Administrative Policies
University Policy Number 2222
Subject: Wage Employment (Student)
Responsible Parties: Human Resources and Payroll, Office of Sponsored Programs, Director, Vice Presidents, Deans, Directors, and Activity Heads
Procedures: N/A
Related University Policies: Administrative Policy
2201 – Direct Deposit of Employee Pay http://www.gmu.edu/facstaff/policy/newpolicy/2201.html;
Administrative Policy 2205 – Staff and Faculty Recording and Submitting
Hours Worked and/or Leave Taken http://www.gmu.edu/facstaff/policy/new
policy/2205adm.html
Administrative Policy 2217 – Wage Employment (Non Student)
http://www.gmu.edu/facstaff/policy/new
policy/2217adm.html
GRA/GTA Appointment Guidelines http://www.gmu.edu/departments/provost/support/GradSupGuide0607.pdf
I. SCOPE
This administrative policy applies to all George Mason University students
employed by Mason on-campus and paid on an hourly basis ("student
employees").
II. POLICY STATEMENT
Student employment is designed to provide financial support while attending
Mason. The primary relationship with Mason is the pursuit of an academic
degree while working part-time.
Students hired into the Student employee category are potentially eligible for the Student FICA exemption under IRS Code Section 3121(b) (10). FICA refers to both Social Security and Medicare taxes. Student employees meeting the enrollment requirements outlined below will not be charged FICA taxes. This employment category is not eligible for the Wage Employee Tuition Waiver.
In the implementation of the university’s student employment policy,
no student employee shall be discriminated against on the basis of race,
color, religion, gender, age, disability, national origin, marital or
veteran status, or sexual orientation.
Student employees are considered “at-will” and serve at the
will and pleasure of the appointing authority. Student employees may be
terminated without cause from employment at any time and have no guarantee
of employment for a particular term. All student employees are limited
to 1500 hours of work in a 365 consecutive day period commencing from
the date of hire.
a. Eligibility
A student employee must be enrolled for a minimum of 9 undergraduate credit
hours or at least 6 graduate credit hours each semester and maintain good
academic standing. Audit courses do not count toward the minimum credit
hours. Student employees who drop classes below these minimums are no
longer eligible for the FICA exemption. Students who withdraw are eligible
for non-student employment. Departments must verify eligibility of student
employees each Fall and Spring term.
Upon graduation, student employees must be transferred to the wage employee category, unless they are enrolled in a second undergraduate degree or graduate degree program.
Students must provide evidence of their identity and employment eligibility by completing an I-9 form in accordance with the Immigration Reform and Control Act. The I-9 form is maintained in the department for three years.
b. International Students
Students must provide evidence of their identity and employment eligibility
by completing an I-9 form in accordance with the Immigration Reform and
Control Act. The I-9 form is maintained in the department for three years.
With very few exceptions, all students in F-1 and J-1 status are required to be enrolled full-time during the fall and spring semesters in order to maintain their immigration status. They are also prohibited from working in excess of 20 hours per week during the regular semester. These requirements take precedence over any other discussions of enrollment and/or work schedules in this document. F-1 and J-1 students are required to first discuss their situation with, and receive authorization from an immigration advisor in the Office of International Programs and Services before dropping below full-time for any reason.
c. Hours of Work
Student employees are students first and foremost and, in recognition
of this, should be limited to a total of half-time employment each month.
During semester breaks students may be employed full-time. Work time is
reported via electronic timesheet and should be completed at the end of
each work shift. Student employees must be paid for all work performed.
d. Overtime
The Department of Labor requires that non-exempt employees be paid overtime
at the rate of one and one-half times the regular rate of pay for all
hours worked in excess of 40 in one week. All student employees are paid
on an hourly basis and are therefore non-exempt. Student employees must
be paid for all work performed.
e. Breaks and Meal Periods
The state Department of Human Resource Management policy 1.25 states employees
are entitled to a one-half hour unpaid meal break when working 6 or more
consecutive hours. This policy applies to student employees.
f. Benefits
Student employees are not eligible for employee retirement or insurance
benefits. Students may purchase student health insurance. Information
on plans is available at http://shs.gmu.edu/.
Student employees do not accrue vacation or sick leave. Unpaid time off
may be approved by the supervisor.
III. RESPONSIBILITIES
A. The Assistant Vice President and Chief Human Resources Officer
Coordinates the development of policies and procedures and oversees the
program for employing and managing student employees.
B. Payroll Director
Administers the payroll and web time entry for student employees.
C. Office of Sponsored Programs
Reviews student employment requests for sponsored programs positions.
Verifies the availability of funds and compliance with grants and takes
appropriate action where indicated.
D. Director, Office of Student Financial Aid
Reviews student wage employment requests for Federal Work Study program
positions. Ensures compliance with applicable student aid regulatory guidelines.
Counsels student employees about conditions of employment and their responsibilities
as employees of the University. Manages Federal Work Study programs and
acts as a liaison between students and University activities.
E. Vice Presidents, Deans, Directors and Activity Heads
Certify the need for work to be performed, the availability of funds and
students eligibility to work in this category. Approve requests for student
employment.
IV. EFFECTIVE DATE AND APPROVAL
This policy is effective April 17, 2006. This policy shall be reviewed
and revised, if necessary, annually to become effective at the beginning
of the University’s fiscal year, unless otherwise noted.
Approved:
_______________________
Maurice W. Scherrens
Senior Vice President
________________________
Peter N. Stearns
Provost
Date approved: May 8, 2006