Student Employment Handbook
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Policy and procedure Manual
- Types of Student Employment
- Campus Policy Governing Eligibility for Student Employment
- Financial Aid and Student Employment Eligibility
- Conditions of Employment
- Wage Rates
- Lump Sum Payments
- Wage Increases
- Termination of a Student's Employment
- International Students
- Work Authorizations
- Form I-9, Employment Eligibility Verification
- Time Entry
- Hours of Work Allowed
- Internships and Co-ops
- Affirmative Action Guidelines
- Policy on Drug Free Work Place for Student Employees
- Federal Work-Study Conditions of Employment and Limitations
The University of Wisconsin-Platteville employs students on two types of payroll: the Federal Work-Study Program and Regular Student Employment. This handbook sets forth the University of Wisconsin-Platteville’s operational policies and procedures for employment of students through these defined programs.
The purpose of student employment is to stimulate and promote the part-time employment of students who need earnings from such employment to help meet their cost of attendance. Through student employment the university can help maximize its financial assistance to students and at the same time benefit from the services performed by those students.
Employers should remain aware that student employment is an integral part of the student’s education. Properly trained student employees will in the near future become highly marketable alumni. This is the type of outreach program and high impact practice that carries with it lasting, beneficial economic results for the student, university and the community.
The Financial Aid Office has general administrative authority over student employment, determines student eligibility to work, and initiates the forms to place students on payroll. This office also verifies state and federal compliance towards affirmative action and equal opportunity guidelines, monitors for equitable wage rates, ensures appropriate earning conditions and restrictions are maintained, and reviews university records to ensure that students maintain proper credit loads. This office is delegated the authority to terminate employment of students in instances of program abuse.
A full list of student employment opportunities is available in the Student Employment/Financial Aid Office or on the On-Line Job Board available on the Financial Aid website.
Federal Work-Study is one of the Title IV federal financial aid programs, which consists of funds given to the educational institution to help create jobs. A qualified student is allocated an amount of money that the student can earn during the academic year. In order to qualify for this program, the student must complete a Free Application for Federal Student Aid (FAFSA) to determine need.
Regular Student Employment is a type of student employment that is not based on the financial need determined by the student’s completed FAFSA application.
Any student taking six (6) credits or more per semester may work under the student employment program during the academic year. If a student drops below six credits that student must terminate all jobs on the student employment payroll.
A student who attends the fall semester but is not returning the following spring semester must terminate student employment the last day of the fall semester.
Students must meet one (1) of the following criteria to be eligible to work on campus during the summer months:
- Enrolled in the spring and returning in the fall, OR not enrolled in the spring but accepted for the fall semester. NOTE: Summer school classes are not necessary for regular or work-study employment in this case.
- Enrolled in the spring, graduating in August—student may work on campus from the end of the spring semester through the last week of the summer session if enrolled for at least three (3) credits in the summer (includes work-study, if eligible).
- Enrolled in the spring, not returning in the fall—if student registered and paid for at least three (3) credits for summer session, may work on regular student employment from the end of the spring semester through the last week of the summer session.
- Not enrolled in the spring and not attending in the fall, however, attending the summer session—if the student has registered and paid for three (3) credits, that student may work on regular student employment from the end of the spring semester through the last week of the summer session.
Students who do not receive financial aid from the federally funded student aid programs are eligible to work under regular (state funded) employment only, with no limitations on the amount the student can earn. Regular student employment is not given on the basis of need and is not considered a financial aid award, but as income.
Only students who apply for and are awarded Federal Work-Study can work under the Federal Work-Study Program. The amount the student can earn from Federal Work-Study Program is limited to the amount of that student’s allotment. Under the university payroll system, the student’s work-study allotment will automatically change to regular student employment once the student’s work-study allotment is earned.
Work-Study students will have a student work authorization distributed to their individual campus mail boxes. Regular student employees must visit the Financial Aid Office in order to obtain a student work authorization. Either authorization must be completed by the student, employer, and Financial Aid Office before the student may begin working.
Students may complete a financial aid application at any time during the year for a determination of eligibility for the Federal Work-Study Program. Actual awards depend on the financial need of the student and the availability of funds.
