Types of Student Employment at
Eligibility for Student Employment
Student Job Families
Pay Rates for College Work-Study
Recommended Salary Ranges
Example of Overall Numbering Scheme for Student Position
Posting a Job Vacancy
I-9 Regulations and Procedure
Academic Credit for Work-Study
Types of Student Employment
To qualify for Work-Study funding, students must complete the Free
Application for Federal Student Aid (FAFSA) each year. Every student
is encouraged to file for financial aid by completing the FAFSA. The
work-study dollars are funded from a combination of federal and/or
state (75%) and institutional (25%) funds. Departmental budgets are
charged for the institutional share automatically with each payroll.
Both undergraduate and graduate students enrolled at least half time
may qualify for a Work-Study award. Undergraduate students with Work-Study
earnings in the prior year are automatically re-awarded if they continue
to meet the general eligibility requirements for the program. Incoming
freshmen students are awarded based on their date of application until
freshmen funding for the Work-Study awards runs out. Graduate students
are awarded upon request from the student. All students not awarded
Work-Study in their initial financial aid offer can request an award
at the Student Assistance Center.
Students are notified of their award eligibility in their Financial
Aid Award Notice. Students accepting their awards receive a letter
explaining the program, and their Work-Study Referral Form, the first
time they are awarded Work-Study funding. Whenever possible, the referral
forms for students that are re-awarded from a prior year are sent
directly to the student’s last known employer. Students are
instructed to complete their referral with their employer when they
complete or update their payroll documents.
A student with a work-study award may hold more than one work-study
position. The student may also hold a miscellaneous student employment
position while also working under the Work-Study Program. For a student
to work more than one Work-Study position, the student needs to complete
a Work-Study Request Form at the Student Assistance Center indicating
how their award will be split between their employers. The student
will receive a new Work-Study Referral Form for each additional employer
at that time, indicating the total amount of their award that the
employer will be able to use. The student’s original employer
will receive a Change in Work-Study Award Notice from the Office of
Financial Aid and Registrar to document the change to the initial
The original referral form is completed by the student and their employer
then submitted to the Business Office with the Personnel Action Document (PAD) and
Human Resources Information Form (HRIF) documents for processing. Employers should keep a copy of the
student’s referral form for their files. The Business Office
forwards the original referral to the Office of Financial Aid and
Registrar once they complete the student’s payroll record.
Work-Study awarded students are the only students who may be hired
on Work-Study payroll, using sub-object 50. Please note, for the automatic
reimbursement payroll process to work as payrolls post, the student
must be paid using sub-object 50.
Each student’s earning is limited to the amount of the work-study
award stated on the referral (work permit). The referral documents
the student’s total award amount, the terms the award is for
and the dates the award may be used. Most students’ awards are
for both fall and spring semesters. The department should not use
more than half the student’s award during fall semester without
checking with the Work-Study Coordinator to determine what the student’s
fall semester maximum earnings can be; in the rare event the student
loses eligibility after fall semester ends.
Departments that wish to allow a student to earn over the total award
amount are automatically billed via the payroll system for the amount
over the award. Departments are strongly encouraged to contact the
Work-Study Coordinator before a student’s award runs out to
find out if the student qualifies for additional funding.
NOTE: Work-Study awards may not be used to pay a student holiday or
overtime pay. If a student must be paid holiday or overtime pay, use
sub-object 20 when entering these types of pay.
Employers can monitor their Work-Study student’s payroll activity
via the following EDMS reports:
WS DEPT-MISSING ITEM TYPES: this report identifies your Work-Study
student employees whose job records are not properly placed to the
student’s Work-Study award. If a student’s Work-Study
award is not placed to the correct Job Record, your department account
will not automatically be reimbursed as payroll pots.
WS DEPT-MAXIMUM ALLOCATION: this report identifies students that have
run out of their Work-Study funding.
WS DEPT-ZERO DISTRIBUTIONS: this report identifies students that were
paid with sub-object 50 that do not have a job record payroll distribution
previously set up for sub-object 50 pay entry, and student records
where their Work-Study award ran out during a prior pay period.
WS DEPT-HSA ADJUSTMENTS: this report shows all Historical Salary Adjustments
(HSA) that posted with that payroll including your department’s
75% Work-Study reimbursement and any earnings charged back to sub-object
20 via the payroll system.
