Student Employment Guide

Student Employment Guide: Policies, Procedures for Student Employees

Also see Employee Handbook

Getting Started – Eligibility & Hiring Basics

• On-campus employment requires work-study (except bookstore/food service – outside vendors).
• All new hires must:
  • Complete background check & onboarding forms (I-9, tax forms, direct deposit).
  • Attend orientation with HR (bring original documents).
• Returning students: Supervisors complete the Returning Student Employee Form
• Supervisors cannot allow work until HR sends start-date confirmation.

Timekeeping & Getting Paid

• Enter hours accurately on the day worked and click SAVE.
• Timesheets are legal documents; hours entered must reflect actual work. If you missed recording hours in a previous pay period follow the timesheet correction procedure below.
• Time entry rounds start and end times to the nearest 15 minutes for hours calculations.
• At the end of the pay period, click SAVE and SUBMIT FOR APPROVAL in the upper right corner.
• If corrections are needed after submission, contact your supervisor to “reject” the timesheet, then make corrections and resubmit.

Payroll Schedule

• Payroll periods are two weeks long, starting on Sunday and ending on Saturday.
• Timesheets are due every other Friday by 4 PM (unless working on Saturday).
• Setup a calendar reminder to ensure your timesheet is submitted on time.
• Supervisors must approve timesheets by Monday at 10 AM.

Missed Time

• If hours were missed on a past timesheet, submit a Timesheet Correction Form at sites.augsburg.edu/hr/forms.
• This form should be used only rarely, not as a substitute for regular timesheet submission.
• Frequent missed deadlines may result in corrective action.

Pay & Tax Information

• Pay rate: $15.97/hour for all student positions
• Pay statements and W-2s can be accessed through ADP or Unit4
• W-2 Forms:
  • Mailed via USPS last week of January. Please allow 5-7 business days for delivery.
  • You may request a copy of your W2 after February 15
• FICA Taxes (Medicare and Social Security):
  • Exempt during the academic year.
  • Required in summer (except for international students)
• Update address via the Employee Toolkit > Forms.
• Update bank account / direct deposit information and tax withholding via ADP.

Work Hours & Breaks

Work with your supervisor to determine your schedule and their preferred method of scheduling.

• Max Work Hours:
  • 20 hours per week during the school year / 40 hours per pay period (two weeks)
  • 40 hours per week during the summer months
• Hours per week cannot be guaranteed
• Breaks:
  • 4+ consecutive hours → 15-minute paid break
  • 6+ hours per day → 30-minute unpaid meal break
• Residence Life community advisor roles are not counted towards the weekly maximums

Time Off  & Sick Leave

Sick leave

• Paid sick leave accrued at 1 hour per 30 hours worked
• Use for illness, injury, medical appointments for self or relatives
• Use the “Request Student Sick” link on the time entry home screen or in the … (More Actions) menu on your timesheet.
• Sick time cannot be used for general time off or vacations.
• Sick time is not paid out when employment ends.
• A doctor’s note may be required for absences longer than three days.
• Misuse may result in corrective action or dismissal.

Other Time Off

Coordinate unpaid time-off with your supervisor.

Professional Expectations

Attendance & Conduct

• Arrive on time and work all scheduled hours.
• Provide as much notice as possible to your supervisor if you’ll be late or absent.
• No-call, no-show for 3 days = voluntary resignation.
• On-campus work only (except for approved community-based positions).
• Work time should not be used for homework, personal calls, visits with friends, etc. unless expressly permitted by supervisor.

Dress Code

Departments may set specific dress expectations. However, generally

• Clothing must be clean, professional, and provide appropriate coverage.
• No offensive language, images, or excessively revealing clothing.

Confidentiality

• Student employees may have access to private and confidential information.
• Complete FERPA online training modules within first week (paid time)
• Follow FERPA regulations:
  • Only access confidential information for legitimate work reasons.
  • Do not remove student records from offices.
  • Use appropriate processes when accessing and sharing confidential information. Check with your supervisor.

Employment Policies

Multiple Jobs

• Students may hold up to two (2) regularly-scheduled positions simultaneously.
• Students are responsible for managing their schedule and total weekly hours not to exceed maximums.

At-Will Employment

• The student or the university may end employment at any time for any reason
  • Resignation
  • Poor performance/misconduct
  • Budget limitations
• Employment automatically ends when student graduates or withdraws from classes

• Misconduct & Corrective Action

Consequences may include termination and loss of work privileges.

• Examples of misconduct:
  • Job abandonment (3 days no-call, no-show)
  • Falsifying timesheets
  • Theft, insubordination, or disrespectful behavior
  • Unauthorized disclosure of confidential information

Updating Payroll & Employment Info

• Update address via the Employee Toolkit > Forms.
• Update bank account / direct deposit information and tax withholding via ADP.

Student Employment Policies

Employment Periods

Start	End	Budget Period	Eligibility Rules
6/1/2025	8/30/2025	Summer	Summer
8/31/2025	5/9/2026	Academic Year 25-26	Academic Year
5/10/2026	6/6/2026	Academic Year 25-26	Summer
6/7/2026	8/29/2026	Summer	Summer

Remote Work & Holiday Policies

• No remote work (except for community-based positions, graduate teaching assistant work).
• No work on holidays unless your department is open.
• Student employees do not receive holiday pay.

Inclement Weather/ University Holidays

• Communicate with supervisor to flex hours to make up for missed working hours.
• Work missed for closures due to inclement weather or university-wide emergencies is not paid.
• Student employees are not authorized to work when the university or a department is closed, except in designated departments.
• Student employees may NOT work on university-recognized holidays when their departments are closed, except those that remain open for holidays or overnights (e.g., dispatch).