This guide is designed to assist FWS Supervisors with completing and submitting timesheets for their FWS student employees. Students cannot submit their own timesheets. Students rely on their FWS Supervisor to submit the timesheet in accordance with the deadlines published in the FWS Payroll Schedule to ensure they are paid on time.
Review “Step Guide 3: How to Hire an FWS Student into an FWS Position” to learn about how to hire a candidate for your FWS position. .
FWS Payroll Schedule
The FWS Payroll Schedule is published annually for each academic year in June. The FWS Payroll schedule is posted on the Brooklyn College Financial Aid Resources and Forms page under the “Federal Work-Study FWS” heading under the “FWS Job and Timesheet Systems” section (as shown in the screenshot below). Scroll down to access.
Section I – Filling out and submitting an FWS Timesheet
Step 1 – Login to the TimesheetX System
Log in to TimesheetX and enter the hours your FWS student(s) worked. You must do this each day the student(s) reports to work.
Note: initial login steps are different for on campus and off campus supervisors.
On campus supervisor login instructions
Off campus supervisor login instructions
Step 2 – Access the Timesheet Control Panel and View Hires
After you log in you will be placed on the TimesheetX ‘To-Do Items’ page.
Select ‘Timesheet Control Panel’ from TimesheetX menu. Select the appropriate cost center from the drop-down if you have access to more than one.
Select ‘View Hires’ next to the applicable job to view all hires you wish to enter time for
Step 3 – Select the FWS Employee
Click on ‘All time sheets’ to view all timesheets for the applicable employee that
you wish to enter time.
NOTE: If a timesheet is available for the current pay period, you can click the
‘Create timesheet’ link to create a new timesheet entry for the current pay period.
Step 4 – Start/Go To Timesheet
Click on ‘Start time sheet’ to add entries for the applicable pay period. Click OK to
complete the timesheet for the employee.
NOTE: If a timesheet has not been started, you will be presented with a ‘Start
time sheet’ link. If a timesheet has been previously started and the supervisor is revisiting that same timesheet, a ‘Go to timesheet’ link will be presented.
You can see the status of Timesheets in the left column that you have submitted.
- Never Started – no entries.
- Approved – timesheet was submitted by the supervisor and is pending review by the Financial Aid Office.
- Finalized – completely processed and payment has been issued for that timesheet.
- Returned – needs editing and re-approval by the supervisor before the Financial Aid Office can process the timesheet.
Step 5 – Timesheet Entry
Click ‘Add New Entry’ to enter the time the student worked. Enter time worked when student reports to the job site. NOTE:
- Time cannot be entered when student is scheduled for class according to CUNYfirst
- Time cannot be entered when the college is closed or on legal holidays
- Student must take a minimum half hour break after 6 hours of consecutive work
- Refer to the FWS Payroll Schedule for other important information
If the student did not work at all during the time period you can use the link “Click to dismiss time sheet if no hours will be worked for this pay period”.
Step 6 – Save the Timesheet Entry
Click ‘Add’ to save the new entry.
Step 7 – Approve the Timesheet by the Payroll Deadline
After all dates worked for the pay period have been entered you must approve the timesheet by clicking ‘Approve’ button (see screenshot below) in order for it to be submitted for review and processing. The student cannot be paid until the Timesheet has been processed.
WARNING: Timesheets that are not submitted by the deadline will be reviewed for payment on the subsequent payroll. Consequently the student’s payment for the period in question will be delayed by two weeks.
NOTE: If a payment is delayed because an FWS Supervisor did not submit the timesheet by the deadline the supervisor is responsible to contact the FWS student employee to inform them of the delay in payment.
After you click approve you will receive the following warning message. You must click “OK” to finalize your submission.
You will receive a confirmation that the timesheet has been approved. You can check the status of other timesheets by following the instructions in “Step 4 Start/Go To Timesheet” above.
IMPORTANT NOTE: If you approved a Timesheet that you realized was incomplete or in error please contact FWS Payroll Assistant Jennifer Clarke jclarke@brooklyn.cuny.edu and CC FWSSupervisor@brooklyn.cuny.edu to have the Timesheet returned so that you may make edits.
Section II – Editing and Submitting an FWS Timesheet
Step 1 – Accessing TimesheetX and the Timesheet Control Panel
Follow steps 1-3 in Section I above.
Step 2 – Editing the Timesheet
Click ‘Edit’ next to the time sheet entry you wish to update. It will open the time entered allowing you to make the edits and the edit button will change to “Update”
The timesheet will now be locked to you until you save your changes by clicking the “update” button.
NOTE: If you are editing a Timesheet because it was returned to you by the Office of Financial Aid you must click the “Approve” button (see Section I step 7) to resubmit the timesheet for processing. If the resubmission occurs after the deadline it may result in a delayed payment to the student. Therefore, it is recommended that you confirm all dates and time entries for conflicts or issues prior to your initial submission.
IMPORTANT NOTE: If you approved a Timesheet that you realized was incomplete or in error please contact FWS Payroll Assistant Jennifer Clarke jclarke@brooklyn.cuny.edu and CC FWSSupervisor@brooklyn.cuny.edu to have the Timesheet returned so that you may make edits.
Section III – Timesheet Management Best Practices and Other Important Information
A) Enter the time worked for each FWS Employee every day:
- Entering the time worked on a daily basis will help you catch possible scheduling conflicts in the Timesheet well before the submission deadline.
- Furthermore, you will be able to track their earnings so that you know if they are approaching their maximum FWS offer amount.
- You will be able to identify students who no longer meet the 6 credit enrollment requirement thus making them ineligible to continue working as an FWS employee. This will save your department potential financial liability since an ineligible student cannot use FWS funds as a payment source.
B) Do not allow students to work when the college is closed -they cannot.
FWS Students are prohibited from working on days when the college is closed. They can however work on a day when classes are not scheduled but the college is officially open. Refer to the FWS Payroll schedule for these types of days.
C) FWS Students must stop working the last day of the semester
Students who have maintained their FWS program eligibility and have available funds may work until the last day of the semester. The last day of the semester is the last day of finals. Students are prohibited from working after that date. Refer to the FWS Payroll schedule for the last day a student can work.
D) Monitor the earnings and remaining dollar amount that your FWS Student has available.
Students can only earn up to the amount of their accepted FWS offer. After that if the student continues to work your department/job site may be liable to compensate the student from institutional/job site funds. You can determine the amount of the FWS amount remaining under the award balance column when clicking on the “view hires” button in the Timesheet Control Panel.
NOTE: Students who have a fall and spring FWS offer may only earn up to 50% of the offer amount for fall during the summer and fall period. Any fall FWS funds not utilized during the summer or fall carry over to the spring and may be utilized in the spring term.
E) Request Consideration to Increase the FWS amount for an FWS Student
You may request an increase to an FWS student’s FWS amount if the student is within two pay periods of fully utilizing their original FWS allocation. Approval of increase requests are subject to available funding within the FWS program, the student’s cost of attendance budget and the student’s maintenance of all other program eligibility requirements. Submit the student’s name and EMPLID to the Financial Aid Office FWS unit by emailing FWSSupervior@brooklyn.cuny.edu.
F) Consequences of Missing a Timesheet Deadline
If an FWS supervisor does not complete the Timesheet submission by the deadline the timesheet will be reviewed for payment on the subsequent payroll. Consequently, the student’s payment for the period in question will be delayed by two weeks. There is no mechanism to issue payments on dates that are not indicated on the payroll schedule. Therefore, it is imperative that FWS supervisors submit timesheets no later than the published deadline.