How to hire and support student employees
Student employment requirements
Student employment is meant to be ancillary to a student’s primary activity as an enrolled student pursuing a course of study at WMU. A number of federal regulations require more systematic tracking of hours worked for student employees (Fair Labor Standards Act, IRS taxation and the Affordable Care Act).
On January 1, 2014, student employee maximum allowable work hours were reduced to align with these regulations. Student employment provides students with a chance to learn skills and earn extra income; the net effect of this change may lead to more campus job opportunities for students. See Student Employee Work Hour Policy below to clarify the changes based on student employee type. Questions can be directed to Brenda Case-Parris at (269) 387-2745.
University Practice for the Employment of Minors
The practice of the University is to employ WMU degree seeking students who are a minimum age of 18 or older. The exception, of course, are degree seeking students who are 17 years old and will turn 18 during their first semester of enrollment.
Departments are responsible to monitor their own student employee hours. A Student Employment Eligibility Form is recommended for each student employee. The form asks the student to identify all campus jobs held, the department(s), and the supervisor(s).
Under University policy, non-exempt (hourly paid) employees are entitled to take breaks as outlined below. Breaks are not cumulative:
- One 15-minute break for each four hours worked.
- Two 15-minute breaks in a day when working six or more hours, with one break during the 1st half of the workday and one during the 2nd half of the workday.
- One lunch period during regular University hours. Lunch schedules may vary by department and can be adjusted to meet departmental needs. A lunch period of 30 minutes or more is non-paid time.
WMU Student Employee Work Hour Policy
Updated 5/5/2014.
| Enrolled Student Type | Minimum Credits to be Enrolled by Time of Year | Hours Allowed to Work Per Week (All Jobs Combined) | FICA Exempt* |
Undergraduate Student |
Fall/Spring: Enrolled in at least 6 credit hours and hold no faculty or staff positions. Summer I/II: Enrolled in at least 3 credit hours and hold no faculty or staff positions. |
25
|
Y
|
International Undergraduate Student** |
Fall/Spring: Enrolled in at least 6 credit hours and hold no faculty or staff positions. Summer I/II: Enrolled in at least 3 credit hours and hold no faculty or staff positions. |
20 hours per federal law
|
Y
|
Graduate Student |
Fall/Spring: Enrolled in at least 3 credit hours and hold no faculty or staff positions. Summer I/II: Enrolled in at least 2 credit hours and hold no faculty or staff positions. |
25
|
Y
|
International Graduate Student** |
Fall/Spring: Enrolled in at least 6 credit hours and hold no faculty or staff positions. Summer I/II: Enrolled in at least 2 credit hours and hold no faculty or staff positions. |
20 hours per federal law
|
Y
|
Graduate Assistant*** |
Fall/Spring: Enrolled in at least 6 credit hours and hold no faculty or staff positions. Summer I/II: Enrolled in at least 3 credit hours and hold no faculty or staff positions. Must be enrolled in 3 credit hours to perform assistantship. |
20 hours per week. May work 5 additional hours in a student job.
|
Y
|
International** Graduate Assistant*** |
Fall/Spring: Enrolled in at least 6 credit hours and hold no faculty or staff positions. Summer I/II: Enrolled in at least 3 credit hours and hold no faculty or staff positions. Must be enrolled 3 credit hours to perform assistantship. |
20 hours per federal law
|
Y
|
*Enrolled student employees are FICA exempt, unless they hold a staff position. Then all earnings are taxed. FICA is the combined Social Security tax and the Medicare tax of 15.3%. Employees pay half, and employers pay the other half. Requirements for FICA tax exemptions.
**International student requirements
***Graduate College requirements
Non-Enrolled Students (including international students)
|
Non-enrolled students (including international students) may work 39 hours per week in summer I and II sessions if enrolled in the immediate past spring semester or eligible to enroll in the upcoming fall semester. If graduated, must be accepted in a WMU degree program in the upcoming fall semester. FICA tax applies to all earnings; employing department and student will be responsible for these costs. |
For more information call Brenda Case-Parris at (269) 387-2745.
- Complete the WMU Student Employment Eligibility Form for every hire.
- Make a copy for the student and department.