Student Employee Introduction
This guide provides basic steps the student performs in their portion of the web based Student eTime application.
Student employees will use the Student Employment > Enter Time Worked option in eServices to record their hours worked and submit them to their supervisors to review and approval each pay period.
Security
Student Employee: No specific security is needed but the ability to login to Student eServices.
Access
Student Employee: Can access the application on their computer and/or mobile device through Student eServices > Student Employment located on the left-side navigation bar > Enter Time Worked.
Basic Steps
Add Time Worked
The student will only be able to add “Regular” hours worked.
Overtime will automatically calculate on hours over 40 in a pay period week.
Select [Add Time]
Select the Date in the pay period
Select the Start Time
Select the End Time
The hours entered display
Click [Add Time]
A message displays that the time was added successfully.
Submit Time Worked
At the end of each pay period the student employee will submit the hours so their supervisor can go and approval them.
Select the check box next to the statement “I certify the hours reported are correct and that I have fulfilled my job obligations” for each position to be submitted.
Click the [Submit Time] button
A message displays that the time was submitted successfully. In addition to a Submitted timestamp in the bottom lower right corner
Modify Time Worked
If the time entered needs to be change, the student can modify the record.
Note: Only records that have not been processed can be modified.
Select on the Date that needs modification
That day’s details display
Select [Modify]
Make the change
The End time is now correct
Select [Save]
A message displays that the time worked was added successfully
If the hours were already submitted, they will need to be submitted again
Delete Time Worked
If time worked was entered in error, the student can delete it.
Note: Only records that have not been processed can be deleted.
Select the Date of the record that needs deleting
That day’s details display
Select [Delete]
A message displays that the record was deleted successfully
If the hours were already submitted, they will need to be submitted again
Add Time During a Scheduled Class
NOTE: If time worked is entered during a time they are scheduled to be in class, a warning message will be given and providing a reason will be required.
There is a 15 minute buffer so if student’s class is from 1:00 PM – 2:00 PM the system should NOT warn if worked between 1:00 PM – 1:15 PM or 1:45 PM – 2:00 PM.
Add time
Select the Add Time button
The student will need to pick one of the following reasons:
- Class Cancelled (default)
- Student Excused
- Other (requires a Comment)
Continue
If you hover over the conversation bubble the reason displays
Since institutions have different times for spring break, assessment, etc. the Student Payroll Office must setup exception times on the Payroll Controller (PR0001UG) for when they don’t want the system to edit against class schedule and require a reason to be entered.
Add Time Worked to an Overnight Shift
Enter the shift with the end time midnight then go to the next day and add the remaining time worked with the start time midnight. For instance the shift is from 10 pm on 8/14 until 2 am on 8/15 - Add Time on 8/14 from 10 pm to midnight and then on 8/15 Add Time from midnight to 2 am.
If an overnight shift is worked on the last day of the pay period the time worked for the one day in the future pay period can be entered during that current pay period by selecting the calendar icon or clicking in the field to the right of View or Add Time for a Date within a Prior Pay Period and choosing the date. It will however, be paid with the next pay period.
Unpaid Breaks
Unpaid breaks such as lunch and dinner are not automatically calculated.
If 8:30 AM – 5:00 PM is entered, the system would calculate 8.5 hours
Example – if a half hour unpaid lunch break was taken at noon the following entries would be needed:
8:30 – Noon and then another entry from 12:30 – 5:00PM
Prior Pay Period
View Prior Pay Period
- Select the calendar icon or click in the field to the right of View or Add Time for a Date within a Prior Pay Period
- Select a date within that prior pay period.
The Time Worked Details from that pay period displays
Add Time Worked to a Prior Pay Period
If time worked was forgotten or missed getting entered, it should be entered in the pay period in which the work occurred, NOT the current pay period. The system allows students to add time to a previous pay period even if it has already been processed as long as the pay period is open and unlocked. The system will display the date and times that were previously paid but does NOT allow the student to change the date and times of these records.
The application only allows entry of new dates and times such as additional hours that need to be paid. If the student needs to reduce the number of hours paid due to being overpaid, they will need to work with the Student Payroll Student Staff who will work with the System Office, Tax Services Unit who can process an Overpayment Reimbursement on the AP0200UG.
- To add time to a prior pay period, select the calendar icon or click in the field to the right of View or Add Time for a Date within a Prior Pay Period.
- Select the date.
- Select Add Time
- Use the Date drop-down to select the date. All dates within the pay period will display.
- Use the Start Time drop-down to select the start time. Time is rounded to 15 minute intervals.
- Use the End Time drop-down to select the end time.
- A comment can be entered up to 1000 characters and is viewable when you hover over the dialogue bubble.
- Hit Add Time to add the time
Since prior pay period adjustments go back to pay period worked the following results:
- A message will display to the student that the added hours will be paid by next pay period’s payment date.
- The institution would also process this pay period again and as a result:
- Tax Unit will receive multiple tax checks. There will be a check for each pay period processed.
- Student will receive separate checks/direct deposit for each pay period processed.
View Daily Totals
Select View Daily Totals to display total hours worked by day from the Pay Period Data section.
Also included in the section is the ability to view payroll hours by a pay period, its date range, week, and the payment date of the pay period selected. Paper timesheets totals from Uniface also display.
Need Help?
If you need additional assistance, please contact the MnSCU ITS Service Desk or call 877-GO-MNSCU (877-466-6728).
The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.