Web Time Entry for Student Employees
Important Note
Students are encouraged to enter time at the end of workday or at least on a weekly basis. Students should not wait until the end of the pay period to record time. DO NOT ENTER TIME BEFORE IT IS WORKED.
What should I do if my position does not show on SUOnline?
Make sure that the Student Employment Action Form (SEAF) and hiring documents (I-9, W-4, direct deposit enrollment) have been completed and submitted to Student Financial Services. It may take up to 3-5 business days to process the hiring documents and to set up web time entry on SUOnline.
Your supervisor should be your first contact for assistance. Next, contact the appropriate Student Financial Services:
Student Employees Working on Campus and Not in the Law School
Financial Aid Counselor, Alea Frankwick, phone: (206) 296-6086, frankwia@seattleu.edu
New Hire Paperwork Inquiries: (206) 296-2000, or financialservices@seattleu.edu
Student Employees Working in the Law School
Student Financial Services-School of Law
Program Assistant, Natasha Murphy: 206-398-4250, murphyn@seattleu.edu
Lastly, contact Payroll: Tony Ly, Payroll Analyst, phone: (206) 296-5886, lyt1760@seattleu.edu
What if my supervisor is gone at the end of the payroll?
Each employee is assigned an alternate supervisor who can review and approve your time entry. Contact them directly if you do not receive an automatic email confirmation that your time entry has been approved. The email message would state "Your supervisor has approved your time card for 'Position Title' with period ending on XX/XX/XX."
What if I worked in an earlier pay period but didn't record all of my time and now the time entry is no longer accessible?
Enter missed time in the current month's time entry in the section labeled "Prior Pay Period Adjustment(s)." Prior month's time will be added to the current pay period's time and pay.
You are encouraged to enter time at the end of the workday or at least on a weekly basis. You are discouraged to wait until the end of the pay period to record time.
Why did my time entry disappear from the selection screen?
There are several reasons that time entry could disappear:
- You may have already submitted your electronic signature by clicking the box acknowledging you have submitted time as accurate and ready for supervisor approval.
- The period of time to enter hours has already closed.
What if I entered time incorrectly?
If the error is discovered during the pay period, you can correct time entered in error yourself. If you have already submitted your electronic signature, you should contact your supervisor immediately for assistance. Your supervisor may reject your previous submission so that you may correct and resubmit, or assist with correcting the time directly.
If the error is discovered after your deadline has passed, but your supervisor's approval period is still open, AND your supervisor has NOT yet approved and submitted your time to Payroll, you may contact your supervisor immediately for assistance. Your supervisor is allowed to update time on your behalf. If an amendment is made to the original time you submitted, your supervisor is required to PRINT-OUT the finalized time entry and provide 2 (two) signatures of both your supervisor and you acknowledging the changes. The finalized hardcopy time entry is kept in the department for at least 2 (two) years from the last date of entry. The department is required to have these records available for viewing within 72 (seventy-two) hours of receiving notice.
If your supervisor has already approved and submitted your time to Payroll, they will need to contact Tony Ly in Payroll at 206 296-5886 or email lyt1760@seattleu.edu for immediate assistance. Payroll will advise your supervisor of the proper corrective action at that time.
What if I don't electronically sign and submit my time on time?
You should contact your supervisor immediately for assistance. Your supervisor may enter and update time on your behalf so long as the supervisor's deadline is not yet closed. In this situation, your supervisor is required to PRINT-OUT the finalized time entry and provide 2 (two) signatures of both your supervisor and you acknowledging the changes. The finalized hardcopy time entry is kept in the department for at least 2 (two) years from the last date of entry. The department is required to have these records available for viewing within 72 (seventy-two) hours of receiving notice.
You are encouraged to enter time at the end of workday or at least on a weekly basis. You should not wait until the end of the pay period to record time. You will need to familiarize yourself with payroll deadlines and electronic time entry as they will benefit you in future employment situations as an employee or supervisor of employees.
What if I do not sign my timesheet but my supervisor approves it?
You should contact your supervisor immediately so that your supervisor can PRINT-OUT the finalized time entry for you to sign, and your supervisor's signature is also required. The signed hardcopy time entry is kept in the department for at least 2 (two) years from the last date of entry. The department is required to have these records available for viewing within 72 (seventy-two) hours of receiving notice.