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INSTRUCTIONS FOR COMPLETING THE STUDENT VOUCHER

Student Vouchers are normally pre-printed for students hired at the beginning of each student pay period and distributed by attendance unit to departmental timekeepers. For those students who are hired after the voucher print cycle, you may obtain a "blank" voucher from the Administration & Finance or CMS HR website. Timekeepers are responsible for distributing vouchers to students and collecting completed vouchers in a timely manner so payroll cutoffs and deadlines can be met.

If you are unclear about the pay period for Student employees and payroll deadlines, please contact the Student Payroll Technician.

FIELD DESCRIPTIONS

Note: these fields may already be completed if the voucher is "pre-printed".

If you do not have access to any of the following information, please contact your ASM, CMS Help Desk or HRIS Coordinator at 5-2480.

Top Line

Unit:
enter the 3 character attendance unit for the Student Assistant or Workstudy as defined on the PeopleSoft position (and employee's job record.)
Dept ID#/Name:
indicate the 5-digit department ID and department name (must be the same department as attached to the position number)
Position #:
enter the 8-digit position number assigned to the student's appointment.
Pay Period:
enter the pay period the voucher is covering.
Pay Rate:
enter the hourly rate of pay (for reference only, you can not change the payrate by entering a different rate.)

Second Line

Employee ID#:
enter the employee's 9-digit identification number (this is not the SSN or SCO Position #; it is a new number assigned by the HR system.) Rec#: enter the two-digit reference number that indicates the correct appointment for which payment is being requested. This important number relates to whether an employee has multiple concurrent jobs – for example, a workstudy appointment and a student assistant appointment concurrently.
Employee Name:
use the format of last name, first name, middle initial.
Job Code/Title:
four-digit job code number and job title (e.g. 1870/Student Assistant)

Table

Use this table to convert minutes to tenths of an hour.

Calendar Area

(If not using the pre-printed voucher): Supervisor or designee should indicate the weeks for which hours are being reported in the pay period column.

For each day that time is reported, the student should enter the date, time in, time out and total number of hours worked each day. (PLEASE DO NOT USE MILITARY TIME.)

Employee must show a half hour lunch break if more than 6 hours are worked in a day.

Example In Out Hours
Time Worked 8:00 12:00 4.0
Time Worked 12:30 3:30 3.0
Total     7.0

 

The student (or supervisor/designee) will total the hours each week and enter the number in the space provided at the end of each row, labeled "weekly hours." Each weekly total should be totaled in the box "Total Hours."

The Excel version of this blank form has been formatted if the Student employee wants to fill it out online so the total hours will be automatically calculated (converting minutes to tenths of an hour.) A few notes: dates are formatted, time in & out is formatted as am or pm, but when you enter the time as 8:00 or 5:00, you must specify am or pm (otherwise the automatic calculations for the total hours will not compute correctly.) The automated calculations for total hours (converting minutes to tenths of an hour) work only if these two criteria are met:

  1. Student must work from AM to PM. The formulas do not work if the student works from PM to AM (after midnight).
  2. You must type in AM or PM after you enter the times in columns "Time IN & OUT".

Approval Signatures

Student must sign and date completed voucher. Supervisor must certify time worked, sign and date voucher.

Unsigned vouchers will not be accepted and will be returned to the department for signature(s).

IT IS ILLEGAL TO FALSIFY TIME RECORDS BY SIGNING SOMEONE'S NAME FOR THEM.

IMPORTANT NOTES:

  1. If you have excluded a student voucher from the Excel Spreadsheet process because:

    1. the voucher was received late, or
    2. the student's name was not on the Excel spreadsheet,

    YOU MUST CHECK THE BOX in the lower right hand corner of the form: This sheet has been excluded from the electronic spreadsheet approval process.

    Failure to do so may result in payroll errors (such as non-payment).

  2. If you are not using the spreadsheet process to report student time and need to make changes to the funding source for labor cost distribution, you are required to complete a HR Account Code Override form. These forms must be sent to the Budget Office before the end of the month during which the student is being paid. No exceptions.

  3. All original signed student vouchers are to be sent to Payroll for file retention:

    1. If the student's time was reported via Excel spreadsheet, group all vouchers together with a copy of the spreadsheet that was submitted via email to Payroll; or

    2. If the student's time was excluded from the Excel spreadsheet and the box in the lower right hand corner is checked, send separately to the attention of the Student Payroll Technician ASAP, so Payroll can assure to get the student paid in a timely manner.