Timesheet and Payroll Information
Student employees must submit timesheets to receive compensation for their time worked. Timesheets are reviewed and approved by the position supervisor prior to Payroll processing. For inquiries regarding checks and compensation processing, contact the Payroll Office located in Bayley Hall Room 10.
Accessing Timesheets
Student employees submit timesheets electronically via WebTime Entry in accordance with the University’s BiWeekly Payroll Schedule. Access is granted to WebTime Entry timesheets the day after the student is cleared to begin working in the position.
To access WebTime Entry:
- Go to your University Portal through PirateNet
- Click on the Employee tab
- Select the Timesheet for Student Workers link in the Timesheets and Leave reports box
For additional information on submitting a timesheet, see WebTime Entry instructions in the Employee Tutorials on our HR website.
Submitting Timesheets
Timesheets are due following the University’s BiWeekly Payroll Schedule. Student employees must submit their timesheet by 11:59 p.m. on the last day of the pay period (Thursday). Timesheets are then reviewed and approved by supervisors the day following the close of the period (Friday).
After entering your time, you must Preview and Submit your hours for review by your Supervisor. Make sure to log any necessary Comments on the Preview screen.
Earn Codes
Missed Hours and Sick Time must be logged on the timesheet using the appropriate Earn Code.
- Missed Hours: time worked but not logged in the previous pay period
- Sick Time: time scheduled for but not worked in the current pay period due to illness or other reason listed in the University’s Sick Leave Policy
- Missed Sick Time: time scheduled for but not worked in the previous pay period due to illness or other reason listed in the University’s Sick Leave Policy
It is VERY IMPORTANT that the correct Earn Code and applicable instructions are followed when logging hours. Missed Hours and Missed Sick Hours both require a Comment detailing the time logged for approval.
Timesheet Status
Timesheets change status as they move through the approval process.
- Not Started: you have not yet begun the timesheet for the pay period
- In Progress: you have started but not yet submitted the timesheet for the pay period
- Pending: you have submitted a timesheet for approval for the pay period
- Approved: your timesheet has been approved by your supervisor, you will receive compensation based on the pay date for the period
Returned: your timesheet has been returned to you for correction. You must make an update within the pay period deadline and re-submit your timesheet
Federal and State Compliance Requirements
Student employees are held to the same federal and state labor guidelines as all employees of the University. Federal and State Labor Laws dictate certain aspects of the Student Employment Program. Some of the more common are as follows:
- Employees under 17 years of age are required to take a minimum 1/2 hour break after 5 hours of work. Employees 18 years of age and older should take an hour break after 7 hours of work
- Students must sign out for all breaks. Example: If you are working from 9 a.m. - 5 p.m. with a one hour break -- Sign in 9 a.m. - noon, sign out for break noon - 1 p.m., sign in for 1 p.m. - 5 p.m.
- Students are not eligible for unemployment benefits as they are classified part-temporary employees, a non-eligible category and they do not make contributions to the state unemployment insurance fund
- Students are not eligible for holiday or overtime pay.
- Students may only be paid for the actual hours worked. No additional hours may be added for any reason.
- Students must submit timesheets based on the timesheet schedule provided.