Time Keeper Resources

• I try to access the Student Payroll System, but it says my password is invalid or I do not have access.

  To access the Student Payroll System your Department Head or Appropriate Administrator must request that specific security be assigned to you as a Student Timekeeper. This is done via the Security Workflow. For information on submitting a security request please refer to the ITS Knowledge Base. The appropriate role is "Student Assistant Timekeeper". For password assistance please contact the ITS service desk at 805-756-7000.

• I have approved my students time but the "Approved" box is still unchecked.

  You must be sure to press the "save" button after checking the appropriate timesheets. Repeat your approval process using this method. If you still encounter problems, contact Payroll Services at 805-756-2605.

• Do I need to have my students print their timesheets?

  It is up to the department to set the requirements for students and their timesheets. If you are the supervisor and can verify the student hours online, you may decide not to have the student print out a timesheet. Many departments will choose to have the student print the timesheet because direct supervisor and pay approver are different people.

• What forms do I need to send to payroll in order for the student to be hired and paid?

  When you hire a new student that needs to complete an I-9 form you will submit a Student Employment Request Form (SERF). through AdobeSign. Once the student has signed the SERF we will contact them with the information they need to complete their new employee intake with our office. First time student employees are required to bring documents to complete an I-9 and their original Social Security Card no later than the first day of employment for pay. Students who have already worked at Cal Poly are not required to fill out any forms to be hired into concurrent or subsequent positions. Departments may hire the students directly into the SPS without a SERF. Both forms and further explanations can be accessed from the New Student Employment Information page.

• What is the process for late pay?

  All late pay must be submitted to Payroll Services on a Late Student Timesheet. Complete instructions are located on the Late Student Pay Information page.

• Who do I contact for further assistance?

  For further assistance contact Payroll Services at 805-756-2605.

• How do I give my student assistant a raise or change supervisor name?

  For a step by step guide to changing rate of pay or supervisor name please click here.