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.

All approved hours worked are due in the Office of Payroll and Employee Benefits by noon on the Friday after the end of the pay period. (See the Student Employee Payroll Data Sheet for the current schedule.) Off-campus work-study time sheets are due on the same dates as on-campus time-keeping methods.

Paychecks

Student paychecks are issued biweekly on a Wednesday according to a schedule established annually by the Office of Payroll and Employee Benefits and available from that office. Students may pick up their checks on the day of issuance (and for ten days after) during regular university hours in the cashiers' office in the basement of Lucina Hall. Students must show their Ball State I.D. cards to pick up their checks.

Direct deposit is available for student employees. Students should contact the Office of Payroll and Employee Benefits at 285-8461 for more information.