06/10/2024
By James Kohl

Effective with the pay cycle starting June 2, 2024, UMass Lowell has launched a new timekeeping system for student employees hired through JobHawk: TimesheetX. Since its adoption in 2015, JobHawk has been used to recruit, hire, and onboard students through its JobX module. With the addition of the TimesheetX module, JobHawk’s functionality is being expanded to include timekeeping for students hired through JobHawk. The initial launch of this new system is exclusively for students hired through JobHawk and does not impact employment associated with a sponsored award or student employees hired as Teaching Assistants and/or Research Assistants.

TimesheetX offers enhanced benefits for student employees, supervisors, and the university to include:

  • Mobile friendly clock-in/clock-out process for student employees, with timesheet submission at the click of a button after the last shift is worked in a pay cycle;
  • Secondary supervisors ability to approve or edit time when the primary supervisor is unavailable ensuring that students are paid in a timely manner;
  • Elimination of the need for supervisors to keep back-up documentation of hours worked for audit purposes;
  • Ability for supervisors to see remaining funds in work study awards and departmental contracts without needing to consult the department’s budget manager;
  • Removing work from departmental timekeepers for missed pay from prior pay cycles; and
  • Minimization of compliance risks related to labor laws and work study regulations.

Under this initiative, supervisors will utilize JobHawk/TimesheetX to approve student employees’ time who were hired through JobHawk and continue to use HR Direct to approve staff and grant-funded positions. Despite the use of two systems, the greater functionality of TimesheetX will result in a net benefit to the university and the student employee.

In preparation for the soft launch, Summer 2024 student employees and supervisors were notified of the upcoming change, and have been provided with 5 virtual training opportunities each to learn about the addition of TimesheetX , its functionality and usage.

On-going training for this platform will include virtual training sessions – a minimum of 4 per month for student employees and for supervisors -- in July, August, and September in preparation for broader use of TimesheetX for the nearly 2000 student employees hired annually through JobHawk.

This initiative has been made possible due to collaboration between Student Employment, Human Resources (and most directly Payroll), and the President’s Office.

Questions about this change should be directed to Candice_Garabedian@uml.edu or Kerry_WillardBray@uml.edu.