TIMESHEETS:

• -Due in LPO by 4 pm every other Thursday - the day after a Student Payday.
• -Transfer hours worked from Blue Student Hourly Payroll Report.
• -Total hours worked at bottom right side of PTR.
• -Attach Absence slip for sick leave or vacation hours used.
• -Signatures by supervisor & student, date end of pay period.
• -College student attends - Workstudy Employees only.

Blue Student Hourly Payroll Report - Supervisors must:

Verify the dates listed on the blue Student Hourly Payroll Report correspond to the actual pay period being worked, so that if there is a discrepancy it can be matched up to the formal timesheet that is submitted to LPO and Payroll.

The amount of hours a student lists on the blue Student Hourly Payroll Report. Addition of total hours worked for the two week period as well as totaling each day worked.

Make sure that if a student works 6 or more hours that a 30 minute meal break is listed on the blue Student Hourly Payroll Report. The meal break is NON-PAID. Therefore it is not added into the total amount of hours worked.

After verifying blue sheet, both the student and the supervisor must sign it. Give blue Student Hourly Payroll Report to the department Administrative Assistant for retention of 1 full fiscal year.

Transfer hours worked from the Blue Student Hourly Payroll Report to the Timesheet (PTR). Please don't cross out days that are not worked, don't put a zero in days that are not worked leave them - BLANK. Make sure to list any sick days or vacation days (if applicable) in the absence area of the PTR. Total Regular hours worked at write this total at the bottom right side of the PTR. If you make any mistakes transferring the data from the blue Student Hourly Payroll Report to the Timesheet, please use mistake out on the top (white) copy (at least) and write over the errors on each subsequent copy, in heavy felt tip ink the new hours. Please don't cross out hours - use mistake out.

Reporting Absences: All absences must be pre-approved. Sick leave is not to be used as vacation. If a student is sick, they must call in and speak directly with the supervisor. Students are expected to plan ahead to meet academic assignments so that their attendance at work will not be affected. Please refer to the Policies for Student Employees for further clarification.

Timesheets are due in LPO no later than 4:00 pm every other Thursday - the day after a student payday. Supervisors must sign PTR. Please date the PTR the last day of the pay period for supervisors as well as all students. If a student fails to sign the PTR, submit it anyway to LPO.

All Workstudy students should sign their timesheets and date it the last day of the payperiod as well as listing their college on the bottom of the timesheet. The timesheet is dated this way for auditing reasons. Please DO NOT SIGN A TIMESHEET FOR A STUDENT - this is FORGERY. I would rather leave the students signature area blank than writing "unavailable for signature" on the timesheet.

By signing the PTR you, the supervisor, are certifying that the hours reported are worked and are not anticipated.

Even though you will be signing the timesheets earlier than the end date of the pay period, you have until NOON the following Tuesday to make any necessary changes to the timesheets (which is after the end date of the pay period).

To make any changes, additions to hours, deleting hours anticipated as worked, correcting sick hours etc... you may email or call LPO - Monique at 4-3063 to make the necessary changes. Do not forget that if you contact LPO directly, you will need to advise the departmental Administrative Assistant of the changes.

SPECIAL TIMESHEETS FOR NEW EMPLOYEES

If there is no pre-printed timesheet, a blank PTR must be used. Only use a student's social security number on the timesheet when the student has never worked for the University previously. It will take approximately 4 to 6 weeks for the student employee to be assigned an employee number. This is the same amount of time it will take for the new student to get paid by the University. If you do not know the student's employee number, leave it blank and the department Administrative Assistant will look up the employee number in the ASAP database.

The following must be filled out on a new/special timesheet:

Pay Period: From ____________ To _____________.
Monique's Name in the blank box next to the pay period.
Student's FULL name: No nicknames.
Employee # or Social Security Number if brand new student or leave this blank for the departmental AA to fill in.

Put in the peach section of the timesheet:

Pay Period: mm/dd/yy
Cycle: B for Biweekly
What funding is the student being paid from
Title and Payrate

STUDENT VACANCY LISTINGS

Posting an open student position can be done either by phone, in person or by email. Posting an open position will now take about 3-4 working days. Part-Time Employment office is reviewing each classification and pay rate listed on the vacancy listings.

INFORMATION NEEDED FOR ANY OPEN STUDENT POSITION:

*Denotes new information needed.

Department:
Supervisor:
*Paytitle of supervisor and type: Academic, Staff or Student.
Extension and times to call for interviews:
Title Requested:
Funding: Workstudy or Non-Workstudy
Start Date:
End Date: will be listed as 6/30/.. or 9/20/.. unless specified otherwise.
*Level of Supervision: Very Close, Close, Supervision, General Supervision or diection.
*Flexibility of schedule: Specific schedule, flexible schedule of ____ hours per week or variable hours each week.

SUPERVISOR:

Ask yourself if this student position has been recruited before. If the answer is yes, who recruited it - You or the supervisor before you? Make sure the job description is the same. Library Personnel/Student Employment Office will probably have a copy of the old student posting on file. By having it on file, it will make it easier to post the position because we will have a brief job description of the position to copy or edit as necessary.

If the position is new and has not been recruited previously, please give a brief job description (50 words or less) of the position as well as the information listed above for all job positions.

If you are going to post an open student position higher than an Assistant II level, I will send out email to all Student Supervisors to please let their students know about the upcoming open position. By posting the open position, it allows the Library students the opportunity to advance within the Library. It also allows the supervisor to obtain a student who is at least partially trained in Library policies and procedures.

I do maintain a list of current Library student employees who are looking for higher paying positions. I ask them to give me their home phone number as well as work extension to try and contact them to apply for the open position.

RECLASSIFYING STUDENT EMPLOYEES

In order to reclassify a student employee you must complete a Job Description Card and submit it with appropriate signatures to Monique at least 1 1/2 weeks in advance of the beginning date. The beginning date of the reclassification can take place ONLY AT THE BEGINNING OF A PAY PERIOD. You may not work a student employee out of classification. Library Personnel will inform you of the reclassification effective date. Do not have the employee work under the new classification until verification notification has been received from Library Personnel.