Show relevant topic filters »
Student Hourly FAQs :: Student Hourly - FAQs

Common questions that student hiring managers have encountered in the process.

The Administrative Services Unit follows campus policy on student hourly employment at UW-Madison: 

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.

How many hours can my student work?

  • To avoid ACA penalties, you must ensure your SH employees are not working more than an average of 29.75 hours a week in any 90 day period of time.
  • All institutions under UW System are considered one employer for purposes of calculating hours worked per week
  • 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.

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, you must refer to the Federal Contractor wage requirements to determine minimum wage.
  • 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. Please keep in mind pay increases are made effective at the start of an upcoming pay period. 

My student employee is graduating. Can they still work for me?

  • Under graduate students that are graduating may work through the last day of the pay period that they graduate. Please contact to determine relevant upcoming graduation dates.
  • For Graduate students receiving their degree, you must refer to the Graduate School's guidance on Degree Conferral/Payroll End Dates to determine the last day they are eligible to work in their student hourly position:
  • To hear about other options to continue short term employment for your graduating student, contact

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:
  • For non-POTs, a background check is not required for Student Hourly employment 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

Topics Map > Student Hourly Hire > Student Hourly FAQs
Results : 1-1 of 1
Search result for "": 1-1
No.Document TitleIDUpdatedHits
1 Student Hourly - FAQs

Not finding what you are looking for? Suggest a new document be created.