Policy Guidelines for Student Employment
- Allowable Work Hour
The University may not employ students to work 1,000 hours or more during a rolling 12 month period. All hours a student works for the University will be counted toward the 1,000 hour limit. Student workers should generally be limited to 20 hours per week so that the requirements for the position are expected to be less than 1,000 hours during a rolling 12 month period. This is important for academic reasons and to assure compliance with applicable laws and regulations.
Students may work at multiple departments. However, all employing departments must monitor total hours worked in all departments, so that the student does not exceed the 1,000 hour limit. Timesheet approvers and the Office of Student Employment will monitor a student’s hours worked. When a student has worked more than 1,000 hours, the student must stop working until the student’s total hours drop below 1,000. Timesheet approvers should monitor student employees’ hours every pay period. The Office of Student Employment will remove from payroll students who go over 1,000 hours in a rolling 12 month period.
To reinstate a student employee that has been removed from payroll after reaching 1,000 hours, the employee’s supervisor must submit a new clearance form to the Office of Student Employment.
The rolling 12 month, 1,000 hour limit is effective December 1, 2013.
In addition to the 1,000 hour limitation set forth above, per USCIS regulations international students can only work up to a total of 20 hours per week university-wide while school is in session and full time during school breaks and vacations, including summer. Working more than 20 hours a week while school is in session can cause the student to be in violation of status and may require the student to apply for reinstatement of status. Any international student found to be working more than 20 hours will be immediately removed from payroll (i.e., terminated). The student will be required to withdraw from classes and return to their home country at which time the student may reapply to the institution. Both the student and Missouri State University can be subject to penalties associated with international students working who are in violation of their status. For further policies concerning international students, please refer to Op7.15-8 International Students.
Overtime is defined as work in excess of 40 hours per week. If a student employee works over 40 hours in a week, the student employee must be compensated at the rate of one and one-half times the regular rate of pay for the hours over 40.
- Social Security
Student wages will be exempt from Social Security taxes if the following conditions are met:
- Undergraduate student employees must be enrolled in at least six credit hours for fall and spring semesters and three credit hours during the summer session.
- Graduate students must be enrolled in at least five credit hours for fall and spring semesters and three credit hours during the summer session.
- International students are generally exempt from social security depending upon their tax status. Resident Aliens will be subject to the domestic student rule as stated above. Any international student NOT in F-1, J-1, Q-1 or M-1 visa status will be subject to the domestic student rule.
Enrollment will be checked prior to payroll checks being issued. If the enrollment criterion is not met, Social Security taxes will be withheld from all earnings for the pay period.
Hours worked between semesters are exempt from Social Security taxes if the student was enrolled in the previous semester and is eligible for enrollment for the upcoming semester.
- Conditions of Employment
Student employees are employees at will and are hired on an as-needed basis. This means that the student's employment can be terminated at any time. The University makes every effort to employ as many students as possible but there is no guarantee that a student will find a position. Student employees are covered by Workmen's Compensation in case of an accident on the job but are not eligible to receive most other employment benefits such as, but not limited to: paid vacation, sick leave, holiday leave, medical, dental, life and long-term disability insurance, unemployment compensation insurance and retirement benefits.
- Other Applicable Policies
Student employment at the University is governed by a wide array of other University policies, many of which are not found or specifically referenced in this handbook. Many such policies may be found in the University’s policy library. Applicable policies include, but are not limited to:
- Non-Discrimination Policy Statement
- Whistleblower Policy (Ethics Hotline)
- Complaint Procedures
- Employee Disability Accommodation Policy and Procedures
- Equal Opportunity and Affirmative Action Policy
- Prohibition of Discrimination and Harassment Policy
- Alcohol and Drug Abuse Policy
- Employee Handbook for Administrative, Professional, and Support Staff Employees (applicable to the extent it is not inconsistent with this handbook or practices otherwise duly authorized by the University for student employees)
- Tobacco Use / Smoking Policy
Line of authority
Responsible administrator and office: Vice President for Student Affairs
Contact person in that office: Vice President for Student Affairs
Presidential approval: August 12, 2013