Recording & Submitting Timecards

To provide accurate and timely payment to student employees, supervisors are responsible for guaranteeing that student employees timely report all actual hours worked to the Payroll Office via BearWeb per established deadlines. Students may not “volunteer” for hours for their assigned duties. As hourly wage employees, students are classified as “non-exempt” employees as defined by the Fair Labor Standards Act, requiring all hours to be recorded and paid.

Student employees are required to complete and submit their timecard via BearWeb to their supervisor no later than midnight on the Monday following the end of the pay period. Students are required to report all hours worked, even if they have violated the University policy on working more than 20 hours per week. Federal regulations require the University to pay for all hours worked. Supervisors are required to verify and approve the timecard report by Tuesday at noon of that week. Timecard submission deadlines for students and supervisors’ calendars may be found on the Payroll Office website.

It is important that the hiring manager and the student employee have a mutual understanding of the terms of the employment start/end dates and rate of pay. Supervisors must determine start dates that allow enough time for review and processing of required paperwork mentioned above prior to the student beginning work. Following these rules assists Baylor with compliance with applicable federal and Texas Pay Day Law.

This document/website does not, and other associated documents or websites, establish or extend any contractual rights to student employees. All student employees are “at-will” employees.

Resources

U.S. Department of Education

2017-2018 Federal Student Aid Handbook

Department of Labor

Payroll Office

Texas Pay Day Law

Supervisors of Students

Student Employment Website

Original Memo with Resources & Office Contacts