Reviewing Student Timesheets

If you’re the supervisor of a student employee, you have an important job in the Time Reporting System (TRS): reviewing and approving students’ timesheets. It's a record of their job activity – and they don't get paid if you don't approve their timesheets!

We'll use "students" on this page to refer to TAs/Readers/Tutors (collectively "Academic Student Employees"), Graduate Student Researchers, and Student Assistants. Functionally we are referring to graduate students serving as employees, distinct from their student selves, but in an effort to keep this guidance colloquial we'll just accept that distinction as important but grammatically awkward. 

These duties are relatively new to campus and our departments, but ultimately serve to protect you by ensuring that the person most familiar with the student’s work is approving the formal record of that work.

The Time Reporting System sends automated emails to inform you when timesheets have been submitted, so in practice it’s a relatively simple matter of clicking in to view each timesheet, ensuring that the work (and absence from work) matches what has been assigned and discussed, and clicking “Approve” if appropriate. 

How to Approve‎ 

1. Wait for the Email: TRS sends an automated email when a student submits a timesheet.
2. Log In: Go to trs.ucdavis.edu, and click the Supervisor button.
3. Review & Approve:
   • Each student you supervise will have a row with a few options on the right. You'll see "Approve" and "Return" icons to perform those actions right from the roster. You can also click the little "Calendar" icon to open the student's timesheet for a closer look.
   • For Readers: Check that the total hours look reasonable for the week (e.g., did they grade 40 hours in one week? That's a red flag).
   • For TAs/GSRs: Check that they marked any sick days taken and/or "Leave Without Pay" days.
   • Click "Approve".
     • If there are any issues on the student's timesheet, you can instead click "Return". A text box will pop up in which you can describe the discrepancy you have noticed. It will be sent back to the student. 

Here is a one-minute video describing Steps 2 and 3. Functionally, and presuming the student's submission is accurate, this represents essentially all you need to do. 

A Note on Readers' Workloads‎ 

While weekly hours can fluctuate based on your grading cycle, when working with Readers (or other hourly workers) it is critical to ensure that the total hours assigned do not materially exceed the student employee's total quarterly appointment. A 25% Reader should have just about 110 hours of work assigned per quarter, and likewise 220 hours per quarter for 50% Readers. Please keep the cumulative work assigned in mind, and contact your Graduate Program Coordinator if it appears the assigned grading or prep work will exceed the total hours allotted for the quarter.

As you might expect, it's okay if those hours vary as the quarter progresses. 10 hours per week is a "perfect" average for a 25% appointment, but more or less are okay (as long as they do not exceed 8 hours per day or 40 hours per week). In practice, it’s unlikely that a Reader has a ton of grading to do during Week 1, whereas they may have more than 10 hours per week right after a midterm.

Timesheet FAQs

• So TAs and GSRs can report blank timesheets and still get paid?
• Correct! They only need to report hours out, whether paid or unpaid. If you know a TA was present for a whole month of work, and they submit a blank timesheet to you, and you approve it, everyone has done everything they needed to and the TA will be paid appropriately.
• I’m going to be away/offline during the approval window. What do I do?
• Please let your Graduate Program Coordinator know. The staff will work with you to ensure that a backup approver is in place, and collect any relevant information about the student's work necessary for timesheet review.
• The student employee assigned to my course is not working during scheduled work times.
• First and foremost, it's alright to reach out to them to ensure they're okay. If you have any concerns about their health and safety, please do inform your staff Graduate Program Coordinator. 
  
  They may have elected not to work due to participation in protected labor action. That's okay too; the important thing on your end is to simply acknowledge that without discouragement or punitive action and direct any questions they may have to their union representative or Public Employment Relations Board. From a timesheet perspective, they will be able to enter Leave Without Pay ("LWOP") on their timesheet for any days for which this is applicable.
• I see that I can edit a student's timesheet. Should I do so if they've entered something incorrect?
• Generally, no. In most circumstances, it's best to click "Return", to send it back to them for changes. If the student doesn't have internet access but is still in contact (let's say they are performing research somewhere where they have only a voice line, and forgot their acoustic coupler modem), it is okay to edit their timesheet on their behalf, with their permission. 
  
  If they are incapable of filling out their timesheet due to illness/injury/etc., that would be grounds to edit the timesheet on their behalf – but in practice, please let your Graduate Program Coordinator know, as we'll want to ensure they're getting connected with leave options and so forth.
• I clicked "Approve". What happens next?
• TRS will reflect that the timesheet was submitted to the Departmental Timesheet Administrator, or DTA. Nothing else you need to do!
• My Reader/Student Assistant's hours don't match their appointment.

• That’s likely okay. An appointment at 25% / 110 hours per quarter should average 10 hours a week, but more or less are okay (as long as they don’t exceed 8 hours per day or 40 hours per week). In practice, it’s unlikely that a Reader has a ton of grading to do during Week 1, whereas they may have more than 10 hours per week right after a midterm.

  In principle, the two things to watch out for are 

  • • Hours reported which do not accurately reflect time worked, and 

    • Hours which are on track to vary significantly from the student’s appointment (e.g. a 25% Reader who reports 10 hours in Week 1, 28 hours in Week 2, and 26 hours in Week 3). 

  In either case, please inform your staff Graduate Program Coordinator as quickly as possible.

• My TA/GSR reported 4.75 sick hours. Shouldn't that be reported in increments of 8?
• That's correct! As salaried employees, TAs and GSRs should be recording time off in one-day increments (you can see our info on "Short-Term Leave" for a quick check). Please "Return" the timesheet to the student to correct this to a full day (or no day).
• Do Readers need to attend lectures? I thought they just grade.
• Readers are typically required to attend lectures, as specified by the Description of Duties you submit for your course. Although not a contractual requirement, it is atypical for a Reader to be absolved from lecture attendance.

Do you have a timesheet question not answered here? We'd love to add it! Please let Will know.