Overview of Student Timecards

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Centre College is using online timecards for student workers employed during the academic year. This electronic timecard is completely separate from the biweekly Time Entry and Approval portlet available to non-student employees. 

Both workstudy and non-workstudy hours should be submitted and approved via the electronic timecard. As an approver, you will be able to review the student's submitted time, including clock in/clock out, and total hours to be paid. You will also be able to edit, if necessary, the hours worked by your student worker(s). The screen also provides some quick and easy ways to email your student workers. If you log in on the 1st and notice one of your workers has no hours entered and you know they worked, you can email them directly from CentreNet or you can send a blanket reminder to all student workers to have their timecards completed by a certain day.  

Most importantly, you will need to use this portlet to submit the student timecard to Human Resources for payroll processing. Student Payrolls have work periods that generally extend the full calendar month and we ask that you submit student timecards by the end of the day on the 4th of the following month to allow adequate time for processing and getting payment information to the bank for direct deposits, which are effective on the 10th.  

Email reminders will be scheduled for supervisors of student workers who have finalized their work hours and still need to be submitted for payroll processing. These email reminders will typically be scheduled for 7:30 a.m. on the 1st - 4th of each month. This email reminder will have a direct link to the Student Timecard Approval portlet to speed login. You can also navigate to the Staff tab and the Time Entry and Approval page or bookmark the link in your browser.  

Are you a student who needs help filling out your timecard and submitting it for review? Please see the Student Timecard Guide.

Who are my student workers?

My First Roster and the early inbox blitz

We send out two types of rosters. One is a "no frills" email list of jobs processed and in the evenings, if you have had roster changes that day, you should also receive a nice Excel spreadsheet attachment with your full roster.  

The last workday before classes begin and the first day of classes, we will likely do some special processing runs during business hours in order to release the first batch of first-year students and later, returning students. You may receive more "paperwork notifications" or roster emails than usual those days. After those special processing sessions, things will likely return to normal quickly and evenings will be full of scheduled batch processing and "once daily" notifications.  

Please note that even after a student's job assignment ends, they will remain on your roster with their new employment end date. 

Students Missing From First Roster 

We understand you're eager to get started with your student workers, but federal regulations on work study are fairly strict and you'll generally be told ahead of time when you can expect your first roster. Students are not allowed to work until the first day of classes, but we will often release the first-year students a little early simply so students and supervisors can get in touch and get to know one another. Returning students will typically be processed on the first day of classes and no earlier. So, if your first roster is nothing but unfamiliar first-year names and classes haven't begun yet, be patient.  

If you still don't have all the names you expected on the first day of classes, check your inbox for paperwork notifications regarding your missing employees. Students are also informed when they have not completed required paperwork. Again, federal regulations are extremely strict on I-9 and W-4 compliance. With all positions, including student employees, if audits find that we do not have completed paperwork and confirmed documentation completed prior to or on the first day of employment, the college is open to fines of more than $1000 per violation. Worse, if multiple violations are found, fines can extend into the tens of thousands of dollars for willful disregard of the regulations. Multiple violations can also lead to criminal penalties. Simply put, Centre College cannot and will not process a job assignment and allow a student to enter a timecard until paperwork and documentation requirements are complete, no exceptions.  

If you are aware that a particular student will not be able to meet that requirement for an extended period of time, it may be best to contact Student Financial Planning and have the job assignment removed from the processing queue until the student is able to provide their documentation so paperwork notifications are no longer generated. This paperwork is only required for new hires, paperwork does not need to be completed every year.  

If none of the above seem to apply because the student has worked before, received no email notification from Human Resources regarding paperwork, or received notification that other assignments processed successfully, the assignment may not have been entered yet. In an average fall semester, 700 - 900 total individual job assignments aren't unusual! If it's still very early in the semester (first few days of classes), Student Financial Planning may still be in the process of doing data entry. To quote some real statistics, in the 2024-2025 academic year, by the second day of classes, 520+ job assignments were entered, reviewed and went through attempted processing. A full 90% of them had everything in place and were successfully processed. If things are a bit further along in the semester, you may wish to touch base with them to make sure the job assignment didn't get overlooked in the list of assignments.