Student Assistants

Time Management

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

On this page:

Students, 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

Submitting Timesheets

Timesheets must be submitted in order to get paid. Payroll services will make sure that students 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 Timesheets In On Time

A timesheet used to create your paycheck, so it's important to submit it on time. When the hiring paperwork is on file with Human Resources — the student and supervisor have completed the forms — students can start entering the time worked, online. The supervisor has to approve the online time sheet so make sure to keep an accurate record.

To ensure timely payment, student assistant and work study timesheets should be submitted by students and approved by supervisors no later than 12 p.m. on the Monday after the  close of the pay period*. If timesheets are approved after that time, payment may be delayed and issued in a later paycheck. 

*Please note, this deadline is subject to change by Albany, occasionally as early as the Friday after the close of the pay period, Therefore, to avoid difficulties with unexpected early closes, always approve timesheets as soon as possible after submission by the student.

Watch a Video — Learn How To Submit an Timesheet

Submit an Online Timesheet

  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 Time Worked

Students, 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 submitted by students and approved by supervisors no later than 12 p.m. on the Monday after the  close of the pay period*. If timesheets are approved after that time, payment may be delayed and issued in a later paycheck. 

*Please note, this deadline is subject to change by Albany, occasionally as early as the Friday after the close of the pay period, Therefore, to avoid difficulties with unexpected early closes, always approve timesheets as soon as possible after submission by the student.

Related Forms, Links and Policies

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