Web Time Sheet Procedures

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1 Web Time Sheet Procedures General Policies Hourly paid students are paid on a weekly basis. A time sheet for an hourly paid student must be submitted at the end of each week worked. Students should not be allowed to submit their time sheets in batches. Late time sheets must be entered under the week ending date the student worked. This will insure that students are taxed properly. Time sheets submitted more than two weeks late require justification to Student employees should be paid only for the hours that they work. Students do not receive sick, holiday or vacation pay. NOTE: Jury duty is an exception to the above rule. If a student was regularly scheduled to work on a day on which he/she is called to serve jury duty, the student must be paid for the hours he/she would have worked on that day. The student s hours should be recorded on a time sheet as if they had worked that day. If a student is called to serve more than three days of jury duty, the student should be paid the difference between the stipend ($50.00) paid by the Commonwealth of Massachusetts and what the student would have earned by working. A copy of the student s Juror Service Certificate should be stapled to the student s time sheet. Students must take a minimum ½ hour unpaid break after 6 consecutive hours of work. Payroll coordinators must retain all student time sheets for seven years. Time sheets should be available for audit at any time. Hours Restrictions Student Employment Full time students should not be encouraged to work more than 20 hours per week while classes are in session. State law requires all employees to be paid time and a half for hours worked in excess of 40 (forty). Departments may restrict the number of hours that a student may work for budgetary reasons. Exception: International students and Law students may only work 20 hours a week while classes are in session. Work-Study Work-Study students are permitted to work a maximum of 20 hours a week while classes are in session and up to 40 hours a week during approved vacation periods and summer. OVERTIME IS NOT PERMITTED TO BE CHARGED ON WORK-STUDY.

2 Overtime Any student who works over forty (40) hours in a given week at Boston University must be paid overtime. Hours for students working multiple jobs will automatically be combined for a weekly total. Students who exceed the forty hour limit will be identified through a report produced for Student Payroll. This report will identify any students who are owed overtime. It will be forwarded to the employing departments for action. If a student is working in two or more jobs, all the departments will be notified. NOTE: The Hours to be Worked per Week field located on the Hire/Rehire function must be completed by the departments when hiring an hourly paid student. This field will be used as a resource in determining a department s responsibility for paying overtime. Completing the Time Sheet Student Payroll has designed a time sheet which all departments within the University should be using. This time sheet may be downloaded from our website ( All hourly paid student employees must complete and submit a time sheet to his/her supervisor at the end of each week worked. Student employees should complete the following information: WEEK ENDING: The official University work week is Monday-Sunday. Example: The week ending March 23, 2008, would be recorded as 3/23/07. NAME: STUDENT I.D.: TYPE OF EMPLOYMENT: DAILY WORK SCHEDULE: TOTAL HOURS TO PAY: STUDENT S SIGNATURE AND DATE: Print Last Name, First Name, and Middle Initial. Must be the same I.D. that is on file in the Office of the University Registrar. Check either Work-Study or Student Employment (Departmental) funding. The daily start/stop time should be completed each day the student works. Mark X on days not worked. NOTE: Students must take a minimum ½ hour, unpaid break after 6 consecutive hours of work. Add the daily totals. The student should sign and date the time sheet.

3 The following information should be completed by the supervisor: MAIL CODE: TOTAL HOURS TO PAY: TOTAL REGULAR HOURS TO PAY AND TOTAL OVERTIME HOURS TO PAY: SUPERVISOR S SIGNATURE AND DATE: This should be the job location mail code. Verify the daily start/stop time and the daily total column in the student section and bring that total forward. The totals should be rounded to the nearest quarter hour. When applicable display regular (straight time hours) and overtime hours (over 40). The supervisor should sign and date the time sheet. Once completed, supervisors should submit their student time sheets to the departmental payroll coordinators to be input. A time sheet for an hourly paid student must be submitted at the end of each week worked. Students should not be permitted to submit their time sheets in batches. Late time sheets must be entered under the week ending date the student worked. Time sheets submitted more than two weeks late require justification to Hours are input for each student via the Supervisor Weekly Time Entry (SE50, SE51) function on the Business Link. All hours should be input by Monday at 5. After the hours for a department have been keyed, the hours for that mail code need to be approved by the payroll coordinator via the Mail Code Approve to Pay (SE52) function. All mail codes must be approved by Tuesday at noon. Holidays may necessitate earlier deadlines. The early deadlines will appear on the Student Employment website

4 Time Entry Access ON-LINE ACCESS In order for a department user to utilize the student payroll on-line data entry functions for hourly paid student employees, the user must: Have a BU username and kerberos password Have access to the Business Link Be authorized to access the student employment update functions. 1. To obtain user access to the data entry functions you should contact the DSA (Data Security Administrator) within your department and have your DSA set you up onto the system as a user. 2. As a user, you should then request, through your DSA, access to the Student Employment Permit E200 and Permit SETE functions. You will need to identify the specific mail code(s) for which you will have authority to access. Your DSA will also need to indicate if you should have just entry or both entry and approval authorization. DSAs submit requests through the Galaxy function US50. The SETE permit will give you access to: Weekly Time Entry Weekly Time Approval An inquiry/select option screen The Mail Code Authorization Screen, if you have only input authorization you will only be able to use this screen as a view screen. You will not be able to update this screen. The E200 permit will give you access to: Student Employees by Mail Code Student Employee Information Student Job History Screen SE26 (Galaxy function) A general student employee history screen A Student Earnings Inquiry Screen A Work-Study Job Number Search Screen. A Work-Study Job History Screen

