Supervisor Training for Payroll Information & theWeb Time Sheet System

Policy 1302 defines student employment and who is eligible to be considered a student employee

The roles and responsibilities of all departments, staff and students involved in the process are clearly defined within the policy

Each area on campus has a designated hiring manager that has been through mandatory training and these individuals are the only people authorized to hire student employees

What the Policy Says

Students cannot work more than 20 hours per week during academic periods and no more than 40 hours per week during break periods

The allowable work hours per week for students during academic and break periods cannot be exceeded even if the student holds multiple jobs on campus – it is your responsibility as a supervisor to work with the other departments to be sure the student is in compliance

Violations of the hours worked per week could lead to your department losing their ability to hire student employees

Key Points from the Policy

Affordable Care Act began in calendar year 2014 and requires that health insurance coverage be given to all employees who work on average 30 or more hours per week

The Commonwealth has adopted a provision in the 2013 Appropriation Act that limits wage employees to working no more than 29 hours per week on average over the course of 12 months

This means no more than 1500 hours can be worked during the measurement period by student workers or regular hourly employees. NO EXCEPTIONS

The ACA measurement period for the Commonwealth will be May 1 – April 30 (This is for student and hourly workers)

Compliance with the allowable work hours per week in Policy 1302 allows student employment to meet the Commonwealth criteria

Effect of Affordable Care Act

We have developed reports that will utilize the web timesheet system to help monitor compliance with allowable work hours per academic and break periods for student employees

These reports also assist in monitoring hourly compliance with the 1500 hour rule

Department heads will be notified if an area under their supervision violates the allowable work hour rules for student employees

Areas that violate the policy could lose their right to employ student workers

Monitoring Compliance

Student wages are set by Human Resources in Policy 1303 – exceptions to pay rates outside of this policy must have prior approval of the Director of Human Resources

The FICA Safe Harbor for student workers applies only when they are enrolled in classes for at least half time – student employees not enrolled in summer courses but continuing education in the Fall will be subject to FICA taxes – non-compliance with the work hours in Policy 1302 can jeopardize this Safe Harbor

Other Notable Items

2014-2015 Undergraduate and Graduate allowable work hours

Pay Period Ranges# of weeks in

range Allowable hours Total Notes

04/27/2014-05/03/2014 1 40 40 Classes end 4/29

05/04/2014-08/23/2014 16 40 640 Summer Break

08/24/2014-12/13/2014 16 20 320 Fall Semester Begins 8/25

12/14/2014-01/03/2015 3 40 120 Winter Break

01/04/2015-02/28/2015 8 20 160 Spring Semester Begins 1/7

03/01/2015-03/07/2015 1 40 40 Spring Break

03/08/2015-04/25/2015 7 20 140 Classes end 4/28

1460

1500 Governor Mandate

40 Allowance for unforeseeable conditions

2014-2015 Calendar of Hours

Overtime

All overtime MUST be approved

through the proper channels

prior to use.*** Approval can be obtained from Cindi Perry, Chief Of Staff. ******Overtime is not allowed for Student Workers.***

The current Pay Schedule for Student and Hourly employees is available on the Business Office Website. If a timesheet is submitted late by the employee,

the late timesheet will be processed on the next available pay date. NO EXCEPTIONS.

If a timesheet is approved by the supervisor late, but submitted on time by the employee, please contact Payroll immediately.

All timesheets are to be approved by 5 p.m. the Monday after the pay period ends, unless specified otherwise.

Pay Schedule

Direct deposit is mandatory for ALL employees with the exception of Federal Work Study students

and/or students under the age of 18.

Direct Deposit Requirements

Please note:

If an employee’s direct deposit information is NOT received within 2 pay periods from the date of hire; the employee will NOT be able to continue working until the information has been provided.

An electronic copy of an employee’s payroll information to include their paystub and W-

2’s are available on Payline.

https://payline.doa.virginia.gov/

*** If an employee needs additional help accessing Payline, please refer them to the Payroll Department. Located in Gosnold Hall; Room 226 or call 757-594-7416. ***

Paystub and W-2 Retrieval

MUST utilize Mozilla Firefox or Internet Explorer web browser (enable compatibility mode)

Web Time Sheet is NOT compatible with Google Chrome or Safari

If you are having difficulties, please try another computer. If not successful, contact the Payroll Department.

757-594-7416

Web Time Sheet System Requirements

Web Time Sheet

A newly hired employee’s time sheet

will not be visible in your drop down menu for approval UNTIL the

employee submits their first time sheet.

(excludes proxy groups)

All employees MUST have 2 approvers. A primary and

an alternate.

Any change requests regarding either approver

has to come from that approver’s supervisor.

This request MUST be in writing and include a list of

the employees affected.

Web Time Sheet Submitted Notification

Web Time Sheet Access

Time Sheet Home Page

Approving Time Sheets

Approving Time Sheets Cont.

Approving Time Sheets Cont.

Approving Time Sheets Cont.

Approving Time Sheets Cont.

Approving Time Sheets Cont.

Approving Time Sheets Cont.

***If you approve a timesheet and are informed later that the hours were incorrect, and the time sheet has NOT been processed, contact Payroll immediately to have the time

sheet unlocked. Once the time sheet is corrected, re-submit for approval.

** Once the time sheet has been processed; Payroll will NOT be able to unlock it.

Student Employment Questions Nicole Hunter 594-7283

Timesheet and Hourly Employment Questions

Jessica Smith 594-7416 John McCall 594-8864

Contact Information