If you identify a pay entry error or a payroll that did not get reimbursed
because the student’s record appears on the Missing Item Type
report, contact the Work-Study Coordinator to request that the payroll
be updated and reimbursed manually with an HSA. Only the Work-Study
Coordinator has access to process HSA’s that involve sub-object
50 for the Duluth campus.
Employers should monitor payrolls s they occur, and need to submit
any requests for payroll corrections and updates within the fiscal
year end deadlines each year. The Office of Financial Aid and Registrar
cannot retroactively reimburse your department once the fiscal year
deadlines have passed and Work-Study reports have been submitted to
the U.S. Department of Education and the MN Offices of Higher Education.
Job posting and hiring procedures are the same for miscellaneous
Eligibility for Student
To be eligible for student employment, a student
must be registered for a minimum number of credits each semester, as
6 credits per semester (at least half-time)
3 credits in graduate school (or thesis
6 credits as a non-degree-seeking student
(eligible for miscellaneous employment but not eligible for work-study)
6 credits total during the May and/or summer terms
Students must be enrolled to receive work-study
funds. Students enrolled for a minimum of 6 credits spring semester,
and who will return fall semester, may be employed under miscellaneous
employment during the summer term without summer enrollment.
Students who graduate, leave school, or who fail
to meet registration requirements shall lose eligibility for student
employment. Student employees who lose student employment eligibility
must be terminated from student employment immediately.
Federal and State regulations state that college
work-study students may never work more than 40 hours per week. Institutional
Policy states that student employees may never work more than 40 hours
Federal and State regulational as well as Institutional
Policy state that students cannot work during scheduled class time.
To assure that students are not working during a scheduled class period,
we recommend that hiring departments ask students to bring a copy of
their course registration when setting up their work schedule.
Work-study students cannot be used to replace
civil service bargaining and non-bargaining unit employees.
Total earnings per student as stated on the Referral
(work permit) must be observed. The employer is encouraged to carefully
monitor the student's earnings because excess earnings may jeopardize
the student's other financial aid. If a student's earnings go beyond
the work-study award, excess earnings will be charged to the employer's
Work-Study award terms and eligible pay period
dates are indicated on the student's Work-Study Referral form. Students
with awards for fall and spring semesters are intended to be earned
evenly over the course of the academic year; half of the award earned
in fall semester, half earned in spring semester.
Students that did not earn half their award during
fall semester can make up the earnings during spring semester.
Exceptions can be made on a case by case basis
if a student and their employer wish to use more than half of an academic
year award during fall semester. Employers can submit a written request
for such an exception to:
Office of Financial Aid & Registrar
or fax it to 218-726-8219
Include the student's name and Student ID# in
the request. You do not need to provide an explanation for the request.
The Office of Student Employment and the Department
of Student Financial Aid will closely monitor overawards. Although there
is an overaward tolerance when Stafford Loans are not involved, it will
not be permissible for students to earn over their allocated awards.
Federal regulations permit payment of work-study
students only for hours actually worked. If the University is officially
closed for emergency reasons, such as severe weather or for official
holidays, work-study students cannot be paid on work-study payroll even
if scheduled to work.
Students hired under miscellaneous employment
do not have maximum earnings imposed.
Student employees paid on an hourly rate who
are required to work on any official University holiday shall be paid
at the rate of time and one-half for the hours worked. Student employees
paid an hourly rate, who are not required to work or cannot work because
their department is closed on any official University holiday, are not
paid for the holiday.
Student employees who are assigned to work regularly
scheduled shifts of at least six hours in duration are eligible for
a shift differential of $.60 per hour. These work shifts must begin
before 6:00 a.m. or end on or after 7:00 p.m.
The purpose of a job classification system is
to recognize differences in job skills and job responsibilities and
to establish a system of equitable pay for student employees. The Twin
Cities Office of Human Resources has implemented a new job classification
and compensation system called STUDENT BROADBANDING. This new simplified
system replaced the old 240 student job classifications and pay rates
with 11 job families and one broad pay band.
Job Code #
Student Admin/Support Services
Student Food Service/Labor/Security
Student Health Support Services
Student Tech Support Services
The new system enables hiring departments to
design student positions that meet their unique needs in a timely manner.
It provides guidelines and consulting services rather than rigid rules.
