Entering Student Time

• Entering Student Assistant Time

  Overview

  The Student Payroll System allows you to enter time for the current monthly pay period. You can enter time online only after you have been hired, completed an intake and I-9 Form, and provided your Social Security Card in the Payroll Office.

  Student Pay: login web page

  1. Open your web browser and navigate to the my.calpoly portal, https://my.calpoly.edu/.
  2. Enter your Cal Poly User ID and password.
  3. Click the Login button.
  4. Select the single click access for Student Pay on the main tab of the portal.
  5. If you are a new employee and have not completed an I9 in the Payroll Office and provided your social security card the system will display a warning message and not allow you access. Click the link provided for information on I9 completion.

  Choose a Position to Enter Time

  1. Click the GO button beside the job row for which you want to enter time.

  Student Timesheet

  1. Click on the day/date for which you want to enter time.

  Student Time Entry

  1. Enter time in and time out, using the international standard Notation ("24 hour" format HH:MM also known as military time). You can record up to five entries for each day.
  2. Click SAVE to submit the time for that day and return to the Student Timesheet page.
  3. Click CANCEL to cancel entering time for that day. Any data you have entered will be lost.

  1. Continue to click on the days/dates for which you want to enter time until all time is recorded.
  2. Click SAVE to submit the time.
  3. Print your timesheet by clicking on the PRINT icon on your web browser and submit it to your supervisor for signature approval.
  4. If your timesheet prints on two pages you can adjust the settings on your browser so that the timesheet will print on one page. Go to the browser menu and select File > Page Setup. Under the section labeled ‘Margins’ adjust the top and bottom margins until your timesheet prints on one page.
  5. Make sure to select the LOGOUT button before closing your browser window each time you exit the Student Payroll System.
• Entering Instructional Student Assistant Time

  Overview

  Instructional Student Assistants enter their time worked through the PeopleSoft/Oracle Timesheet. You can enter time online only after you have been hired, completed an intake and I-9 Form and provided your Social Security Card in the Payroll Office.

  PeopleSoft/Oracle Timesheet

  1. Open your web browser and navigate to the my.calpoly.edu portal.
  2. Enter your Cal Poly User ID and password.
  3. Click the Login button
  4. Select the single click access for ISA Timesheet on the main tab of the portal.
     • This link is ONLY for hours worked as an Instructional Student Assistant. If you are also a regular Student Assistant, please use the “Student Assistant Timesheet” to enter those hours. (These are two separate student employment classifications.)
  5. If you do not have the single click link for the ISA Timesheet, your ISA hire process has not been completed. This process generally takes 3-5 business days after you complete your paperwork in the Payroll Office.

  Choose a Position to Enter Time

  If you one have one active ISA position, once you click on the “ISA Timesheet”, it will take you directly to your timesheet. If you have multiple active ISA, SA, TA and/or GA positions you will be brought to a select screen where you need to click on the appropriate record number for the job you wish to report hours in. ONLY enter time for ISA jobs on this page.

  

  Click on the “Instr Stdnt Asst” timesheet.

  Time Entry

  1. Once you are in the timesheet, you may change the view to either “Day”, “Week” or “Time Period” by selecting the drop down next to “View By:”.
  2. Enter time in and out, using either am/pm OR international standard Notation (’24 hour’ format HH:MM also known as military time). You can enter up to 4 in/out times per day.
  3. After you have entered your time, click on the “Submit” button to save your entries.

  If your department requires a printed timesheet, you must use the screen print function of your web browser.