Supervisors of Student Employees:

At least ONE DAY PRIOR to your student to beginning work it is your responsibility to make sure they have completed paperwork.  Links on the payroll webpage http://services.juniata.edu/finance/payroll/ include instructions, training, online authorization, etc.

  1. Authorization
          • Online Authorization - Most students need to complete the online authorizaiton.  Once the student has completed the online authorization, you will receive an e-mail requesting approval.  You will need to submit approval of it prior to 2 PM (the day before) the student begins work, in order for HR to process it that day.
          • Authorization for Stipend - Students who receive stipends, especially during the summer, cannot also work hourly for another department.  Therefore prior approval to pay a stipend must be submitted to HR via the Authorization for Letter of Employment or Stipend form.  If your student worker will be paid by stipend, please check with them to make sure they have no other jobs on campus.
  2. Paperwork - Students who have not worked on campus previously, MUST complete thier tax paperwork and return it to HR.
  3. Timekeeping Training - Students who are paid on an hourly basis will need to punch in and out each day using Kronos, our online timekeeping system. New users of this system will need to go through the online training and/or print and refer to the manual to use this system.

Your students also have a link provided on the payroll webpage for either a New Employee or Returning Empolyee that they should use to guide them through completing the proper paperwork.

Provided below is a more detailed explanation of the hiring process.

HIRING PROCESS

  1. Paperwork - Direct your student to the payroll webpage for instructions for new employees or returnng students.  Instructions will lead them through everything they need to do. If they are a new hire tax paperwork is attached and they will need to go through Kronos Training.
  2. Authorization - Students will initiate the process by completing their information for the job they will have on campus. Once they submit this, an e-mail will be sent to you so that you can enter an account number and acknowledge that they will be working for you. At that point HR will have access to process them.
    • You will need to let your student know if they will be working for multiple account numbers while working for you. They will need to send through multiple authorization requests, so that payroll can set up multiple positions.
  3. It is imperative that this process MUST be completed by 2 pm the day prior to the student beginning work. Payroll information is downloaded to Kronos each evening. Therefore, in order for your student to begin entering time they will need to be entered into the system the day before.
  4. NOTIFICATION PROCESS:  An e-mail notification process will inform you if your student is not eligible to work on campus yet.
    • If your student has not completed tax paperwork, you will receive an e-mail indicating they have not completed tax paperwork and you are not to allow them to work.  HR will not hire your student until the paperwork has been completed. 
    • Once tax paperwork is complete, you will receive another e-mail indicating they are now allowed to begin working.  NOTE: Again if you have been informed that your student has not completed paperwork, you are NOT to allow them to work until you receive this e-mail…no exceptions.  Paperwork is required by law!
  5. If the paperwork is in order and you have not received an e-mail saying they are not to work, you may allow your student to begin work. 
  6. You must review and approve timecards in Kronos on the first business day after the end of the month.
      • If you will be unable to approve on the deadline, notify payroll if your back up will need access to the student timecard(s)

Kronos - Online Timecard System

Training will be needed to help you and your student with this process. We have created online training sessions through Moodle so that you may take this training at your convenience. A link to training is listed on the payroll webpage. If you need further assistance please contact payroll.

  1. Prior to approving timecards you should make sure two things have been done.
    • First, that there are no missing punches. Kronos will allow you to "approve" the timecard with a missed punch, but will not allow payroll to process it with a missing punch. You are responsible for entering any punches your student has missed.
    • Second, your employee is to approve their timecard first. This lets you know that the student has verified the hours in the timecard are complete and accurate.
  2. Students are to complete transfers into the proper position when they begin work. If they do not, you may not be able to see them on your list of workers or you will need to do the transfer for them.
  3. Automated e-mail reminders have been set up to remind you when it is time to approve timecards. Since this is a mass e-mail, we have found that some employees have had this reminder go into their Junk e-mail folder. Please add kronos@juniata.edu to your safe senders list.
  4. Kronos will be accessible through the Arch, so that you can approve timecards from anywhere on or off campus. We do realize there will be times that you may not be able or available to approve timecards on the due date.
  5. Back- up supervisor - If you will not be available to approve timecards it will be your responsibility to request access for someone else to approve your employees from payroll. Please notify payroll the name of the person you wish to designate as a back-up. You may change your back-up at any time but designating a back-up supervisor will give payroll someone to contact in case you did not expect to be unavailable.

We are all adjusting and we are looking for ways to improve these processes. If you have any feedback, problems, or concerns please contact Melinda Bowser. Thank you.