All jobs, whether work-study or miscellaneous student employment, must be entered
into the official online employment system. The job descriptions should
be generic, describing jobs, not individual employees.
Pay Rates for College
Student earnings are determined by a set hourly
wage and the number of hours worked. If employers have questions about
hourly wages, they are advised to contact the Office of Student Employment.
Salary ranges are decided by the hiring authority
with guidelines provided by Human Resources/Student Employment. This
allows for flexibility to establish position and pay rates.
Example of Overall
Numbering Scheme for Student Position
Department hires a student as an office assistant.
Tasks performed are typically second level student support services,
working as a receptionist at the main desk in residence hall settings,
counseling residents on personal, social and academic matters.
| Job Family
|| Job Level
|| Job Family and Level Number
| Student Admin/Support Services
Student undergraduate academic classifications,
titles and numbers will remain the same as follows:
|| Student Academic Support
||freshman, sophomore, junior, senior
Stipends are not an allowable form of payment
for student employees. Each student employee must be paid an hourly
rate. Work-study regulations require each position to have an assigned
hourly pay rate and time sheet reflecting actual hours worked.
Posting a Job Vacancy
Enter a Job Requisition in the online Employment system. Submit the
requisition to the Employment Team for review and posting on the website.
All college work-study positions must be approved by the Office of Student Employment which will review your requisition for the appropriateness
of classification, pay rate, and other pertinent information.
You must have a College Work-Study Guidelines Agreement on file in our
office. The Office of Student Employment will prepare and mail this
agreement to all on-campus departments hiring college work-study students.
This form is kept on file and does not have to be done on an annual
basis. The only time a new agreement needs to be signed is when there
is a new department head.
When a decision to hire has been made, contact the Office of Student Employment for instructions on closing out the online requisition. Complete the
Student Payroll Documentation and necessary hiring documents and forward
Business Office, 209 Darland Administration Building
• Student Payroll Document
• Human Resources Information and Racial/Ethnic Group Identification
• Work Study Referral Form
• I-9 document
Job posting and hiring procedures are the same for miscellaneous employment.
Announcements of all local vacancies shall be posted on the official
website of the Office of Student Employment. Call 726-7161 for posting and closing of positions.
I-9 Regulations and
I-9 Employment Authorization Requirements
The 1986 Immigration Reform and Control Act requires all U.S. employers to verify the identity and work authorization or eligibility of all individuals, whether U.S. citizens or not. The University of Minnesota uses I-9 eXpress—a web-based employment eligibility service—to enter, verify, document, and ensure employment eligibility for all new employees. All new employees, including student employees, must complete an I-9 form (online) within the first three (3) days of employment.
For more information on I-9 Employment Authorization Requirements, go to:
(on reverse side of HRIF Form)
The federal government requires this form for
all employees. A new form is required every two years. Either the student
or the employer can complete this form. Students cannot be paid until
this form is on file with the payroll office in Minneapolis. Screen
29 will show if a Racial/Ethnic form is on file.
Information provided on a W-4 form instructs
Minneapolis Payroll of the appropriate and desired tax withholding for
a particular student employee. This form needs to be completed only
once when the student is first employed at this institution. The University
attorneys have advised that we are not to assist students in completing
this form. We are not tax consultants and could be held liable if an
error is made. Have the student contact their parents' tax consultant,
accountant, or the IRS. Note: If student files exempt status, they must
complete a new form prior to February 15th each year.
Academic Credit for
The fact that a student may receive academic
credit from the work performed on a job does not automatically disqualify
the job under college work-study, nor does it mean the student should
receive any less pay; however, there are certain restrictions. If a
student must complete an internship or practicum as part of his or her
degree requirement and is not paid for doing so, the internship or practicum
does not qualify under college work-study.
However, if students completing such a requirement
are normally paid, a student may be employed under college work-study.
A student may not be paid for receiving instruction in a classroom,
laboratory or other academic setting. If a job is normally a paid position
and an otherwise college work-study eligible job, a student could simultaneously
receive academic credit and pay for the work performed. It is even possible
for one student to be getting only credit, while a student co-worker
receives both credit and pay. A student would not normally be paid from
college work-study funds for such positions as student teaching because
students are not normally paid for such work, and therefore they would
not be "otherwise college work-study eligible positions."