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UPPS 07.07.03 - Hourly Student Employment Procedures

Hourly Student Employment Procedures

UPPS No. 07.07.03
Issue No. 11
Effective Date: 11/21/2019
Next Review Date: 7/01/2022 (E3Y)
Sr. Reviewer: Director, Career Services

  1. POLICY STATEMENTS

    1. This policy provides an organized procedure whereby students seeking part-time hourly employment, and the respective departments and offices of Texas State University seeking part-time hourly student employees will receive maximum benefits from the Student Employment Program.

    2. Specific objectives of the student employment policy are to:

      1. provide information to both the student and the employing university department;

      2. ensure compliance with federal, state, and university regulations, policies, and guidelines; and

      3. complement and strengthen the educational program and support the educational goals of the student.

  2. DEFINITIONS

    1. Student Employee – a position reserved for only a university student. All student employees, except for selected graduate student employees, are non-exempt and are subject to FLSA overtime provisions.

    2. Student Employee Titles and Descriptions:

      1. Undergraduate Instructional Assistants – employed by an academic department and are responsible for a specific group of students. Additional Texas State requirements include enrollment in six semester credit hours in an undergraduate degree program (except for the final semester of enrollment), classification as an undergraduate student, and teaching duties. They are appointed via a Personnel Change Request (PCR) and paid an hourly rate on a semi-monthly basis from approved time entry.

      2. Regular-Wage Student Employees – student workers who:

        1. do not meet the criteria for undergraduate instructional assistants and are not paid from federal or state work-study funds; or

        2. do not meet the criteria for graduate student assistantships outlined in UPPS No. 07.07.06, Salaried Graduate Student Employment. They are appointed via PCR and paid an hourly rate on a semi-monthly basis from approved time entry.

      3. Work-Study Student Employees – any student workers who:

        1. do not meet the criteria for undergraduate instructional assistants and are paid from federal or state work-study funds; or

        2. do not meet the criteria for graduate student assistantships outlined in UPPS No. 07.07.06, Salaried Graduate Student Employment. They are appointed via PCR and paid an hourly rate on a semi-monthly basis from approved time entry.

    3. Department Head --individual assigned administrative responsibility for employees grouped in a departmental unit. This person also maintains all departmental budgets.

  3. Non-Discrimination

    1. Texas State is committed to an inclusive educational and work environment that provides equal opportunity and access to all qualified persons. Texas State, to the extent not in conflict with federal or state law, prohibits discrimination on the basis of race, color, national origin, age, sex, religion, disability, veterans’ status, sexual orientation, gender identity, or gender expression.
  4. PROCEDURES FOR HIRING A STUDENT EMPLOYEE

    1. Posting Vacant Positions

      All vacant positions for student employees must be posted by the department head or authorized delegate on Jobs4Cats, which can be found on the Career Services website. All vacant positions must be posted for a minimum of three business days or until the positions are filled, excluding university holidays or closure days.

    2. Hiring Decisions

      In all cases, the department head will decide who is hired according to the position’s qualifications and standards.

    3. Appointment and Related Forms

      1. For all student employee appointments, the department head must forward a PCR and the required support documents to Human Resources (see instructions and forms on the HR Master Data Center website). Human Resources will not process the student appointment until all required paperwork has been submitted. It is the department head’s responsibility to ensure required paperwork is completed and submitted to Human Resources by published PCR deadlines.

      2. If paid from federal or state work-study funds, the department will verify the student’s work-study award and notify the Financial Aid and Scholarships (FAS) Office of the student’s appointment via the online Financial Aid Work Study Tool.

      3. In all cases, student employees cannot concurrently hold an hourly appointment and a monthly, salaried appointment, nor can they concurrently hold multiple work-study appointments. Hourly student employees may concurrently hold multiple regular-wage appointments or a combination of a work-study and regular-wage appointment.

    4. Pay Rates and Budgets

      1. Each of the job titles identified in Section 02.02 is paid in accordance with the pay schedule, as shown in the University Pay Plan. Within that plan, the department head will establish the hourly rate at which the student will be paid based on the student’s prior experience and degree of skill or training. The appropriate university vice president must approve any rate above the designated pay schedule limit for student employees.

      2. The department head will ensure that the departmental budget contains sufficient student wage funds to pay student employees hired on regular student wages.

      3. For students hired on the work-study program, the department head will budget funds for the appropriate percentage of matching funds, as designated annually by President’s Cabinet for budget accounts with fund 20200010XX and above.

      4. Career Services will provide the President’s Cabinet with an annual report reflecting the students’ name, division, and hourly wage rate for those student employees paid on the October payroll at a rate higher than the designated pay schedule limit.

      5. The overtime provisions in UPPS No. 04.04.16, Overtime and Compensatory Time Policy, apply to student employment. Student employment must also abide by provisions outlined by the Affordable Care Act (ACA) and will apply to students who accumulate 1,560 work hours or more annually for all Texas State appointments. An outline of ACA compliance can be found here.

      6. If a student has multiple positions, the responsibility for overtime payment is prorated based on the number of hours worked in each appointment during the week in which the overtime occurred.

    5. Rehires and Additional Appointments

      1. The department head should process a quick rehire PCR for any student employees returning to work after a break in service. It is recommended that departments submit the quick rehire PCR as soon as the start date and funding information is known for the fall semester.

