Student employment guidelines

Student Employment Guidelines
January 1, 2016


“Academic Year” is defined as the full nine-month (39 week) period which is the basis for academic year appointments.

“Federal Work Study” means the federally funded, need-based program in which the federal government and an employer share the payroll cost of employing a student to assist students with the costs of post-secondary education.

“ACA” means the Patient Protection and Affordable Care Act of 2010


The purpose of this guideline is to outline the University of Wisconsin-La Crosse (UWL) provision specific to student employment and to provide guidelines to departments in complying with the ACA.

Effective January 1, 2016, student workers may work up to the maximum of 25 hours per calendar week (Sunday through Saturday) during the Academic Year. Students may, however, work full time during any week when classes are not in session. Periods during which “classes are not in session” include summer breaks, J-term and spring break. Students enrolled in J-term or summer classes may work full time during those periods. There is a maximum of 1559 total hours a student may work in a rolling twelve-month period. (Until notified otherwise, there is a temporary exception to the hours cap granted for Resident Assistants, Resident Advisors and Resident Counselors.)

Student workers hours are aggregated for purposes of the ACA Employer Mandate and IRS reporting among all institutions in the UW System. Thus, a student worker’s hours will be combined for all employment positions in more than one university department or more than one UW institution.

Hours worked due to a Federal Work Study (FWS) program do not count toward the calculation of hours of service earned for purposes of the ACA. 

Related Documents:

UPS Operational GEN 20: Student Employment
Employment of Student Help (SYS 205)
Student FICA Exception (SYS 205.A)
Payment Methods and Timing for Payroll (SYS 215)
Personal Services Payments (SYS 235)