Payroll is no longer accepting paper timesheets. Therefore, all hours need to be reported via the EmpCenter timekeeping system. If there is no time clock in your area, your student employees should be punching in and out via the web clock. Assuming the student has been hired in JobConnection for the timeframe during which they completed paper timesheets, you can manually enter the hours worked into EmpCenter on the appropriate work dates.
Verify the hire information in JobConnection. If the placement start date is later than today, the student will not be able to clock in until the start date. If the placement start date was incorrect, contact Student Employment for assistance. It is also possible that your student has not completed their I-9 form in Student Employment. A student who has not completed form I-9 must stop working for Marquette University until he or she is able to complete the form.
However, if this student’s assignment End date has passed or a termination was recently entered, then the student may already be flagged as “inactive” for the current pay period. To view their timesheet, click the Find button and enter the full Last Name or First Name of the student, uncheck the box titled Exclude inactive employees and click Search. Your student employee’s timesheet should then appear.
You can delegate approval to anyone who has Manager or Timekeeper access in EmpCenter. See the MU Student Manager User Guide for instructions. Also, note that all students are automatically set up with two approvers based on the supervisor and contact information on the JobConnection placement. If the supervisor and contact person are the same in JobConnection, then the Contact's supervisor (per MyJob) will be assigned as the secondary timecard approver for the student by default.
All hourly employees must be compensated for all hours that they have worked. You need to be clear with your student employees on the hours they are to be working and make any necessary budget adjustments.
This is a known issue with using Internet Explorer 10. You can search for individual employees by using the Find button to search, or use an alternative browser such as Google Chrome.
If you prefer to have employees use a time clock, then your department will need to pay for a clock and the installation. To start that process, you (or someone in your department) should file a Help Desk request with IT Services to get a quote for the total cost and estimated time of delivery/installation. All current time clock locations are listed on the Time Clock Locations website.
Each JobConnection hire is seen as a separate assignment in EmpCenter. These are distinguishable by a combination of Job File Number (from JobConnection), Job Title, and dates the assignment is valid. Students cannot clock on a job that is not active. Here is a sample from the web clock. The last series of numbers is the MyJob employee-assignment number (for Payroll use).
Hours will still be sent to Payroll electronically, and you will not need to manually calculate totals nor key them into a spreadsheet. EmpCenter will calculate hours automatically, will alert the supervisor to any errors, and will enable all supervisors to see the total hours a student is working across all jobs at the university. In addition, we will be able to track hours to each individual job and display those details on the student's payslip so they will know exactly how they are being paid.
Each department needs to set the expectation of how their employees are permitted to clock in and out, and then enforce those rules. The university has a variety of departments with employees working both on and off campus so we must be flexible to accommodate these business needs. Supervisors should know when their student employees are scheduled to work and whether they are working on premise or not. Supervisors must approve time sheets in EmpCenter before hours will be paid, so a supervisor should be able to recognize a suspect punch and resolve the concern before approval.
Yes, and that is the preferred approach. All timesheets should be reviewed and approved to confirm to Payroll that the student's zero timesheet is actually correct.
See the MU Manager/Supervisor User Guide for more detailed instructions.
For further assistance, please contact: