Payroll Procedures

1
Payroll Procedures
Instructions to help simplify payroll
Updated - 2006
2
Pay Schedules

• Schedules have been established so that students
  receive labor payments approximately once each
  month.
• Sent at the beginning of each academic year from
  the Student Payroll Office.
• Pay Schedules may also be seen at
• http//www.berea.edu/laborprogramoffice/payschedul
  e.asp

Sample Schedule found on following slide
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Sample Payroll Schedule
Begins Aug.30 (Wed) for students not returning
early to work during Orientation-Registration
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Looking Ahead

• Some changes to the student payroll process are
  under development.
• Some web-based options will be available in the
  coming months.
• Supervisor Time entry
• Direct uploading to Student Payroll
• Until those developments are functional, we will
  continue to use the process as outlined on the
  following frames.

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Time Clocks

• If your department has a time clock, simply show
  students how to clock in and out.
• If your department does not have a time clock,
  choose a designated clock for students to use as
  reference to manually enter their time on
  departmental time sheets.
• All hours should be recorded at the beginning and
  end of the shift, never from memory at the end of
  the week.

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Time CardsStudent Responsibility

• Students must keep track of all hours worked
  during each term.
• Every student must have a time card for each
  payroll period.
• Students should print their name and sign each
  timecard.
• Submit signed timecards to the Departmental Labor
  Supervisor

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Time CardsSupervisor Responsibility

• After reviewing timecards, initial them.
• Summarized timecard information is submitted to
  Payroll on the Department Report of Hours Worked
  Form
• Federal regulations require keeping all original
  timecards on file within the department for three
  years.
• If you suspect a student has intentionally
  misreported hours on their timecard, contact the
  Labor Office at ext. 3611.

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Time CardMiscellaneous

• Time cards may be purchased from Printing
  Services at ext. 3166 or you may design your own
  cards.
• Every time card must contain the dates of work,
  including the year. For example, 9/5/05 or Sept.
  5, 2005.

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Department Report of Hours Worked Form

• Forms must be signed by a full-time staff member.
• Convert all minutes to decimals and record in the
  Reg Hours column.
• Add the Reg Hours column and record the total.
• Forms must be completed and returned to the
  Student Payroll Office (Fairchild Room 100) by
  the deadline indicated on the Payroll Schedule.

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Department Report of Hours Worked-- Sample
--
DEPARTMENT REPORT OF HOURS WORKED For Pay Period
From 13-MAY-2005 to 27-MAY-2005 2044 Labor
Program Office Student Payroll Student
Payroll Reg Gross Employee ID -Employee
Name---Grade Rate Hrs/Wk Hours Gross
Hours 000-00-0000 Ambitious, Amber P 3 3.22 05
15.25 _____ _____ 000-00-0000 Arduous, Ardian
P 3 3.22 10 32.50 _____ _____ 000-00-0000
Audacious, Audra P 2 3.10 10 31.25 _____
_____ 000-00-0000 Debonair, Derek P 3 3.52 10
33.00 _____ _____ 000-00-0000 Pouty, Palkyi P
1 2.95 10 32.75 _____ _____ TOTALS
144.75 _____ _____ This certifies that these
students have worked the hours as listed in my
department for this pay period. Time cards are on
file to support their hours. Supervisors
Signature ___________________________
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Unreported Hours

• If a student has unreported hours from a previous
  pay period (within the current semester), simply
  add them to the hours reported for the present
  payroll on the Department Report of Hours Worked
  Form. Clearly indicate below the line the hours
  that are included for back pay.
• A blue card should be filed if the back pay is
  from unreported hours from a previous term.
• If a blue card has already been filed, do not
  report them again on the Department Report of
  Hours Worked Form.

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Department Summary Report

• Is mailed to you after each pay period.
• Should be retained for your records.
• This report indicates the hours for which the
  students were paid during the pay period.
• Note If a student has been released from your
  department, his or her name will continue to
  appear on your report.

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Minimum Hours Required

• The minimum labor requirement for every student
  enrolled at Berea College is 10 hours per week.
• No special approvals are required if students
  want to work 15 hours per week.
• Students are expected to complete a minimum of
  140 hours by the end of Fall and Spring Terms.
• Students are expected to complete a minimum of 40
  hours by the end of Short Term.

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Labor Hour Shortages

• Students are responsible for keeping track of how
  many hours they have worked.
• The Labor Office will send out notices after the
  second and third pay periods.
• Failing to meet the minimum requirements will
  result in labor probation and may result in
  suspension.
• Note Once Fall, Short, or Spring Term has
  concluded, students may not make up hours. Hour
  shortages may not be made up in secondary
  positions.

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Where do I go for help?

• For additional information consult the online
  Supervisors Handbook at
• http//www.berea.edu/laborprogramoffice/documents
  /SupervisorsHandbook.pdf
• Or contact the Payroll Office at ext. 3317
• Feel free to stop by the Payroll Office in
  Fairchild Room 100.