NOVAtime Utah Tech: A Complete Guide to Timekeeping and Workforce Management

Introduction

NOVAtime Utah Tech refers to the implementation of NOVAtime 5000 SaaS, a cloud-based workforce management solution, at Utah Tech University. This system plays a crucial role in managing employee time tracking, attendance, leave requests, and payroll processing efficiently. It has replaced outdated manual processes and brought digital transformation to timekeeping across various departments.

Utah Tech University chose NOVAtime due to its flexibility, robust features, and seamless integration with other administrative systems like Banner and the MyUT portal. With NOVAtime Utah Tech, faculty, staff, and student employees can manage their work schedules and timesheets with ease.

Getting Started

To start using NOVAtime Utah Tech, users must first access the system via the university’s secure Single Sign-On (SSO) through the MyUT portal. This ensures that login credentials are protected, and access is limited to authorized users only.

Mobile users can also download the NOVAmobile app and log in using the specific client ID provided by Utah Tech. Two-factor authentication is a standard feature that enhances system security, requiring users to verify their identity via email or SMS after entering their credentials.

The system interface is designed to be intuitive. First-time users are guided through basic setup processes, including time zone settings, preferred punch-in methods, and dashboard configuration.

Core Features

NOVAtime Utah Tech offers a wide range of features that support daily operations:

Real-Time Clocking: Employees can clock in and out using desktop browsers, mobile apps, or biometric terminals installed in key locations. Time punches are updated instantly on the dashboard.
Timesheet Management: Each employee’s timesheet is updated in real-time. The statuses such as “Open,” “Submitted,” “Approved,” and “Rejected” help maintain clarity throughout the pay cycle. Employees can also utilize the “Attested Timesheet” feature that allows them to delay submission and validate their hours at a later stage.
Leave and Accruals: Users can request paid and unpaid leave directly through NOVAtime. The system tracks accrued leave and provides up-to-date balances. Supervisors can approve or deny leave requests with detailed comments.
Scheduling: Departmental managers can generate rotating and fixed schedules. Shift changes and coverage can be handled efficiently, with alerts and reminders sent automatically.

Role-Based Dashboards

The NOVAtime Utah Tech platform includes role-based dashboards to meet the unique needs of employees and administrators.

Employees have access to clocking tools, schedule summaries, leave balances, and timesheet history. They can also view announcements and important deadlines directly from their dashboard.

Administrators and supervisors get enhanced access that includes real-time tracking of employee activity, missed punches, overtime alerts, and customizable reports. This enables better decision-making and workforce optimization.

System Integrations

NOVAtime Utah Tech is designed to work seamlessly with other internal systems:

Payroll Integration: The system automatically transfers approved time data into the Banner payroll system. This ensures that employees are paid accurately and on time, with minimal manual intervention.
MyUT Portal: Through the MyUT portal, users can access NOVAtime along with other academic and administrative tools using a single login.
Learning and HR Systems: Integration with platforms like Vector LMS and NEOED allows for centralized employee training and onboarding documentation.

Reporting and Analytics

One of the most powerful aspects of NOVAtime Utah Tech is its ability to generate real-time reports. Managers can filter data by date, department, employee ID, or event type. Reports can be exported in various formats for compliance, auditing, or performance evaluation.

Some common reports include:

Report Type	Purpose
Attendance Summary	Overview of employee attendance patterns
Leave Accrual	Tracks available vs. used leave hours
Exception Reports	Identifies missed punches or irregularities
Payroll Export Files	Prepared for direct import into Banner

These tools enhance transparency and promote accountability at every level of employment.

Security and Compliance

Security is a top priority for NOVAtime Utah Tech. The system uses SAML-based SSO for secure access and supports two-factor authentication to verify user identity. All data is encrypted and stored on SSAE SOC-certified servers.

To meet labor law requirements, NOVAtime includes features such as:

Audit trails
Attestation statements for timesheet approval
Notifications for overtime and rest break violations

These tools help ensure that Utah Tech remains compliant with federal and state labor regulations.

Training and Support

Utah Tech provides multiple support channels and training resources for users of NOVAtime. The Business Services department offers regular administrative training sessions, while HR provides documentation for onboarding new employees.

Self-service guides are available via the university’s HR portal, and NOVAtime’s vendor support is also accessible for technical issues. These resources ensure that users feel confident using the system effectively.

Best Practices

To make the most of NOVAtime Utah Tech, employees and supervisors should follow best practices such as:

Submitting timesheets before deadlines to avoid payroll delays.
Monitoring leave balances regularly to avoid accidental overuse.
Supervisors should resolve exceptions as soon as they appear.
Use mobile punch-in features responsibly and only from authorized locations.

System Updates and Enhancements

NOVAtime frequently releases new features and improvements. Recent updates have included:

Improved user interface for mobile users
Enhanced reporting filters and formats
PTO calendar view with drag-and-drop options

Staying updated ensures that all users can benefit from the latest tools and improvements in system efficiency.

Frequently Asked Questions

Common queries about NOVAtime Utah Tech include:

How do I reset my password?
Can I edit a submitted timesheet?
What should I do if I forget to clock in?
How do I view my leave balance?

These answers are typically found in the university’s knowledge base or by contacting the payroll office directly.

Summary and Benefits

In conclusion, NOVAtime Utah Tech offers a comprehensive and efficient solution for timekeeping and workforce management. It simplifies clocking, enhances transparency, supports compliance, and integrates seamlessly with payroll and HR systems.

By using NOVAtime, Utah Tech ensures that all staff and student employees experience a streamlined, modern, and secure work environment.