Timesheets
&
Benefits
USFWorks, powered by Workday
Office of Student Employment
(415) 422-6770
stuemp@usfca.edu
Table of Contents
Check out our Frequently Asked Questions at the end of this presentation for help with the most common difficulties!
If your question isn’t answered in our FAQ, please don’t hesitate to contact us.
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Accessing USFWorks
To access USFWorks, log into your myUSF Dashboard and select View All Apps:
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When you complete all new-hire requirements and are authorized to work, your USFWorks (Workday) account is accessible through the myUSF Dashboard.
Find and click into the USFWorks for Student Employee application.
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When you’ve been cleared for work, you can access USFWorks using the Single Sign-On (SSO) – instead of logging in to your temporary account, you’ll log in internally using your USF credentials.
You may need to search under myApps or Popular Apps to find USFWorks at first. When you find it, click the star so the app shows under myFavorites.
*Did you receive an error message when opening the app?
Check out the FAQ at the end of this presentation!
Your Home Page
Any tasks awaiting your action (like a timesheet returned by your manager for correction) will be in your inbox.
Your Top Apps displays applications used most frequently, like Time and Absence.
Click “View All Apps” to expand the sidebar Menu and access all applications.
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To log hours, click into the Time worklet:
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Select the appropriate week:
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Please note that timesheets more than 3 pay periods (approx. 6 weeks) in the past are locked.
To make adjustments to historical pay periods, you will contact Payroll Services.
Enter your Time Type:
Click into a day on your timesheet to view the “Enter Time” box.
Select the appropriate Time Type from the dropdown menu (the notebook icon at top right of the field), or use the quick search function by typing the first three letters of a potential option (like “stu” or “sic”) and pressing Enter/Return.
Student time codes include:
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Report your shift:
All hourly employees are required to report their shift start and end times, as well as any applicable meal breaks.
Remember to report your meal break by clocking “out” at the start and clocking “in” when you return to work. On your timesheet, this will require two separate time entries:
Failure to report your meal breaks and/or failure to take meal breaks when required by law may result in a meal penalty*.
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*Meal penalties are explained in the presentation’s FAQ!
Once you’ve selected the Time Type, the “In” and “Out” fields will appear:
A response to the “California Missed Meal Penalty Waiver” is only required if your shift exceeds 5 hours. If you voluntarily waived your meal break, select “Yes” and leave a brief comment. If you did not voluntarily waive your meal break, select “No.”
*If your shift requires a meal break, add a second time block to report your return to work (“In”) and the end of your shift (“Out”).
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Submitting your hours
Log your worked hours after every shift, at the end of each week, or at the end of the pay period: how you log your time will often depend on whether you have a regular schedule or work varying shifts.
Regardless, at the end of every pay period, all hourly employees must Submit their entries to send the timesheet to their manager.
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When the Time Period ends, click Review to confirm your work hours for the pay period.
Confirm that your hours are correct and complete, then press Submit.
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Break and Meal Times – Advocate for Yourself!
USF grants a standard 15-minute break for each four (4) hours worked. If you work 3 ½ hours or less, it is not required that a break be given.
An employer cannot employ someone for a work period of more than five hours without providing an unpaid, off-duty meal period of at least 30 minutes. The meal break must begin no later than 4 hours and 59 minutes into an hourly employee's shift. When a work period of not more than six hours will complete the day’s work, the meal period may be waived by mutual consent of the employer and the employee. This consent must be renewed with each shift. If your shift exceeds 6 consecutive hours, you may not waive your meal break.
You are limited to 7.5 work hours per twenty-four (24) hour period. If you work a full 7.5 hour day, you are entitled to a second 15-minute rest break.
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Paid Sick Leave
As a San Francisco employee, you will earn one (1) hour of paid sick-leave for every thirty (30) hours that you work.
To report sick hours, type “Sick” into the time type field and press Enter, or select the notebook icon next to the time type field, then click into the Absence option.
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*Helpful hint when reporting sick hours:
When you select the Sick (Semi Monthly) time type, the Hours field may automatically populate to 8, and an error may display stating that you can’t submit because you’re exceeding the allowable maximum.
Be sure to remove the 8 and enter the correct number of sick hours for your missed shift: assuming you have accrued enough time to do so, you may request sick pay for up to the full scheduled work shift missed but no further. However, you can’t report more sick hours than you have available.
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*Keep reading to learn how to check your paid leave balance!
To check how many sick hours you’ve accrued, visit the Absence worklet from your homepage or sidebar menu.
Below the Request and View tables, you’ll see a quick summary in the table titled “Absence Balance as of Today.”
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You can also click into the Absence Balance field for more details (leave the “View as of” date as today) :
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Students are on a “semi-monthly” pay schedule
The USF biweekly (“semi-monthly”) pay periods are: the 1st - 15th and the 16th - end of each month.
The last day of each pay period (the 15th and the last day of every month) is the timesheet submission deadline: all hourly employees are required to submit their biweekly timesheet in USFWorks by this deadline – that is, submit before the Time Period Lockout.
If the submission deadline is missed, your timesheet might be processed with the following pay cycle and payment included on your next paycheck. To be paid on time, be sure to submit your timesheet by the deadline.
Make sure your hours are submitted before midnight on the timesheet deadline.
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For exact timesheet submission deadlines, payroll payment dates, and more, check out the “Semi-Monthly Pay Schedule.”
“What happens after I submit my hours?”