- The departmental employer is responsible for ensuring all student employees work under reasonable conditions and are properly supervised. The employer is responsible for the training and supervision of student employees according to acceptable office procedures.
- The employer must complete the “Hiring Department Section” of the work authorization form for the student and remind the student to return the completed work authorization to the Payroll Office in a timely manner. The work authorization must be completed and delivered to the Payroll Office prior to the student starting employment.
- Departments are expected to assist those students who have work-study allotments to “pace” themselves throughout the year. It is the responsibility of the student’s supervisor in conjunction with the student to monitor the hours the student works and the amount the student is earning.
- It is recommended that students work no more than 20 hours per week during the academic year, and no more than 40 hours per week during the summer.
- Wages paid to students through the Federal Work-Study Program must remain within the student’s work-study allotment. Once a student has reached the work-study allotment, earnings will automatically be taken from regular funds unless the student’s work authorization is canceled. Work authorizations are canceled for off-campus work-study student employees once the student has reached the work-study allotment. The off-campus organization will be responsible for any earnings over the allotment indicated on the work authorization.
- The purpose of student employment is to meet the general public good of the university. In no case may a university employer receive personal benefit or gain from the services of the student employees. In no case may a student be paid for receiving instruction in a classroom, laboratory, or other academic setting.
- Regulatory provisions do not prohibit a student from being employed at more than one location on campus. If a student has a work-study allotment and the department schedules the student to earn the entire allotment during the academic year, the departmental supervisor should discuss the ramification of other jobs with the student employee. Departments may impose conditions or terms of employment prohibiting dual jobs, providing students have reasonable capability of reaching their work-study allotments.
- The Fair Labor Standards Act of 1938, as amended, prohibit institutions from accepting voluntary services from any paid employee. Therefore, any student who is employed must be paid for all hours worked.
- Student employee benefits include coverage under the Worker’s Compensation Law. This allows for payment of medical expenses and/or lost wages resulting from an illness or injury by reason of his/her work. All accidents must be reported on the appropriate form to the Workers’ Compensation Coordinator in the Payroll Office within 24 hours.
- The student must obtain a work authorization. Work-study students will have a work authorization distributed their campus mail boxes. Regular student employees may obtain a work authorization in person from the Financial Aid Office. Students must return the completed work authorization to the Payroll Office.
- It is the responsibility of the student in conjunction with the student’s supervisor to monitor the hours the student works and the amount the student is earning. Wages paid to work-study students must remain within the work-study allotment indicated on the student work authorization. Any questions regarding work-study allotments can be directed to the Financial Aid Office.
- If the student cannot for any reason work when scheduled, it is the student’s responsibility to notify the supervisor in a timely manner.
- The student must report time worked honestly and accurately.
- Student employees should conduct themselves in a professional manner while on the job. This includes appropriate dress, telephone etiquette, courtesy when meeting the public and conscientious performance of assigned tasks.
- Student employees should report immediately, to the student’s supervisor, any work-related accident or injury. The injury must be reported on the appropriate form to the Workers’ Compensation Coordinator in the Payroll Office within 24 hours.
On-campus employers are required to pay all student employees at least the Federal minimum wage. Employers are asked to follow the Student Employment Wage Guidelines for rates above the Federal minimum wage. When employed on an hourly basis the student’s salary shall not exceed the minimum of the salary range for Limited Term Employees with similar duties, and shall provide compatibility between regular student rates and work-study rates as governed by federal regulations promulgated by the U.S. Department of Education.
All students must be paid through the hourly process unless the job responsibilities fall within the UW System criteria for being paid through a lump sum process as outlined in Financial Administration-Employment of Student Help, GAPP Policy (G18). Exceptions to paying students through the hourly process must be pre-approved by the Student Employment Office in Financial Aid.
On occasion jobs may be of such a nature that determination of an hourly wage rate is not practical. Compensation for these types of positions can be on a non-hourly or salaried basis. When there is no direct relationship between effort and hours worked, the position may be established as non-hourly or salaried. Such positions are frequently managerial/supervisory or otherwise semi- or para-professional in nature, requiring the employee to "work upon demand," apply special skills, or both. Student managers/supervisors of University Centers, theaters and other cultural events, summer orientation leaders and residence hall counselors are typical examples of non-hourly student employees. Student employees in this category are paid through the regular student payroll system on a lump sum payment.
