Off-Campus Work-study
Time Reporting Process
Dear Off Campus Work-Study Employers:
Thank you for working with us through the transition to our online timesheet reporting system – CruzPay. By working together, we can smooth out some of the bumps and make this process easier for all of us.
Important Timesheet Submission Changes
- You have 2 business days from the pay period submission deadline (23rd or earlier if announced) to fax timesheets printed from CruzPay and signed by you. Please fax timesheets to me at 831-459-3628.
- You are no longer required to mail printed copies of timesheets as follow up to your faxed authorizations. The student’s CruzPay submission is the permanent payroll record.
Fax Timesheets Promptly to Ensure Students are Paid On Time to 831-459-3628
Please meet with your student employees to discuss the new time reporting process and how your organization will implement it to ensure students receive timely paychecks.
As the timesheet approver for your organization, you must:
- Ensure each student who worked, submits hours in CruzPay on their last working day of the pay period or the submission deadline (no later than 23rd of each month)
- Require students to deliver to you a printed record of their CruzPay Timesheet as submitted - no later than 1 day following the submission deadline. This can be done via a fax or scanned email attachment as necessary. I can assist if needed.
- Verify that time submitted in CruzPay for each student accurately matches your internal accounting of Work-Study hours worked and sign the timesheet to authorize payment.
- Ensure that all CruzPay- submitted timesheets are approved and faxed to our office within 2 business days. (Please make arrangements to cover this requirement if you or the supervisor is out of your office during the payroll deadline period. You should contact me if special accommodations are needed.)
Late Timesheet Submissions Result in a One Month Delay in Payment to the Student
There should be very few reasons for a timesheet submission after the deadline each month. However, if a timesheet is submitted after the CruzPay access cutoff, it requires manual processing to pay the student in the next month’s pay cycle. A paper version of the timesheet must be prepared by student and signed by you. It is then faxed to me along with a cover memo which describes the cause of the delay.
Your participation in and support of our Work-Study program is truly valued. If you have questions or feedback about job postings or contract renewal please contact Hayley Mears at the Career Center, 831-459-3974. Your billing and payment processing are handled by Student Business Services, 831 459-5012.
I am available to answer all other Off Campus Work Study questions you may have.
Sincerely,
Cindy Shook, (831) 459-4403 cshook@ucsc.edu
Work-study Coordinator/ Data Management Supervisor
Financial Aid and Scholarship Office/ UCSC
Paper Time Sheet (Excel)
