Student Payroll System Timekeeper Navigation Guide
What is the Student Payroll System?
The Student Payroll System is a web based interface used by the Payroll
Office, Cal Poly departments, student assistant employees and Federal Work
Study student assistant employees. Student assistants enter their time worked
into the Student Payroll System via an online timesheet. Departments monitor
the hours throughout the pay period and approve the time worked during predefined approval periods. Payroll collects the online approvals once a month
when the approval period ends and issues the paychecks. No paper timesheet is
submitted to the Payroll office. Departments may choose to have students print
their timesheet from the Student Payroll System, have their direct supervisor
sign them, and then turn them into a designated department
Timekeeper/Approver to facilitate this process. The Student Payroll System is a
Cal Poly San Luis Obispo specific module. This system was created and is
maintained by Cal Poly. Please note the Student Payroll System is not used for
Instructional Student Assistants (ISA’s).
How do I access the Student Payroll System?
Click the ‘Student Assistant Management link and the main menu of the
Student Payroll System will open for you in a new browser window.
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To log into the Student Payroll system you must first log into the
my.calpoly portal. If you have Student Timekeeper security you will see the
single click link for Student Pay pictured below.
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Summary of Timekeeper Functions Performed in the Student Payroll System
(SPS)
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How do I use the Student Payroll System?
Add Student Job/Pay Rate/Supervisor – Add new student job rows. This
function is used to add brand new student employees and to add new job rows
for existing student employees for new position numbers, pay rates, or
supervisors. (pg. 3)
Enter/Correct Student Time – Accessing this screen will display all the
active student jobs for your department. From this screen you can select
individual timesheets to review. You can also enter or correct time on a
student employee’s timesheet using this function. (pg. 5)
Enter/Correct Student Time By EmplID/Department – This screen has the
same functionality as Enter/Correct Student Time. The only difference is you
can narrow your selection by individual using the EmplID or by Department
using the Department ID number. This can be useful when a Timekeeper has
security to view multiple departments and wants to review them one at a time.
Approve Student Time – Accessing this screen will display all student
timesheets for your department(s) that have time entered for the current pay
period. Timesheets will appear here for approval even if the job row has been
inactivated. This screen should be accessed during the pre-defined approval
period to approve time entered by student employees. Without an online
approval a student employee’s paycheck will not be issued and a late
timesheet will need to be submitted on paper to pay the student. (pg. 8)
Approve Student Time By EmplID/Department – This screen has the same
functionality as Approve Student Time. The only difference is you can narrow
your selection by individual using the EmplID or by Department using the
Department ID number. This can be useful when a Timekeeper has security to
view multiple departments and wants to review them one at a time.
Reactivate Student Job – This screen will allow you to view all student
jobs that have been inactivated within approximately the last three years. You
can reactivate student jobs from this screen if desired unless the rate of pay
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for that job row is below the current minimum wage or the student is no longer
eligible to work. (pg. 10)
Log out – Selecting this button will log you out of the Student Payroll
System. This should be done before closing the browser window and anytime a
computer is left unattended or is being accessed by someone other than the
timekeeper.
Add Student Job/Pay Rate/Supervisor
To add a new student job row click the link ‘Add Student Job/Pay
Rate/Supervisor’. This will take you to the screen where you can add a new
student or add a new job row for a current or prior student employee.
When using the ‘Add Student Job’ screen timekeepers may receive error
messages for a variety of reasons. Some of these may include, but are not
limited to, the following:
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Entering an incorrect or partial employee ID number.
o Please be sure to use the full employee ID number including
the leading zeroes. Do not use a student’s social security
number as the system will only recognize a valid employee ID
number. All students’ have a student/employee ID number
assigned to them. Students may find their employee ID number
on the my.calpoly portal on their personal information tab.
Departments should request potential student employees to
provide their employee ID number to them upon hire. The
employee ID number is also a required field on the Student
Employment Request Form.
Entering an invalid position number.
o You may select a position number from the drop down or
manually enter a position number. Please contact a budget
analyst for your department or division if you are unsure what
the appropriate position number is to use for your student as
this has a direct impact on how their pay is funded.
Entering a pay rate outside of the current pay range for the student
assistant job classification.
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o You can find the current pay range for student assistant
employees on the Student Employment Request Form. Please
make sure you are always using the most current version of the
form found on the Payroll website. You can also find the pay
range for student assistant employees in the Student Handbook
posted on the Payroll website.
- Entering the supervisor name without the proper format.
o Make sure the supervisor name is entered exactly as the
example with no spaces.
- The student may not be eligible to work as a student assistant due to
the number of units they are enrolled in.
- The student may not be enrolled in an academic program that
qualifies them as a matriculated degree seeking student at Cal Poly.
- The student may not have a valid social security number in the
People Soft system.
- The position number being used is a Federal Work Study position
number and the student either does not have an award or their
award has not been finalized.
o Anytime an error message regarding Federal Work Study is
received please have the student immediately contact the
Financial Aid office to verify their award and any pending
documentation they may still need to complete.
If you receive an error message and are unsure how to proceed, need
assistance in resolving the issue, or if you have a question regarding a student’s
eligibility to work as a student assistant please contact the Payroll Office at
756-2605.
