Student Employment Handbook
- Part 1

Click here for a printable version of the Handbook.

The Financial Aid Office is the designated central clearinghouse for all student employment. All departments should notify the Financial Aid Office of vacancies as they occur. The office will refer qualified students by sending the student to personnel in the department for their consideration and possible interviews. This does not preclude department heads referring students to the Financial Aid Office for clearance. The department head is responsible for hiring. The employee referral form must be returned to the Financial Aid Office whether or not the student is hired.

Non Discrimination Qualification for Employment Work Schedule
Hours Payroll and Taxes Go to Part 2

Policies Applicable to All Student Employees

All students seeking employment with Western New Mexico University must file an application with the Financial Aid Office. All students hired must complete a W-4 and an I-9. Please provide document(s) that establish both your identity and your employment eligibility. Acceptable document(s) are listed on the back of the I-9. If you provide a document from "List A," only that document is required, but if you provide a document from "List B" you must also provide a document from "List C." Click here to access the I-9 form and see what documents are needed.

Students will be referred to jobs for which they qualify on a “first-come, first-serve” basis, according to job preference, skills, and interests listed by the student. Due to the limited number of jobs on campus, all students are limited to one job.

Graduate assistants and resident assistants are limited to one job at the University.

Non Discrimination

Students are afforded equal opportunity without regard to race, religion, creed, color, national origin, sex, age or handicaps. Student employees are afforded the same privileges of appeal regarding terms and conditions of employment, according to due process procedures, as are full-time employees. The Financial Aid Committee shall serve as the final board of adjudication.

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Qualification for Student Employment

Semester Hours Required

In order to qualify for employment under any Work-Study Program at Western New Mexico University, a student must be enrolled as follows:
  1. Fall and Spring Semesters
    • Undergraduate students must be registered for at least 12 hours each semester.
    • Graduate students must be registered for at least 9 hours each semester.

  2. Summer Session
    • A student may work during the summer if he or she is enrolled for 6 hours.
Academic Requirements

A student must maintain satisfactory academic standing in order to qualify for employment. Students on academic probation may not work unless they have obtained special permission from the Director of Financial Aid.

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Work Schedule

The student employee and the supervisor will work out a mutually agreeable work schedule, unless otherwise stated in the job announcement. If a student employee is unable to meet the agreed upon schedule, it is the student’s responsibility to notify the supervisor immediately.


Each student's award is based on a 15 hour work week throughout each semester and encumbered accordingly. However, there are events which may arise where it may be necessary for the student to work in excess of the 15 hours when the student's class schedule permits. Subsequent weeks will be adjusted accordingly in order for the student to not exceed the awarded hours for the semester. Encumbrance will be closely monitored by the Work-study Counselor to ensure it is not exceeded.

Make up Time

If a student employee had a pre-arranged personal leave of absence, make-up time is left to the discretion of the supervisor. The supervisor is to secure approval from the Financial Aid Office prior to authorizing make-up hours.

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Pay Scale

Student employees are paid on an hourly basis. Minimum wage is the standard hourly allotment.

Pay Periods

The pay periods vary from year to year according to the scheduled holiday recesses and semester breaks. The average pay period includes 10-13 working days. Usually there are eight pay periods to a semester and four during the summer sessions. The Financial Aid Office publishes the Student Employee Payroll Schedule each year.

Payroll Reporting

Each department must keep a detailed time sheet on each student employee. Time will be reported to the Financial Aid Office by the employing department on the standard Payroll Time Report furnished by the Financial Aid Office. These reports are due on dates specified in the Student Employee Payroll Schedule published each year by the Financial Aid Office. Supervisors are responsible for getting time sheets in on time. If the time sheet is late, the student will not be paid until the next pay period. A time sheet will not be processed for payment if it is not turned in for two consecutive pay periods.


All wages paid to student employees are subject to Federal Income Tax. It is the student’s responsibility to secure and complete the Employee’s Withholding Allowance Certificate (W-4) and the Employment Eligibility Verification Form (I-9) before being placed on the payroll. These forms are available in the Financial Aid Office. No student will receive a paycheck until he or she has completed and submitted the forms to the Financial Aid Office.

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