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Student Hourly - FAQs
Common questions that student hiring managers have encountered in the process.
I’ve selected the student I want to hire, why can’t they start tomorrow?
- Students must be hired in UW-Madison’s Human Resources System (HRS) before they are eligible to be paid for their work. This allows time to gather necessary information and properly hire a student in HRS.
- ASU OHR starts students at the start of an upcoming pay period.
How many hours can my student work?
- All institutions under UW System are considered one employer for purposes of calculating hours worked per week.
- Student employees may not work over 25 hours a week during the Academic school year but may work up to 40 hours a week during breaks and the Summer semester (cumulative among all UW System appointments).
- All Student Hourly employees who are working for a time period that is longer than 89 consecutive days must average below 30 hours per week (cumulative among all UW System appointments . A Student Hourly employee working for a time period that is under 90 days may work 40 hours per week only during the summer semester without any Affordable Care Act (ACA) infraction.
- Keep in mind that students are non-exempt from FLSA regulations, meaning that they are subject to overtime compensation.
- Some international students, depending on their visa status, may be prohibited from working more than 20 hours per week during the academic year.
- **Some graduate students may not work over 30 hours a week. Please check in with ASU if you are seeking to employ a graduate student as a Student Hourly Employee**
What do I do when a student is done working in my department?
- Notify firstname.lastname@example.org with the following info:
- Student’s full name and employee ID
- Reason for leaving: Resignation, Discharge, Graduation, End of Demand, etc.
- Last working date in the department
What requirements must be met for an individual to be employed as a student hourly employee?
- Must be enrolled in credits at an educational institution
- Must be age 16 or older
- Must be enrolled for credits in the current semester. Exception: Any student who has been accepted for fall enrollment or is continuing in the fall semester after completion of the spring semester or is enrolled during the summer is eligible for summer employment.
- The position is incidental to the individual's purpose or presence at the institution as a student
Who is responsible for ensuring the individual is eligible to be employed as a student?
- The supervisor/hiring department.
How much can I pay my student employee?
- If the work performed falls under Executive order 13658 in connection with certain federal contracts, the minimum wage is $10.60 per Federal Contractor wage requirements.
- The campus minimum for student hourly employees is $10 and the maximum $25. If the work is not federally funded, any hourly rate within that range may be applied at the discretion of the hiring unit.
- You must contact the email@example.com to request a rate increase for a student employee. Please make sure to work with your supervisor to get email documentation of approval for the rate increase prior to contacting ASU OHR.
My student employee is graduating. Can they still work for me?
Do student employees need to pass a criminal background check?
- If a student will be working with youth under 18 and/or in camp setting the position is considered a Position of Trust (POT) and employment is contingent on the results of a background check per policy:
- University of Wisconsin System Criminal Background Check Policy
- University of Wisconsin-Madison Criminal Background Check Policy
- For non-POTs, a background check is not required per UW-Madison policy but may still be required at the discretion of the hiring unit.
- If you are are unsure if your position will require a background check, ASU will help you make the determination before your job is posted to the UW Student Jobs.
What if I need to employ a high-school student (Ages 16-17)?
- If you plan to hire a minor for a student hourly position (Ages 16-17) please make sure to review relevant Wisconsin Department of Workforce Development policies and guidelines prior to creating the job offer.
- Wisconsin has no limit of hours worked during non-school week on daily hours or nightwork for 16-and 17-year-olds. However, they must be paid time and one-half for work in excess of 10 hours per day or 40 hours per week, which ever is greater. Additionally, 8 hours rest is required between end of work and start of work the next day, and any work between 12:30 a.m. and 5 a.m. must be directly supervised by an adult.
- UW-Madison Policy - Student Hourly Employee
- UW-System Policy - Student Employment