Timekeeping & Submitting Timesheets
Timesheets & Time Entry Guide
For existing or returning student employees:
For new student employees entering hours worked for the first time:
- Enter hours accurately on the day worked and click SAVE.
- Timesheets are legal documents; hours entered must reflect actual work. If you missed recording hours in a previous pay period follow the timesheet correction procedure below.
- Time entry rounds start and end times to the nearest 15 minutes for hours calculations.
- At the end of the pay period, click SAVE and SUBMIT FOR APPROVAL in the upper right corner.
- If corrections are needed after submission, contact your supervisor to “reject” the timesheet, then make corrections and resubmit.
Payroll Schedule
- Payroll periods are two weeks long, starting on Sunday and ending on Saturday.
- Timesheets are due every other Friday by 4 PM (unless working on Saturday). Setup a calendar reminder to ensure your timesheet is submitted on time.
- Supervisors must approve timesheets by Monday at 12 PM.
Timesheet Corrections for Past Pay Periods:
- If hours were missed on a past timesheet, submit a Timesheet Correction Form at sites.augsburg.edu/hr/forms.
- This form should be used only rarely, not as a substitute for regular timesheet submission.
- Frequent missed deadlines may result in corrective action.
Sick Time & Time Off
Sick Time Usage
- Accrued at 1 hour per 30 hours worked, up to 48 hours per year (max carryover: 80 hours).
- Can be used for:
- Illness, injury, medical appointments
- Caring for a sick relative
- Public health emergencies
- School/place of care closures for dependents
Restrictions
- Sick time cannot be used for general time off or vacations.
- Sick time is not paid out when employment ends.
- Misuse may result in corrective action or dismissal.
- A doctor’s note may be required for absences longer than three days.
Breaks & Work Hours
- Hours per week cannot be guaranteed
- Max Work Hours:
- 20 hours per week during the school year / 40 hours per pay period (two weeks)
- 40 hours per week during the summer months
- Breaks:
- 4+ consecutive hours → 15-minute paid break
- 6+ hours per day → 30-minute unpaid meal break
Professional Expectations
Attendance & Conduct
- Arrive on time and work all scheduled hours.
- Notify your supervisor at least 2 hours in advance if you’ll be late or absent.
- No-call, no-show for 3 days = voluntary resignation.
- On-campus work only (except for approved community-based positions).
- Work time should not be used for homework, personal calls, visits with friends, etc. unless expressly permitted by supervisor.
Dress Code
- Clothing must be clean, professional, and provide appropriate coverage.
- No offensive language, images, or excessively revealing clothing.
- Departments may set specific dress expectations.
Confidentiality
- Student employees may have access to private and confidential information.
- Follow FERPA regulations:
- Do not remove student records from offices.
- Do not access or share confidential information inappropriately.
- Complete FERPA online training modules within first week (paid time)
- If you work with private information discuss identify verification procedures with your supervisor
Misconduct & Corrective Action
- Examples of misconduct:
- Job abandonment (3 days no-call, no-show)
- Falsifying timesheets
- Theft, insubordination, or disrespectful behavior
- Unauthorized disclosure of confidential information
- Consequences may include termination and loss of work privileges.
Payroll & Tax Information
Pay Rates & Pay Schedule
- Pay rate: $15.97/hour for all student positions.
- Pay periods: Two weeks, Sunday through Saturday.
Payslips, W-2 & Tax Forms
- Payslips and W-2s:
- Available electronically for current students in Records & Registration under Student Employment Records.
- 2024 W-2 Forms:
- Mailed via USPS last week of January 2025. Please allow 5-7 business days for delivery.
- You may request a copy of your W2
- FICA Taxes (Medicare and Social Security):
- Exempt during the academic year.
- Required in summer (except for international students).
Updating Payroll & Employment Info
- Update direct deposit, tax withholdings, address, or payroll forms via the Employee Toolkit.
Student Employment Policies
Employment Periods: |
||
Student Employment Period | Start Date | End Date |
Summer 2024 | 6/1/2024 | 8/31/2024 |
Academic Year 2024-25 | 9/1/2024 | 5/3/2025 |
Summer 2025 | TBD | |
Academic Year 2025-26 | TBD |
Remote Work & Holiday Policies
- No remote work (except for community-based positions).
- No work on holidays unless your department is open.
- Student employees do not receive holiday pay.
Inclement Weather/ University Holidays
- Communicate with supervisor to flex hours to make up for missed working hours.
- Work missed for closures due to inclement weather or university-wide emergencies is not paid.
- Student employees are not authorized to work when the university or a department is closed, except in designated departments.
- Student employees may NOT work on university-recognized holidays when their departments are closed, except those that remain open for holidays or overnights (e.g., dispatch).
Employee Handbook
Student should refer to the Employee handbook on policies related to employment with Augsburg or contact Human Resources at HR@augsburg.edu
Separation & Ending Employment
- Reasons for Separation:
- Student resigns or graduates.
- Supervisor terminates due to poor performance.
- Student withdraws from classes.
- Department budget limitations.
- Residence Life roles are not considered student employment positions.
Student Employment includes hourly jobs in many departments and buildings on campus, but does not include jobs in the bookstore and food service; those jobs are managed by outside vendors.
- Applicants for student employment jobs must have work-study as part of their financial aid package. If you have questions about your financial aid award and or work-study eligibility, contact studentfinances@augsburg.edu
- All new student employees are required to complete new hire steps before work begins: Background check, electronic forms packet, and an orientation session, which includes I-9 verification meeting with Human Resources.
- All start dates will be determined by Human Resources, and confirmation will be sent for every student employee. Supervisors must not allow or schedule students to work until approval and start date are received from Human Resources/Student Employment.
- Returning students are not required to complete new hire paperwork (direct deposit, tax forms, I-9 forms, background check) if done within one year of last date of working on-campus. If rehired, returning students will receive confirmation, and will complete the Returning Student Employee Form, sent by their supervisor.
Prospective Student Employees: Before you Apply for Student Employment
Before You Apply
- Must have work-study in your financial aid package for most positions.
Contact studentfinances@augsburg.edu with questions about your financial aid award - Apply for a position at
Steps to Complete Once Hired
- Background Check
- Onboarding Forms (tax forms, direct deposit, I-9)
- Schedule Orientation with HR (verify ID & work eligibility)
- Please have the original IDs and/or documents for orientation
- I-9 Form Acceptable Documents
If you have any questions about your timesheets, paychecks, or other payroll related issues, please contact:
or
Memorial Hall – Suite 20
(612) 330-1058
(612) 330-1443 Fax