Missing manager signature

If a manager signature is missing, route the form back with a clear comment and a deadline. If payroll cutoff is approaching, document the reason for late approval and follow your exception policy.

When names or employee IDs do not match HR records, pause processing and verify identity. Update records centrally to prevent repeat mismatches and to avoid incorrect tax reporting.

Signer cannot access the form

Confirm the signer email is correct and that firewall or email filters did not block the invite. Offer a secure alternative such as SSO, or reissue the link with a verified address.

Is an electronic signature valid?

Yes, electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in applicable states when intent, consent, attribution, and retention are documented.

How long must forms be kept?

Retain payroll and related employment records at least three years for IRS purposes (IRC §6501(a)); longer retention may apply for HIPAA or state law.

How to revoke or correct a submitted form

Follow your internal amendment policy: create a corrected form with clear versioning and approvals. For signed electronic records, attach a signed amendment or use the platform's revision workflow to maintain an auditable chain.

Electronic Signature
Templates
HR
BiMonthly Employee Form

BiMonthly Employee Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BiMonthly Employee Form

Personal Information

Full Name Employee ID Home Address

Phone

Email

Position Information

Job Title Department Reporting Manager

Employment Status: Full-time Part-time Temporary Contractor

Date of Hire:

Bi-Monthly Period Details

Pay Period Start:

Pay Period End:

Hours Worked (Bi-Monthly) Paid Time Off (PT0) Taken This Period PTO Balances After This Period

Payroll Adjustments & Reimbursements

Salary / Rate Changes

Effective Date of Change:

Reimbursements Submitted

Time Off Requests / Changes

Requests Filed This Period

Performance, Safety, and Issues

Accomplishments / Notes Incidents or Safety Reports

Any workplace incidents this period? Yes No

Employment History (Required)

Employer 1

From: To:

Employer 2

From: To:

Education

Highest Degree

Graduation Date:

Professional References (3)

Reference 1 Reference 2 Reference 3

Legal Disclosures & Authorizations

At-Will Employment: The employee acknowledges that employment is at-will and may be terminated by either the employee or the employer at any time, with or without cause or notice, unless a written agreement signed by an authorized company officer states otherwise.

Equal Opportunity: The employer maintains an equal opportunity policy. Employment decisions are made without unlawful consideration of protected characteristics and in accordance with applicable law.

Authorization to Verify and Investigate

I hereby authorize the employer and its agents to contact current and former employers, educational institutions and references to verify the accuracy of information I have provided and to obtain background information including, but not limited to, employment history, education, criminal conviction records, and driving records where job-related and permitted by law. I release the employer and any persons or organizations providing such information from liability arising from such inquiries.

Consent to Background Check: I consent to the employer conducting background checks as permitted by law.

Employee Certification

I certify that the information provided in this BiMonthly Employee Form is true, complete and correct to the best of my knowledge. I understand that any false statements, omissions or misrepresentations may result in disciplinary action up to and including termination of employment.

I authorize payroll and HR to make the adjustments and carry out the actions indicated in this form. Where required, I will provide supporting documentation (e.g., receipts for reimbursement, medical documentation for leave) as requested.

Certification: I certify that all information above is accurate and complete.

Additional Comments

Employee Printed Name:

Signature:

Date:

What the BiMonthly Employee Form Is and Why It’s Used

The BiMonthly Employee Form is a recurring HR and payroll document used to collect employee data, time, deductions, and approvals on a twice-per-month schedule. Employers use it to standardize pay-period reporting, capture manager sign-off, and create an auditable record for payroll processing and benefits administration. When completed consistently it supports payroll accuracy, statutory withholding, and internal audits. The form can be distributed as a fillable PDF or electronic form and, when executed under ESIGN or applicable state law, may be signed electronically to streamline submission and retention.

Key advantages of using a standardized BiMonthly Employee Form

A consistent form reduces payroll errors, improves on-time processing, centralizes approvals, and creates a defensible audit trail for wage, tax, and benefits records.

Who typically completes or reviews the BiMonthly Employee Form

Common users include HR staff, payroll teams, managers, and employees who submit time or certifications.

Human Resources — Prepares templates, ensures compliance with benefits and record retention policies.
Payroll Administrator — Validates hours, tax withholdings, and sends final data to payroll systems.
Line Manager — Reviews and approves time, exceptions, and any overtime or leave adjustments.

Role clarity helps limit processing delays and ensures approvals occur before payroll cutoff.

Step-by-step: Completing and submitting the form

Follow this sequence each pay cycle to ensure on-time payroll inclusion.

01

Open Form: Access the current template from HR portal or email link.
02

Enter Data: Complete name, ID, dates, and hours carefully.
03

Manager Approval: Route to manager for signature and confirmation.
04

Submit to Payroll: Send final form to payroll before the processing cutoff.

Typical online workflow settings for bi-monthly processing

Configure your digital workflow to match internal approval and audit requirements before sending forms.

Field	Configuration
Recipient Type	Employee \| Manager
Authentication	Email link \| SMS code
Reminder Schedule	2 reminders \| 24 and 48 hours
Storage Location	HR system \| Encrypted archive

How electronic submission typically flows

A clear sequential flow reduces signer friction and ensures records capture required metadata.

Upload: Sender places fields on the form.
Assign: Assign signers and routing order.
Authenticate: Signer confirms identity via chosen method.
Archive: Signed form saved with audit trail.

