All student employees must complete and submit timesheets in order to be paid.
Only those students who work for one of the work-study off-campus agencies use paper timesheets. These will be provided to you by the Student Payroll office. You will be given instructions about how you must fill in your hours as you work as well as a schedule indicating when timesheets are due. The payroll schedule (PDF) lists all of the pay periods and payment dates.
Each of your time sheets must be signed by you and your supervisor. If your immediate supervisor is not available, another full-time staff person at the agency may sign the time sheet in your supervisor’s absence. It is always a good idea to talk with your supervisor about this at the time you begin working. You may never sign your supervisor’s name. This would be considered fraud and in violation of MnSCU Board Policy 1C.2, Fraudulent or Other Dishonest Acts.
Steps for Accessing and Using an Electronic Timesheet
Step 1 – Accessing a Timesheet
If you work on campus, you will be using electronic timesheets to record and submit your hours. You will not gain access to the timesheet until your supervisor has submitted a Work Authorization to hire you. Also, if you are a new employee who has never worked for WSU before, your I-9 and W-4 forms must be completed before you may begin working and have access to a timesheet.
Step 2 – Entering Hours
Your supervisor will show you how to use eTimesheets. You will be told whether you must “clock” or “edit” your hours. Some supervisors prefer that their employees use the computer as a time clock, requiring students to “clock in” when they arrive at work and “clock out” when they leave. The computer registers those times; this is the easier way to enter hours.
Step 3 – Submitting Hours for Approval
At the end of the pay period, after you have entered your last shift, you will click on the Timesheet Status menu option and “submit” your time sheet. This step requires you to electronically “sign” the time sheet and attest that the hours accurately reflect the time you worked.
Step 4 – Approval and Processing
After you submit your time sheet, your supervisor approves it and at 2:00 on Wednesday (the day immediately following the last day of the pay period) the Student Payroll Office “processes” all approved time sheets. You are paid on the Friday of the following week for the pay period.