Completing Time Cards Correctly

1. Make sure the card is filled out completely before signing and submitting it to the Payroll Office.
2. The Index is the number that could generally be equated to the department #. Your supervisor should be able to tell you the correct number to use.
3. The Account is the number that indicates whether a student is paid through University Work Program (6311), College Work Study Program (6312), or other budget funds (6314). Your supervisor will provide you with this number also. If your supervisor is unsure of the correct numbers to use, call the Student Employment Office to confirm the correct index and account number.
4. Pay rate must be entered. (If you hold two jobs, complete a separate card for each job.)
5. Please use your legal name not nickname. Make sure writing is legible.
6. You are not authorized to be paid until you have completed all employment forms at the Student Employment Office.
7. Indicate the total hours worked per day, per week and finally total for the pay period. Hours must be rounded to the nearest quarter. (A common mistake is to indicate 30 minutes of work as .30 hr when it should be .50 hr., or 15 min. as .15 hour when it should be .25 hr!)
8. Students must sign the time card. This is particularly important as it is a federal requirement for work study students.
9. Supervisor Signature is required.

Incomplete time cards will be returned to the student for completion and processed on the next student payroll, delaying payment by two weeks.

REMEMBER: Do not submit a time card until your supervisor has received the pink copy of the job approval form back from the Student Employment Office. This is notification that all the proper paperwork has been completed and the job has been set up on our payroll system.