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Human Resources

Hourly Student Employment Guidelines

Eligibility

Hourly student employees must be a KSU student and, during period of appointment, must be enrolled in at least six credit hours at KSU during the academic year and at least one credit hour at KSU during the summer session. (Enrollment is not required during the summer session for those enrolled in at least six credit hours at KSU during the preceding spring semester or for those pre-enrolled in the upcoming fall in at least 6 credit hours or for those admitted to study in the upcoming fall.)

Hourly student employees must be at least 16 years old (18 years old for employment in University Facilities).

Social Security and Medicare Exemptions

Student employees are exempt from Social Security and Medicare taxes while enrolled in at least 6 credit hours at KSU during the fall or spring semester or 3 credit hours during the summer session. Student employees with F-1 visas are usually not subject to these taxes at any time.

Maximum Hours

Undergraduate Students - need to limit total hours of work within all positions/departments as follows:

  • during the academic year to 30 hours in calendar week when classes and/or final exams are in session three full days or more, to 40 hours during other calendar weeks;
  • during summer to 30 hours per week while enrolled in four or more resident credit hours; to 40 hours during other calendar weeks;
  • if a holder of an F-1 Visa, during the academic year to 20 hours except in calendar weeks with student recesses, to 30 hours during summers while enrolled in four or more resident credit hours, to 40 hours during other calendar weeks.

Students on multiple positions should limit total hours of work as listed above. However, if a student does work over 40 hours per week they must be compensated at an overtime rate for the hours over 40. The overtime rate will be based on a calculated rate of all positions for which hours were reported. FLSA Status for hourly student employees is non-exempt.

Employment Dates

Refer to the Student Employment Dates under the Payroll Dates for begin and end dates. If not enrolled for the next semester, a student must be terminated before the first day of classes. Student terminations can be processed by entering an Appointment End Date (pdf) in HRIS.

Reminders

For students being rehired or coming back after being off for the summer, please verify that they meet the enrollment requirement of at least six hours. Verify the student's address and direct deposit information in HRIS are current.

Students are to be hired or rehired into vacant positions. You may find it helpful to run the Position Funding Report by Department (pdf) for students only. This report will indicate vacant positions as of a selected date.

New Hire Required Documents

Additional Documents for Non Resident Employees:
F-1 Student

*If not supplied as part of the I-9 documentation

J-1 Student

*If not supplied as part of the I-9 documentation

J-2 Student
  • Employment Authorization Document*
  • Social Security Card
  • PER-15
  • Passport
  • I-94
  • United States Visa

*If not supplied as part of the I-9 documentation

Rehire Required Documents

Pay Rate Changes

  • Enter the Change in HRIS
    • Go to Workforce Administration > Job Information > Pay Rate Change KSU.  Pay Rate Change Instructions (pdf)
      • Pay rate changes entered using the Pay Rate Change KSU page will automatically update Job Data
      • The hourly student must be "active" (i.e., current employee) for their record to appear in the Pay Rate Change KSU component.
      • Compensation rate must be minimum wage or greater.
      • Normally, a pay rate change will become effective the first day of the payroll period (i.e., 10/12/14, etc.). However, the system will allow a mid-payroll period pay rate change, if necessary.
      • Pay rate changes need to be entered prior to the preliminary pay calculation for the pay period. Normally, this is the first Tuesday following the pay period end date. See HRIS Processing Calendar for specific dates.
      • Future effective-dated rows may be entered at any time. If a future effective-dated row has been created and the employee terminates before he/she is scheduled to receive the pay rate change, delete the future effective-dated row.
      • Changes/updates/corrections to current rows of data and/or after the preliminary pay calculation runs will need to be submitted to HR using the Hourly Student Data Sheet (PER-40).
      • Prior pay period pay rate changes will need to be submitted to HR using the PER-40. Do not enter a prior pay period pay rate change in HRIS.
  • Or Submit the Hourly Student Data Sheet (PER-40) if not processed in HRIS

Terminations