Timesheets

&
Benefits
USFWorks, powered by Workday
Office of Student Employment
(415) 422-6770
stuemp@usfca.edu
 Accessing USFWorks

When you complete all

new-hire requirements and
are authorized to work, your
USFWorks (Workday) account
is accessible through the
myUSF Dashboard.

To access USFWorks, log into

your myUSF Dashboard and
select View All Apps:
 Find and click into the USFWorks for Student Employee
application.

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?

See next slide!
“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 this step before you can log your hours.

Help us pay you! Complete your in-person I-9 verification!

Pay Worklet

First, let’s look

at the Pay
application.
 ● Your tax withholdings
● Your payment elections (i.e., your
In the Pay application, you’ll find: bank account details)
● Your paystubs
● Your tax documents (W-2)

First, let’s look

at the Pay
application.
Payroll – Biweekly Paychecks

The USF biweekly pay periods are: the 1st - 15th and the 16th - end of the 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.

Make sure your hours are submitted before midnight on the timesheet
deadline.

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.
 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:

• Place a recurring event on the 15th with

the alarm sounding at the best time for
you. (See example to the left.)

• Because the last day of the month

frequently changes, place a recurring
event on the 1st of every month and set
the alarm to alert you one day before –
this will ensure that you are alerted on
the correct date! (See example to the
right.)
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.
To log hours, click into the Time worklet:
 Select the appropriate week:

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.
Entering your Time Type

Click into a day on your timesheet to view the “Enter Time” box.
You must choose a Time Type in order to successfully create and submit
your time entry.
Student time codes include:
• Student Regular Hours
• Student On (or Off) Campus FWS
• Sick (Semi Monthly)
You can select the appropriate Time Entry 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 (“stu” or “sic”) and pressing
Enter/Return.
Don’t forget to choose a time type – “Select from drop down” is
not a valid time code.
*Sept. 2022 Timesheet Update:

All hourly employees are now required to report their shift start and end
times, as well as any applicable meal breaks.

Remember to clock “out” at the start of your meal break and clock “in”
when you return to work.

Failure to report your meal breaks and/or failure to take meal breaks when
required by law may result in a “meal penalty.”
Meal Penalty: Explained

• Failure to take and report a timely meal or rest period entitles the employee to
payment of one hour of wages at the employee's regular rate of pay (“meal penalty”).
• Employees are required to clock “out” for all meal breaks and clock “in” when they
return from break. This means that your timesheet may have two time entry blocks for
one shift (one for pre-meal break, and one for post-meal break).
• All shifts exceeding 5 hours must include a response to the meal break waiver and
comment. Failure to respond to the waiver question will result in a “meal penalty.”
• A “meal penalty” will also appear on your timesheet if a shift exceeds 5 hours and the
meal break is not waived and is not started no later than 4 hours and 59 minutes into
the shift.
• A shift that exceeds 6 hours is required to include a meal break of at least 30
Once you’ve selected the Time Type, the “In”
and “Out” fields will appear:
• “In” = the start of your shift
• “Out” = the end of your shift OR start
of your meal break*

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”).
What do the “meal penalty waiver” responses mean?

“No - I did not waive my meal (lunch) break”

● Select this response if your shift exceeded 5 hours without a 30-minute meal break (“lunch”) and you did
not voluntarily waive the break.
○ Because employers must provide a 30-minute unpaid meal break for every 5 hours worked unless
waived by mutual consent, you will be entitled to one hour’s pay at your regular hourly rate if you
are not allowed to take the meal break.

“Yes - I waived my meal (lunch) break (comment required)”

● Select this response if your shift exceeded 5 hours (but did not exceed 6 hours) and you voluntarily
waived your 30-minute meal break.
○ *A comment is required with this selection: your comment can be simple and should explain why
you chose to waive the meal break. (For example, “I wanted to work/be paid for the full 6 hours;” “I did
not want to take the break/was not hungry;” etc.)
When does the meal penalty apply? Examples:
1. On Monday, the employee worked a split shift of no more than 6 hours total = no meal penalty.
2. On Tuesday, they clocked out for lunch at 4 hours 59 minutes into shift (before the 5th hour), then clocked in at least 30
minutes later = no meal penalty.
3. On Wednesday, their shift did not exceed 5 hours = no meal penalty.
4. On Thursday, their shift exceeded 5 hours without a meal break waiver = meal penalty.
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.
Helpful Hint: the Quick Add function
Rather than clicking into every day of the week, hourly employees can quickly add their week’s hours
for a position by selecting Actions > Quick Add:
As always, a Time Type is required (even with Quick Add)

All of the hours you enter

during the quick-add
function will match the time
code chosen.

If you need to log different

time entry codes in the same
week, follow the steps in the
previous slides to log hours
under the correct time
type(s).
Next, simply enter the number of hours worked for that
job in the appropriate day(s) of the week and select Ok:
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.
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.
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.
 *Helpful Hint when reporting sick hours:

When you select the Sick (Semi Monthly) code,

the Hours field will 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.

*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.

Below the Request and View tables, you’ll see a quick summary in the table titled “Absence Balance
as of Today.”
You can also click into the Absence Balance field (leave the “View as of”
date as today) for more details:
“What happens after I submit my hours?”

Your submitted timesheet is sent to your manager for approval. Managers typically have the following day
to approve timesheets (the 16th and the 1st each month). However, if the day following the Pay Period End
falls on a weekend, managers are granted the following business day to approve.

Students can still submit during the manager approval period and the grace period!

However, once the Time Period Lockout occurs, the pay period is locked and both students and managers
are temporarily prevented from submitting, adjusting, or approving that timesheet. The time period is then
locked until payday while pay calculations are being processed. Once paychecks are disbursed, students
can submit or make adjustments to that timesheet, and managers can submit their approval.

But if the deadline is missed, compensation for that pay period will be processed with the following
pay cycle and included on the student’s next paycheck. To be paid on time, be sure to submit your
timesheet by the deadline.
Reminder: Submit before the timesheet lockout!
Between the Time Period Lockout and the Pay Date, you won’t be able to submit.
 Daily and Weekly Hours Limitation
During Fall and Spring semesters, student employees at USF may work:

• No more than 7.5 hours in a single day

• No more than 25 hours per week for U.S. Citizens and Eligible Non-citizens
• No more than 20 hours per week for International Students
• No more than 6 days in a row

*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.

These limits pertain to any on-campus job, or any combination of on-campus jobs.

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.
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.

For more information, click here!

*Remember:
Submit your timesheets on the 15th and
on the last day of every month!

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
StuEmp@usfca.edu