Student Hourly - FAQs


There are recent changes to the the student hourly hiring process. New recruitment’s for all Student Help positions are still suspended until further notice, unless approved by your school/college/division Dean or Vice Chancellor.

For the most up to date information make sure to: 

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?

  • 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.
  • 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 . 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 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 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?

  • Graduating students may work through the last day of the pay period that they graduate. Please contact to determine relevant upcoming graduation dates and pay periods of your graduating student.
  • To hear about other options for short term employment, contact

Do student employees need to pass a criminal background check?

What if I need to employ a high-school student (Ages 16-17)?

Keywords:FAQ,Student-Hiring,Student-Job-Platform, Student   Doc ID:99876
Owner:Anne Y.Group:Administrative Services Unit
Created:2020-04-01 13:12 CDTUpdated:2020-04-28 11:47 CDT
Sites:Administrative Services Unit
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