Guidelines for Student Payroll Timekeeping

Guidelines for Student Payroll Timekeeping

Revised October 2013

Timekeeping and time reporting for hourly-based student jobs at Indiana State University departments shall be accomplished by utilizing the Kronos time and attendance system. Since student employees are not eligible for paid time off, absences are not recorded and only hours actually worked are reported and paid. Payable hours are determined by the periods of time between the student employee’s clock in and clock out each work period during the biweekly pay period. Since student employees create their own clock transactions using their unique ID numbers, with rights to review their time cards upon request, only supervisor approval and timekeeper sign off is required for the electronic interface to the payroll system. Approvals and sign off are electronic functions. Paper time sheets, signed by the student employee and the supervisor, are required only for adjustments to prior pay.

Student Employee Responsibilities

·  Student employees will record their arrivals and departures from work accurately by accessing the Kronos system each and every time they work and according to the method instructed by their supervisor. These records are referred to as “punches”.

·  Student employees may record time only for themselves and only from locations approved by their supervisor.

·  Student employees may obtain a printed version of their electronic time card by submitting a request to their supervisor.

·  Student employees will promptly notify their supervisor of any incorrect or missed punch.

·  Student employees will review their pay detail provided on the MyISU Portal after each pay issue, and will promptly notify their supervisor of any discrepancies.

Departmental and Supervisor Responsibilities

·  Upon initial implementation, the department head will authorize a Kronos access category for the appropriate supervisors and timekeepers by completing the Access Authorization for the Kronos Timekeeping System http://www.indstate.edu/payroll/link3/index.htm. The same form will also be used for communicating changes to access (e.g., removal of access when a timekeeper or supervisor transfers to another department).

·  Supervisors will provide detailed clocking instructions to their student employees. Instructions shall include :

o  Method by which the student employee is to clock in/out (by telephone or by direct access to the Kronos system).

§  Note: general instructions for clocking are available on the Payroll web site at http://www.indstate.edu/payroll/link3/index.htm.

o  Method by which a student employee shall communicate a missed or incorrect clocking transaction.

o  How to transfer to and from other jobs.

·  Supervisors will, at any reasonable time upon request by the student employee, provide a printed version of the student employee’s time card to him or her for review.

·  Supervisors will make time entries to time cards only to correct a punch or to insert a missed punch; supervisors will document the reason for the edit by associating an electronic comment with the punch.

·  Supervisors or timekeepers will maintain the time cards throughout each pay period, and will apply their approval and sign-off within the time frame established by the Payroll Office as required to meet the scheduled pay issue dates.

·  Supervisors or timekeepers will comply with payroll reporting guidelines as detailed in ISU Student Payroll Reporting.

·  Supervisors or timekeepers will report any discrepancies to the Payroll Office and assist with resolution when needed.

Payroll Responsibilities

·  Payroll will provide initial training to department supervisors and timekeepers.

·  Payroll will process Student Employment Program referrals promptly so that student employees can begin using the Kronos system as quickly as possible after hire.

·  Payroll will respond promptly to requests for access and /or assistance.

·  Payroll will provide additional instructions when warranted for special situations or payrolls.

·  Payroll will process time records within the time frame necessary to meet the scheduled pay issue dates.

·  Payroll will issue email notifications of pay on the pay issue date of each Student Payroll.

·  Payroll will investigate any discrepancies and resolve in a prompt, efficient manner.

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