1. If your area uses electronic time clocks, ask your area coordinator to attach the appropriate bar codes to your student employees' Ball State University I.D. cards. These bar codes will allow your students to clock in and out.
2. Students clock in when they arrive at work by pushing the appropriate function key and swiping their I.D. cards through the slot. To clock out when they are finished working, they simply swipe their I.D. cards through the slot again.
3. Everything is automatically calculated and downloaded to the payroll office for processing.
4. If there is an error when a student is clocking in or out, use a Time and Attendance Adjustment Form (available from your area coordinator) to document the adjustment and turn it in to your area Kronos coordinator.

Kronos Web Timestamp

If your area uses Kronos Web Timestamp instruct the student on how to use the Web site to record the hours worked.  If you have any questions, contact the Office of Payroll and Employee Benefits (285-8461) for specific instructions on how students should submit their time.

At the end of each pay period, verify the hours worked and the accuracy of information reported.   Hours must accurately reflect the times worked during the pay period. It is illegal to falsify hours using any time-reporting devices. Times reported must have been worked on the exact day reported. If you are aware of a mistake for time turned in, contact the Office of Payroll and Employee Benefits to correct it. You cannot fix the problem on the next pay period's scan sheet.

Students who have any changes that will affect tax information (name changes, exemptions, etc.) should contact the Career Center or the payroll office to complete new tax forms. Any changes in Social Security numbers should be reported to the payroll office.

Student hours are to be approved and signed off by noon on Monday following the end of the biweekly pay period, which is on Saturday.  This same schedule applies to any time sheets for students working at off-campus locations.  The schedule of biweekly pay periods is available on the Payroll and Employee Benefits Web site, the Student Payroll Data sheet, or (click) here for your reference. Off-campus work-study time sheets are due on the same dates as on-campus time-keeping methods.

Paychecks

Students are paid every two weeks on the Friday after the end of the pay period.  Paychecks and direct-deposit stubs are to be picked up from the students' home department during the offices' normal operating hours.  The university urges all employees and students to have their net pay direct deposited in a bank of their choice.  Employee deposit statements are available through Employee Self-Serve and can be viewed and printed.  Students who are interested in using direct deposit can pick up a form in the Payroll Office on the ground floor of the Administration Building or the Career Center on the second floor of Lucina Hall.  Forms may also be available in the students' home department from their area's administrative coordinator.