Where Is the Student Timesheet Tool Located?
Contents
Where is the Student Timesheet Tool located?
Do I have to download a new version of the Student Data file all the time?
Do all of my students come over from the student database, even students no longer working for me?
Why is my student timesheet file blank?
How often do I have to download the Student Timesheet file?
How is the pay rate maintained?
How do I delete rows of student information on the right side of the CD048?
Why can’t I type numbers onto the timesheets, get “#”?
What should I do if I receive an error that says “Cannot create another semaphor system…”
What should I do if I receive an error that says “run time error 1004 the extract range is illegal…”
“an error occurred when trying to load StudentData…” / “run time error 9, subscript out of range…”
Student’s data won’t populate on the Timesheet after the Empl ID and Record # have been entered
What student job codes will appear in the Student Timesheet Tool and when will they appear?
Why does the Dept ID show up in the Step field on the student’s timesheet
Whom do I contact for help if none of the above questions and answers help?
Where is the Student Timesheet Tool located?
Answer: On Bay. In your browser, type \\bay\StudentTimesheet$\
Do I have to download a new version of the Student Data file all the time?
Answer: No. You only have to download the Student Data file when you have a new student, an existing student has a new position, or you have given your student a pay rate change.
Do all of my students come over from the student database, even students no longer working for me?
Answer: All students with job codes of 1150, 1151, 1868, 1870, 1871, 1874, and 1875 in the CMS database with an active status will come over into the student database. If a student is no longer working for you, submit the appropriate inactivation form to inactivate their position. You only submit timesheets for the employees who have worked in that pay period.
Why is my student timesheet file blank?
Answer: A new timesheet file was downloaded over your old one. You only need to download the Student Timesheet file the first time you use the tool. If you ever do it again it will overwrite your version of the Student Timesheet tool and you will lose your historical data.
How often do I have to download the Student Timesheet file?
Answer: Only the first time you use the tool. Anytime you download the Student Timesheet file it will overwrite your old version.
How is the pay rate maintained?
Answer: To change a student's pay rate, you need to submit a Student Employment Authorization Form indicating the student's new pay rate. For ISAs a new appointment form is needed for the pay rate change. You will need to download a new version of the Student Data file to update your timesheet tool with the new rate.
How do I delete rows of student information on the right side of the CD048?
Answer: Note that the CD048 is not needed by Payroll but can be used if it is helpful to you. Click on the "Correct DB" button, use the scroll bar or the Find Next button to scroll to the incorrect entry, and then click on the delete button to remove the selected entry, click "close" to close the Correct DB window. The information for that student will be removed from the right side of CD048 page.
Why can’t I type numbers onto the timesheets, get “#”?
Answer: Do not change the font size (should be Arial 10 pt). Change your view to 100% and you should be able to view all the numbers.
What should I do if I receive an error that says “Cannot create another semaphor system…”
Answer: The Student Data file has not been properly "copied". Go back and make sure the attachment is highlighted, then right click and left click on Copy. Paste the Student Data file into your Student Payroll folder without renaming it. If that does not fix the problem try using the "Save Attachment As" and overwrite your old version of the Student Data file. If problem persists, contact Jessica Gutierrez or by phone at extension 5479.
What should I do if I receive an error that says “run time error 1004 the extract range is illegal…”
Answer: The Student Timesheet and Student Data files both MUST be in the same folder. Both files cannot be renamed when saved. Check your macro security (Tools > Macros > Security); it should be marked "Medium". Make sure you are NOT using a shortcut to open the tool.
“an error occurred when trying to load StudentData…” / “run time error 9, subscript out of range…”
Answer: This error is received when trying to copy to the attendance report. Review the steps in the instruction document to update your version of the Student Data file. Make sure you are not using a shortcut to open the tool. Use the Start Button > Programs > MS Office > Excel. Files cannot be renamed and must be saved in the same folder. If correct steps have been followed delete the timesheet and create a new one from an existing timesheet that is functioning correctly or from the Timesheet1 template.
Student’s data won’t populate on the Timesheet after the Empl ID and Record # have been entered
Answer: Look to see if column A on the Students DB tab is blanks. The macro in Column A on the Students DB tab has been typed over and the formula for Column A needs to be copied down to the bottom of the existing data to reinstate the macro. In order to do this, the sheet has to be unprotected, and then protected again after the correction has been made. To copy the formula down, put the cursor in Column A, Row 2 and drag down a few rows past the last row of data. If unable to do this, contact Jessica Gutierrez or by phone at extension 5479 or HRIS.
What student job codes will appear in the Student Timesheet Tool and when will they appear?
Answer: Student job codes that will appear in the timesheet tool are 1870 (Student Assistant), 1871 (Work Study Student), 1874 (Bridge Student Assistant, 1875 (Bridge Work Study Student), 1868 (Non-resident Alien Student Assistant), 1150 (Instructional Student Assistant), and 1151 (Instructional Student Assistant – Work Study). They will appear on or after the effective date of the appointment after the Student Employment Authorization form has been keyed into PeopleSoft. Your students will continue to appear in your timesheet tool as long as they are in an Active status. If they are no longer working in your department, submit a SEA form to terminate them.
Why does the Dept ID show up in the Step field on the student’s timesheet?
Answer: Modifications made to the original Student Timesheet Tool in 2005 to include the Dept ID required that the original step field was now used for the Dept ID. The Dept ID will only show up on timesheets that have a Dept ID in column L on the Students DB tab. If desired, the step field on the Timesheet can be overridden with the correct step. This field is not monitored so it is not required.
Whom do I contact for help if none of the above questions and answers help?
Answer: Contact Jessica r by phone at extension 5479.
Page 1 of 3Last Updated 4/30/18 dS