ISA Self-Service Frequently Asked Questions

ISA Employee Questions

Department Timekeeper/Approver Questions

Back to top

ISA Employee Questions

Where do I go to access my online timesheet?

  1. Sign onto the Cal Poly Portal my.calpoly.edu
  2. In the "Single-Click Access" channel, click the button for "ISA Timesheet"
  3. You will be taken to your timesheet; if you have multiple jobs, select from the list the correct department timesheet

PLEASE NOTE: if you have mulitiple jobs, make sure you are entering time in the correct PeopleSoft record # online. Each record # drives which department you work for, what your job is, what your pay rate is and who can approve your hours online. If you are not sure, please check with your department timekeeper/approver.

Back to top

Can I have more information about the online time entry process?

Please review the ISA Self-Service Quick Start Guide. This is the information that is given to any new ISA when they come to Payroll to do their orientation. It contains information for all ISA employees on how to accesss their timesheet, enter hours, and important dates to remember.

Back to top

What do I do if I missed the online entry period?

If you miss the online entry period, you will need to submit your hours worked on a Late ISA Timesheet (ISA Forms Page). Late ISA Timesheets are due to Payroll by the 10th of the month in order to be paid on late ISA payday, which is on or about the 25th of the month. Please see the Payroll Calendar for specific pay period dates. Please note: you may work for multiple supervisors in the same department doing the same job (ex. grading) but all of these may represent one PeopleSoft record number. You may only submit one "Late ISA Timesheet" per record number. Please check with your department timekeeper/approver for the correct PeopleSoft record number. The "Late ISA Timesheet" requires you to fill out the data on a computer in Excel. Check with your department timekeeper/approver for the approval and submission process for your department.

Back to top

How do I change my W-4 withholding, address or other personal information with Payroll?

This personal information may be changed on-line here, or you may submit your requests in person at the Cal Poly Payroll Office located in the Administration Building, Room 107.

Back to top

What are my ISA pay periods and pay dates?

ISA's have the same pay periods and pay dates as regular faculty and staff employees. You can find the monthly pay date information here. For information about important online self-service entry and approval dates, please review the ISA Self-Service Quick Start Guide. The back cover of this brochure contains these important dates to remember for the current calendar year.

Back to top

Where do I pick up my paycheck?

Student Accounts, Room 211 in the Administration Building (Building 1). Please visit the Student Accounts website for hours of operation and contact information.

Back to top

How do I sign up for direct deposit?

Direct Deposit- Information - Bank Posting Dates - Form

Back to top

Who do I contact for further assistance?

Please contact your department timekeeper/approver for your specific department ISA processes. Or with system/payroll questions, please call the ISA Payroll Analyst at 805-756-5868. You may also call the Payroll Office main line at 805-756-2605.

Back to top

Department Timekeeper/Approver Questions

How do I hire an Instructional Student Assistant (ISA)?

Academic Personnel administrates the ISA hire process. Please review the instructions found on the ISA 101 form found on the Academic Personnel Website. If you have any questions about the hire process, please contact Academic Personnel at 805-756-5228.

Back to top

What are my responsibilities as an ISA Timekeeper/Approver?

Please review the ISA Timekeeper/Approver Roles.

Back to top

How do I access the "Approve Reported Time" page to approve ISA hours entered online?

  1. Sign onto the Cal Poly Portal my.calpoly.edu
  2. In the "Single-Click Links" channel on the "Home" tab, click the button for "ISA Manager Approval"
  3. You will be taken directly to the "Approve Reported Tme" page.
  4. Once in the PeopleSoft HR Module, you will also have access to these and other approver/timekeeper pages using the menu option "Manager Self-Service"
  5. Please take note of the important ISA approval dates on the Payroll Calendar

Back to top

How do ISA's keep track of time worked for muliple supervisors in one PeopleSoft record?

It is up to the department's discretion how they would like to keep track of multiple supervisors paid in one PeopleSoft record, but Academic Personnel has a handy worksheet posted on their website called ISA Hourly Worksheet. This is a tool that can help ISA's keep track internally the hours they've worked for multiple professors/supervisors in one record. This form does not get turned into Payroll for payment, and the ISA will still need to total all hours worked each day and enter that time in their online timesheet. Some department timekeeper/approvers could request these to be turned in to them, so they know what hours to approve online.

Back to top

How do I know what hours to approve online if they don't have paper timesheets anymore? I may not be their direct supervisor...

This is also up to the department's discretion how this communication takes place. Since we are using a delivered PeopleSoft module to process the ISA's time online, it does not currently have a delivered printer-friendly "timecard" that the ISA can print out once they have entered their time online (like the custom Student Pay System). Some of the suggestions departments had were:

  1. Have the ISA do a screen shot of all their hours they entered online, have their direct supervisor sign it, then turn it in to the dept. approver
  2. Have the ISA email their supervisor with a list of the hours they entered online and copy the dept. approver with the request for approval
  3. Utilize AP's ISA Hourly Worksheet, obtain signatures and turn in to the dept. approver so they know which hours to approve online

Future PeopleSoft releases or customizations may give us a way to deliver a printable timecard, which we will communicate this change if/when it happens.

Back to top

How do I get security access to approve ISA reported hours online?

This security role has been added to the Human Resources section of the CMS account request form. This is the process used by Cal Poly to request and grant security roles. Please read the instructions at the top of this form. You will need to fill out the Recipient Information section and the Type of Request section then scroll down until you see the PeopleSoft Human Resources section. For this purpose, you will only need to select the "ISA Approval" checkbox. You are only requesting this role as additional security to what you may already have. Please also specify the appropriate "group" and the "Dept ID" of the area you will be approving for. The "group" is referring to the "dynamic group" that Payroll uses to group employees for approvals (similar to the MPC process). If you are not sure which group to specify, please call the ISA payroll technician at 805-756-5868.

Once you have been granted this role, the "GO" button will appear for single-click access. (see "How do I access the "Approve Reported Time" page to approve ISA hours entered online? question above)

Back to top

How can I get more information about the approval process?

Please review the information listed on the main ISA Information Page in the ISA Timekeeper Information section.

Back to top

What is the difference between this process and the Student Pay System?

Payroll Services administrates the hire process for the Student Assistant classification employees. Student Assistants enter their hours worked through a customized front-end process called the Student Pay System. While ISAs fall under many guidelines of all student classifications, unlike Student Assistants, ISAs belong to the UAW-Academic Student Employees bargaining unit and their pay periods and pay dates must be the same as regular faculty/staff and cannot be processed through the Student Pay System. The Student Assistants and the Instructional Student Assistants each have separate entry buttons to access their time entry pages. The look and feel of the pages themselves look completely different. The SPS requires entry using a 24 hour clock and the ISA timesheet uses a 12 hour clock. The approval pages for each are also accessed through different entry buttons and have separate approval processes and timelines. If you are both an SA and ISA approver, please familiarize yourself with the differences of both. If you have any questions about this, please contact Payroll Services at 805-756-2605.

Back to top

Who do I contact for further assistance?

For further assistance, please contact Lisa West who is the ISA Payroll Lead at 805-756-5868 or Payroll Services at 805-756-2605.

Back to top

Related Content