1. Tips & Tricks for Timely and Accurate Student Payment
ISU Student Payroll
Tips & Tricks for Timely and Accurate Student Payment

2. All students must be hired though SEP before they begin working in your department.
All hours must be tracked in Kronos
No One Time Only payments for students
Hire your student

3. Hours worked at multiple jobs can be viewed by all supervisors
Timely submission of hours worked, resulting in timely pay
Prevents occurrence of overlapping hours
WHY KRONOS?

4. From hiring to clocking
New job is interfaced overnight from Banner to Kronos; student able to clock
Referral received in Payroll; majority are entered into Banner same day
Referral process completed by department, student and SEP
From hiring to clocking

5. Clocking Clock using speed dial on designated department phone
Clocking Codes:
IN = 85 then 10-digit job transfer code (example: U = )
OUT = 9

6. Transfer codes are critical
Always Check Every Transfer Code!!
;///U ///
Do not approve the timecard until all transfer codes have been checked and are correct.
Contact Payroll if you are unsure of the transfer codes for your employees.
Transfer codes are critical

7. Timecard Edits New on Page 2 of Handout
Check for edits to each timecard
Students with Edit Rights have ability to edit any hours on the timecard
Timecard Edits New on Page 2 of Handout

9. Timing is everything Primary Job vs Secondary Job
Secondary timekeeper must approve before Primary timekeeper applies sign-off.
Secondary jobs can be viewed on the timecard.
Timing is everything

12. Graduate Assistants must enter weekly hours worked in Kronos.
Employee Approval is required for Graduate Assistants.
Graduate Assistants

13. Completing Your payroll
Run report “ISU Employee Hours by Labor Account”. Do not include Graduate Assistant hours.
Review for:
Correct hours
Correct employees
Missing employees
Submit report to:
Enter Pay ID and Org in subject line (i.e., ST )
Completing Your payroll

14. Complete the Electronic Student Employee Release Form for terminating students.
Available on Payroll and Student Employment websites
Keep Us Informed

15. Hire your student before they begin working by completing the referral process.
All hours worked must be tracked on Kronos.
Review and correct transfer codes & check timecard edits before approving.
Make sure all secondary job approvals are in before applying sign-off.
your ISU Employee Hours by Labor Account report to:
Subject line to include Pay ID and Org
Keep us informed of terminating students.
Remember

16. Sign-Offs and Reports are Due to Payroll No Later than 11:00 A. M
Sign-Offs and Reports are Due to Payroll No Later than 11:00 A.M. Monday Morning.
Be On Time

17. Thank you!!
Contact Information:
Judy Ross – Student Payroll Coordinator