Department

Circulation

Purpose

Verifying hours and approving them for student assistant work

Overview

These are the steps needed to approve students to be paid for the hours that they have worked during the pay period.

Required Knowledge/Skills

Safety Issues/Precautions

Equipment/Supplies

Access to the Student assistants time cards or proxy access to them if you are not the Time Entry Approver

Procedure

1. Access Time Sheet - Valparaiso University Self Service, logging in with your University username and password.
2. Click the link 'Employment" and the select the link "Employee".
3. Click the link "Time Card Approval".
4. Under the Filter section listed as 'Pay Cycles' click the box for 'Biweekly Hourly Payroll' and click the box for the current date of the pay week.
5. Student Time Cards will appear left of the Filter section.
6. Click on the "View" option in the box for the student assistant whose time card needs approved. This will open a new page with the student assistant's time card.
   1. Other positions that the student assistant has will show up. In our case we are looking for the Student Aide, LIB position. This may not be the first one depending on what their primary job is listed as according to Payroll.
7. Look for the last week worked on the time card. (If it is not a pay week this will be the first screen that opens. Otherwise click on the blue > to access the next week.
8. Verify that the hours recorded match the number of hours that the student assistant was to work that week. 
   1. In regards to Circulation you can check their hours against those on the schedule found in the SwapSite as well as any Schedule Change Request sheet on the Sub board in the hallway to the ASRS.
9. If everything matches click the blue "Approve" button.
   1. The box under their Total houes tally should then change to 'Approved'.
10. If there is a reason that the tally is not correct: 
    1. The issue may be that the student assistant has multiple jobs and has incorrectly entered hours under the Student Aide, Lib position. If this is the case contact the student assistant and the manager listed on the other job and alert them to the mistake. The hours listed can be changed by the manager for that job, but you cannot enter hours for other jobs.
    2. If there are other issues use the drop down menu in the button "Other Actions" and click the "Reject" link.
11. When you are finished with the student assistant's time card click the blue < under Time Approval - (Student's name) to go back to the list of student assistants. 
12. If you are approving Student Time Cards via proxy:
    1. Click the box marked 'Sign Out' and choose the link saying "Change Proxy User"
    2. Choose the person who you are the proxy for and click 'Continue'.
    3. Click the box marked "Employee".
    4. Follow steps 5-11 above.