Guide: Digitally Fill Out and Sign Your Payroll Report

Transcription

1 Guide: Digitally Fill Out and Sign Your Payroll Report * The new payroll report can be filled out digitally on your computer OR printed out and completed by hand. * Page 2 Page 8 Filling Out the Non-Exempt (Hourly) Payroll Report Supervisor Approval of Non-Exempt (Hourly) Payroll Report Volunteers of America of Illinois Guide: Digitally Fill Out and Sign Your Timesheet 1

2 Filling out the Non-Exempt Payroll Report * The new payroll report can be filled out digitally on your computer OR printed out and completed by hand. * In order to fill out your payroll report digitally you must first have Adobe Acrobat Reader DC installed on your computer. If you do not have this program installed, please me, Ryan Fey at rfey@voail.org, and I will setup a time to install the program. It's helpful to create a folder where all your payroll reports will be saved for your own recordkeeping. In this example, our employee, Harry Potter created a folder on his computer s desktop where he will save all of his future payroll reports. To begin, we open our Non-Exempt Payroll Report with Adobe Acrobat Reader DC. You ll notice this new payroll report is similar to the old payroll report. Volunteers of America of Illinois Guide: Digitally Fill Out and Sign Your Payroll Report 2

3 Click in the Name field and type your Full Name Click in the Date field and then click the drop down to select the first Sunday of the pay period. Then click on the second Date field and select the first Saturday of pay period. *Pay periods begin on Sundays and end on Saturdays. Click the Percentage fields next to your program(s) and type in the percentage. If you are unsure of your percentage, ask your supervisor. Below you will see the days of the week and corresponding types of work performed on those days. In the boxes you will need to enter the total hours worked or total hours of PTO for that day. Hours must be represented in numerical digits with minimum increments of.5 hours. *Fractions and time less than.5 hours will not be accepted. Enter time in hour or 30-minute increments only. Click in the Hours field and type the number of hours you worked during the corresponding day. In the first week, Harry worked Monday through Friday for 8 hours each day. Click in the Date field and then click the drop down to select the second Sunday of the pay period. Then click on the second Date field and select the second Saturday of pay period. *Pay periods begin on Sundays and end on Saturdays. Click in the Hours field and type the number of hours you worked during the corresponding day. In the second week, Harry worked Monday through Thursday for 8 hours each day. On Friday, Harry s supervisor asked him to cover a visit for another employee who was out sick. Harry explained to his Supervisor that this added time would put him into Overtime Hours. The Supervisor approved the overtime. *Remember to always seek approval from your supervisor before working Overtime Hours. Refer to Overtime Rule on Page 7. Volunteers of America of Illinois Guide: Digitally Fill Out and Sign Your Payroll Report 3

4 Once you have filled out everything, double check your time by reviewing the Total Hours below each week. Then look at the Grand Total for hours worked during the entire Pay Period. Once all of your information is entered you can move on to signing the timesheet. Read the Fine Print Click on the Employee Signature Field For Time Off at Own Expense: enter a zero in the Actual Work Hours column for any time off at own expense. You should then see this pop up box. Click Configure New Digital ID Click Create a new Digital ID Volunteers of America of Illinois Guide: Digitally Fill Out and Sign Your Payroll Report 4

5 Click Save to File Enter your Full Name Enter Volunteers of America of Illinois Enter your Address You are now asked to create a password to protect your signature. You will be asked to enter your password every time you sign a document. Type your newly created password in both boxes. Click Save Click on your newly created signature Volunteers of America of Illinois Guide: Digitally Fill Out and Sign Your Payroll Report 5

6 Type in your newly created password Click Sign You will now be prompted to save the signed document. In our example, Harry created a folder on his desktop and saved the new payroll report in that folder. The payroll report should be saved with the following naming convention: N-HPotter N for non-exempt-first Name Initial followed by the Full Last Name-the ending date of the pay period. Click Save You will now see your fully finished and signed payroll report. You ll notice all fields you entered are now locked. No one can change them once you have signed the payroll report. The Blue fields are the only active fields open for your supervisor to sign. If you make a mistake, you will need to fix and resend your payroll report as no one can modify your hours with the secure fields locked. Volunteers of America of Illinois Guide: Digitally Fill Out and Sign Your Payroll Report 6

7 Now it's time to send your signed payroll report to your supervisor. You can do this in Microsoft Outlook or through the Microsoft Office Web Portal ( You have now completed filling out and digitally signing your timesheet. OVERTIME In accordance with federal and state wage and hour laws, non-exempt employees are paid at a rate of one and one half (1 ½ ) times their regular hourly rate for all hours worked in excess of 40 hours per workweek (a workweek is defined as Sunday at 12:01 AM through Saturday at midnight). Overtime pay is based on actual hours worked. Time off for lunch breaks, holiday, vacation, personal days, or any other type of leave will not be considered as hours worked for the purpose of calculating overtime. Non-exempt employees are required to obtain prior authorization from their supervisor prior to working in excess of eight hours in a day or 40 hours per work week. Failure to work scheduled overtime OR working overtime without prior authorization from the supervisor may result in disciplinary action, up to and including, termination. The agency pays employees for their 30 minute lunch breaks even though no actual work is to be performed during those 30 minute lunch breaks. Time off for a 30 minute lunch break is not considered hours worked for purposes of calculating overtime. In order to receive overtime, actual hours worked must exceed 40 in a work week. Without supervisory approval, employees are not allowed to work through their lunch breaks. If an employee does work during his or her lunch break that time will count towards hours worked; however, the employee may be subject to discipline for not taking his or her 30- minute lunch break absent supervisory approval. In order to receive overtime, an employee must have more than 40 actual hours worked in a workweek recorded on his or her payroll report, not including time for lunch breaks where the employee performs no compensable work. After 40 hours of actual hours worked in a workweek, employees will receive overtime pay (1 and ½ times his or her regular rate of pay). A payroll report at VOA of Illinois is a time card/timesheet where employees are required to record all hours worked and to record their holidays, PTO, etc. Volunteers of America of Illinois Guide: Digitally Fill Out and Sign Your Payroll Report 7

8 Supervisors Approving the Non-Exempt Payroll Report It may be beneficial to create an Approved Payroll Reports folder on your computer. Within that folder have sub-folders for each of your employees. You can save the approved payroll reports once they are signed into that employee s folder before you the payroll report to payroll@voail.org To begin, review the payroll report. All hours are auto-calculated into the corresponding Grey Boxes. If Overtime Hours have been worked with your approval, enter your initials into the corresponding blue box. Refer to Overtime Rule on Page 7. When you are done reviewing the payroll report click on the Supervisor Signature Field. Click on your signature Type in the Password you created for your digital signature Click Sign Volunteers of America of Illinois Guide: Digitally Fill Out and Sign Your Payroll Report 8

9 You will then be asked to save the file. In our example we have created folders for our employee s signed timesheets. When prompted to save the signed timesheet navigate to the correct employee s folder and save using the following naming convention: N-HPotter N for Non-Exempt-First Name Initial followed by the Full Last Name -the ending date of the pay period. Then open Outlook of the Microsoft Web Portal ( portal.office.com) and send the timesheet to payroll@voail.org Volunteers of America of Illinois Guide: Digitally Fill Out and Sign Your Timesheet 9