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Divisional HR - Recruitment - 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?

  • ASU OHR starts students at the start of an upcoming pay period. 
  • 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 the 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 asu.exthr@ohr.wisc.edu 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 asu.exthr@ohr.wisc.edu 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?

  • They cannot continue to work for you as a student hourly employee
  • Graduating students may work through the last day of the pay period that they graduate. Please contact asu.exthr@ohr.wisc.edu to determine relevant upcoming graduation dates and pay periods of your graduating student.
  • If you would like to convert your student hourly employee to a temporary employee please contact asu.exthr@ohr.wisc.edu

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. If these criteria are met, the position is considered a Position of Trust (POT) and employment is contingent on the results of a background check per UW-Madison policy:
  • For non-POTs, a background check is not required per UW-Madison policy but may still be requested at the discretion of the hiring unit.

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.
  • Student Hourly Employees




Keywords:FAQ,Student-Hiring,Student-Job-Platform   Doc ID:97509
Owner:Nathaniel S.Group:Extension Employee Handbook
Created:2020-01-30 16:51 CDTUpdated:2020-06-16 10:55 CDT
Sites:Extension Employee Handbook
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