Student Hourly Tracking

Students who hire students to work hourly often need a way to track who is hired, their hourly rate, the index they are to be paid off of as well as the faculty member they are working for. The following templates were provided by Erica Popple in Speech and Hearing Sciences to track 25-30 hourly students per term.

Erica has developed e-mail templates to send to students and the faculty members they work for to on board them, help them submit timesheets and make sure everything is done in a timely manner.

She tracks her students and their pay on a spreadsheet which has the following tabs:

Utilizing and Updating the Pay Tracking Spreadsheet

Each tab is password protected with password masterstudentpay.

The heavily-bolded cells are not protected. Those cells accept data entry. If you wish to copy and insert/paste additional lines, just unprotect, do the insertion of new rows, and reprotect.

Calculations Tab

No data entry here...this table calculates totals from the other tabs.

Summer 2016/Fall 2016/Winter 2017/Spring 2017 tabs

Each pay period, as student workers email me with their hours for approval, I check the number against Banweb and enter the total number of hours worked in the spreadsheet. I make the number in red font at first. Then, after the supervisor replies and says "approved", I change the font to black. This is how I track supervisor approvals.

In the Summer tab right now, you can see that Christy and Shannon have emailed me their hours. I received an email from Christy's supervisor, so her number is black. Shannon's will stay red until I hear from her supervisor. I haven't heard from Micaela yet. This spreadsheet helps me keep track of the timecard approvals as well as the number of hours worked and the dollar totals.

For Instructional Assistants, the student workers have a finite number of hours they can use each term, so I need to track this and remind them each pay period how much they have left to use.

Forecasting Template tab

I use this for figuring out exactly how many hours we can schedule is money is tight. For Federal Work Study and for grants and FEA awards, sometimes we have to plan it out very specifically. Sometimes the availability and weekly hours change from term to term.