Student employees must submit electronic time sheets by using Web Time Entry, the
online time sheet system. Students access their time sheets via OneStop/Employee
Self Service. If a department has never employed students, the hiring manager will
need to contact Payroll Services for information about setting up approvers and proxies for the student payroll.
Students will not see a time sheet on the web until all paperwork has been completed
by the department/student and processed by HR. Time sheets are available on the web
by the fourth day of the pay period. It is the responsibility of the department to
post the current Student Payroll Schedule to keep students informed of time sheet
Approvers and proxies will not begin to see time sheets for the current pay period
until their student employees begin to add hours. Each department checks to make
certain that all of their student employees have time sheets. Also, each department
checks to make sure that they do not have time sheets for student employees who do
not report to their department. Any discrepancies must be reported to Payroll Services.
If hours were submitted on a time sheet and the time sheet was approved but payment
was not issued, Payroll Services must be notified as promptly as possible.
Payroll adjustments should be processed through the online system (when feasible).
Directions for Web Time Entry adjustments are available on the Payroll Services website. For auditing purposes, adjustments must include a detailed comment that explains
the circumstances and specifies the day(s) and hours worked. Payment cannot be issued
for adjustments without documented justification.
Payment and Time Sheet Schedule
Refer to the Student Payroll Schedule for pay dates and time sheet deadlines. Payroll
schedules may change throughout the year. Check the website often to ensure that
you stay informed about payment dates. Students must submit their time sheets for approval by 11:59 p.m. on the Monday night
following the end of the pay period. Time sheets must be approved by 9:00 a.m. on the published due date.
Payment will be issued by direct deposit to the student’s designated bank account.
To set up direct deposit, students can access the Employee tab (from Web Self Service)
in OneStop. Additional information is available on the Payroll Services website. Each following payment will be direct deposited to the designated bank account,
and the direct deposit statement will be emailed to the student’s APSU email address.
Student employees who are not enrolled in summer classes are subject to Social Security
and Medicare tax withholding for employment during the summer break. Both the student
and the employing department pay 7.65% of the gross pay. For more information on
taxes and other payment issues, contact Payroll Services by calling extension 7433.
Reporting Hours Worked
Hours reported on a time sheet must reflect the actual hours worked on the days indicated.
Time sheets that misrepresent actual time worked violate state and federal employment
laws. Such misrepresentation, either by students and/or by their supervisors, is strictly
prohibited. Supervisors may be held liable for any deviations or inaccuracies. Students
should never electronically sign timecards in advance. Proxy signatures are prohibited.
Student employees who perform services for a department or office should not be considered
volunteers and should not be paid as an “independent contractor.” Working without approval, working without completing paperwork, and working “off the
clock” is prohibited.
Overtime pay for student employees is highly discouraged. If a student works more than 40 hours in one week, overtime must be paid. (The work
week is Sunday through Saturday.) An explanation of the reason for the overtime must
be forwarded to HR along with the time sheet(s).
Overtime pay will be charged to the last employer, not necessarily to the department
for which the student worked the most hours. The department must make certain that
students who have more than one job are aware of this rule. The department must also
make certain that students who have more than one job are made aware of the maximum
number of hours they can work in each job.