General Payroll Information
All PLNU departments use one of two payroll systems: Web time clock or web time cards. The payroll process differs slightly between these two systems, but there are several “payroll rules” that are common to both:
- All student employees are required to keep accurate records of their time worked and are prohibited from falsifying their time report or completing a report for another employee. Such behavior may be grounds for immediate dismissal.
- Pay periods are two weeks long and end on specific dates. You can view these dates online at www.pointloma.edu/SEinstructions.
- Pay periods always end on a Sunday at midnight; all time cards for that two week period must be submitted to the Business Office no later than the following Monday at noon (the sooner the better). Late time cards will result in late paychecks, no exceptions.
- Paychecks are always issued on the Friday following the end of the pay period and are available any time after Chapel. Students can pick up their checks from the cashiers in the Business Office. Starting in Fall 2006, students may complete a Direct Deposit Form and have their checks automatically deposited into their bank accounts. They must complete a form and attach a voided personal check in the Office of Student Employment.
- Some pay periods will vary depending on school holidays. Check with Payroll to verify these dates.
- Students can have their checks directly deposited against their PLNU student accounts. To do this, they must fill out a request form in the Business Office.
Web Time Cards
Most departments use web time cards for their student employees. This is how it works:
- The newly hired student employee returns a completed Authorization Form to the Student Employment Office. At this time, the student will be given an instruction sheet on how to use the web time card system. The instructions are also available online at www.pointloma.edu/SEinstructions.
- The payroll clerk receives a copy of the Authorization Form from the Student Employment Office, enters the information into the payroll computer system, and activates the student employee’s web time card. This part of the process could take a day or two.
- Once the student’s time card is activated, he or she may log on daily to record the hours worked that day. At the end of the week the student will click the "Send to Supervisor” button. The completed time card will be emailed to you for approval. Please make sure the hours are accurate. If they are not, return the time card to the student for correction.
- Although the web time cards only record one week at a time, PLNU’s pay periods cover two weeks. Therefore you should receive two web time cards from each employee per pay period.
- If you find frequent inaccuracies on students’ web time cards, you might consider developing a sign-in sheet to keep track of hours worked. Or you might insist that student employees log on and fill in that day’s hours on their web time cards before leaving work at the end of every shift.
Paper Time Cards
The only time paper time cards are used is to hire a temporary worker.
- The newly hired student employee returns a completed Student Employment Authorization Form to the Student Employment Office where he or she will be given a paper time card.
- The student employee is responsible for recording his or her hours on the time card. At the end of the pay period, as indicated by the date printed in the upper right-hand corner of the card, both the student and the supervisor must sign the time card, verifying that the hours recorded thereon are accurate. The completed time card must then be delivered to the Payroll Office either by the student employee or by the supervisor.
What if I want to Pay My Employees More?
We all want to pay our student employees more; they are a tremendous asset to our offices! However, in order to stay within the University’s budgetary limits, and to ensure that student employees campus-wide are given equal compensation for equal work, the Vice President of Student Development has established the following guidelines:
Automatic raises are given in increments of $.20/hour (except level 5 jobs which are at $.25/hour) according to the quantity of hours worked at that job. The Business Office tracks the number of hours worked by a student and will apply the raise automatically as soon as the student qualifies.
The following chart shows the current pay sThe majority of jobs on campus are level 1. (If you would like to know what level the student jobs in your department are classified as, this information is available from the Student Employment Coordinator). The top row indicates the number of hours a student has worked in his or her current job. Students receive an automatic pay raise after every 450 hours worked in the same job.
Student Employee Pay Structure
The only other way a student employee can receive a raise in pay is to move into a different position on-campus that has been classified at a higher level. Any such move must be approved by the Student Employment Office.