Supervisor Instructions for Online Timesheets

  1. Go to CSB+SJU homepage: http://www.csbsju.edu
  2. Choose Tools
  3. Choose Employee Self Service
  4. Click on appropriate link

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To approve timesheets:

  • Log into Banner Self Service
  • In Employee Dashboard under “My Activities” on the right-hand side, click “Approve Time”

  • Choose the department and pay period you are approving time for
    • Please Note: When you choose the pay period you will see the option for either "JS" (St. John's Students) or "BS" (St. Ben's Students). If you supervise students on both campuses, you will need to choose the pay period associated with each of them.
    • The current pay period will only become an option after at least one student from the department has viewed his/her timesheet

  • Timesheets can be in 5 different statuses; they need to be in the "Pending" status before they can be approved:
    • Not Started - student has not done anything with the timesheet
    • In Progress - student has not yet submitted timesheet for approval
    • Pending - student has submitted timesheet for approval and is ready for the supervisor to approve
    • Approved - student has submitted timesheet and supervisor has approved the time; the timesheet is waiting to be brought into the payroll system
    • Complete - timesheet has been submitted approved and brought into the payroll system
  • Select an employee’s timesheet that is in “Pending” status by clicking on the employee's name

  • Review hours under “Time Entry Detail.” Total number of hours for the pay period will be listed in “Summary.”
  • Select “Approve” in the bottom right corner if the timesheet is correct.

  • Repeat for each student timesheet (remember to approve both CSB and SJU students if needed).

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Viewing Employees' Available Sick Time: There are two places in Employee Self Service where supervisors can view the amount of sick time that a student employee has available:

View in My Team:

  • Log into Employee Self Service
    • Go to CSB+SJU homepage: cbsju.edu
    • Choose Tools
    • Choose Banner Self Service
    • Choose appropriate Employee Self Service link
  • Choose My Team button in upper left side of the Employee Dashboard

  • Click on the name of the employees whose leave information you want to view.
  • Employee Profile information will open and available sick hours will be on right side

    View in Time Entry Approvals:

    • Log into Employee Self Service
      • Go to CSB+SJU homepage: cbsju.edu
      • Choose Tools
      • Choose Banner Self Service
      • Choose appropriate Employee Self Service link
    • Choose Approve Time on right side
    • Choose appropriate pay period, department, etc.
    • Click on Action Menu for the appropriate employee
      • The action menu is shown as three vertical dots on the right side after hours and information

    • Choose Leave Balance; this will open a screen with the employee’s leave information

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    Potential errors to watch for in student timesheets:

    • Overtime:
      • Students should record overtime for any hours that exceed 40 worked for the entire week (Sunday to Saturday). If a student has recorded overtime when they didn’t work over 40 hours, correct the error or return the timesheet for correction.

    • Incorrect hours recorded:
      • If a student has recorded an incorrect number of hours worked for a single day, correct the error or return the timesheet for correction. Students should record hours on the days they actually worked, not put the total worked on one day.

    • Rounding hours:
      • Hours should be rounded to the nearest quarter hour
        • Examples:  1 hour and 15 minutes = 1.25; 1½ = 1.5; 1¾ = 1.75
        • Record 1 hour and 10 minutes as 1.25 and record 1 hours and 5 minutes as 1. 

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    To correct an error in a student’s timesheet:

    • Select the employee’s timesheet. While in the “Timesheet Detail Summary” page, click the “Details” button at the bottom of the screen.

    • Click on the day with the incorrect hours and click the blue pencil to edit.

    • Change to the correct number of hours and click “Save” in the bottom right corner.

    • When you've made all the necessary changes, click preview and approve the corrected timesheet.

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    To return a timesheet to the student for correction:

    • Select the employee’s timesheet. While in the “Timesheet Detail Summary” page, click the “Return for correction” button at the bottom of the screen. You will need to add a comment to the student before you can return the timesheet for correction. When the student corrects and resubmits their timesheet, it will return to Pending status.

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    Late time sheets:

    1. If students don't submit hours by the due date, they will need to submit a late timesheet form
    2. You will receive an email (similar to how the NOH form works).
    3. Through the link in the email, you will be able to review and approve the student's hours.

