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Supervisors are in charge of creating and approving their intern's timesheets. For full details on how to complete this process, please see the information provided below.
Timesheet overview and guide
Timesheet overview and guide
Click here for the timesheet guide Instructions
When students have begun working, they will be expected to create timesheets on a bi-weekly basis on Thursday. Supervisors will have until the end of the day on Friday to approve timesheets during payroll weeks. The first timesheet deadline will be on Friday, March 21st. You can find the full payroll calendar in the slides provided to the left.
For any questions regarding issues or general inquiries about timesheets, please email SpringforwarPay@cuny.edu
How to create timesheets on RFCUNY
How to create timesheets on RFCUNY
Click here or the interactive tutorial on the left to review how to approve timesheets. Written instructions will be included below:
Step 1: Log into RFCUNY.
Step 2: Hover over the “Employees Tab”, click on “Manage Online Timesheets, Pay Stubs,W-2”.
Step 3: Click on “Time & Leave System”
Step 4: Click on the pay period you want to select. You may also click on the Month or Year Tab to select the appropriate Timesheet you are looking for.
Step 5: After Clicking on the Timesheet Pay Period that you want, review the timesheet and click “Save & Submit”
Step 6: Once you review each of your interns’ hours, scroll down and select the “SAVE & SUBMIT” button.
The timesheets should show as SUBMITTED once you save and submit all CREATED timesheets.
Timesheet terms
Timesheet terms
On the top left of your timesheet for each pay period is something called a Timesheet Status. A Timesheet Status indicates what is going on with that timesheet.
New- Intern did not create or successfully save their timesheet. Timesheets with a status of “New” will not be processed and paid.
Created- Intern created and saved the timesheet. It is awaiting supervisor approval.
Approved- Timesheet successfully processed by RFCUNY. You will receive your paycheck the Wednesday after the pay period.
Submitted- Supervisor approved the timesheet. If you accidentally hit “save & submit” it may say submitted. If you have done this, immediately revoke the timesheet, re-enter your timesheet, and click “Save”. If we see a student has submitted a timesheet, we will not process the timesheet.
Pay Period - A “pay period” refers to a two week period in which students have worked. For example: Pay period October 9th covers the week of September 26th through the week of October 3rd. Any hours you worked during that time frame should be entered for Pay Period October 9th. If you did not work during that time frame, do not create your timesheet and leave it as timesheet status “New”.
Frequently Asked Timesheet Questions
Frequently Asked Timesheet Questions
Q: What happens if the intern created a timesheet late or the supervisor did not approve on time?
A: This means the intern's paycheck for that pay period will be delayed about a month as they will have to be paid that check with the next upcoming pay period. Please avoid this by making sure students create their timesheets by the Thursday deadline and communicate with you for approval.
Q: What are the hours and wages expectation of the program?
A: Students work 19 hours per week for a total of 38 hours per pay period. Students earn wages of $20 per hour and can work a maximum of 133 hours (note that 19 hours were used for training so they have 114 hours left to complete at their placement site). All students have until August 18th, 2023 to earn their 133 hours.
Q: What if an intern wishes to drop from the program?
A: We have informed students to be responsible and notify their supervisor and their Career Launch hub staff via email that they will be discontinuing with the program. Let us know the last day that the intern has worked, we can determine if you need to get paid for those hours or if they were already paid for the hours you worked.
Q: What are the intern’s lunch break rules?
A: If an intern works 6 hours or more in one day, they are entitled by law to take a 30min lunch break.
Q: A site supervisor has forgotten his/her user ID and/or password to the RF timesheet system. Whom should the site supervisor contact?
A: The site supervisor should email weblogonid@RFCUNY.org to ask the RF CUNY team to resend his/her login credentials to the system.
Q: Can students make up missed work hours?
A: Students will have limited opportunity to make up hours. They can do so if it does not exceed 38 hours in a two-week pay period.
Q: The site supervisor will be away on a timesheet due date. Does the site supervisor still need to approve the Career Launch members’ timesheets?
A: Yes! It is imperative that Career Launch members be paid on time for work they have completed at their placement sites, and therefore it is crucial for community partners to approve Career Launch members’ timesheets in a timely manner. If site supervisors plan to be away on a timesheet due date, they should arrange for another staff member from the organization to approve the Career Launch members’ timesheet.
Q: I tried to approve my intern's timesheet earlier but I am unable to. Why is that?
A: If you are trying to approve an intern's timesheet before the last day they inputted hours, the system will prevent you from approving it. So if an intern put hours for Wednesday but you are trying to approve their timesheet the day before (on a Tuesday) you will be unable to. You will have to wait until Wednesday at least to go into the system and approve.
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