Once you have entered the information for the job you wish to add click
the SAVE button. If you have not already saved and you wish to cancel the job
action click the MENU button and you will be returned to the main menu. All
information entered will be lost. Saving a new job may take several minutes
depending on current system load. Peak user times for the People Soft system
will affect the speed of adding new student jobs through the Student Payroll
System. If you receive the error message “Cannot connect to People Soft” click
the SAVE button again. Contact the Payroll office at 756-2605 if your browser
continually times out and you are unable to save a new job row.
After saving a new job row you will receive one of the following
messages;
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‘Bear,Yogi T is now hired but may not begin working until they have
completed an I-9 form. Please send this student to Payroll Services, building
1, room 107 to complete the
I-9 form.’
If you receive this message the student must go to the Payroll office to
complete a new student employee intake before commencing work. It is
required that all employees, including students, have an I9 on file no later
than the first day of employment for pay. Above and beyond providing
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documents to satisfy Federal I9 requirements all state employees must be able
to present a valid social security card.
‘Bear,Yogi T is now hired and may now enter time.’
If you receive this message the student has already been hired previously
as a student employee and does not need to complete an intake in the Payroll
office. No additional action or paperwork is required.
Select the MENU button and you will be returned to the main menu of
the Student Payroll System.
Enter/Correct Student Time
This screen will display all active student job rows a timekeeper has
security to view.
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Student jobs will display on this screen regardless of whether any hours
have been entered for the current pay period. Timekeepers should note that
when a student is no longer eligible to work the Student Payroll System will
stop them from accessing their timesheet. However, the job row will still be
viewable by the timekeeper until it is inactivated.
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To access a student timesheet select the GO button next to the job row.
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This page may be printed for approval purposes within the department.
The printed online timesheet is never submitted to the Payroll office.
Approvals for pay are sent to the Payroll office electronically via the Student
Payroll System. See the section on Approve Student Time for more detail. As
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browser settings may vary from computer to computer the timesheet may
sometimes print on more than one page. If the timesheet is printing on more
than one page please adjust your web browsers print options. Go to the
browser menu and select File > Page Setup. Under the section labeled ‘Margins’
adjust the top and bottom margins until the timesheet prints on one page.
To enter or correct time for a specific day click the desired date.
To inactivate a student job row click the minus (-) button.
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From the Student Time Entry page a timekeeper may view, enter, or
correct a student employee’s time in and out.
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Student job rows can be inactivated from both the Enter/Correct
Student Time and the Enter/Correct Student Time by EmplID/Department
screens. Inactivating a job will NOT erase hours entered for the current pay
period. A job row with hours will continue to appear on the Approve Student
Time screen even if it has been inactivated.
To add a new student job row for an existing active student employee click
the plus (+) button.
This will take you to the Add Student Job/Pay Rate/Supervisor Screen.
The only information which will auto populate is the supervisor and position
number. Rate of pay and employee ID number must still be entered.
Approve Student Time
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From this screen timekeepers can view all student positions, active and
inactive, that have hours entered for the current pay period. This is the screen
where you will submit the online approval for pay during the designated
approval period. Approval dates are posted on the student assistant pay
calendar on the payroll website.
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To approve a timesheet check the box under the ‘Approved’ section. It is
recommended that timekeepers exit the approval screen and re-enter the
screen to double check that approvals have saved. It is also recommended that
timekeepers make a print screen of their saved approvals for their records.
Once a pay period has closed the information is no longer available in the
Student Payroll System.
Once a timesheet has been approved it cannot be edited. To un-approve
a student timesheet simply un-check the approval box and click SAVE. This will
allow the timesheet to be edited.
Student timesheets may be approved from both the ‘Approve Student
Time’ screen and the ‘Approve Student Time by EmplID/Department’ screen.
Approvals submitted prior to the designated approval period are not
guaranteed. If a timekeeper will be unavailable during the approval period
prior arrangements should be made within the department for a back up
approver to take care of submitting the online approvals for pay. All
timekeepers are required to have a back up for approving student payroll in
case of planned or unplanned absence of the primary student timekeeper. If a
timekeeper will be out of the office, but intends to approve their student
payroll from off campus please notify the Payroll office ahead of time. Please
contact Payroll Services at 756-2605 if you have any questions.
Timekeepers will be reminded of the approval period the morning of the
first approval day via email notification. Students who are not approved before
the close of the approval period will need to submit a late student timesheet in
order to be paid. Late timesheets are due by approximately the 15th of the
month and are paid on approximately the 25th. See the Payroll Calendar for
specific Late Student Pay Dates and Form due dates. For more information
regarding late student pay please see the following link to our website.
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http://www.afd.calpoly.edu/payroll/student_latepay.asp
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Reactivate Student Job
From this screen student timekeepers can view their inactive student
positions for approximately the last three years.
To reactivate a student job row click the REACTIVATE button.
Please note that student positions with a rate of pay below the current
minimum wage cannot be reactivated. Please add a new job row for your
student with a pay rate at or above the current minimum wage.
For more information…
For more information, including the Student Payroll FAQ, please see our
website at;
http://www.afd.calpoly.edu/payroll/studentinfo.asp
Or stop by our office located at;
Payroll Services
Administration Building 1, Room 107
Cal Poly San Luis Obispo
You may also contact us by phone at;
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(805) 756-2605
Administration & Finance Division - Cal Poly SLO