Skip to main content

University Policy 397: Non-Benefited and Student Employment

Category: Personnel
Sub Category: Employment
Covered Individuals: Non-Benefited and Student Employment
Responsible Executive: Vice President for Finance and Administrative Services
Policy Custodian: Human Resources, Executive Director
Last Revised: 2022/06/23
Download PDF File Download policy as a PDF

397.1 PURPOSE AND SCOPE

To define employment parameters for non-benefited employees including hourly, set amount, student, and teaching non-benefited employees and to clarify that the Office of Human Resources is the official employment entity for all non-benefited, non-student job postings. Career Services is the official employment entity for job postings specifically designated for student employment.

397.2 POLICY

2.1 Employment Eligibility

Utah State University is committed to hiring only United States citizens or non-citizens lawfully authorized to work in the United States. International students on F-1 or J-1 visas are subject to both Utah State University employment policies and United States of America visa requirements that limit employment. In the event of a conflict, the more restrictive limitation will apply.

With the exception of Extension, 4-H, and Youth Programs, individuals must be 16 years of age or older to be employed by the University. If it is determined that there is a need to hire a minor under the age of 16, outside of the aforementioned listed entities, please contact Human Resources. For information regarding the protection of minors, please see Policy 534: Protection of Minors.

2.1.1 Student Work Hours

In fostering the USU Mission principle that “academics come first,” student employees are encouraged to limit their hours during the academic year in order to devote sufficient attention to their studies.

397.3 RESPONSIBILITIES

3.1 Human Resources and Career Services

Human Resources and Career Services work together with the Office of Affirmative Action/Equal Opportunity to ensure nondiscriminatory, equal opportunity practices in recruiting, screening, and/or testing applicants for employment. For more information on the University’s commitment to affirmative action and equal opportunity refer to Policy 303: Affirmative Action/Equal Opportunity.

397.4 RELATED USU POLICIES

397.5 DEFINITIONS

5.1 Hourly employees

  • Hourly employees are paid an hourly rate for actual hours worked. These employees are not benefit eligible; they participate in FICA and are covered by unemployment and workers' compensation insurance. Hourly employees are considered “at-will” under Policy 390: Employment-At-Will and are not eligible to participate in the employee grievance process. Hourly service does not accrue as seniority credit for benefits if an hourly employee is later hired into a benefit-eligible position.

5.2 Minor

  • An individual under the age of 18.

5.3 Set Amount Employee

  • Set amount employees are paid on a set amount (lump sum) pay basis rather than a rate for actual hours worked. For the purposes of the Affordable Care Act (ACA), these employees are required to record actual hours worked. If an employee meets the definition of full-time under the ACA, the employee must then be offered health insurance. Paying an employee a set amount does not exempt the University from minimum wage or overtime requirements. These employees are not benefit-eligible; they participate in FICA and are covered by unemployment and workers' compensation insurance. Service rendered in these positions does not accrue as seniority credit for benefits if the employee is later hired into a benefiteligible position.

5.4 Student Employee

  • Student employees are paid an hourly rate for actual hours worked; with the exception of assistantships, which are limited to graduate students. Students are supervised in their work and must record their hours and submit them for approval. Students cannot volunteer for positions that are normally paid positions. These employees are not benefit-eligible; FICA taxes do not apply to service performed by students employed by Utah State University where the student is currently pursuing a course of study. Service does not accrue as seniority credit for benefits if a student employee is later hired into a benefit-eligible position.

5.5 Teaching Non-Benefited Employee

  • Teaching non-benefited employees are paid to teach a minimum of one course per semester and are not covered under faculty code. These employees are not benefit-eligible; they participate in FICA and are covered by unemployment and workers' compensation insurance. Service rendered in these positions does not accrue as seniority credit for benefits if a teaching non-benefited employee is later hired into a benefit-eligible position. These employees are hired at the discretion of the hiring department.

Information below is not included as part of the contents of the official Policy. It is provided only as a convenience for readers/users and may be changed at any time by persons authorized by the President, subject to review by the USU Policy Committee.

RESOURCES

Procedures

TBD

Guidance

None

Related Forms and Tools

None

Contacts

  • None

POLICY HISTORY

Original issue date: 1997/01/24
Last review date: 2020/01/10
Next scheduled review date:
Previous revision dates: 1999/07/01, 1997/01/24, 2020/01/20