Student Employment Procedures†††††††††††††††††††††††††††††††††††† UPPS No. 07.07.03

Issue No. 9

Effective Date: 08/21/2013

July 1 E3Y





01.01This UPPS provides an organized procedure whereby: (a) students seeking part-time employment; and (b) the respective departments and offices of Texas State University seeking part-time student employees will receive maximum benefits from the Student Employment Program.


01.02Specific objectives of the student employment policy are to:


a.    provide information to both the student and the employing university department;  


b.    ensure compliance with federal, state and university regulations, policies, and guidelines; and


c.    complement and strengthen the educational program and support the educational goals of the student.




02.01Student Employee Titles and Descriptions:


a.    Undergraduate Instructional Assistants are employed by an academic department and paid from faculty salaries, but are not reported as the "teacher of record." Undergraduate instructional assistants are responsible for a specific group of students and assign some portion of these same students' grades. Additional Texas State requirements include enrollment in six semester credit hours in an undergraduate degree program (except for the final semester of enrollment), classification as an undergraduate student, and teaching duties. They are appointed via a Personnel Change Request (PCR) and paid an hourly rate on a semi-monthly basis from approved time entry.


b.    Regular Wage Student Employees are student workers who do not meet the criteria for undergraduate instructional assistants and are not paid from federal or state work study funds. They are appointed via PCR and paid an hourly rate on a semi-monthly basis from approved time entry.


c.    Work Study Student Employees are any student workers who do not meet the criteria for undergraduate instructional assistants and are paid from federal or state work study funds. They are appointed via PCR and paid an hourly rate on a semi-monthly basis from approved time entry.


02.02   Department head is either the account manager or a designee.


03.†††††† Non-Discrimination


††††††††††† 03.01Texas State will not discriminate against any person in employment or exclude any person from participating in or receiving the benefits of any of its activities or programs on any basis prohibited by law, including race, color, age, national origin, religion, sex, disability, veteransí status, or on the basis of sexual orientation or gender identity. Equal employment opportunities shall include: personnel transactions of recruitment, employment, training, upgrading, promotion, demotion, termination, and salary.




04.01Posting Vacant Positions


All vacant positions for student employees must be posted by the hiring manager or authorized delegate on Jobs4Cats, which can be found on the Career Services website. All vacant positions must be posted for a minimum of three business days or until the positions are filled, excluding university holidays or closure days.


04.02Hiring Decisions


In all cases, the department head will decide who is hired according to the positionís qualifications and standards.


04.03Appointment and Related Forms


a.    For all student employee appointments, the department head must forward a PCR and the required support documents to the Human Resources-Master Data Center (HR-MDC). Instructions and forms are provided at the following link:


b.    If paid from federal or state work study funds, the student will complete the Work Study Eligibility Notification and forward to Financial Aid and Scholarships (FAS) and the department head will send the PCR with required support documents to the HR-MDC.


c.    HR-MDC will not process the student appointment until the student submits all required paperwork. It is the department headís responsibility to ensure required paperwork is completed and submitted to the HR-MDC by published deadlines.


d.    In all cases, students with an hourly appointment cannot hold a monthly, salaried appointment at the same time.


04.04Pay Rates and Budgets


a.    Each of the job titles identified in Section 02.01 is paid in accordance with the pay schedule as shown in the University Pay Plan. Within that plan, the department head will establish the hourly rate at which the student will be paid based on the studentís prior experience and degree of skill or training. The appropriate university vice president must approve any rate above the designated pay schedule limit for student workers.


b.    The department head will ensure that the departmental budget contains sufficient student wage funds to pay student employees hired on ďregular student wages.Ē


c.    For students hired on the work study program, the department head will budget funds for the appropriate percentage of matching funds, as designated annually by Presidentís Cabinet for budget accounts with fund 20200010XX and above.


d.    Career Services will provide the President's Cabinet with an annual report reflecting the student's name, division and hourly wage rate for those student employees paid on the October payroll at a rate higher than the designated pay schedule limit.


e.    The overtime provisions in UPPS No. 04.04.16, Overtime and Compensatory Time Policy, apply to student employment.


f.     If a student has multiple positions, the responsibility for overtime payment is prorated based on the number of hours worked in each appointment during the week in which the overtime occurred.


