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This training is designed for employees responsible for entering or approving student employee time in their department. The training covers timekeeping responsibilities for both timekeepers and managers who approve student time.

Student Employee Timekeeper and Time Approver Training Guide (PDF)

View the 2026 Student Assistant Pay Schedule

• Student Assistant Job Titles (pdf)

• Student Employment Salary Guidelines (pdf)

Resources for Approvers:

Resources for Timekeepers:

If a department needs to update a student timesheet after the pay period has ended, a Student Adjustment Form must be submitted through the .

The Student Adjustment Form PDF can be accessed under the Employer Student Assistant Forms section below. Please complete the form and submit it through the Smartsheet link above.

Submitted adjustment forms will be placed in the Payroll Services adjustment queue and processed in the order received. Payroll Services will update the student’s hours based on the information provided on the form.

Please note: Processing times may be longer during peak payroll periods due to increased submission volume. Departments are encouraged to submit adjustment forms as soon as possible to help avoid delays.

Once the adjustment has been processed, the requester will receive an automated email from Smartsheet confirming that the changes have been completed.

Federal Work-Study Students
Late adjustments cannot be applied to Federal Work-Study funding after the pay period has closed. Please ensure all Federal Work-Study hours and corrections are submitted within the required timeframe.

If additional hours need to be added to a Federal Work-Study student’s timesheet after the pay period has closed, the department must submit a Student Adjustment Form to have those additional hours added to the student’s state student employment timesheet. These hours will be paid from state student funds and cannot be charged to Federal Work-Study.

Departments are responsible for monitoring their students’ Federal Work-Study allocations to ensure sufficient funding is available. If it has been determined that an adjustment to a prior pay period is needed specifically due to insufficient Federal Work-Study funds, please contact Financial Aid at workstudy@cpp.edu for assistance.

• Student Assistant New Position Request

• Student Assistant Signature Authorization (pdf)

• Student Assistant Employment Application (pdf)

• Student Assistant Performance Evaluation (pdf)

• Student Assistant Hourly Rate Change Request (pdf)

• Student Assistant Timesheet (xls)

• Student Assistant Funding Source Change - AY ONLY (pdf)

• Student Payroll Adjustment Form (PDF)

Types of Separations:

• Resignation

• Graduation

• Lack of Funds

• Involuntary Separation

• Separation by Payroll

Employer-Initiated Separations: All separations initiated by the employer must be handled by a HEERA Manager, regardless of the reason.

Final Pay Requirements (California): Under California Labor Code, separating employees must receive their final paycheck on their last day of work if the employer was provided at least 72 hours’ notice of resignation.

Notice Guidance: Supervisors should advise and mentor employees that it is best practice to provide at least two weeks’ notice prior to their final day of work.

Action Required: For students graduating at the end of the term or semester:

• Submit an End of Employment ticket at least 10 days prior to the student’s last day of work.

• Since pay is not automatically generated at the campus level, submitting the ticket in advance ensures:

• The student’s final paycheck is accurate

• Payment is processed and issued on time

Time Reporting Requirements:

• Students must enter their time as soon as possible.

• The Timekeeper must verify hours for accuracy.

• The Time Approver (Reports to/HEERA) must review and approve time promptly.

• Delays in time entry or approval may result in delays or inaccuracies in final pay.