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Student Electronic Timesheets & Pay Information

As a student employer it is important to know the steps involved to ensure students are paid, and in a timely manner.

Employer Role in Student Timesheets

Hire student employees using Hourly Student Hiring PA Smart Form (PASF)

Supervisors are responsible for ensuring that their student employees have been hired using the Hourly Student Hiring PA Smart Form (PASF). Instructions on using this system are in a online pdf (1.1 MB). All students who are hired using the PASF will be automatically added to the Kronos electronic time-keeping system. 

  • Consult with your Finance Center to determine whether you should request access to this system for yourself or whether there is another person in your department or division who may record these hiring transactions on your behalf. Student employers can request access to the "Hourly Student Hiring Manager" responsibility in PASF by completing a Confidentiality Agreement and a Security Access Form, both available at this link. The Security Access form should be completed and sent to your Fiscal Officer for approval.

Train employees to use Kronos (e-timecard system)

Employers are expected to be sure that their student employees watch the Kronos training video and that they understand their responsibilities (outlined below in "Student Employee Role in Student Timesheets".

Supervisors should also designate a 'back-up' supervisor in the department that can review student timesheets in their absence (eg, vacation, illness, etc.).

Review Kronos Time Detail Report for accuracy

At the end of each pay period, supervisors will receive an email from with a Time Detail Report (pdf or excel attachment) for each jobnet position in which they are employing students. It is the employer's responsibility to review the Time Detail Report for accuracy.

  • If the report is accurate: You are done!
  • If the report contains errors: You must contact the student and cc: your Finance Center to instruct the student to make the necessary corrections before Noon on Monday. If the student employee does not respond to the supervisor’s email notification of a timecard error prior to the payroll cut-off, the policy regarding incorrect student time should be followed.

At noon on Monday, student timecards are approved and sent to Payroll for processing. Any requests for changes after this are considered on a case-by-case basis. You can always call and talk with someone in the Finance Center via phone. They will do whatever they can to be sure the correct time is submitted.

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Any hours in excess of 40 hours per week (not 80 hours in a biweekly pay period) are considered overtime. This policy applies to all work a student may perform for any number of departments at the College in a workweek. If a student has two or more different jobs at the College, the overtime hours will be pro-rated equitably among the employer accounts. The employer is responsible for 100% of the overtime hours, paid at 1.5 times the rate of pay.

As a supervisor, you should ask the students who work for you if they are working anywhere else on campus and how many hours per week they are scheduled for in that department. This will help to prevent unexpected overtime. Overtime hours are not eligible for subsidy by Federal Work-Study funds.

Note: Timesheets may be due earlier during holiday periods. Please reference the Payroll website for notification in such instances. These are most often noted in Dartmouth Vox Daily Updates.

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Student Employee Role in Student Timesheets

  • Student employee should watch the online Kronos Training video for student employees to learn how to use the Kronos Electronic Timesheet system.
  • Students should record their time on the Kronos web entry screen every time they work.
  • Each shift must be 'transferred' to the correct student job. (This is the only way an employer knows which hours are attributed to a particular job.)
  • Students must 'save' their time entry. Kronos does not auto-save.
  • Students should correct any errors in their timecard when alerted by their employer. The window of time for this is quite short. Corrections are due by noon on the Monday following the pay period.

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Submit a late or corrected student employee timecard:

If a student employee discovers a mistake in their timecard or needs to revise their hours for any reason, the employee must complete a Student Timecard for Corrections (available on the Payroll website) to correct the employee hours and pay. Changes to any past pay periods cannot be made in Kronos. Corrected timecards will be researched and processed with the next payroll when submitted by the deadline.

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Student Paychecks

If the student employee has not opted to participate in the Direct Deposit program, the payroll check will be mailed to their Hinman Box. If your student employee has any questions relative to their paycheck, they should contact the Payroll Office. 

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Last Updated: 7/25/18