Wage increases may be based on Longevity, Merit, or Change in Job Title.
- Longevity increase may be awarded to a student who has worked in a specific department for one academic year. Justification for the increase must be documented on the Student Payroll Longevity Wage Increase Form. The Student Payroll Longevity wage Increase Form is available online on the Human Resources Payroll Information webpage.
- Merit increase may be awarded to a student who has performed well in his/her position. The increase may be awarded after a student has worked one semester, or its equivalent, and must be supported by a performance evaluation attached to the Student Payroll Merit Wage Increase/Job Title Request Form. The Student Payroll Merit Wage Increase Form/Job Title Change Request Form is available online on the Human Resources Payroll Information webpage.
- In the event that the duties of the student have changed so substantially to result in a change in job title and salary range, a Student Payroll Merit Wage Increase/Job Title Change Request Form, with supporting documentation, must be submitted. The Student Payroll Merit Wage Increase/Job Title Change Request Form is available on the Human Resources Payroll Information website.
Wage increases may not exceed the salary range for the student’s position. The Wage Guidelines are available on the Human Resources Payroll Information webpage.
When an employee is consistently tardy, absent, or does not perform specified tasks satisfactorily, the employing department has a right to terminate that student’s employment. First, however, every effort should be made to counsel the employee and offer the opportunity to improve.
Should the employee not heed the warnings, the department should notify the student that the student is not being retained. The student may then be referred to the Student Employment Office/Financial Aid Office to seek out another employment opportunity.
Criminal acts, such as theft, may be cause for immediate dismissal of a student employee.
Employers must keep accurate records of any activities involved in the dismissal of a student employee.
International students with an F1 (Foreign Student) Visa may have one or more employment opportunities on campus. However, international students are limited to working 20 hours for all jobs during any week when class is in session. Summer session is determined by the student’s individual class schedule. International students may work 40 hours during any breaks, such as the break between the academic year semesters or spring break. International students having a graduate assistantship can only work hourly jobs if the combination of hours does not exceed the 20 hours per week when school is in session. For additional information regarding International Student employment, please contact the International Student Advisor on campus.
Once a student is determined eligible to work on campus and has been selected to be employed by the hiring department, the student is required to obtain a work authorization. Students employed with the Federal Work-Study Program will have a work authorization distributed to their campus mail boxes. Regular student employees can obtain a work authorization from the Financial Aid Office (Brigham Hall). All student employees will have work authorization signed off by the Financial Aid Office prior to delivering the completed work authorization to the Payroll Office located in Ullsvik Hall. All new student employees will complete an I-9 form in the Financial Aid Office prior to delivering the work authorization to the Payroll Office.
Once the student employee delivers the work authorization to the Payroll Office, the student will complete a Tax Withholding Form (W-4) and information pertaining to the student’s direct deposit. All student employees are required to supply the Payroll Office with copies of their social security cards. Whenever there are changes in name, address, exemption, or status, the student must complete and submit a new W-4 form. The student may not begin work and will not be paid until the work authorization form is on file in the Payroll Office.
International student employees will need to visit the Payroll Office upon being hired to obtain a letter in order to apply for a Social Security card. Once the Social Security Card is obtained, the international student employee can obtain a work authorization from the Financial Aid Office.
It is imperative that the employers and the student employees adhere to the work-study allotment indicated on the work authorization, as well as the departmental budget and allotment. The Financial Aid Office may not be able to increase a student’s work-study allotment once he/she has reached his/her maximum. In addition, any changes made to the student’s work-study allotment will be conveyed to the student. It is the responsibility of the student to inform his/her supervisor of any changes in his/her work-study allotment.
The Immigration Reform and Control Act of 1986 is a law written to insure that only American citizens and eligible aliens are authorized to work in the United State of America. This includes students working on the University of Wisconsin-Platteville student payroll, both Federal Work-Study and Regular Student Employment.
It is the responsibility of the Financial Aid Office to monitor this law as it pertains to student employees.
