It is the responsibility of the hiring department to collect and record student hours. The law requires that employees be compensated within a reasonable time frame (typically the next pay cycle following the start date).
The first launch of TimesheetX on Feb 28th is ONLY FOR Peabody and School of Education. Students who are employed outside of the School of Education and Peabody are still expected to submit their hours in the process specified by their HR department. Timesheet X is a new platform that will eventually be implemented university-wide to help streamline and coordinate timesheets and payments. This is the first initiative of its kind headed by University Experiential Learning in close partnership with the Office of Integrative Learning and Life Design technology team.
TimesheetX provides a comprehensive solution for your student employment timesheet needs. From online timesheet entry, employer approvals, budget/award balance tracking, payroll integration, and reporting, TimesheetX can save your department a tremendous amount of time and money.
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The SAP Cross Application Time Sheet (CATS) is used to enter and process time for ‘hourly paid’ employees. When entering time, minutes must be converted into decimal hours PDF Document: (Time Conversion Chart).
To ensure that your students are paid on time and without delay, we strongly suggest that you establish a fixed day/time for students to submit their timesheets to your office on a weekly basis. For your convenience, we offer a PDF Document: Generic Student Timesheet. Time-entry cutoff dates are all available on the University & Medicine Shared Services website.
Please note, for auditing purposes, student timesheets must be retained for seven (7) years—this is a Federal Regulation.
To Correct Hours Already Processed
Go to the correct date in CATS and enter missing hours or change hours already entered.
To Correct Labor Distribution
Go to the correct date and enter the correct cost center, internal order, or WBS element. Clear the cost center, internal order or WBS element that was used and enter the correct one. When correcting hours or cost distribution of an existing record that has already been processed, the system will prompt you for a short text reason. Short text is entered by left-clicking on your mouse. A short text entry box is displayed. The reason for the change should be entered and the record saved. Records that have changes will display in red.