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California State University, Long BeachCalifornia State University, Long Beach

How to Complete the Student Adjustment Form

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Important Process Details:

The Student Adjustment Form is used to adjust:

  • Hours not approved on the Timekeeping System
  • Hours to be paid to an employee separating prior to the closing of the timekeeping system
  • Overpayments / underpayments to an employee due to use of an override rate
    Note: Cannot be used for retroactive increases.

Changes to pool IDs are not accommodated with this form. Instead, a HR Account Code Override form must be completed and submitted to Budget by the 25th of the month.

Field Descriptions:

Employee Information

Top Line:

  • Name: Last name, First name, middle initial (PeopleSoft format)

Second Line:

  • PeopleSoft Employee ID#: The employee’s identification number assigned by PeopleSoft.
  • Pay Period: The pay period for which the change is requested. It is sufficient to indicate only Month/Year (for which the incorrect information was approved.)
  • Position Number

Third Line:

  • Record Number: The numeric reference that indicates whether the employee has multiple concurrent appointments (jobs). This field must be completed. If this field is left blank, Payroll will need to verify record number before processing the form. This may delay processing of the adjustment.
  • Dept ID / Unit
  • Job Code/Title

Fourth Line:

  • Hourly Rate
  • Time Reporter: The name of the designated reporter [optional]

How to complete the form:

Changes to approved student time (complete section #1):

  • Step 1: Enter or write the pay period end date for which previously approved time is to be adjusted.
  • Step 2: Enter Time Reporting Code (TRC). See Time Reporting Code Legend : ODL = Organ Donor Leave or REG = Regular Hours Worked
  • Step 3: Enter or write the total hours of previously approved for the pay period (Correct # of Hours).
  • Step 4: Enter or write the total hours that should have been approved for the pay period.

Used for separations occurring prior to the closing of the timekeeping system (complete section #2):

  • Step 1: Enter or write the last day worked by employee
  • Step 2: Enter or write the total hours approved at separation.

Adjustments to override rates resulting in an overpayment / underpayment complete section #3):
NOTE: This section can not be used for retroactive increases

  • Step 1: Enter or write the pay period end date for which override rate was approved.
  • Step 2: Enter or write the Override rate approved on timekeeping system for the pay period.
  • Step 3: Enter or write the rate that should have been approved for the pay period (Correct Override Rate).

Approval Signatures

Print the form and obtain the employee’s signature, the supervisor’s signature, the ASM or other division authorization (per your division’s internal organizational procedures). For time reporting codes that will result in a payment to the employee, the approval of the ASM or other division authority is required.

Send the form to Payroll Services for processing.

Rev 05/25/16