Timesheet Policies & Payroll Procedures

Payroll and Payment Procedures for Student Employees

Student employees play an important role across Longwood’s campus community. To make sure you are paid accurately and on time, complete all required hiring documents before beginning work and submit your timesheet by the deadline each pay period.

Required Employment Documents

All student employees must complete required employment documents before beginning work.

After you are hired, submit all required employment documents as directed by your supervisor. You may not begin work or be paid for hours worked until your documents are processed and your Work Authorization is approved by the Student Employment Coordinator.

Pay Schedule and Payment

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

Students are paid only for hours worked. Student employment does not include:

• Paid sick days
• Vacation or holiday pay
• Paid lunch periods

Wage rates are determined by the hiring department.

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.

Pay Stubs and Earnings History

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

Submit 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
• Timesheet submission deadlines

Timesheets must be submitted on time every pay period. Late submissions should be rare and avoided whenever possible.

Students must complete their timesheet by the submission deadline to receive payment on the scheduled pay date. Hours submitted after the deadline will be included on the next scheduled payday.

View the Biweekly Payroll Schedule.

View Student Timesheet Training - Banner Experience.

If You Miss a Timesheet Deadline
If you forget to submit your timesheet, act quickly so your hours can be reported and processed.

If the deadline passed within the last 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.

Submitting your hours on time helps ensure prompt payment and supports compliance with payroll policy.

Direct Deposit

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

To set up direct deposit, visit the Payroll Office in person at Eason 120A and provide one of the following:

• A voided check
• A direct deposit form from your bank

The direct deposit form must include:

• Bank name
• Name of account holder
• Account type, such as checking or savings
• Routing number
• Account number

Other documentation may be accepted.

Bank Account Changes

Once direct deposit is set up, it remains active unless the student closes or changes their bank account.
Notify Payroll immediately if your bank account changes. This helps avoid delayed payments.

Questions

Contact the Payroll Office

Becky Williams | (434) 395-2087 | williamsr2@longwood.edu 
Frances Huddleston | (434) 395-2261 | huddlestonft@longwood.edu 

Federal Work Study and Longwood Work Study Earnings

Students in the Federal Work Study program have a maximum earnings amount listed on their Employment Authorization Form.

Students and supervisors should create a work schedule that allows for consistent hours during the academic year without exceeding the student’s allocation.

A work-study award does not guarantee that you will earn the full awarded amount. Actual earnings depend on:

• Your class schedule
• Department needs
• Available funding
• Your awarded allocation

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

Changes to Work Study Award Amounts

Outside scholarships or additional financial aid may require a reduction in your work-study award.

If your award changes, notify both the Student Employment Office and your supervisor.

Garnishment of Federal Work Study Wages

Federal Work Study 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 regulations.

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).