Timesheets & Pay

Use TimesheetX to record all hours worked and submit your timesheet for supervisor approval. Approved time is used to process your pay.

You are responsible for recording your time accurately, selecting the correct position, reviewing your entries, and submitting your timesheet by the deadline.

If you hold more than one position, each position has a separate timesheet. Record each shift under the position for which the work was performed.

Record Your Time

Follow the time-entry method established for your position. Depending on the department and position, you may use the TimesheetX mobile clock-in and clock-out function or manually record your time.

Do not use both methods to record the same shift.

Clock In and Out

TimesheetX includes a mobile clock-in and clock-out function. When this method is used for your position, TimesheetX records your start time, end time, and applicable unpaid breaks on your electronic timesheet.

To record a shift:

  1. Select Report My Time Worked.
  2. Select the correct student employment position.
  3. Select Clock In when you begin working.
  4. Use Start Break and End Break for unpaid breaks when directed.
  5. Select Clock Out immediately after completing your shift.
  6. Review the recorded entry for accuracy.

Do not:

  • Clock in before you begin working.
  • Remain clocked in after you stop working.
  • Clock in while completing personal activities.
  • Record time that overlaps with a scheduled class.
  • Clock in or out for another student.
  • Ask another student to clock in or out for you.
  • Share your TimesheetX login information.
  • Use the break function for a paid break unless instructed to do so.

Report a missed clock-in, missed clock-out, or incorrect entry to your supervisor promptly.

Manually Record Your Time

Use manual time entry only when it is the approved method for your position or when your supervisor instructs you to correct or enter time manually.

To record time manually:

  1. Access TimesheetX through My Dashboard.
  2. Select the correct position and pay period.
  3. Enter the actual date, start time, and end time for each shift.
  4. Record applicable unpaid breaks.
  5. Add a note when required.
  6. Review the entry for accuracy.
  7. Save the entry.

Enter time based on when you actually worked, not when you were scheduled to work.

Never:

  • Estimate or round hours inaccurately.
  • Report time you did not work.
  • Omit time that you did work.
  • Move hours to a different day or pay period.
  • Record work during a scheduled class.
  • Enter the same shift more than once.

All hours actually worked must be recorded, even if you worked outside your scheduled hours or exceeded an applicable weekly limit. Notify your supervisor if this occurs.

Review Your Timesheet

Review your timesheet regularly rather than waiting until the end of the pay period.

Confirm that:

  • Every shift is included.
  • The correct position was selected.
  • Start and end times are accurate.
  • Applicable unpaid breaks are recorded.
  • No shift was entered more than once.
  • No work time overlaps with a scheduled class.
  • The total hours are reasonable.
  • Any errors have been corrected.

If you work in more than one position, review the timesheet for each position.

Correct Missing or Incorrect Time

If you notice a missing or incorrect entry before submitting your timesheet, follow the available correction process or contact your supervisor.

If you notice an error after submission:

  1. Contact your supervisor promptly.
  2. Explain the date and time that need correction.
  3. Monitor your email and dashboard.
  4. Make the correction if the supervisor returns the timesheet.
  5. Resubmit the corrected timesheet.

Never leave hours off a timesheet because you missed a deadline or made an entry error.

Submit Your Timesheet

At the end of the pay period:

  1. Review every entry for accuracy.
  2. Confirm that all positions have been reviewed.
  3. Select Submit Timesheet.
  4. Complete the electronic signature confirming that the entries are accurate.
  5. Confirm that the timesheet status shows it was submitted.
  6. Monitor your Augustana email in case the timesheet is returned for correction.

After submission, you cannot edit the timesheet unless your supervisor returns it.

Submit your timesheet by the published deadline so your supervisor has time to review and approve it before payroll closes.

Late, missing, inaccurate, or unapproved timesheets may delay payment.

View the Student Payroll Schedule

Supervisor Review and Approval

Your supervisor reviews your submitted timesheet before Payroll processes the hours.

The supervisor may:

  • Approve the timesheet.
  • Return it for correction.
  • Ask you to explain an entry.
  • Correct an entry through the approved process.
  • Contact you about missing or inconsistent time.

Supervisor approval does not replace your responsibility to submit complete and accurate information.

If your timesheet remains unapproved near the deadline, contact your supervisor.

Multiple Positions

If you hold more than one student employment position:

  • Use the correct timesheet for each position.
  • Record each shift under the department for which the work was performed.
  • Submit every required timesheet.
  • Monitor your combined weekly hours.
  • Tell each supervisor that you hold another position.
  • Follow the work-hour limit that applies to your total hours across all positions.

View the Weekly Work-Hour Limits Policy

Paycor and Direct Deposit

Paycor is Augustana’s payroll system. It is separate from TimesheetX.

  • TimesheetX is used to record and submit hours worked.
  • Paycor is used for payroll forms, tax withholding, direct deposit, and pay statements.

After your employment information is processed, follow the Paycor invitation sent to your Augustana email.

In Paycor:

  • Complete required payroll information.
  • Complete applicable tax-withholding information.
  • Set up or update direct deposit.
  • Review your pay statements.
  • Confirm that your personal and banking information is accurate.

Do not create a separate Paycor account before receiving instructions from Augustana.

Incorrect or incomplete direct deposit information may delay access to your pay.

Pay Dates and Pay Statements

Students are paid according to the published Student Payroll Schedule.

Your pay may reflect:

  • Hours approved by your supervisor
  • Your hourly pay rate
  • Applicable taxes and deductions
  • Direct deposit information on file

Use Paycor to review your pay statement.

If you believe your pay is missing or incorrect:

  1. Review your TimesheetX entries.
  2. Confirm that the timesheet was submitted.
  3. Confirm that the supervisor approved it.
  4. Review the applicable pay period and pay date.
  5. Contact your supervisor about missing or incorrect hours.
  6. Contact Payroll about payment, deductions, Paycor, or direct deposit.

Helpful Resources

Questions

For questions about entering time, selecting a position, correcting a timesheet, or using TimesheetX, contact your supervisor or:

Student Employment
studentemployment@augustana.edu

For questions about Paycor, direct deposit, deductions, pay dates, or missing or incorrect pay, contact:

Payroll
payroll@augustana.edu