04.05Eligibility for Employment


a.    Regular wage student employees must enroll for at least six semester credit hours in the fall and spring semesters unless the student is in the last semester of enrollment. During the summer session, enrollment is not required and the student may work a maximum of forty hours per week with the stipulation that they are enrolled in a minimum of six semester credit hours in the following fall semester. The appropriate university vice president will address exceptions on an individual basis.


b.    Student employees on work study must always enroll for at least six semester credit hours in the fall and spring semesters to retain eligibility for work study funds. They must complete a total of six semester hours within the summer session to retain eligibility for work study funds.


c.    Eligible students are normally awarded federal or state work study funds for the nine-month academic year (fall and spring semesters) or summer session. The award period, as well as the amount, is reflected on the studentís financial aid information on the Texas State Self-Service site. From this page, the student must complete the Work-Study Eligibility Notification, present it to the employing department, and submit it to FAS before beginning work. One-half of an academic year award is for the fall semester and one-half is for the spring semester unless otherwise indicated on the Texas State Self-Service site. The student may be able to transfer one-half of fall semester award balances to the spring semester award. A summer federal or state work study award is separate from fall or spring. To apply for summer work-study funds, a student must, in addition to having a current year FAFSA on file with FAS, complete a Summer Financial Aid Application, which requires a new Work Study Eligibility Notification.


04.06Continuous Employment


a.    Once appointed via a PCR, the department head does not need to perform any action on student employees continuing employment in the same position unless there is a break in service. A break in employment is a full fall or spring semester, or summer session.


b.    Students who do not work the summer session require a separation PCR. The department head must complete a separation PCR as soon as the last working day is confirmed with time entry completed and approved.


c.    If the student worked in the spring and will return to work in the fall, the department head should process a rehire PCR. It is recommended that departments submit the rehire PCR as soon as the start date and funding information is known for the fall semester.


04.07Separating Employees


a.    The department head will complete and submit a PCR to the HR-MDC whenever a student either voluntarily resigns or is terminated.


b.    The department head will make all separations effective the last day the student actually worked.




05.01During Class Sessions


Student employees are limited to an average of twenty-five hours per week during the fall and spring semesters. The appropriate vice president must approve any hours worked in excess of twenty-five hours per week. International students on F-1 or J-2 visas are limited to twenty hours per week, with no exceptions. Violations will jeopardize the studentís visa status.


05.02During University Breaks


During university breaks (when classes are not in session), student employees can work a maximum of forty hours per week if otherwise eligible. International students may work full-time during those periods when school is not in session or during the studentís annual break (summer), as long as they are enrolling full-time the next semester. Questions regarding international student employment may be directed to the International Office.




06.01Record Keeping Procedures


The department head will train student employees on timekeeping procedures to comply with one of the processes listed below. The student must submit hours worked according to the schedule outlined in the Payroll and Tax Compliance Office memorandum distributed prior to September 1 of each year.


a.    The student may enter time via the SAP Portal Employee Self-Service site for approval by the immediate supervisor. Entries are ďsaved and releasedĒ at the end of each work week. Supervisors are responsible for approving time entries to meet the published deadlines from the Payroll and Tax Compliance Office.


b.    The student may record time on a Semi-Monthly Time Report signed by the employee and immediate supervisor, and entered into the Human Resources Timekeeping System by the departmental time administrator. Current time report forms are available at The time administrator must complete entry by the Payroll and Tax Compliance Officeís published deadlines.


06.02Pay Distribution


a.    All university payments are sent electronically via direct deposit unless the employee elects in writing to receive payment by check. Any employee who does not wish to participate in direct deposit should visit the Payroll and Tax Compliance Office to complete the required paperwork. The Payroll and Tax Compliance Office will transmit payroll according to its published dates.


b.    Students may view their detailed pay statement via the SAP Portal Employee Self-Service site. Instructions are available on the Payroll and Tax Compliance Office Web site.




07.01Reviewers of this UPPS include the following:


Position†††††††††††††††††††††††††††††††††††††††††††††††††††††††† Date


Director, Career Services†††††††††††††††††††††††††† July 1 E3Y


Assistant Vice President for Human††††††† July 1 E3Y



Director, Payroll and Tax Compliance†††† July 1 E3Y


Director, Financial Aid and††††††††††††††††††††††† July 1 E3Y



Chief Diversity Officer and†††††††††††††††††††††††† July 1 E3Y

Director, Equity and Access


Director, Faculty Records†††††††††††††††††††††††††† July 1 E3Y




This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.


Director of Career Services; senior reviewer of this UPPS


Assistant Vice President for Student Affairs and Director of the Counseling Center


Vice President for Student Affairs