University at Buffalo Crest

Policy Information

Date Established: 4/11/2018
Date Last Updated:
Category:
Human Resources
Responsible Office:
Human Resources
Responsible Executive:
Vice President for Finance and Administration

Policy Contents

Student Employment Policy

Summary

Student positions are established for the purpose of providing financial support to students while at the same time accomplishing necessary work for the campus.

Policy Statement

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.

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Eligibility for Student Employment
State, Research Foundation (RF), and UB Foundation (UBF) Funded Payrolls
An I-9 Form must be verified for all student employees
Criteria State and UBF
Student Assistant
State
TAs and GAs
and UBF Grad
12-Month Appointment
State
TAs and GAs
and UBF Grad
10-Month Appointment
RF
Research Aide
and
Senior
Research Aide
RF
Research
Project
Assistant
Must be a SUNY student
(includes State-operated and statutory campuses and community colleges

Yes
 

Domestic Undergrad and Grad students must be registered for at least 1 credit
 

International Undergrad students must be registered for at least 12 credits
 

International Grad students must be  registered for 9 credits  or certified full time if registered for less than 9 credits

Yes
 

Grad students must be
registered for 9 credits or be certified full time if registered for less than 9 credits

Yes
 

Undergrad students must be registered for at least 12 credits
 

Grad students must be registered for 9 credits or certified full time if registered for less than 9 credits

Yes
 

Grad students must be registered for 9 credits or certified full time if registered for less than 9 credits

Must be a UB student No

Yes

Must be a UB Grad student registered for at least 9 credits  or certified full time if registered for less than 9 credits

No No
Job must be related to area of study No No No Yes Yes

Employment in a student title beyond graduation


Yes

Spring Grad – until June 15

Summer Grad – until September 1

Fall Grad – until February 1

May work only to

end of semester or 10 pay periods per semester

Yes

Spring Grads may work June 1 through end of summer in a student title if employed by same department during the previous full spring semester

Eligible to work during the summer if registered for upcoming fall semester Yes Yes Appointment to a Technical Casual or Lecturer Casual title Yes Yes

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Hours of Work for Student Employment
State, Research Foundation (RF), and UB Foundation (UBF) Funded Payrolls
Criteria State and UBF
Student Assistant
State
TAs and GAs
and UBF Grad
12-Month Appointment
State
TAs and GAs
and UBF Grad
10-Month Appointment
RF
Research Aide
and
Senior
Research Aide
RF
Research
Project
Assistant

May work up to 20 hours per week while classes are in session

 

Consult the Student Employee Maximum Weekly Hours Exception Calendar for maximum hours allowable each week

Yes
 

Domestic students may work up to 20 hours per week (29  if in good academic standing) while classes are in session; and up to 29 hours per week during breaks

 

International students may work up to 20 hours per week  while classes are in session; and up to 29 hours per week during breaks

Yes
 

Domestic students may work up to 20 hours per week; they may also work an Additional Commitment up to 20 hours per week with a not-to-exceed total of 40 hours per week, regardless of whether classes are in session

 

International students may work up to 20 hours per week while classes are in session; they may also work an Additional Commitment up to 20 hours per week with a not-to-exceed total of 40 hours per week during breaks

Yes
 

Domestic Undergrad students may work up to 25 hours per week during the academic year if in academic good standing; during the summer break students may work up to 40 hours per week

 

International Undergrad and Grad students may work up to 20 hours per week during the academic year, and 40 hours during the summer break

Yes

Dometic students require an Extra Service appointment to work over 20 hours per week up to a maximum of 40 hours while classes are in session

 

Domestic and International students may work up to 40 hours per week without an extra service appointment during the summer break

Time and Attendance Reporting Entries into Time and Attendance System must be submitted biweekly

Monthly Leave and Attendance Report must be submitted to the department

Semi-Annual Leave and Attendance Report must be submitted to Human Resources (HR)

RF electronic Time Sheet must be submitted biweekly   RF electronic Time Sheet must be submitted monthly
Initial appointment  

Maximum 4 years for UB Students


Maximum 1 year appointment for non-UB students

May be reappointed annually

Maximum 1 year; may be reappointed annually for the calendar year Maximum 1 year; may be reappointed annually for the academic year May be appointed as long as eligibility requirements are met
30 minute meal break required if working more than 6 consecutive hours Yes Yes Yes Yes Yes
Required to work during final exams No No No No No
  Students may hold multiple appointments, however, the total number of hours
worked each week cannot exceed the maximum allowable

