Payroll Policies
Students at Minnesota State University, Mankato that are selected to work as student employees for any of the University departments on campus, must meet one of the following student payroll requirements:
Student Help Program
Hours worked by a student employee receiving funds by the Student Help program (regular student employee), must:
- be actively pursuing a degree program at Minnesota State Mankato
- be enrolled for a minimum of six (6) credits
- work limits apply if you are enrolled for less than twelve (12) credits
- work limits apply to undergraduate and graduate students
Federal Workstudy Program
Hours worked by a student employee who is receiving funds by the Federal Workstudy program, must:
- begin the academic term with a minimum enrollment of six (6) credits
- work limits apply if you are enrolled for less than twelve (12) credits
- work limits apply to undergraduate and graduate students
- students must not exceed the amount of their federal work study award
State Workstudy Program
Hours worked by a student employee who is receiving funds by the State Workstudy program must:
- be enrolled for a minimum of six (6) credits
- work limits apply if you are enrolled for less than twelve (12) credits
- work limits apply to undergraduate and graduate students
- students must not exceed the amount of their state work study award
Graduate Students
- may work student help
- * cannot exceed 28 hous a pay period, per Mn Statute 179A.03
- be enrolled for minimum of 6 credits
Work Limits per Credits Enrolled
| Paid Credits Less Dropped | Undergraduate Maximum Hours per Pay Period | Graduate Maximum Hours per Pay Period* |
|---|---|---|
| 12+ | 40 | 28 |
| 6-11 | 28 | 28 |
Exceptions to Payroll Policy
Requests for exceptions to this policy must be directed to Business Services (Student Financial Services for work study students) by your supervisor or department head.
Interim Session
- Regular student help employees may work during the interim if they are registered for the next semester (spring/summer/fall) or have signed a statement of intent to attend the next semester.
- Undergraduate students may work a maximum of forty (40) hours per week. This would be a maximum of eighty (80) work during each ten-day payroll period .
- Graduate students may work a maximum of 28 hours each ten day payroll period. Mn. Statute 179A.03
Students who graduate at the conclusion of Fall semester may continue to work until Spring semester. Students who graduate at the conclusion of Spring semester may continue to work until the beginning of Summer semester.
- Federal and State work study students may work during the interim if this period of time is on their work study authorization form.
- Undergraduate students may work a maximum of forty (40) hours per week. This would be a maximum of eighty (80) work during each ten-day payroll period .
- Graduate students may work a maximum of 28 work hours for each ten day payroll period, but must not exceed the total amount of their work study award.
Graduate Assistants
Graduate Assistants must meet enrollment provisions of the Graduate Office.
Internships
The student must be enrolled for internship credits. The department shall have on file the requirements for the internship. Students may work up to full time (40 hours per week/80 hours per pay period). The rate of pay must be within the student payroll pay classification schedule. When processing the Work Authorization form for student, please indicate "Internship".
Student Payroll Summer Policies
Student Payroll summer policies are available in print form at the Business Services Payroll Department or online.
FICA (Social Security) Tax
Student employees are exempt from FICA taxes while they are a full-time student at the University.
FICA taxes will be deducted from student employee paychecks for those not in compliance to the enrollment policy.
Summer FICA
Refer to Summer Policies
Federal & State Taxes
Federal and State Taxes are withheld from student payroll gross pay, based on gross pay + exemptions on your W-4. Refer to IRS Guidelines publication 15 Circular E.
Tax Forms
W-2 forms and 1042-S (tax forms) are mailed in January to your permanent address that you have on file with the student registration system. Check with the Campus Hub, by mid December, regarding your address to make sure your tax forms will be mailed to a current address.
State Reciprocity Exemption
If you are a resident from the states of Wisconsin, North Dakota or Michigan, you may complete the form MWR. This will make you exempt from Mn State Tax withholding. State taxes will be withheld for your state of residency.
Worker’s Compensation
All employees including graduate assistants and student workers who sustain an injury while performing the duties of their position, should immediately report the incident to their supervisor and contact the Human Resources Office for the purpose of preparing a First Report of Injury form (PDF). Questions should be directed to Human Resources, phone 2016, Wigley Administration Center, room 336.
Resignation
Any intention of student employees terminating, the Department Supervisor, needs to complete a Work Authorization Form (WAF) terminating the employee.
Address Changes
Student employees should notify the Campus Hub (SU117) of any changes in addresses.
Change in Number of Exemptions
If you choose to change your exemptions, please complete a W-4 form in the Student Payroll Department, WA236 or online.
