Timesheet Policies & Payroll Procedures

Payroll/Payment Procedures

Required Documents

All student employees must complete required employment documents before beginning work to ensure timely payroll processing and payment for hours worked.

After hire, students must submit all required employment documents to their supervisor.

A student cannot begin work or be paid until all documents are processed by the Student Employment Coordinator.

Payment Information

Pay Schedule and Method

Students are paid biweekly, according to the Payroll Bi-Weekly Student Calendar.

Students are paid only for hours worked.

There are:

• No paid sick days
• No vacation or holiday pay
• No paid lunch periods

Wages and Taxes

• Wage rate is determined by the hiring department.
• Students are subject to federal and state income taxes.
• Students are exempt from FICA taxes while enrolled in classes.

Earnings Access | Pay Studs

Pay stubs and earnings history can be accessed through Cardinal, the Commonwealth's web-based pay system.

Web Time Entry | Student Payroll Prompt Pay Policy

Submitting Your Timesheet

All student employees are required to submit an electronic timesheet using web-time entry. Once you are authorized to work, the Student Employment Office will provide details about:

• How to access and complete your time entry
• Your biweekly pay schedule

View the Biweekly Payroll Schedule 
Timesheets must be submitted on time every pay period. Submitting late should be rare and avoided whenever possible.

If You Miss a Timesheet Deadline
If you forget to submit your timesheet, take action promptly to ensure you are still paid.

Missed Deadline by 0–48 Hours
Notify your supervisor immediately.

Your supervisor must contact the Payroll Office to report and submit your work hours.

Missed Deadline by More Than 48 Hours
Notify your supervisor.
You will need to visit the Payroll Office in person at Eason 120A to complete a manual timecard.
Your supervisor must sign and approve the manual timecard before it is returned to Payroll.
 
Payment Timeliness
Student employees must be paid for all hours worked within 30 days of the date the work was performed.
Timely submission of hours ensures prompt payment and compliance with payroll policy.

Time Entry and Tracking

Submitting Timesheets

Students must enter hours using web-time entry through the MyLongwood Employee Self-Service site.

• Go to the 'Employee' tab and select 'Time Sheet'.
  The time sheet link will appear only after all employment documents are completed and the student receives a confirmation email.

Time Entry Resources

• Student Web Time Training (pdf)
• Approver Web Time Training (pdf)
• Approver Proxy Training (pdf) 

Changes to Personal Information
Students must report name or address changes to the Student Employment Coordinator, Payroll Office.

Name changes also require an update to the I-9 form.

Direct Deposit Setup

Students are strongly encouraged to set up direct deposit as soon as they are cleared to work.

How to Set Up Direct Deposit
Visit the Payroll Office in person at Eason 120A and provide:

A voided check
OR
A direct deposit form from your bank that includes:

• Bank name
• Name of account holder
• Account type (checking or savings)
• Routing number
• Account number

Other documentation may be accepted.

Questions

Contact the Payroll Office

CeCe Roob | (434) 395-4880 | roobcc@longwood.edu 
Frances Huddleston | (434) 395-2261 | huddlestonft@longwood.edu 

Bank Account Changes? Let Payroll Know Right Away

Once direct deposit is set up, it remains active unless the student closes or changes their bank account.
Students must immediately notify Payroll of any changes to avoid delayed payments.

Garnishment of Wages

Federal Work-Study (FWS) wages may only be garnished for unpaid educational costs owed to Longwood.

Garnishment orders for other debts must be opposed by the University in compliance with Student Financial Assistance (SFA) regulations.

Federal & Longwood Work-Study Earnings

Earnings Limit

Students in the FWS program have a maximum earnings amount stated on their Employment Authorization Form.

Students and supervisors should create a work schedule that allows consistent hours over the academic year without exceeding the allocation.

Changes to Award Amount

Outside scholarships or additional aid may require a reduction in the work-study award.
Students must notify both the Student Employment Office and their supervisor of any changes.

Allocation and Actual Earnings

A work-study award does not guarantee full earnings of the allocated amount.

Actual earnings depend on:

• Class schedule
• Department needs
• Available funding

Students may not exceed their awarded allocation.
Supervisors and students should track hours worked and earnings throughout the academic year.

Equal Opportunity Employer

Longwood University, an agency of the Commonwealth of Virginia, is an equal-opportunity institution of higher learning. Consistent with Federal and State law, the University promotes equal opportunity for all prospective and current students and employees. The University will not discriminate against any individual on the basis of race, sex, color, national origin, religion, sexual orientation, age, political affiliation, military status, or disability status, except in relation to employment where a bonafide occupational qualification exists. Anyone with questions concerning access or accommodations should contact Accessibility Resources at (434)395-2391 (V); 800.828.1120 (TT Relay).