The laws and regulations set forth by the Department of Labor and other government agencies and the time reporting policies outlined in the Student/Supervisor Handbook will continue to be enforced by the payroll staff.
Q: What time needs to be reported by student employees?
A: The College will only pay its student employees for hours that are physically worked not scheduled hours. Any hours that are physically worked should be reported as regular time.
Q: How often does the time need to be reported?
A: It is recommended for student employees to report their time on a daily basis to ensure accurate time-reporting. Hours for the appropriate 2-week pay period need to be submitted for supervisor approval within the reporting deadlines.
Q: What are the reporting deadlines for student employees?
A: The reporting deadlines will be similar to current policy, except the time needs to be submitted for approval each 2-week pay period, not every week. Therefore, the employee deadline to submit time for supervisor approval is the Monday following the end of the pay period at 11:59 p.m.
Q: Do employees need to submit their time on a weekly basis for supervisor approval?
A: No – time for the entire 2-week pay period needs to be submitted for approval by the Monday following the end of the pay period at 11:59 p.m. Employees should only click on the electronic signature box after reporting both weeks in the pay period.
Q: What are the approval deadlines for supervisors?
A: The time reported by student employees for each 2-week pay period needs to be approved by the Tuesday following the end of the pay period at 11:59 p.m.
Q: What is required of the supervisor when approving employee time?
A: All information must be verified prior to submitting approval. It is the responsibility of supervisors to verify all information for accuracy. The supervisor’s electronic approval indicates to payroll that the information reported was verified as correct and accurate.
Q: What do supervisors do when they are not available to approve the time by the deadlines?
A: It is highly recommended to have a plan in place with the alternate approver for times when the supervisor is not available to approve records by the deadlines. The alternate approver should be approving any records when the supervisor is not available to do so.
Q: If employees are unable to submit their time prior to the reporting deadlines or do not comply with the reporting deadlines, how do employees submit the time?
A: The supervisor needs to report any time that was not already reported by the employee. In the supervisor comments on the approval screen, the supervisor will need to indicate that the hours reported are to the best of his/her knowledge and the employee needs to report any adjustments to Payroll. Once Payroll obtains this information, the employee will be paid for the time.
Q: How do employees receive payment for hours that were not reported via Web Time Entry?
A: Employees need to stop by Payroll to pick up a time sheet. The employee needs to complete the time sheet and obtain the supervisor’s approval. Then, the employee needs to submit the time sheet to Payroll.
Q: Should student’s round the minutes worked?
A: Student employees need to be rounded to the nearest ¼ hour. Any time within 7 minutes after the ¼ of an hour needs to round down; any time beyond 7 minutes after the ¼ of an hour needs to round up (i.e. 8:07 a.m. needs to be reported as 8:00 a.m. and 8:08 a.m. needs to be reported as 8:15 a.m.).