5 The procedure for entering student hours is listed below: 1. Log onto the Business Link. 2. Select Student Employment from the Business Link menu. 3. Select Supervisor Weekly Time Entry (SE50, SE51) from the Student Payroll menu. 4. Enter your mail code. 5. The system defaults to the current week ending date. To change the date simply select the prior week ending date you wish to enter a time sheet for. 6. If you wish to go directly to the time sheet entry screen for access to the entire list of students in the mail code, click on submit and proceed to number 7. To access a specific student and bypass the entire list, you can enter the student s ID number in the Student ID field, click submit, and proceed to number 10.

6 7 You will be brought to a list of students currently employed in your mail code. 8. The display screen identifies your students in ID number order. If you wish to see your students displayed by last name click on Student Name and the list will be sorted in alphabetical order by student name. If you wish to change it back to the ID sort simply click in ID Number and the list will sort by ID number. If you have students with similar last names it is advised that you use the ID number sort to lessen the chance you will enter a time sheet under the wrong student ID number.

7 9. Click on the ID number of the student whose time sheet you wish to enter. This will bring you into the data entry screen. 10. Enter the total number of hours the student worked in the Total Hours field. 11. Enter the number of regular hours in the Regular Hours field. Regular Hours refers to the number of hours worked at straight time. 12. If the student worked more than 40 hours in the week, enter the number of overtime hours. Overtime hours are hours worked in excess of 40 hours during a week. 13. Click submit. 14. The system will verify your input and if your entry is accepted you will receive the message CONFIRM HOURS ENTERED. THEN PRESS SUBMIT TO UPDATE. If you do not receive this message, you will receive an error message prompting you to correct part of your data entry. 15. Once you receive the CONFIRM HOURS ENTERED. THEN PRESS SUBMIT TO UPDATE double check what you have entered. Make any necessary corrections and click submit.

8 16. You will receive the message Student s Hours Were Updated.

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11 Overtime Hours Entry

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13 Work-Study Award Exceeded When Work-Study award balance amount is not enough to pay for hours entered, a message will inform you that the student s award has been exceeded. When a student s award is exceeded, any hours which cannot be covered by the student s Work-Study award will automatically be charged to departmental funds. Click submit to clear the message. You will be prompted to confirm the hours entered.

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16 P = Pay Estimated Hours When a student has worked the number of hours indicated in the "Estimated Hours" field, you may skip the total hours field and enter a P in the Enter P To Pay Est Hours. Click submit. The Total Hours to Pay field and Total Regular Hours field will automatically be filled in with the estimated hours. You will then be prompted to confirm the entry.

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18 Distribution Change (This feature is only available for those individuals with Approval authorization.) If a one time distribution change is required (for departmental jobs only), move cursor to the distribution field and make changes over currently displayed distribution. Note: If a distribution change is required for more than one week, a distribution change should be done to make the change permanent.

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21 Scrolling to Additional Jobs for Student If a student has multiple jobs and you wish to enter hours for more than one of the student s jobs, you should select the first job number you wish to enter hours for from the selection screen as normal. After you have completed the time entry for the first job you may click on the Next Job button and you will be brought to the time sheet for the next job number for the student. You may use this feature to scroll through all of a student s jobs.

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24 Changing the Week Ending Date If you need to change the week ending date when you are entering a student s time sheet, you may select a new week ending date using the drop down menu in the week ending date field. Once you have selected the appropriate date, you should click on the New Week button and you will be brought to the appropriate week ending time sheet. NOTE: You will be prompted to submit an explanation for any time sheet that is submitted more than three weeks late.

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26 Procedures for Using the Mail Code Approve to Pay Function The Student Employment Mail Code Approve To Pay function displays, by mail code, the list of all students for whom time sheets have been entered on Supervisor Weekly Time Entry function during the current pay cycle. The Student Employment Mail Code Approve To Pay function Must Be Approved Each Week by Tuesday at noon in order to ensure that a weekly paycheck will be produced for each student listed. (Early deadlines may necessitate an earlier approval date.) For those users who have authorization to approve time sheets for payment, a (Y)es or (N)o must be entered following the Authorized Mail Cd (Y or N) question located at the bottom of the screen. Once approval of a mail code has been given, the message MAIL CODE HAS BEEN APPROVED FOR PAY will appear on the top of your screen. Only those users identified by their department as having authorization to approve a mail code will be able to update this screen. Also displayed on Student Employment Time Sheet Approval Screen is a Total Hours field. This field indicates the total number of hours going to be paid for the students listed. It is a combined total of regular and overtime hours. Total Hours data should be compared with the total hours from the actual time sheets to verify that data entry is correct. The Student Payroll Office strongly recommends that a calculator tape of the time sheets entered be run each week. That total should be compared to the total appearing on STUDENT EMPLOYMENT TIME SHEET APPROVAL SCREEN. If the hours match, it is okay to approve the mail code. NOTE: Any student employment record to which a distribution change was made via the Supervisor Weekly Time Entry function will be highlighted on screen Mail Code Approve To Pay function. This will indicate to the person approving payment that a change in distribution has taken place.

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