      2. An additional appointment PCR should be processed to hire a student employee into an additional position or to update a position that requires a payroll area change.

    6. Breaks in Service and Separation

      1. Student employees who are inactive or have a break in service (i.e., who do not work the summer session) require a separation PCR. The department head must complete a separation PCR as soon as the last working day is confirmed with time entry completed and approved.

      2. The department head will complete and submit a PCR to Human Resources whenever a student either voluntarily resigns or is terminated. Steps to complete a separation PCR can be found on the HR Master Data Center website.

      3. The department head will make all separations effective the last day the student actually worked.

  5. ELIGIBILITY FOR HOURLY STUDENT EMPLOYMENT

    1. Course Enrollment

      1. Student employees must maintain enrollment for at least six semester credit hours in the fall and spring semesters unless the student is in the last semester of enrollment prior to graduation. Course enrollment during the summer is not necessary if the student was enrolled during the previous spring semester and is enrolled in a minimum of six semester credit hours in the following fall semester. The appropriate university vice president will address exceptions on an individual basis.

      2. Federal work-study student employees must maintain enrollment during a fall, spring, or summer semester to retain eligibility for work-study funds. The only exception is for teacher certificate students who must be enrolled at least half time. In addition, state work-study student employees must be enrolled at least half time to retain their eligibility for state work-study funds.

    2. Eligibility for Work-Study Positions

      To be eligible for a work-study position, a student must have a current Free Application for Federal Student Aid (FAFSA) on file with FAS. FAS will determine a student’s eligibility for work-study award. Eligible students are normally awarded federal or state work-study funds for the nine-month academic year (fall and spring semesters) or summer session. The department head can review the student employee’s award period, as well as the amount, through the Financial Aid Work Study Tool. One-half of an academic year award is for the fall semester and one-half is for the spring semester, unless otherwise indicated on the Texas State Self-Service site. The student may be able to transfer the remaining fall semester award balances to the spring semester award. A summer federal or state work-study award is separate from fall or spring. To apply for summer work-study funds, a student must, in addition to having a current year FAFSA on file with FAS, complete a Summer Financial Aid Application, which requires a new Work-Study Authorization.

    3. Nepotism

      To be eligible for student employment, all appointments must conform to policy set forth by UPPS No. 04.04.07, Nepotism and Related Employment.

  6. WORK HOURS FOR HOURLY STUDENT EMPLOYMENT

    1. During the Academic Semester

      While enrolled in an academic semester, student employees are limited to a maximum of 25 hours per week and must not exceed 1,560 hours annually (see Section 04.04. e.). The appropriate vice president must approve any hours worked in excess of 25 hours per week, prior to the commencement of work. International students in F-1 or J-1 status are limited to 20 hours per week, with no exceptions. Violations will jeopardize the students’ visa status. Questions regarding international student employment may be directed to the International Affairs Office.

    2. During University Breaks

      Between academic semesters (after the final commencement ceremony and up to the first day of the next semester) student employees can work a maximum of 40 hours per week if otherwise eligible. During the summer semester, students may work a maximum of 40 hours per week during the portion of the summer term they are not enrolled in class. International students in F-1 or J-1 status may work a maximum of 40 hours per week between academic semesters and during the summer, as long as they are enrolling full-time the next semester.

    3. Working During Scheduled Class Time

      Student employees are not allowed to work during class time. The employing department is responsible for ensuring that no students are working during a time in which they should be attending class.

  7. PROCEDURES FOR TIME REPORTS AND PAY DISTRIBUTION

    1. Record Keeping Procedures

      The department head will train student employees on timekeeping procedures to comply with one of the processes listed below. The student must submit hours worked according to the schedule outlined by the Payroll and Tax Compliance Office. Departments are required to have their work-study students enter their time per hour so time worked can be tracked appropriately for audit and compliance purposes.

      1. The student may enter time via the SAP Portal Employee Self-Service site for approval by the immediate supervisor. Entries must be saved and released at the end of each work week. Supervisors are responsible for approving time entries to meet the published deadlines from the Payroll and Tax Compliance Office.

      2. The student may record time on a Semi-Monthly Time Report signed by the employee and immediate supervisor, and entered into the Human Resources timekeeping system by the departmental time administrator. The time administrator must complete entry by the Payroll and Tax Compliance Office’s published deadlines.

    2. Pay Distribution Procedures

      1. Student employees may elect to have their university payments sent electronically via direct deposit, otherwise a check will be printed and will be available for pickup in the Student Business Services Cashier’s Office on pay day, according to the published payroll calendar.

      2. Students may enroll in direct deposit on the SAP Portal Employee Self-Service site. Instructions are available on the Payroll and Tax Compliance Office website, Resources & Forms. They may also complete the direct deposit form in person at the Payroll and Tax Compliance Office.

      3. Students may view their detailed pay statement via the SAP Portal Employee Self-Service site. Instructions are available on the Payroll and Tax Compliance Office website.

  8. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      Position Date
      Director, Career Services July 1 E3Y
      Assistant Vice President for Human Resources July 1 E3Y
      Director, Payroll and Tax Compliance July 1 E3Y
      Director, Financial Aid and Scholarships July 1 E3Y
      Director, Faculty and Academic Resources July 1 E3Y
      Chief Diversity Officer and Director, Equity and Inclusion July 1 E3Y
  9. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Director of Career Services; senior reviewer of this UPPS

    Vice President for Student Affairs

    President