Payroll

Payline Login Instructions

Key in: https://payline.doa.virginia.gov in your internet browser.
Enter your employee ID number in the corresponding box.
Click on “Forgot Password/New Account”.
Choose “send new password to my agency payroll officer” if you are setting up your Payline account for the first time.
Set up your pass phrase. You will need this when you sign on with your temporary password.
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.
When you receive your temporary password, logon to the above web site
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.
Once you logon, Payline will prompt you to change your password and add an email address.
When you have changed your password, the web site will bring you to the main page.

Frequently Asked Questions:

How can I make a change to my 403(b) account?
You must complete a Salary Reduction Agreement form and turn it back into the human resources office. The SRA can be found in the RCC public folder.

When are timesheets due for non-exempt classified employees?
Please see the scheduled deadlines listed below.

When are timesheets due for hourly employees?
All hourly timesheets are due the following Monday after the end of the pay period; which is a Thursday. Ex: The pay period ended on Thursday, July 24, the timesheet is due in the human resources office no later than noon on July 28.

Do I need my supervisor’s signature before submitting my timesheet to the human resources office?
Absolutely! All timesheets must be approved by the supervisor, in HRMS, before it can be processed. It is the employee’s responsibility to ensure their timesheet has been approved.

On my pay stub there is a deduction for OASDI and HI. What is this?
OASDI stands for Old Age Survivor/Disability Insurance. This is a tax withholding which is often referred to as social security or FICA tax. The rate is 6.2% on income up to $110,100 for 2012. The rate has been lowered to 4.2% for 2011 but it’s unclear whether the rate will remain the same for 2012.

HI stands for health insurance. This is Medicare tax withheld under the Federal Insurance Contributions Act (FICA). The rate for 2012 is 1.45% with no upper limit.

Can you please tell me what Imputed Life is?
Imputed Life is the taxable value of employer paid group life insurance. The IRS requires the value of employer provided insurance in excess of $50,000 to be included as taxable income.

Do I need to submit a form when I have a change of address?
Yes, you must submit a “Name and Address Change” form to the human resources office as soon as possible. This form can be found in the public folders or you may pick up the form from our office.

My last name has changed, what do I need to do?
If you have a name change, you must submit a “Name and Address Change” form along with the supporting documentation as soon as possible. We can not make a name change in the benefits and payroll systems until we have this form along with the supporting documentation. The form can be found in the public folders or you may pick up the form from our office.

Instructions for Filling out the Hourly Timesheet in HRMS:

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.
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.
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.
You must select ‘regular time’ as the time reporting code on the timesheet for each day you are recording time.
Do not put your total hours in the ‘quantity’ box. No information should be placed in this box.
Do not record your ending time in the space designated as lunch. You must record your ending time under the ‘out’ box.
Be sure you are recording your hours correctly. Once you submit your timesheet and your supervisor approves it, only HR can make the adjustment.
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.
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. If you are recording your hours daily, then all you need to do is submit those hours come the end of the pay period.
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.
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.
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.
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:

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.
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.
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.
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.
You must select ‘regular time’ as the time reporting code on the timesheet for your hours worked.
Breaks (meal break and fifteen minute break) cannot be used to offset a late arrival or an early departure.
All corrections and/or changes to your timesheet need to be completed prior to submitting the timesheet to your supervisor.
Be sure you are recording your hours correctly. Once you submit your timesheet and your supervisor approves it, only HR can make the adjustment.
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.
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.
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.
Timesheets are due no later than the designated deadline on the leave certification schedule.

2012 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 11 January 12

January 10 – January 24 January 26 February 1

January 25 – February 9 February 13 February 16

February 10 – February 24 February 27 March 1

February 25 – March 9 March 13 March 16

March 10 – March 24 March 27 March 30

March 25 – April 9 April 11 April 16

April 10 – April 24 April 26 May1

April 25 – May 9 May 11 May 16

May 10 – May 24 May 28 June 1

May 25 – June 9 June 12 June 15

June 10 – June 24 June 26 July 2

June 25 – July 9 July 11 July 16

July 10 – July 24 July 26 August 1

July 25 – August 9 August 13 August 16

August 10 – August 24 August 28 August 31

August 25 – September 9 September 11 September 14

September 10 – September 24 September 26 September 28

September 25 – October 9 October 11 October 16

October 10 – October 24 October 26 November 1

October 25 – November 9 November 13 November 16

November 10 – November 24 November 27 November 30

November 25 – December 9 December 11 December 14

December 10 – December 24 December 21 December 31

2012 Deadlines for Hourly Timesheets

Pay Period Timesheets Due By Noon on: Pay Date

December 9 – December 22 December 21 by 10 a.m. January 10

December 23 – January 5 January 9 January 23

January 6 – January 19 January 23 February 6

January 20 – February 2 February 6 February 17

February 3 – February 16 February 20 March 5

February 17 – March1 March 5 March 19

March 2 – March 15 March 19 April 2

March 16 – March 29 April 2 April 16

March 30 – April 12 April 16 April 30

April 13 – April 26 April 30 May 14

April 27 – May 10 May 14 May 25

May 11 – May 24 May 25 June 11

May 25 – June 7 June 11 June 25

June 8 – June 21 June 25 July 9

June 22 – July 5 July 9 July 23

July 6 – July 19 July 23 August 6

July 20 – August 2 August 6 August 20

August 3 – August 16 August 20 August 31

August 17 – August 30 September 3 September 17

August 31 – September 13 September 17 October 1

September 14 – September 27 October 1 October 15

September 28 – October 11 October 15 October 29

October 12 – October 25 October 29 November 9

October 26 – November 8 November 12 November 26

November 9 – November 22 November 26 December 10

November 23 – December 6 December 10 December 21

Human Resources