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Payline login instructions

Instructions for filling out the hourly timesheet

Instructions for filling out the classified timesheet

Deadlines for F/T Timesheets and Leave Slips

Deadlines for Hourly Timesheets

Payline Login Instructions

  1. Key in: https://payline.doa.virginia.gov in your internet browser.
  2. Enter your employee ID number in the corresponding box.
  3. Click on “Forgot Password/New Account”.
  4. Choose “send new password to my agency payroll officer” if you are setting up your Payline account for the first time.
  5. Set up your pass phrase. You will need this when you sign on with your temporary password.
  6. Once your temporary password is sent to the payroll officer, the payroll officer will forward the information to your RCC email account. If you do not have an RCC email account please provide an alternate email address to the human resources office.
  7. When you receive your temporary password, logon to the above web site
  8. Enter your employee ID number in the corresponding boxes. Enter your temporary password. Enter the pass phrase you created when you requested the temporary password.
  9. Once you logon, Payline will prompt you to change your password and add an email address.
  10. When you have changed your password, the web site will bring you to the main page.

Instructions for Filling out the Hourly Timesheet in HRMS:

  1. To access your timesheet, log in to My RCC. If you have not singed into My RCC before, you will need to click on ‘look up your username and set your password.’ This process will walk you through the set up so you can log into My RCC. Once you are logged in click on ‘VCCS HR: Human Resource System.” Your timesheet can be access by the following navigation: Self-Service>Time Reporting>Report Time>Timesheet.
  2. Once you have accessed your timesheet be sure that you are in the first week of the pay period. You can change the ‘view by’ from week to time period.
  3. When completing your timesheet, be sure to use a.m. and p.m.’s after you enter the time, otherwise the system will think the time is all a.m.’s  and it will not calculate your time.
  4. You must select ‘regular time’ as the time reporting code on the timesheet for each day you are recording time.
  5. Do not put your total hours in the ‘quantity’ box. No information should be placed in this box.
  6. Do not record your ending time in the space designated as lunch. You must record your ending time under the ‘out’ box.
  7. Be sure you are recording your hours correctly. Once you submit your timesheet and your supervisor approves it, only HR can make the adjustment (this applies only if the change needs to be made after the timesheet is no longer accessible to you).
  8. If you are working a long day, and have more than one meal break and need additional boxes to record your time for the day, you will need to add a row to that day. To add a row, scroll to the far right and next to PSNONTASK, click on the plus sign. You have now added a new row to that day. If you only need the four boxes to record your in and out time and meal break, then you do not need to add a row. Only add rows where needed.
  9. Record your hours daily. You have the option of submitting your hours to your supervisor on a daily basis, a weekly basis, or at the end of the pay period. 
  10. Be sure to submit your hours for the entire pay period. The hours you are submitting when you select ‘submit’ are only for the page you are viewing. You need to go to the previous week in the pay period and submit those hours as well. Clicking ‘submit’ at the end of the pay period is only submitting hours for the current week you are viewing, not for the whole pay period.
  11. Your supervisor will not see your timesheet in Manager Self Service until time administration (this is a HRMS process that pushes the hourly timesheets into manager self-service so that your supervisor can view your timesheet) runs in HRMS; time administration runs several times a day.  I strongly suggest you submit your hours to your supervisor on a Thursday afternoon or on the last day that you work in the week.
  12. It is your responsibility to inform your supervisor that you have submitted your timesheet. Your supervisor does not know they have a timesheet to approve until you tell them you have submitted your timesheet. Once time administration runs, your supervisor will be able to view and approve your timesheet. This is another good reason to submit your timesheet earlier in the day as opposed to waiting for the end of the day.
  13. Approved hourly timesheets are due no later than noon on the Monday following the end of the pay period.

