Location: Tandy 109  |  Phone: (956) 882-8202  |  Fax: (956) 882-6514  |  E-Mail: ydelariva@hp.utbtsc.edu
    

BUSINESS AFFAIRS : BUSINESS OFFICE : PAYROLL : TIME CARD :  WORK STUDY : PROCEDURES

    
COLLEGE WORK STUDY
PROCEDURES TO FILL OUT A TIME CARD

These are the steps that should be followed to fill out an acceptable and complete time card. If any steps that apply to your time card are skipped or manipulated, your time card will not be accepted by the Payroll Office.
Remember, time cards for College Work Study employees have to be on canary yellow cardboard paper.

1. ID #: Type your Employee or Student ID.
          
2. Name: Write your name as filled out on Human Resources file. Include your first name, middle initial and last name.
      
3. Department (Line Item) #: Write the 14 digit account number. This account number should be given to you by your designated supervisor or account manager.
       
4. Semi-Monthly Period: Select first or second monthly period for time card.
        
5. From, To: Select beginning and ending semi-monthly period date.
        
6. Week Beginning: Write the date of the week beginning for the pay period. 
      
7. Hours Worked: Enter number of hours worked during the week. Report to the nearest quarter hour (military time). 
      Example: 6.15 hrs = 6.25   6.30 hrs = 6.50  6.45hrs =-6.75
        
8. Total Hours: Add hours worked weekly and record total.
   Report to the nearest quarter hour (military time)
      
9. Semester: Select current semester for time card.
       
10. Total Hours awarded: Total hours calculated by the Financial Aid Office.
    The Work Study Referral form will indicate hours allowed to work each semester.
       
11. Total Hours previously reported: Running balance of hours already worked and reported during current semester.
       
12. Total Hours current balance: Sub-total hours from total award less hours previously reported.
       
13. Total Hours worked this period: Add hours in step (8) and record total.
        
14. Total Hours new balance: Total available hours allowed to work for remainder of current semester.
        
15. Employee Signature: Sign your name and write date actually signed. 
    NOTICE TO EMPLOYEE: Your signature certifies that the time reported is true and correct to the best of your knowledge and work time and absence is in correspondence with University policy.
       
16. Supervisor Signature: Time Card must be signed by the appropriate account manager or designated supervisor.
    NOTICE TO SUPERVISOR: Remember that your signature certifies that time reported by the employee is true and correct to the best of your knowledge and that all work time and absence reported is in accordance with University policy.
        
17. Supervisor (Print Name): Please type name of supervisor along with extension number for contact purposes.

IMPORTANT: 
Please follow payroll schedule accordingly. Upon completion, and with all required signatures, time cards should be submitted by the due date to the Payroll Office.