Undergraduate Student Time Reporting

Web Based Time Entry

Undergraduate Student Employment Eligibility
Undergraduate students are eligible for part-time employment at the University as long as they provide the necessary proof of employment documentation. Please remind your students that a completed I-9 Employment Eligibility Verification form and supporting documentation as well as W-4 tax withholding forms must be completed prior to employment. 

When hiring students, please contact the Payroll Office to confirm they have completed the I-9 Employment Eligibility Verification form.  The students are no longer allowed to work prior to completing the proper paperwork.  Any questions can be directed to Payroll at 860-685-2670.

Recording Keeping
Student time reporting is subject to audit and it is your responsibility to maintain accurate time reporting records for your department. Supervisors are responsible for obtaining completed Timesheets from the students detailing hours worked per day.  Timesheets are subject to audit and must be signed by both the supervisor and student. Timesheets must be kept on file for five years. 

Undergraduate Student Time Entry Access
Undergraduate student supervisors may access Student Time Entry by logging into their Employee Portfolio and clicking Student Time Reporting under Supervisor/Manager Resources.  Once logged in, you will navigate to Student Time Entry by Dept/Group. Timesheets are available from 12:00 noon on Wednesday through 12:00 noon on Monday for recording time.  Upon completion of the weekly time entry, it is recommended that you print a copy of the Student Time Entry input page.  Attach your individual Student Time Sheets to this form and keep for your departmental records. You should keep these files for five years. At any point in time, you are able to view prior time records on-line by viewing the Student Time Entry Archives located on the Student Payroll panel in PeopleSoft.

Weekly Reporting Deadline
Supervisors are required to report time for their undergraduate students by noon each Monday for the proceeding week. At noon, the system will no longer accept input of hours worked for the current time period. Note: Monday deadline may be changed due to holidays. If the timesheet is not completed by the deadline, the student will not be paid. You will need to submit hours to The Payroll Department using  the Additional  Hourly Earnings Worksheet by the end of the business day on Monday.

Special Payments
Special payments to students must be reported manually to Payroll Services using the Wesleyan University Hourly Worksheet. This form must be submitted to Payroll by noon on Monday to ensure accurate time reporting. Supervisor approval is required on this form.

Step-by-step

To access the Student Time Entry system, simply log onto PeopleSoft by entering http://aspen/psprod.html . We recommend that you bookmark this as a favorite for future reference.

Enter your User ID and Password, then navigate to the Student Time Entry page by clicking on Wesleyan Menu, Student Payroll, Use.

You have the option of working on timesheets by Department or by Group.

When you first open the Time Sheet page, you will notice that data on the page is divided between the Entry tab and the Validation tab. If you would like to view all the data at one time, click on the Spreadsheet Launch button located immediately to the right of the Validation tab. A copy of the full version of this page has been provided to you on the back of this brochure.

The Time Sheet will display students and their associated data based on the prior week’s time reporting. To record time, simply enter in the hours the student has worked in the current time reporting period.

To add a new student, click on the yellow + insert button found to the right of the page. Enter in the appropriate Position, the WesID of the new student, Rate, Hours, and assign the student to a Group if you are using this feature of the system.

To remove a student from your Department’s time reporting, click on the yellow - delete button to the far right of the student information.

When you have completed entering time for your students, click on the yellow SAVE button at the bottom on the page to save your work. You may re-enter this page, add, change, and delete information at any time during the reporting time period up until noon time on Monday. When you re-enter the system, you will notice that all your data from previous sessions have been saved.

Key Concepts

Position: a position consists of a unique Job Title, Account Number and Supervisor. Many undergraduate students can be assigned to the same position. Multiple positions can be set up for one account number. To request a new student position or to change an existing position, go to Administrative Applications / Student Time Reporting in your electronic portfolio.

Group: a group represents a defined population of students within a department which can be linked together for ease of time reporting. You can create/change groups to meet your own individual reporting needs. Groups are not required for processing. Groups are created by simply entering a group name and description in the Group filed on the Student Time Entry worksheet. Once created, the group can be used every week.

Security: Student Time Entry security is defined at the Executive Department level. You will have access only to those departments for which you are authorized to view and enter student time.

System Edits

The following edits have been added to the Time Entry system to assist you in accurate time reporting:

Only valid Student Positions for your department will be available;

You will not be allowed to pay a student less than minimum wage;

You will be warned when you have entered a student hourly rate between $12.00—$25.00, however, you will be allowed to enter time for a student at this rate;

You will be prevented from paying a student an amount greater than $25.00/hour;

You will be warned when you enter in hours greater than 20, however you will be allowed to enter in that time for a student;

You will not be allowed to enter in more than 40 hours for a student in any one reporting period.

Logging into SFIS/HRMS

SFIS/HRMS is accessed through Internet Explorer. For Windows users the minimum IE version is 6.0, for Macintoch users it is IE 5.0. Contact your desktop support specialist if you have browser problems. To access the SFIS/HRMS production logon page, use the following URL (there is also a link in your Employee Portfolio):

http://aspen/psprod.html

Sign In Page and Field Descriptions

The sign-in page looks like this:

Note: For security purposes, the system automatically logs you off from your application after 60 minutes without an option to save. To return to your application, click the Return to PeopleSoft 8 Sign In link. The SFIS/HRMS Sign In page will appear and you can once again log in to your application. It is always best to regularly save your work, especially before you leave your workstation for an extended amount of time -- anything entered and not saved will be gone if the system logs you off.

Tip: Sign out of the SFIS system if you are done using it.

Bookmarks: Create a browser bookmark of the sign in page so that you can easily return to it without typing in the URL.

SFIS/HRMS Home Page

The SFIS/HRMS Home Page appears as shown below. Some users may see more menu items than shown here because they use the system for other functions. The production database should also have the Wesleyan shield in the upper left and say “SFIS/HRMS Production” in the upper right. If you do not see these, you may not be in the production database.

Changing Your Password

The first time you log in you should change your password. You can change you password to the same one you use for your e-mail, or to something else. Important: Passwords are case sensitive; remember if you have used uppercase or lowercase. To change your password manually, follow the steps below:

1. Click on >PeopleTools from the Home menu bar.

2. Click on >Maintain Security.

3. Click on >Use.

4. Click on >My Profile.

5. Click on Change Password link. The Change Password page displays.

6. Type in your Current Password.

7. Type in your New Password

8. In the Confirm Password field, type in the same New Password.

9. Press [Tab] to move to the [OK] button.

10. Press [Enter] or click on . Your new password is saved and changed.

Navigating to Student Time Reporting

To get to the Student Time Reporting pages use the following navigation. The Student Time Reporting brochure gives additional details about using the Time Reporting pages. Reminder: Student time must be entered and saved prior to noon each Monday (in some weeks where there is a holiday or early check date the deadline may be the prior Friday at noon ).

From the SFIS/HRMS Home page:

1. Click on > Wesleyan Menu
2. Click on > Student Payroll
3. Click on > Use
4. Click on either > Student Time Entry (by Dept)
Or > Student Time Entry (by Group

For assistance with this feature or specific questions on
Undergraduate Student Time Reporting, please contact Payroll Services at payroll@wesleyan.edu or call ext. 2835 or 3309.