All supervisors are responsible for tracking and retaining verified documentation of their student workers' weekly effort committed to the appointment, primarily for potential auditing or workload adjustments by the PI or hiring department.
Different student titles have different time reporting processes:
Student Assistants will generally report hours in CalTime on a bi-weekly pay cycle. Their pay schedule depends on FLSA determination. For additional information, contact our HR Generalist.
Exception: If they also hold a GSI appointment, their Student Assistant appointment may be on the monthly pay cycle. Instead of CalTime, they will have to complete and submit the Monthly Manual Timesheet to report their hours worked.
GSRs in general are not required to submit timesheets and will be automatically paid salary every month based on the appointment percentage prescribed by their Supervisor in the hire request.
Exception: If they also hold a Reader, Tutor, or Student Assistant appointment. In that case, their GSR appointment will be on the bi-weekly pay cycle, and students will have to complete and submit the Bi-Weekly Manual Timesheet to report their GSR hours worked. But they would still use CalTime to report hours worked for their Reader, Tutor, or Student Assistant appointment.
Readers and Tutors will normally report hours in CalTime on a bi-weekly pay cycle. Their pay schedule depends on FLSA determination. For additional information, contact our HR Generalist.
Exception: If they also hold a GSI appointment. In that case, Readers and Tutors will report their hours worked on a monthly pay cycle using the Timekeeping app. (Job aid for the Timekeeping app)
Non-student hires will report hours in CalTime on a bi-weekly or monthly pay cycle based upon their appointment.
Timesheets to record specific hours/minutes worked are not necessary for payment of GSR/GSI salary. For record-keeping support, manual timesheet instructions, as well as the timesheets themselves, can be found here. If these timesheets are being used for record-keeping only, please do not submit them to HR.