Reports - UW-Madison Student Employee Graduation Audit

This document describes the UW-Madison Student Employee Graduation Audit report distributed shortly before and after the end of each academic term.


Per campus policy, student appointments need to be terminated by the last day of the pay period of the completed academic term. The UW-Madison Student Employee Graduation Audit report is intended to help you identify student employees who have graduated or will be graduating at the end of the current academic term so you can enter terminations as appropriate. OHR will create and distribute a report to campus payroll contacts roughly one week after the beginning of each term and roughly one month before the end of each term:

Table of dates for academic terms and report distributions
Term Typical Term Dates Term Begin Report Sent Term End Report Sent
Fall Early September - Mid December September 8 November 21
Spring Late January - mid May February 1 April 21

(3- and 4-week sessions)

Late May - mid June June 1 June 21*

(8-week sessions)

Mid June - mid August June 21* August 21

*One report will be sent on June 21st that can be used for both end of 3- and 4-week summer sessions and beginning of 8-week summer session.

The report identifies currently active student jobs (those with an employee classification of Student Help (SH) or Student Assistant (SA)) and then pulls in UW-Madison student data from SIS. The Status field indicates whether a job is OK or if it requires action.

TL Approvers are included in lieu of Reports To (supervisors) as a potential contact point for divisions to discuss the jobs. These only include “primary” TL approvers, not backup approvers. When there are multiple report rows for the same job, it’s because they have multiple “primary” TL approvers. Note: although Reports To in Job Data was made a required field in HRS in late 2023, UWSS has not made this data available in the EPM data warehouse so it cannot be added to these reports.

Required Action

Take appropriate action for each job based on the Status column.

Possible Status Values

Error: Student employee has past UW-Madison graduation term

A student who has already graduated and is not currently enrolled in any academic program at UW-Madison still holds an active student job. Check SIS to confirm UW-Madison graduation and verify with the student employee that they are not a student at another institution, then terminate the job immediately.

Warning: Graduating student has no job end date

A job for a student employee who is expected to graduate in the current academic term does not have a job end date (expected or actual), so their job would not automatically terminate prior to the end of the pay period. It is recommended to add an Expected Job End Date or enter a termination row to make sure their job is ended appropriately.

Warning: Graduating student with job end date after pay period

A job for a student employee who is expected to graduate in the current academic term has a job end date (expected or actual) that is after the end of the pay period. Since jobs for graduating student employees must end by the final date of the pay period containing the Academic Term End Date, the job end date must be changed to an earlier date.

Warning: Person is not UW student; check if student is graduating from their institution

The student employee is not a student at UW-Madison so we can't know from institutional data if they are expecting to graduate during the current academic term or not. HR should verify the student employee's graduation status directly and enter an Expected Job End Date or termination row if the student is planning to graduate during the current academic term.


The student is not expected to graduate in the current academic term and there is no action required for the job.

Contact and Support

For questions about how to appropriately enter job changes, contact OHR Payroll.

For questions or issues about the report contents, contact OHR HRIS.

Keywordsstudent help, sh, student assistant, sa, graduation, graduating   Doc ID129796
OwnerColin S.GroupHR COP
Created2023-07-18 10:05:26Updated2024-03-19 13:53:05
SitesHR Communities of Practice
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