How can deactivated employees electronically sign their payroll reports?

When an employee is offboarded, they may need to electronically sign pending timesheets for the period worked. Day.io allows you to send the Payroll Report to deactivated employees and track the signature status.

This article explains how to ensure the employee is correctly deactivated, send the signature request and monitor progress.

Key actions or configuration

1. Ensure the employee is deactivated
   • When offboarding an employee, select Remove from payment group so that their closing period occurs individually on the Payroll tab.
   • This action creates a separate closing period that can be sent for signature. Follow the offboarding article to confirm the process.
     
     
2. Send the electronic signature
   • From the side panel, go to Payroll > Deactivated employees.
   • Find the deactivated employee in the table. The Payroll Status should show Locked and Signature Status as Not required.
   • Hover over the closing period and click Request signature. The closing line will change to Pending, waiting for the employee’s signature.
      
     
     
3. Employee signs the Report
   • The employee receives a request via the mobile app or email. When they open the app or web portal, they see the Electronic Signatures page with available periods.
   • They select the report and complete the electronic signature. In the app, their profile appears as deactivated, allowing only the signing of pending reports.
     
      
4. Monitor the signature status
   • Back on the Deactivated employees tab, watch the Signature Status until it shows Signed.
   • After the signature is completed, click the actions menu (⋯) to Unlock, Cancel signature or Download the report. You can export the signed document to the requester’s email.
     
     
     
5. Adjust access period (optional)
   • By default, a terminated employee retains access for 14 days after termination. You can request an extension or reduction of this period from our customer support.
      

Tips or Troubleshooting

• If the payroll status shows Unlocked, lock the period before requesting the signature.
• Ensure the employee was removed from the payment group; otherwise, they won’t appear on the Deactivated employees tab.
• If the employee doesn’t receive the email, verify the registered address and ask them to check spam folders.

Best Practices

• Send the signature request immediately after offboarding to quickly finalize the period.
• Communicate clearly with the former employee, informing them that access is restricted to signing reports.

Frequently Asked Questions

1. How long does the employee have to sign their report?
   The default access period is 14 days after offboarding, but you can request an extension or reduction from support.
2. Can I send multiple periods for signature at once?
   Yes. Selecting multiple periods on the Deactivated employees tab and clicking Request signature will send them all at once.
3. Can the employee access other features of the platform?
   No. When deactivated, the employee only sees the Electronic Signatures screen to sign pending reports.