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Rate of Pay and Benefits for Student Employment
State, Research Foundation (RF), and UB Foundation (UBF) Funded Payrolls
Criteria State and UBF
Student Assistant
State
TAs and GAs
and UBF Grad
12-Month Appointment
State
TAs and GAs
and UBF Grad
10-Month Appointment
RF
Research Aide
and
Senior
Research Aide
RF
Research
Project
Assistant
Must be appointed at an hourly rate of pay Yes

No

No

Yes

No
Must be appointed with an annual salary and paid bi-weekly No

Yes

Yes
No Yes
Tuition remission must be included as part of the total compensation No
No
No No    Yes
Eligible for sick, vacation, personal, or holiday pay No

Receive 5 sick days per academic year after 10 consecutive pay periods

Receive holiday pay when the holiday falls on a regularly scheduled workday

No

No for sick, vacation, and personal.

Yes for holiday pay.

Eligible for health insurance No
Yes Yes No Yes, if minimum salary threshold is met  
Eligible for unemployment insurance No
No
No
No
No
Eligible for Workers’ Compensation and Military Leave with Pay Yes Yes Yes Yes Yes
Eligible to enroll in the Employee Retirement System Yes
Yes Yes No No
Jury Duty Payment if jury duty falls on a regularly scheduled work day; must submit “proof of service” 3 days at a maximum of $40 per day Full pay if occurring on a regularly scheduled work day
Withholding of Social Security and Medicare payroll taxes

UB students who are employed and registered for 6 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 vacation), they are subject to
Social Security and Medicare withholding

Non-UB students are subject to Social Security and Medicare withholding

Nonresident students in F-1 or J-1 status are exempt from Social Security and Medicare withholding under Treasury Regulation 1.3121 (b) (19).

International Students

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

An undergraduate student on an F-1 or J-1 visa who is registered full time (i.e., carries 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. Special certification can be obtained from the Office of International Student and Scholar Services (ISSS) for the last semester of graduate study.

International students 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 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; refer to Student Employee Maximum Weekly Hours Exceptions Calendar.

Federal College Work Study Program

Students participating in the Federal College Work-Study Program:

  • Must be a US citizen or a permanent resident
  • May work up to 12 hours per week while classes are in session
  • May work up to 29 hours per week during breaks and holidays 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 tables do not apply to the Federal College Work-Study payroll.  

University at Buffalo Foundation

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 UBFA:  student and graduate student, and within these two pay codes, there are multiple titles.     

Non-SUNY Student

A student who attends high school or a private college may not hold a student appointment.

Background

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.

Applicability

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

This policy does not apply to students participating in the Federal College Work-Study program.

Definitions

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 registered for less than 9 credit hours must be certified full-time by The Graduate School. The graduate student must also be fully engaged in a UB program in ways recognized by the university as related to progress toward competence in the field of the intended 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 9 credits or holding full time certification.

There are a few exceptions for international students that are allowed only if approved by a Designated School Official or (Alternate) Responsible Officer in International Student and Scholar 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 a permanent resident of the United States. International students usually need an F-1 or J-1 visa to study in the United States and must have appropriate work authorization to be employed as a student.

Responsibility

Departments

  • Consult salary schedules for the appropriate pay range for student employees.
    • Consider the level of difficulty of work performed when determining rate of pay.
  • 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 graduate students, if less than 9 credits, attach a copy of the Enrollment Verification Certificate, available via the National Student Clearinghouse, to the transaction and submit to HR.
  • Obtain verification 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.

Students

  • 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.
  • 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.

Human Resources

  • 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.

Contact Information

Contact An Expert
Contact
Phone Email
Human Resources 716-645-7777 ub-hr@buffalo.edu
International Employment Unit 716-645-7777 ub-hr@buffalo.edu
The Graduate School
716-645-2939 grad@buffalo.edu
UB Foundation 716-645-3013 ubfhr@buffalo.edu

Related Information

University Links

Forms

Related Links

Presidential Approval

Signed by President Satish K. Tripathi

Satish K. Tripathi, President

4/11/2018

Date