Student Timekeeper and Approver

This training is designed for employees responsible for entering or approving student employee time in their department. The training covers timekeeping responsibilities for both timekeepers and managers who approve student time.

Student Employee Timekeeper and Time Approver Training Guide (PDF)

View the 2026 Student Assistant Pay Schedule

• Student Assistant Job Titles (pdf)

• Student Employment Salary Guidelines (pdf)

Resources for Approvers:

• Approve Time (Manager)

• Enter Time for Employee (Manager)

• Manage Time Exceptions (Payroll and Managers)

Resources for Timekeepers:

• Review Employee Time (Manager or Timekeeper)

• Timekeeper Enter Time

• View Payable Time Summary

If your department needs to submit a Student Adjustment Form to update a student timesheet, please submit the document using this Smartsheet Form.

Payroll Services will adjust the hours based on the changes on the form. Once the changes have been made, you will receive a generated email from Smartsheet notifying you that the changes were made, and the hours are ready for approval.

If submitting the form for a State Student, please request your approver/HEERA managers approval in Peoplesoft.

If submitting the form for a Federal Work Study Student, please generate an updated Student Time Report and send to Financial Aid for approval.

Once the hours are approved, Smartsheet will send out a final email notifying the requester that the form has been processed and payment has been issued.

• Student Assistant New Position Request

• Student Assistant Signature Authorization (pdf)

• Student Assistant Employment Application (pdf)

• Tableau Student Eligibility Report

• Student Assistant Performance Evaluation (pdf)

• Student Assistant Hourly Rate Change Request (pdf)

• Student Assistant Timesheet (xls)

• Student Assistant Funding Source Change - AY ONLY (pdf)

• Student Payroll Adjustment Form (PDF)

Types of Separations:

• Resignation

• Graduation

• Lack of Funds

• Involuntary Separation

• Separation by Payroll

Employer-Initiated Separations: All separations initiated by the employer must be handled by a HEERA Manager, regardless of the reason.

Final Pay Requirements (California): Under California Labor Code, separating employees must receive their final paycheck on their last day of work if the employer was provided at least 72 hours’ notice of resignation.

Notice Guidance: Supervisors should advise and mentor employees that it is best practice to provide at least two weeks’ notice prior to their final day of work.

Action Required: For students graduating at the end of the term or semester:

• Submit an End of Employment ticket at least 10 days prior to the student’s last day of work.

• Since pay is not automatically generated at the campus level, submitting the ticket in advance ensures:

• The student’s final paycheck is accurate

• Payment is processed and issued on time

Time Reporting Requirements:

• Students must enter their time as soon as possible.

• The Timekeeper must verify hours for accuracy.

• The Time Approver (Reports to/HEERA) must review and approve time promptly.

• Delays in time entry or approval may result in delays or inaccuracies in final pay.

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