Student Employment Policy

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.

UB students who are employed and registered for six 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), they are subject to social security and medicare withholding.

Non-UB students are are subject to social security and medicare withholding.

Non-resident students in F-1 or J-1 status are exempt from social security and medicare withholding under Treasury Regulation 1.3121 (b) (19).

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 Services (ISS) 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.

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.  

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.     

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

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.

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.

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 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.

• 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.

• 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.

• 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.