Student Payroll System Frequently Asked Questions

Timekeeper Questions

Student Questions

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Timekeeper Questions

How do I use the Student Pay System?

The Student Payroll System is designed to be intuitive. For detailed instructions please refer to the Student Payroll System Timekeeper Navigation Guide. If you have additional questions, please contact Payroll Services directly at 805-756-2605.

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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 Program Manager must request that specific security be assigned to you as a Student Timekeeper. This is done via the CMS Account Request Form. For password assistance please contact the ITS service desk at 805-756-7000.

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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.

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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 chose to have the student print the timesheet because direct supervisor and pay approver are different people.

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

First time student employees are required to bring a completed Student Employment Request Form, 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.

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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.

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Who do I contact for further assistance?

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

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Student Questions

How do I enter my time?

Please refer to the guide for Entering Student Time. If you have additional questions please contact you department or Payrll Services at 805-756-2605.

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When I log into the Student Pay System it tells me I don't have any active positions.

You must be hired by a department before you can enter time. Check with your hiring department to see if they have entered you into the system or forwarded your paperwork to Payroll Services. First time student employees must also complete an intake and I-9 in Payroll.

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What do I do if I did not input my hours on time?

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

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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.

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When do I get paid?

Student pay periods and dates are listed at on the Student Pay Dates page. The late student pay date is the 25th of the month.

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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.

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How do I sign up for Direct Deposit?

To sign up for direct deposit you must fill out the required form located here, then forward it to Payroll Services. The direct deposit forms are also available in the Payroll Services office.

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Who do I contact for further assistance?

For further assistance, contact your department timekeeper or Payroll Services at 805-756-2605.

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