Instructions for Filling out the Classified Timesheet in HRMS:

  1. To access your timesheet, log in to My RCC. If you have not signed into My RCC before, you will need to click on ‘look up your username and set your password.’ This process will walk you through the set up so you can log into My RCC. Once you are logged in click on ‘VCCS HR: Human Resource System.” Your timesheet can be access by the following navigation: Self-Service>Time Reporting>Report Time>Timesheet.
  2. Once you have accessed your timesheet be sure that you are in the first week of the pay period. You can change the ‘view by’ from week to time period.
  3. Hours and leave need to be recorded in tenths of an hour; please do not use quarters. The tenths of an hour chart can be located in the public folders under human resources.
  4. Record the total number of hours worked for each day. You must submit your leave request before the end of the pay period for any day(s) you were absent from work.
  5. You must select ‘regular time’ as the time reporting code on the timesheet for your hours worked.
  6. Breaks (meal break and fifteen minute break) cannot be used to offset a late arrival or an early departure.
  7. All corrections and/or changes to your timesheet need to be completed prior to submitting the timesheet to your supervisor.
  8. Be sure you are recording your hours correctly. Once you submit your timesheet and your supervisor approves it, only HR can make the adjustment.
  9. Be sure to submit your hours for the entire pay period. The hours you are submitting when you select ‘submit’ are only for the page you are viewing. You need to go to the previous week in the pay period and submit those hours as well. Clicking ‘submit’ at the end of the pay period is only submitting hours for the current week you are viewing, not for the whole pay period.
  10. It is your responsibility to inform your supervisor that you have submitted your timesheet. Your supervisor does not know they have a timesheet to approve until you tell them you have submitted your timesheet. Once time administration runs, your supervisor will be able to view and approve your timesheet. This is another good reason to submit your timesheet earlier in the day as opposed to waiting for the end of the day.
  11. As per policy, comp forms must be submitted and approved prior to working the overtime. Please be sure to send this form, with the appropriate signatures, to human resources.
  12. Timesheets are due no later than the designated deadline on the leave certification schedule.

2014 Deadlines for F/T Timesheets and Leave Requests

 

Leave requests are due no later than the end of the pay period in which the leave was taken.

 

 Pay Period                                  Timesheets Due By:                              Pay Date

 December 25 – January 9                      January 13                                  January 16

 January 10 – January 24                       January 28                                  January 31

 January 25 – February 9                        February 11                                February 14

 February 10 – February 24                   February 26                                February 28

 February 25 – March 9                          March 11                                    March 14

 March 10 – March 24                            March 26                                    March 31

 March 25 – April 9                                 April 11                                       April 16

 April 10 – April 24                                  April 28                                       May1

 April 25 – May 9                                    May 13                                       May 16

 May 10 – May 24                                  May 28                                       May 30

 May 25 – June 9                                   June 11                                      June 16

 June 10 – June 24                                 June 26                                      July 1

 June 25 – July 9                                    July 11                                        July 16

 July 10 – July 24                                   July 28                                        August 1

 July 25 – August 9                                 August 12                                   August 15

 August 10 – August 24                          August 26                                   August 29

 August 25 – September 9                      September 11                             September 16

 September 10 – September 24              September 26                             September 30

 September 25 – October 9                    October 13                                 October 16

 October 10 – October 24                       October 28                                 October 31

 October 25 – November 9                     November 11                              November 14

 November 10 – November 24                November 26                              December 1

 November 25 – December 9                  December 11                              December 16

 December 10 – December 24                December 22                              December 31

 2014 Deadlines for Hourly Timesheets

 

 Pay Period                                  Timesheets  Due By Noon :         Pay Date

December 6 – December 19        December 19 by 10 a.m.             January 6

 December 20 – January 2            January 6                                   January 17

 January 3 – January 16               January 20                                  February 3

 January 17 – January 30             February 3                                  February 14

 January 31 – February 13            February 17                                March 3

 February 14 – February 27          March 3                                      March 17

 February 28 – March 13              March 17                                    March 31

 March 14 – March 27                  March 31                                    April 14

 March 28 – April 10                     April 14                                       April 28

 April 11 – April 24                        April 28                                       May 12

 April 25 – May 8                          May 12                                       May 23

 May 9 – May 22                          May 26                                       June 9

 May 23 – June 5                         June 9                                        June 23

 June 6 – June 19                        June 23                                      July 7

 June 20 – July 3                          July 7                                         July 21

 July 4 – July 17                           July 21                                        August 4

 July 18 – July  31                        August 4                                     August 18

 August 1 – August 14                  August 18                                   August 29

 August 15 – August 28                September 2                               September 15

 August 29 – September 11           September 15                             September 29

 September 12 – September 25    September 29                             October 10

 September 26 – October 9           October 13                                 October 27

 October 10 – October 23             October 27                                 November 10

 October 24 – November 6           November 10                              November 24

 November 7 – November 20        November 24                              December 8

 November 21 – December 4        December 8                                December 22

  

 

 

 

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