Student Employment

FWS and Institutional Employment Program Payroll Procedures

Time sheets for FWSstudent employees should be turned in to Student Employment, in theOffice of Student Financial Aid according to the payroll operations schedule for hourly employees.

Time sheets for students paid throughInstitutional Employment should be turned in to the Payroll Office, in theBaker Building according to the payroll operations schedule for hourly employees.

Both Student Employment and Payroll process a high volume of timesheets on a bi-weekly basis. Therefore, it is essential thattime sheets are submitted accurately and promptly. Listed belowis a check list relating to time sheets.

1. Submit timesheets on time.

It is imperative that time sheets are submitted on theappropriate due dates. Failure to submit these in a timely manner mayresult in a two-week delay of the student's paycheck!
2. Time sheets must be signed by the student.

3. Time sheets must be signed by the supervisor.

Time sheets without appropriate signatures will not beaccepted or processed.
4. Time sheets need to contain only the hours worked.
Please do not record any other work schedule information ontime sheets.
5. Student needs to fill in the START/STOP TIMES in thespace provided on the bottom portion of their time sheet.
These times should be verified by the supervisor(s) andshould correspond with the number of daily hours reported. Daily hoursreported should be extended to the bottom of the total line. Hoursworked in one week are totaled separately.

If a student worked part of an hour, s/he must complete thistime using ONE decimal place.

It is advisable to retain a copy of the timesheet for yourrecords, please photocopy prior to sending time sheets to StudentEmployment and/or Payroll Office.
7. Always check the pre-printed center numbers on the time sheetto make sure they are correct.
This is the number to which hours worked will be charged. Ifthere is a change in the center number(s), please notify StudentEmployment and/or Payroll immediately. A new/additional contract or a Change inStudent Employment Status form is required to make this change on thepayroll system. We will not process time sheets without properdepartmental authorization on file. It is the department supervisor'sresponsibility to correct the center number change on the student'stime sheet.
8. The department supervisor should audit the time sheetsbefore submitting them to Student Employment and/or Payroll.
In the past, there have been problems with timesheets being submitted without being reviewed thoroughly by thedepartment supervisor. The result was incorrect departmental centernumbers were charged and incorrect wages were paid to the student.Correcting these errors is very time-consuming and costly. We ask yourassistance by ensuring that time sheets are thoroughly reviewed BEFOREthey are submitted for processing.
9. Have any students stopped working for this department?
If so, they need to be terminated by submitting a Change inStudent Employment Status form. An effective date is required.