Below are some important payroll reminders for those supervising student employees.
Timecard due dates
Timecards not approved before Tuesday mornings, unless otherwise communicated, may result in delayed payments to students. Please ensure those that are working for you have submitted their timecards in a timely manner. Timecards should be submitted after their last shift on the last day of the pay period.
Email notifications from Oracle
Student Timecard Deadlines
Reviewing timesheets
You can visit My Team Time Cards or the notifications you receive to see the time entered by your student workers.
Make sure you are seeing the expected time cards for students who have worked, especially new student workers.
Time needs to be entered on the actual day worked. Do not allow students to include hours from a previous pay period.
Approving timecards
You can review hours worked in your area by reviewing the notification sent by Oracle. All hours listed in the email are for the department that they are working for you. The top of the notification will only show their primary position name but this does not mean it is for that area. If you receive the notification, there are hours entered in your department.
Pending approval
Pending approval means you have approved but another supervisor the student has worked for has not yet approved. Students will not be paid for their timecard if all approvals are not received.
Rejecting timecards
Please ensure you are communicating with your student as to why the timecard was rejected so they can make timely adjustments and submit before the deadline.
Approving time off
Students are eligible for Employee Sick and Safe Time if they meet the requirements of working at least 80 hours in a calendar year. They will see their accrual in the Time and Absences module within Oracle. You can also view their balances by visiting My Team and selecting the student.
Viewing rates of pay
Changing rates of pay
Timecards not approved on time will not be paid until the following pay date. Please remember, entering time not actually worked is considered falsifying a timecard and subject to disciplinary action, ensure your students are logging time accurately.
Resources
Payroll Office
Oracle Reference Guides
Future enhancements
We hope to continue working to build better reporting tools for supervisors. This is a work in progress and we will update you once reporting tools are available for your use. In the meantime, please reach out to payroll@stolaf.edu for any reports related to total cost for your departments or cost centers, time reports, pay rate reports. Please allow up to 5 business days for these reports to be available to you.
Please encourage your students to enter their time after each shift they work. This will help eliminate late timecards or delayed payments.