for the same period unless a shift is added to that period or one of the shifts that was included is edited.

3. Review and sign Time Cards

Once a manager/admin initiates a request for signature, the employee and manager will see on the App and web that a signature request is pending

• If employee is satisfied, they can simply sign on their app or through the web.  Note: if enabled in settings, employee can also sign through the manager’s account (and the signature will be noted accordingly)

From Web

From App

                           

• If an employee wants to ask a question or add a note to the time sheet, she can use the Message Dialog box - Manager will see Notes and can respond through the App or through the web

If Require Manager Signatures, the manager will see a pending request after the employee has signed.  Manager will then need to sign the timesheet and can only do so using their own account.

Key Notes

• Once a timesheet is generated for a given time period (i.e. for a given week), a new timesheet can NOT be generated for that week even if new time is added to that week.  A new timesheet can be generated if one of the events that was previously signed off on is edited

Scheduled Signature Requests

• Signature Requests can be automatically sent out for the prior Work Week or the prior Payroll Period
• Note that the Scheduled Time needs to be after the end of the prior Work Week (or Payroll Period) in order to include all shifts in such period e.g. if the Work Week starts on Sunday, automated signature requests prior to the following Monday will only include shifts for the last completed week (e.g. 2 weeks prior)

For information on how to sign timesheets, see Sign Your Timecard From A Web Browser - For Employees