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Timesheet Procedures/Tips

Time Reporting Required:

Timesheets must be submitted by the established deadline  for proper approval prior to the upload. All paper timesheets must have an authorized department signature before being submitted to Student Employment for processing. Check with your supervisor to verify the pay cycle you should be following.

Students employed by University departments:

Students employed by Vanderbilt University (using either FWS award or Institutional funds) are paid on the University Biweekly A cycle (UBA) or University Monthly 1 pay cycle (UM1). All UBA pay cycles require students to complete the e-Timesheet (electronic). If a student has missed the e-Timesheet processing date for a specific pay cycle then a paper Brown-Back timesheet should be submitted to Student Employment for processing. Your supervisor will direct you as to their procedure for processing your timesheet.

e-Timesheet Quick Reference Guide

Students employed by Medical Center departments:

Students employed by the Vanderbilt Medical Center (using either FWS award or Institutional funds) are paid on the Medical Biweekly B cycle (MBB) or Medical Monthly 1 pay cycle (MM1). All MBB pay cycles require students to use Kronos for time reporting. If a student has more than one position on the MBB pay cycle an e-Timesheet will need to be submitted or a paper Green-Back timesheet will need to be submitted to Student Employment for processing.

Monthly paid student employees are not required to complete timesheets. However, if a student holds both a monthly AND an hourly position, the student IS required to complete a time sheet for ONLY hours worked in the hourly job.

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