Student employees must complete a document called the Employment Eligibility Verification (Form I-9), which also requires specific forms of identification. The necessary documentation to complete the I-9 is listed on the form. This documentation must be photocopied and attached to the completed I-9 form. Students may not begin working until the I-9 form and the work authorization are completed.
If a student cannot or will not provide the Financial Aid Office with the necessary documents needed to complete Form I-9, then the student forfeits any employment opportunities with the Federal Work-Study Program or Regular Student Employment.
The University of Wisconsin-Platteville campus uses a web based time system for hourly student employees. Student supervisors are responsible for information on the procedures for student time entry. Information on pay dates and direct deposit information for students are available in the Payroll Office. Hourly students are paid on a bi-weekly basis. Student payment is directly deposited into the student’s selected financial account. Employers and student employees should both keep a daily log of hours worked. The supervisor will approve the time worked at the end of each pay period.
It is recommended that students work no more than 20 hours per week during the academic year, and no more than 40 hours per week during the summer. Students and employers are asked to carefully monitor the hours worked. If an overtime situation does occur, it will be paid at time and a half on the hours over 40 that occur in each week of the pay period. Overtime should be minimal and occur in isolated cases. Students must be advised not to work over 40 hours per week even when employed by two or more departments. The employing department where the student was working when the 40 hours is exceeded is the department that will be charged for the overtime.
Federal regulations limit international students to 20 hours per week (total for all employment) while school is in session.
Students with questions regarding internships and co-ops should contact the supervising department for more information.
From the Wisconsin Administrative Code: Code of Ethics ER-Pers 24.04-Standard Conduct:
No employee shall effectively recommend or decide to hire or promote another person when the person affected is a member of the employee’s immediate family unless certified from an open or promotional register.
Departments seeking student employees are required by law to ensure that all eligible applicants have reasonable access to vacancies. To provide assurance that the campus complies with affirmative action and equal opportunity requirements, all campus jobs must be advertised unless the position is filled by a student who held the position the previous academic year.
Employers have fulfilled the Affirmative Action requirement by listing their openings with the Student Employment Office/Financial Aid Office. To advertise student employment, the employer must complete an Employer Request From, which is located on the Financial Aid Office webpage.
Congress enacted the 1988 Federal Drug-Free Work Place Act, which places certain responsibilities on the University of Wisconsin-Platteville as the recipient of federal grants and contracts. Pursuant to the federal requirements and in keeping with current university policy, all University of Wisconsin-Platteville student employees are reminded that university rules, policies and practices prohibit the unlawful manufacture, distribution, dispensing, possession or use of controlled substances on all university property, worksite or during work time may be referred to counseling or treatment, and may be subject to disciplinary action up to and including loss of employment.
Student employees who are convicted of any criminal drug statute violation occurring in the workplace must notify their supervisor within five days of the conviction if the employees are employed by the university at the time of conviction.
Students who have problems with controlled substances are encouraged to contact the Student Assistance Program Coordinator for referral to counseling or treatment programs. Voluntary contacts with the Student Assistance Program Coordinator may remain confidential. The University of Wisconsin-Platteville Student Assistance Program Coordinator may be contacted by calling the Student Affairs Office at 608.342.1854.
From IFAP, FWS Conditions of Employment and Limitations, 34 CFR 675.20(c):
- All FWS work, whether on campus or off campus, has certain conditions and limitations.
- FWS employment must not displace employees (including those on strike) or impair existing service contracts.
FWS positions must not involve constructing, operating, or maintaining any part of a building used for religious worship or sectarian instruction.
- For example, if the part of the facility in which the student will work is used for religious worship or sectarian instruction, the work cannot involve construction, operation, or maintenance responsibilities.
- Neither a school nor an outside employer that has an agreement with the school to hire FWS students may solicit, accept, or permit the soliciting of a fee, commission, contribution, or gift as a condition for a student’s FWS employment.
The policies and procedures set forth in the University of Wisconsin-Platteville Student Employment Policy and Procedure Manual may be subject to change without notice.
Failure to abide by policies may result in loss of student employment and loss of work-study allotment for the student involved.
Any questions regarding work-study policies and procedures may be directed to the Student Employment Office/Financial Aid Office.
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