Time Management

Student Assistants

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Student Assistants (SAs) employed by the state can be valuable additions to the UB work force. You are, however, students first and UB provides guidelines to support their employment.

When you leave UB don't forget to change your employment address as well as your address at HUB so that you can receive your W-2 statements.

Time At Work Rules

  • Students must take at least a 30-minute unpaid break when working more than six (6) hours
  • Overtime is not permitted
  • Students cannot be required to work during final exam periods
  • International Students on an F-1 or J-1 visa are prohibited from working more than 20 hours/week during fall and spring semesters while classes are in session
  • Students on the state and Research Foundation (RF) payrolls who have NOT obtained a certificate of academic good standing are limited to 20 hours/week while classes are in session

Student Assistant Maximum Weekly Hours Exceptions

STATE

For State International Student Employees

Time Period Number of Hours
May 9 - August 28 29

For State Student Employees

Time Period Number of Hours
May 9 - August 28 29

RESEARCH FOUNDATION

For Research Foundation International Student Employees

Time Period Number of Hours
May 9 - August 21 40

For Research Foundation Student Employees

Time Period Number of Hours
May 9 - August 21 40

Submitting Time Sheets

You must submit timesheets in order to get paid. Payroll services will make sure that you are paid on time, correctly and in accordance with federal and state laws and regulations.  

Timesheets for State-Funded Student Assistants

Student timesheets are considered legal documentation of time and attendance. Bi-weekly timesheets must be completed by the student on-line through the Time and Attendance System, verified and signed by their supervisor, and submitted. Refer to the Student Assistant and Federal Work Study Payroll Calendar for detailed information on appointment and timesheet due dates.

Wage rate and account number changes should be done directly on the ePTF. Students with multiple appointments must ensure that their total combined hours do not exceed the maximum allowed and that hours do not conflict between departments.

Additionally, students must observe the following:

  • Record only the actual hours worked on the day worked on hourly timesheets. It is illegal to falsify a timesheet.
  • In the event of illness or other absence, notify your supervisor as soon as possible each day.
  • Obtain a social security number if you do not already possess one.
  • Notify your supervisor if you are no longer registered for classes.

Get Your Time Sheets In On Time

Your time sheet is used to create your paycheck, so it's important to get your time sheet in on time. When your hiring paperwork is on file with Human Resources — you and your supervisor have completed the forms — you can start entering the time you've worked online. Your supervisor has to approve your online time sheet so make sure you keep an accurate record.

Submit Your Online Time Sheet

  1. Go to www.suny.edu/hrportal
  2. If prompted, select Buffalo Univ.
  3. If prompted, log in with your UBITName and password
  4. Click Time and Attendance in the Self Service menu
Reporting Your Time

Check with your supervisor. Your department may have special procedures for you to follow.

UB Student Assistant and College Work-Study Payroll Calendar

To ensure timely payment, student assistant and work study timesheets should be approved by supervisors no later than 12:00pm on the Tuesday following the close of the pay period.  If timesheets are approved after that time, payment may be delayed and issued in a later paycheck. 

Related Forms, Links and Policies

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