Technical considerations for eSubmission and storage

Ensure your chosen platform supports required file formats, authentication, and retention controls.

File Formats: PDF, DOCX supported
Integrations: HRIS and payroll connectors
Authentication: Email, SMS, SSO

Timing and processing expectations each pay cycle

Adopt clear internal deadlines to avoid missed payroll runs and to leave time for corrections.

Employee submission deadline:

By the end of the final workday of the pay period.

Manager approval cutoff:

Within 24–48 hours after employee submission.

Payroll intake deadline:

Typically 48–72 hours before payroll run date.

Correction window:

Allow 3 business days for post-submission fixes.

Dispute period:

Employees may raise discrepancies within 30 days.

Key milestones from form issue to payroll posting

These sequential milestones help coordinate submission, approval, and final payroll actions.

01

Form Issued

HR publishes the bi-monthly form to employees.

02

Employee Completes

Employee enters hours and certifications.

03

Manager Reviews

Manager verifies entries and signs off.

04

Payroll Processes

Payroll imports data and runs pay calculations.

Common errors and process bottlenecks to avoid

Incorrect pay period selected, causing hours to post to the wrong cycle and complicating reconciliations.
Missing manager approval that delays payroll cutoff and requires manual overrides for late additions.
Inconsistent time formats (text vs numeric) leading to import failures into payroll and lost hours.
Insufficient retention or version control that prevents audit reconstruction when disputes arise or regulators request records.

Security controls and compliance features to include

Encryption: AES-256 at rest

Transport Security: TLS 1.2/1.3 in transit

Audit Trail: Timestamps, IPs, actions

Access Controls: Role-based permissions

HIPAA Support: BAA available if needed

Authentication: Email, SMS, SSO options

Potential legal and financial risks from improper handling

Payroll Underpayment: Wage claims

I-9 Noncompliance: Civil penalties

Tax Reporting Errors: IRS penalties

Data Breach: Regulatory fines

Missing Records: Audit failures

Intentional Misreporting: Severe civil consequences

Electronic signature versus digital (cryptographic) signature

Choose the signature approach that matches legal requirements and internal risk tolerance.

Criteria	Electronic Signature	Digital Signature
Definition	any electronic mark	pki-based cryptographic seal
Legal Status	accepted under esign/ueta	accepted; stronger non-repudiation
Typical Use	hr forms, approvals	regulated records, fda/21 cfr needs
Assurance	audit trail based	certificate and hash-based

eSignature vendor pricing and capability snapshot for BiMonthly Employee Form workflows

Compare basic plan costs and key capabilities that affect high-volume HR forms and auditability.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-world examples of recurring HR form use

These short case sketches illustrate practical benefits and implementation approaches from real customers.

Optica Ventures / COO

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Adoption details: centralized template and reminders reduced late submissions by 50%.
Outcome: Reduced payroll reconciliation time and fewer manual corrections, improving monthly close reliability and employee satisfaction.

Martin Properties / Founder

I can process and execute all of these documents online with 100% compliance and built-in security.

Adoption details: mobile-friendly forms allowed managers to approve from job sites.
Outcome: Faster approvals and a clear audit trail enabled on-time payments and fewer dispute escalations.

Practical tips for accurate, repeatable completion

Apply these practices to reduce errors, accelerate processing, and meet retention obligations.

Standardize templates and field formats

Use consistent field types and formats (MM/DD/YYYY, numeric hours) to allow reliable imports into payroll systems and reduce manual mapping work.

Define clear role responsibilities

Document who completes, reviews, and archives each form; include escalation steps for late or disputed submissions to avoid payroll exceptions.

Leverage audit trails

Ensure the platform captures timestamps, IP addresses, and signer identity to support audits and to establish a defensible record of approvals.

Test workflows before go-live

Pilot routing, authentication, and storage settings with a small cohort to identify friction points and integration issues.

Who is authorized to sign or approve BiMonthly Employee Forms

HR Manager

HR Managers normally approve template changes, retention rules, and access controls. They are responsible for ensuring forms comply with employment law and internal policies and for coordinating with payroll for timing and system imports.

Payroll Administrator

Payroll Administrators validate entries and perform final imports to payroll systems. Their signature or system confirmation indicates acceptance for payment processing and authorizes tax withholdings and benefit deductions.

Frequently asked questions and troubleshooting

Common issues and resolutions related to completing, signing, and storing the BiMonthly Employee Form.

Need help? Contact support

Missing manager signature
If a manager signature is missing, route the form back with a clear comment and a deadline. If payroll cutoff is approaching, document the reason for late approval and follow your exception policy.
Name or ID mismatch
When names or employee IDs do not match HR records, pause processing and verify identity. Update records centrally to prevent repeat mismatches and to avoid incorrect tax reporting.
Signer cannot access the form
Confirm the signer email is correct and that firewall or email filters did not block the invite. Offer a secure alternative such as SSO, or reissue the link with a verified address.
Is an electronic signature valid?
Yes, electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in applicable states when intent, consent, attribution, and retention are documented.
How long must forms be kept?
Retain payroll and related employment records at least three years for IRS purposes (IRC §6501(a)); longer retention may apply for HIPAA or state law.
How to revoke or correct a submitted form
Follow your internal amendment policy: create a corrected form with clear versioning and approvals. For signed electronic records, attach a signed amendment or use the platform's revision workflow to maintain an auditable chain.

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