Timesheets

Timesheets for all hourly-paid student workers must be submitted weekly. Supervisors are responsible for approving student timesheets and routing them to payroll coordinators on schedule. Documentation is required for all late payment requests.

Supervisors must monitor students’ work hours and ensure that they have accurately completed their timesheets. If you are not present at all times when students are working, establish a system (such as a daily log in/out record) that will allow you to verify students’ arrival and departure times. In addition, supervisors should be able to verify that students are performing the expected work during each shift.

IMPORTANT: All earnings submitted during each payroll period — whether hourly paid, weekly-salaried, or one-time/piecemeal payments — will always be taxed as one week. Students who are paid on-time during a weekly payroll run should not be impacted. Students who are paid for multiple weeks-worked during a weekly payroll run will have taxes calculated as one week worked. Students and supervisors should be aware that late payments create the potential for a student to be placed into a higher tax bracket for the week in which they are receiving additional payments. This can cause more taxes to be withheld from a students’ pay for that particular week.

Student Payroll cannot provide rebates to students who have higher amounts of tax withheld due to late submission of student payroll information. This applies to all late submissions, whether it is the student or supervisor who is at fault.

The completion of a student’s tax return the following calendar year will determine whether a tax refund is due to a student.