Your submitted timesheet is sent to your manager for approval. Managers typically approve timesheets on the following day (the 16th and the 1st each month).
During the Time Period Lockout (when pay calculations are processed), the most recent pay period is locked: both students and managers are temporarily prevented from submitting, adjusting, or approving that timesheet.
When paychecks are disbursed, students can submit or make adjustments to that timesheet, and managers can submit their approval.
Payday is the 7th and the 22nd of every month. If payday falls on a weekend or holiday, your Direct Deposit date will fall one business day before.
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Remember to submit before the timesheet lockout!
Between the Time Period Lockout and the Pay Date, you won’t be able to submit or adjust your most recent timesheet.
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Setting Reminders for Timesheet Submission
Hourly employees are strongly encouraged to set a reminder on their phone calendar that will alert them to submit their timesheets:
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Daily and Weekly Hours Limitation
During Fall and Spring semesters, student employees at USF may work:
*The work week begins at 12:00 am Monday and ends at 11:59 pm Sunday.
During the summer session, intersession, and regular University breaks, all student schedules may be extended to a maximum of 35 hours per week. The USF daily maximum of 7.5 hours and 6 consecutive days remains at all times.
Students with multiple on-campus jobs are responsible for coordinating their work schedules to ensure they’re not exceeding the maximum daily and weekly hours.
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These limits pertain to any on-campus job, or any combination of on-campus jobs.
Pay Application
Finally, let’s look at the Pay application.
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In the Pay application, you’ll find:
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San Francisco Health Care Security Ordinance (SFHCSO)
Employees become a "Covered Employees" under the SFHCSO beginning the month after 90 days of employment.
When a covered student employee works on average 8 hours per week during the 13-week calendar quarter, the university remits a quarterly contribution to the City Option on the employee’s behalf. For 2022, the contribution rate is $3.30 per eligible hour. Employees are notified when a contribution is made to them by the USF Benefits Team.
If an HCSO contribution is made, employees should complete the Program Finder Form available on the SF City Option website to determine which City Option program they are eligible for and how contributions can be used. While there are multiple programs available, most students are eligible for the SF Medical Reimbursement Account, an account where you can submit for reimbursement for eligible medical, dental and vision expenses from your available contributions.
Student employees with existing employer-provided health coverage, either as an employee of another company or as a dependent of another person (i.e., parent or spouse/partner), may complete the HCSO voluntary waiver form (and submit to benefits@usfca.edu) and are eligible to receive $125, which will be added to their next payroll processing as taxable income. (Student employees covered under the student health insurance plan, Medi-Cal, Covered California, or any plan not sponsored by an employer are not eligible to waiver from the HCSO). Waiver forms are valid for 12 months and can be revoked at any time.
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For more information, click here!
TL;DR: for eligible student workers, USF makes a quarterly contribution of $3.40/eligible hour that can be used to cover hundreds of different out-of-pocket healthcare costs. Eligible employees = those working an avg. of 8 hrs/week, and eligibility starts 90 days after starting work.
Submit your timesheets on the 15th and on the last day of every month!
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Please don’t hesitate to contact us or visit us during walk-in hours!
Office of Student Employment
Lone Mountain Main, Room 201A
415.422.6770
*Remember:
Frequently Asked Questions (FAQ)
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Have additional questions? Check out our Student FAQ!
“I completed my onboarding tasks but got a login error. Why can’t I access the USFWorks app or log my hours?”
One of your onboarding tasks, titled To Do: Provide I-9 Documentation, contains instructions for students to bring their original (hard-copy) supporting documents to the Office of Student Employment to complete the final Form I-9 requirement.
If you haven’t done so, you haven’t yet been authorized to work.
Federal law requires employers to verify (in person) your original documents on or before your first day of work, and USFWorks requires completion of all onboarding tasks before you can log your hours.
Help us pay you! Complete your in-person I-9 verification before beginning work!
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“Invalid Time Entry Code”
This error occurs when a Time Type is not selected in one or more time entry.
Click on the time entry, then select the appropriate Time Type from the dropdown menu.
You’ll be prompted to report the time in and time out for your shift before pressing Ok to save the changes.
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“-CAMPP Waiver is Available but not Indicated”
This error occurs when a shift has exceeded 5 hours and the employee has not selected a response to the California Missed Meal Penalty Waiver field.
If you worked more than 5 consecutive hours (but not more than 6), you must be provided a 30-minute, unpaid, off-duty meal break.
Click on the time entry, then select the appropriate response from the dropdown menu for field: California Missed Meal Penalty Waiver.
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Meal Penalty: Explained
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What do the “meal penalty waiver” responses mean?
“No - I did not waive my meal (lunch) break”
“Yes - I waived my meal (lunch) break (comment required)”
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When does the meal penalty apply? Examples:
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The time entry for example 3 in the previous slide produced an error. Clicking on the error will display the message, “CAMPP Waiver is Available but not indicated.” This must be resolved before moving forward.
To do so, open the time entry and indicate whether or not you waived the meal break (Yes/No). Waiving the break requires the employee to leave a comment; not waiving the break results in payment of a meal penalty.
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I have multiple on-campus jobs. What is the maximum number of hours I can work for both?
Weekly hours limitations apply to any on-campus job or any combination of on-campus jobs. No matter how many on-campus jobs you have, you may work:
During the summer session, intersession, and regular University breaks, all student schedules may be extended to a maximum of 35 hours per week. The USF daily maximum of 7.5 hours and 6 consecutive days remains at all times.
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