Student Employment Policy

The University at Buffalo (UB, university) employs students to accomplish necessary work for the campus while at the same time providing them with financial support and opportunities for job experience that may complement their academic credentials.

The Student Employment Eligibility, Hours of Work, and Rates of Pay and Benefits tables specify important considerations and requirements that departments and students must follow.

UB students who are employed and registered for six or more credits are not subject to social security and Medicare withholding when regularly attending classes. When not regularly attending classes (i.e., during summer), they are subject to social security and Medicare withholding.

Non-UB students are subject to social security and Medicare withholding.

Non-resident students in F-1 or J-1 status are exempt from social security and Medicare withholding under Treasury Regulation 1.3121 (b) (19).

Employment of international students is subject to federal regulations and special restrictions may apply. 

Information included in the Student Positions on the State, RF, and UBF Funded Payrolls charts applies to international students who are on F-1 or J-1 visas. Departments who wish to employ an international student in a different visa status should consult with Human Resources.

Students on an F-1 or J-1 visa who are registered full time (i.e., carry a minimum of 12 credits) may work on campus. A graduate student on an F-1 or J-1 visa who is registered full-time (i.e., carries a minimum of 9 credits) or certified full time may work on campus as a Graduate Assistant, Teaching Assistant, or Research Project Assistant. A minimum number of these credits must be in-person coursework. Additional details are provided at International Student Services – Online Study Limitations (log in required).

Special certifications (e.g., reduced course load) can be obtained from the Office of International Student Services (ISS) and will also allow a student to be considered full time . Additional details are provided at International Student Services – Online Study Limitations (log in required).

International students on an F-1 or J-1 visa are allowed to work a maximum of 20 hours per week when classes are in session, with additional hours permitted during semester breaks. International students are advised to work 20 hours or less per week during short breaks (i.e., fall and spring breaks) and holidays because of the risk of miscalculating hours worked and exceeding the allowed limit.

International students on an F-1 or J-1 visa with multiple appointments are responsible for ensuring that their total combined hours do not exceed the maximum of 20 hours per week for all university employers.

Exceptions to the 20 hour limit are possible during the summer and semester breaks as long as they are not a student’s first or last semester; refer to the Time at Work Rules including the Student Employee Maximum Weekly Hours Exceptions Calendar.

Students participating in the Federal College Work-Study Program:

• Must be a US citizen or a permanent resident
• May work up to 29 hours per week provided they perform necessary work duties, and funds are available to accommodate the hours 

The Student Positions on the State, RF, and UBF Funded Payrolls chart does not apply to the Federal College Work-Study payroll.

Students paid through the University at Buffalo Foundation (UBF) payroll receive their direction and control from the university, therefore, State rules apply. Two pay codes are used for students paid through UBF Activities:  student and graduate student, and within these two pay codes, there are multiple titles.  

A student who attends high school, a state school outside of New York State, or a private college/university may not hold a student appointment. Only students enrolled in a SUNY college or university may be appointed to a student title.

The university supports the employment of students and realizes the benefits of accomplishing necessary campus work. Students have the opportunity to gain valuable work experience, explore career options, obtain transferrable skills, work with faculty and staff who understand student life, and earn financial support to cover the cost of their education.

This policy applies to all students employed by the University at Buffalo, the Research Foundation, or paid through the University at Buffalo Foundation.

This policy does not apply to:

• Students receiving stipends or on fellowship appointments related to their academic programs; these individuals are not required to render services and are not considered employees
• Students participating in the Federal College Work-Study program

Academic Good Standing
A student making acceptable progress toward a degree and eligible to register for and pursue academic coursework at the university for the current semester. 

Certified Full Time
A graduate student who is certified by the Graduate School to be carrying a full-time academic load, though they are registered for less than the university’s defined full-time academic load (12 credits). To receive certified full-time status, a graduate student must show they are fully engaged in a UB graduate program and are making full time progress toward completing their intended graduate degree.  

Domestic Student
A student who is a citizen or a permanent resident of the United States, or holds Refugee, Asylee, or Jay Treaty status.

Full-time Student
An undergraduate student registered for at least 12 credits.
A graduate student registered for at least 12 credits or appointed to a Teaching Assistant/Graduate Assistant (TA/GA) or Research Project Assistant (RPA) assistantship and registered for at least 9 credits, or who has full time certification for the given term of employment.

There are a few exceptions for international (F-1/J-1 visa) students that are allowed only if approved by a Designated School Official or (Alternate) Responsible Officer in International Student Services. These exceptions include reduced course load due to medical condition, academic difficulty, or final semester.

International Student
A student who is not a citizen or permanent resident of the United States. International students will need a visa to study in the United States and have appropriate work authorization to be employed as a student. The details in this policy apply to international students who are on an F-1 or J-1 visa.

• Consult salary schedules for the appropriate pay range for student employees.
  • Consider the level of difficulty of work performed when determining rate of pay.
• Post vacant student employment positions publicly and include a pay range to comply with state employment mandates.
• Verify that both UB and non-UB students are registered each semester. For non-UB students, a copy of the registration from another SUNY institution must be obtained.
• Ensure that duties being performed by students hired on the RF payroll are related to their area of study.
• Notify HR if you become aware that a student employee is no longer  registered for classes.
• Prior to the effective date of the appointment, prepare and submit the appropriate appointment transaction form to request and authorize the appointment of a student to the payroll.
  • For international graduate students, if less than 9 credits, verify Certification of Full-Time status with the Graduate School, first and then submit the transaction request form to HR.
• Obtain verification (e.g., copy of current unofficial UB transcript, review student record in HUB for the absence of a negative service indicator) of a student’s academic good standing prior to allowing the student to work more than 20 hours per week. Obtain the verification each semester and retain in the department file.
• Review and approve requests for time off including time off during academic breaks.
  • Student employees should not lose their position for reasonable absences.
• Ensure that students who are paid hourly record only the actual hours worked on the day worked  in the on-line Time and Attendance System. It is illegal to falsify a timesheet.
• Submit time through the on-line Time and Attendance System prior to the submission deadline to ensure that the student is paid promptly.

• Domestic undergraduate students must obtain a certificate of academic good standing from the appropriate advising unit if choosing to work more than 20 hours per week during the academic year; this is not possible for international F-1/J-1 students.
• Apply for student employment positions on Bullseye powered by Handshake.
• Students with multiple appointments must be certain that their total combined hours do not exceed the maximum and that hours do not conflict between departments.
• Record only the actual hours worked on the day worked on hourly time sheets. It is illegal to falsify a timesheet.
• In the event of illness or other absence, notify your supervisor as soon as possible each day.
• Obtain a social security number if you do not already possess one.
• For TA’s only, submit monthly and semi-annual leave and attendance reports in a timely manner.
• Submit hourly timesheets to your supervisor promptly to avoid a delay in payment.
• Notify your supervisor if you are no longer registered for classes. 

• Verify that students are registered, including student enrollment in the upcoming fall semester.
• Process appointment paperwork, review I-9 and required documentation in accordance with UB and RF policy and federal and state regulations.
• Process hourly wage payroll vouchers.