Tips & Tricks for Timely and Accurate Student Payment ISU Student Payroll Tips & Tricks for Timely and Accurate Student Payment

All students must be hired though SEP before they begin working in your department. All hours must be tracked in Kronos No One Time Only payments for students Hire your student

Hours worked at multiple jobs can be viewed by all supervisors Timely submission of hours worked, resulting in timely pay Prevents occurrence of overlapping hours WHY KRONOS?

From hiring to clocking New job is interfaced overnight from Banner to Kronos; student able to clock Referral received in Payroll; majority are entered into Banner same day Referral process completed by department, student and SEP From hiring to clocking

Clocking Clock using speed dial on designated department phone Clocking Codes: IN = 85 then 10-digit job transfer code (example: U05501-00 = 0820550100) OUT = 9

Transfer codes are critical Always Check Every Transfer Code!! ;///U3794199/// Do not approve the timecard until all transfer codes have been checked and are correct. Contact Payroll if you are unsure of the transfer codes for your employees. Transfer codes are critical

Timecard Edits New on Page 2 of Handout Check for edits to each timecard Students with Edit Rights have ability to edit any hours on the timecard Timecard Edits New on Page 2 of Handout

Timing is everything Primary Job vs Secondary Job Secondary timekeeper must approve before Primary timekeeper applies sign-off. Secondary jobs can be viewed on the timecard. Timing is everything

Graduate Assistants must enter weekly hours worked in Kronos. Employee Approval is required for Graduate Assistants. Graduate Assistants

Completing Your payroll Run report “ISU Employee Hours by Labor Account”. Do not include Graduate Assistant hours. Review for: Correct hours Correct employees Missing employees Submit report to: ISU-Payroll@mail.indstate.edu Enter Pay ID and Org in subject line (i.e., ST-15 0550) Completing Your payroll

Complete the Electronic Student Employee Release Form for terminating students. Available on Payroll and Student Employment websites Keep Us Informed

Hire your student before they begin working by completing the referral process. All hours worked must be tracked on Kronos. Review and correct transfer codes & check timecard edits before approving. Make sure all secondary job approvals are in before applying sign-off. Email your ISU Employee Hours by Labor Account report to: ISU-Payroll@mail.indstate.edu Subject line to include Pay ID and Org Keep us informed of terminating students. Remember

Sign-Offs and Reports are Due to Payroll No Later than 11:00 A. M Sign-Offs and Reports are Due to Payroll No Later than 11:00 A.M. Monday Morning. Be On Time

Thank you!! Contact Information: Judy Ross – Student Payroll Coordinator 812-237-3529 Judy.Ross@indstate.edu