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    Setting up a Proxy

    By setting up a proxy, you are giving someone else permission to see your student employees and approve time for them. If you are sick or out of the office, the proxy could approve time for you. Please email Angie Mareck ([email protected]) if you would like to set up a proxy.

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    Frequently Asked Questions

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    Why isn't my student's timesheet available?

    There are four reasons that your student's timesheet may not be available to enter hours:

    1. The CSB+SJU Student Employment Office has not received an approved Notification of Hiring (NOH) form for the position. If your student has not completed an NOH, please have him/her do so as soon as possible.
    2. The student has recently completed the NOH form. It will take a few days for the student employment office to get the position set up.

    3. The student is missing required payroll forms. The student employment office must have the following payroll forms on file before students timesheets will be set up:

      • I-9 Employment Eligibility Verification Form
      • Student Employment Contract
      • W-4 Tax Withholding Form
      • Direct Deposit Form
    4. Your department does not use online timesheets. There are a handful of departments on campus who do not use online timesheets; mostly dining departments.

    If none of these reasons pertain to your student employee, please contact the student employment office and we will check into why the timesheet is not yet available.

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    Do students need to enter hours on each day?

    No, students should only enter hours on the days that they worked. They should not enter zeros on the days that they did not work.

    How should students round hours when they enter them on their timesheet?

    Students should round their hours to the nearest quarter hour. Examples:

    • 1 hour and 15 minutes = 1.25; 1 hour and 30 minutes = 1.5; 1 hour and 45 minutes = 1.75
    • Record 1 hour and 10 minutes as 1.25 and record 1 hour and 5 minutes as 1.

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    Why can my student view his/her timesheet, but not edit the hours?

    There are two reasons that students may not be able to edit the hours:

    1. The student has already submitted the timesheet for approval. If the student's timesheet is in Pending status, then the timesheet has already been submitted to you for approval. If this is the case, you can either change the time for the student or you can return the timesheet for correction.
    2. It is past the Submit By Date for the timesheet. After the Submit By Date on the top of the student's timesheet has passed, they will no longer be able to edit their timesheets. At this point, the student employment office is too far in the payroll process to accept any changes. Timesheets must be submitted before the Submit By Date date to have the hours paid with the correct payroll.

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    How can I edit time on my student's timesheets?

    You will only be able to edit time for timesheet that are in Pending status. See the directions above for how to correct errors and edit a student's timesheet.

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    How can I return a timesheet to my student employee for correction?

    See directions above for how to return a timesheet for correction

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    Will I receive emails when students' time is ready to approve?

    The student employment office will send a general email reminding you to approve timesheets, but you will not receive an email when each student submits their time.

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    When I go to approve time I can see all of the timesheets for CSB students, but not SJU students (or vise versa). Why?

    CSB students and SJU students are paid in separate payrolls, so you will need to approve their time separately. Banner Self Service automatically keeps people who are paid in different payrolls separate. When you choose the pay period, you will notice that it has JS or BS after the dates. JS stands for "St. John's Students" and BS stands for "St. Ben's Students." You will need to go back to the Time Entry Approvals screen (see below) and choose the appropriate payroll.

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    Why can I approve time for some students, but for others the approve option is not available?

    You can only approve time if the timesheet is in Pending status. The other timesheets probably have not yet been submitted to your for approval. Below is information about all of the different statuses that a timesheet can be in:

    • Not Started - student has not done anything with the timesheet
    • In Progress - student has not yet submitted timesheet for approval
    • Pending - student has submitted timesheet for approval and is ready for the supervisor to approve
    • Approved - student has submitted timesheet and supervisor has approved the time; the timesheet is waiting to be brought into the payroll syste
    • Complete - timesheet has been submitted approved and brought into the payroll system

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    Why should I set up a proxy?

    By setting up a proxy, you are giving someone else permission to see your student employees' time sheets and approve time for them. If you are out of the office, the proxy could approve time for you.  To set up a proxy email Angie Mareck at [email protected]

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