8.02 / Regular Student Employment1
Student employment funded from general use or non work-study restricted use
money is considered regular student employment.
Minimum enrollment requirements pertain to credit hours at Wichita State
University. Failure to maintain enrollment requirements will result in
termination. The employing department is responsible for monitoring the
student's compliance with enrollment requirements and must terminate
employment at the end of the payroll period in which it becomes known
enrollment has not been maintained.
Eligibility Requirements - Academic Year:
Eligibility Requirements - Summer:
- Maintain minimum enrollment of 6 credit hours when working 16-30
hours per week, or maintain minimum enrollment of 3 credit hours when
working 15 hours or less per week.
- International students must maintain lawful F-1 or J-1 status in order
to be eligible for employment. Generally, that requires undergraduate
students to maintain 12-credit-hour minimum enrollment as an
undergraduate, and 9-credit-hour minimum enrollment as a graduate
student, each semester employed. International students who are enrolled
in fewer credit hours must demonstrate eligibility, pursuant to certain
exceptions provided for in F-1 and J-1 regulations, by presenting
acceptable proof (provided by the Office of International Education) to
the Office of Human Resources that they continue to maintain proper F-1
or J-1 status. In addition to maintaining lawful F-1 or J-1 status,
international students will be subject to the same eligibility
requirements for student employment as resident students.
Employment Eligibility Verification:
- Admitted to the University as a first semester freshman or graduate
- Have maintained enrollment in a minimum of 6 credit hours during the
preceding spring semester if not employed as a regular student employee
or have maintained enrollment in the minimum credit hours to meet
academic year eligibility requirements as listed above, or
- Maintain continuous enrollment in a minimum of 2 credit hours during
the summer session.
- F-1 and J-1 students must comply with 1, 2, or 3.
All offers of employment must include notification that employment is
subject to proof-of-employment eligibility as required by the Immigration
Reform and Control Act of 1986. No person may be added to the payroll until
an I-9 form and release consent form have been completed. See the Initiation
of Employment Policy at Section 3.20 of this manual.
Maximum Hours of Work - Academic Year:
Maximum Hours of Work - Summer:
- No more than 30 hours per week while classes are in session and
should not exceed 40 hours per week during finals week and break
- F-1 and J-1 students - no more than 20 hours per week while classes
are in session and should not exceed 40 hours per week during finals
week or break periods.
The Office of Human Resources will monitor hours worked and notify the
employing department(s) of any violation. The Office of Human Resources will
also assess overtime payments to the department (proportionately when more
than one department is involved). If a student has more than one student
employee appointment, the total scheduled hours per week must not exceed the
limit of all appointments combined.
- Should not exceed 40 hours per week.
- F-1 and J-1 students - should not exceed 40 hours per week.
Persons employed under regular student employment are exempt from social
security deductions while enrolled. Social security will be deducted when
employed but not enrolled during the summer. Worker's compensation
coverage is also provided for student employees. Student employees are not
eligible for other employment benefits.
A person shall not be compensated at less than the federal minimum wage.
Pay periods will begin on Sunday and end two weeks later on Saturday.
Paychecks will be issued two weeks later on Friday. If Friday (payday) is
a holiday, paychecks will be issued on the closest preceding work day.
Students must keep a daily record of hours worked during employment on a
timesheet or time card
Students who have an employment dispute should try to resolve the problem
with the immediate supervisor (when person is not the department budget
officer) then the budget officer and/or budget review officer. If these
efforts are unsuccessful, students should contact the Vice President for
Student Affairs or designee for assistance with resolving the problem.
Decisions of the Vice President for Student Affairs on employment disputes
are final except in cases involving sexual harassment. When sexual
harassment in employment is alleged, a person must use the Sexual
Harassment of Students Policy located at Section 8.11 of this
All vacancies for student employment must be listed with Career Services
for a minimum of one class day. Additional recruitment sources may be
utilized as needed.
Change of Status and Termination:
- Departments must complete a Student Employment Authorization form to
place a student employee on the payroll. Departments are responsible for
obtaining from the student the following forms and documents, completed
These completed and signed forms should be attached to the Student
Employment Authorization form and forwarded to Payroll in the Office of
Financial Operations and Business Technology.
- Substance Abuse Policy Affirmation Form
- INS I-9 (A social security card may not be used as evidence of
employment eligibility for a noncitizen. Employment may not begin any
earlier than the date the I-9 is signed.)
- Copies of identification for I-9 Form
- Consent to Release I-9 Form
- New Hire Report Form
- W-4 Tax Form
- State of Kansas Employees Oath (must be notarized)
- Employee Information Form
- Americans with Disabilities Status Form (optional)
- The Office of Human Resources will distribute copies of the Student
Employment Authorization Form. White original will go to the Office of
Financial Operations and Business Technology for processing to the
student payroll. Yellow copy is returned to the department. The Office
of Human Resources will ensure that a person meets all eligibility
requirements and is not scheduled to work more than the maximum hours
allowed. When the office determines a person is in violation of
requirements, the employing department(s) will be notified of the need
to resolve the problem.
Any change of status in salary or funding account must be processed through
a Change of Status form. Terminations must be processed through a Change of
Status form also.
1 This policy does not apply to Graduate Assistantships. See Section 8.01 for
an explanation of the categories of student employment and Section
8.04 relating specifically to Graduate Assistantships. See Section
13.10 for more information about student employee payroll and the
student FICA exemption.
May 1, 2001
November 8, 2006
October 1, 2007