Illinois State University Policy Web Site

Initiating body: Payroll
Contact: Payroll Office 438-7677
Revised on: 05/2003

2.2.2 Student Time Card Procedure

Policy

In order for student employees to be paid, work time must be reported on green computerized cards which are mailed out by the Payroll Office to the departments biweekly on student pay dates (every other Friday).

Student time cards are due in the Payroll Office by noon on the second working day after the previous pay day unless notified in writing by the Payroll Office. Every department receives calendars/schedules each year to help follow these time frames. Payroll will notify departments of schedule changes due to holidays, etc.

Questions regarding time card procedures should be directed to the Payroll Office, 438-7677.

Overview for Student Time Card Procedure

For a student to be eligible for employment, the student must be enrolled for at least six credit hours. Student time cards are generated from the Payroll Office and mailed to the departments after completion of an approved Student Employment Form (see policy 2.2.1 Student Employment). Students are paid every two weeks (every other Friday).

Guidelines for Student Time Card Procedure

  1. The department is responsible for the timely completion and return of the time cards in alphabetical order to the Payroll Office, 101 Hovey Hall, Mail Code 0580, for processing.
  2. Time cards are distributed by Campus Mail to departments in alphabetical order and must be returned to the Payroll Office in alphabetical order. A sequential number in the upper right-hand corner will also assist in placing cards in order. Supplemental time cards, received separately, should be merged in alphabetical order with the regular department time cards.
  3. Enter the hours worked daily to the nearest 1/10 of an hour for each student. Enter any hours worked previously but not reported. Total the hours worked for each week and put in "total" box at the end of each week. Total all hours from each week and put in "total regular hours" box; include the hours worked previously in this box.
  4. If a student did not work, indicate this in the "did not work" box. If a student has been terminated, mark the "final" box and the Payroll Office will terminate the appointment; no future time card will be generated.
  5. If a student works more than 40 hours in one week, any hours over 40 will be considered overtime and paid at time and a half. Place the 40 hours in the "total regular hours" box and any hours worked over 40 (in one week) in the "total overtime hours" box.

    Many students work more than one job on campus. If a student exceeds 40 hours in any one week for all jobs included, mark the 'YES' box in "my sum total hours worked for all my ISU student jobs exceeds 40 in at least one week of this pay period".

    The overtime hours will be prorated for all departments worked by the Payroll Office. If a department does not have student overtime money available in its budget, be aware if the student is employed elsewhere on campus.
  6. The time card must be signed by the student and his/her supervisor.
  7. Return the completed time card to the Payroll Office, 101 Hovey Hall, Mail Code 0580, by noon on the second working day after payday (Schedule of Student Pay Dates).
  8. The following errors made in reporting student time cards could cause a delay of payment:
    1. Time cards not returned on time to the Payroll Office.
    2. Time cards not signed by the student and his/her supervisor.
    3. Time cards not placed in alphabetical order for the entire department. Each individual supervisor cannot turn in their time cards to the Payroll Office. The cards must be in alphabetical order for the entire department.
    4. Hours not totaled correctly.
    5. Do not change the name and social security number on a time card made out to a student who did not work in order to pay another student.  You can only use a computer-generated or a manually prepared time card.  A completed Student Employment Form (see policy 2.2.1 Student Employment) must be processed by the Student Employment Office in order for a time card to be automatically produced.
    6. Do not make any changes in account numbers or pay rates on a time card. A Student Employment Form (see policy 2.2.1 Student Employment) must be filled out to reflect any changes.
  9. Termination of student employment will result from the following situations:
    1. The student is not enrolled for at least 6 credit hours.
    2. The College Work Study eligibility has been met. At this time the department may fill out a student employment form and pay the student as a regular employee.
    3. The supervisor marks the final box on the time card.