Limitation of Hours Matrix
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Student Employment: Limitation of Hours Matrix
Below is a chart for use by University staff regarding limitations on hours worked by student employees. This chart is a high-level summary for informational purposes only. Please see the Student FICA Exception Policy (link coming) and the HR academic policy regarding Employment of University Students for further guidance, as well as the collective bargaining agreement between the University and GETUP-UAW.
The hours limits described below are consistent with the University’s academic policy regarding Employment of University Students: “A full-time student's primary responsibility is academic work and paid employment should not interfere with their academic success.”
The Student Employment policy is also consistent with Student Registration & Financial Services employment guidelines for student employment. The collective bargaining agreement between the University and GETUP-UAW is also relevant to graduate and professional students in roles covered by the agreement.
Summary of Accountability
Hiring managers and business administrators are responsible for accurately documenting the expected hours of the job in Workday, applying the eligibility grid, informing the student of the job’s hours, asking whether the student remains within the applicable hour limit, and obtaining documentation of approval for additional work, where required. For positions covered under the collective bargaining agreement between the University and GETUP-UAW, the appropriate appointment letter for the position must be timely issued.
Students are responsible for knowing the rules, tracking their total University work commitments, obtaining required Graduate Dean or Faculty Advisor approval, where required, complying with applicable hour limits, and following any visa-related employment restrictions.
Graduate Deans and Faculty Advisors are responsible for reviewing and approving additional work when required, particularly where the work may affect academic progress, program expectations, or graduate appointment obligations. All approvals must be compliant with applicable University policy and the collective bargaining agreement between the University and GETUP-UAW, if applicable.
The Student Employment Audit Partner (Schools), VPE (Graduate) and SRFS (Undergraduate) are responsible for auditing compliance across the institution, identifying students with multiple jobs or excess hours, and coordinating corrective action when needed.
| Student Category | All Job Profiles (including undergraduate, graduate, masters, and professional students) EXCEPT Full-Time Enrolled PhD Students in Teaching Fellow, Research Fellow/Predoctoral Trainee or Educational Fellow Job Profiles) |
| Fall/Spring Semester *** | Full-Time and part-time enrolled students may engage in University employment up to 20 hours of work per week in total. FICA is not withheld provided student meets the student FICA exemption standards under federal law and regulations and the University’s policies. |
| Winter/Spring Break *** | During break periods of less than 5 weeks (e.g., Winter Break), full-time and part-time enrolled students who are on a break from their academic requirements may engage in University employment up to 40-hours of work per week in total. FICA is not withheld so long as the student qualified for FICA exemption during the preceding academic terms and the student continues to meet the student FICA exemption standards under federal law and regulations and the University’s policies. ** |
| Summer *** | During the summer, full-time enrolled students may engage in University employment up to 20 hours of work per week in total. During the summer, part-time enrolled students may engage in University employment up to 40-hours of work per week in total. During summer break (or any school break of more than 5 weeks), FICA taxes will be withheld on student jobs in this category. **** |
| Student Category | Full-Time Enrolled PhD Students in Teaching Fellow, Research Fellow/Predoctoral Trainee or Educational Fellow Job Profiles |
| Fall/Spring Semester *** | These positions may require no more than 20 hours of work per week. If the position requires fewer than 20 hours of work, the student may take on another role at the University within the overall 20-hour-per-week work limit with approval from the Thesis Advisor/Mentor and/or Graduate Group Chair consistent with the applicable school/graduate group process. FICA is not withheld provided that the student meets the student FICA exemption standards under federal law and regulations and the University’s policies. |
| Winter/Spring Break *** | These positions may require no more than 20 hours of work per week. If the position requires fewer than 20 hours, the student may take on another role at the University within the overall 20-hour-per-week work limit with approval from the Thesis Advisor/Mentor and/or Graduate Group Chair consistent with the applicable school/graduate group process. In some cases, up to 40 hours of work per week may be permitted during break periods of less than 5 weeks (e.g., Winter Break), so long as this is voluntary (i.e., not required), the student is on a break from their academic requirements and the student has approval from the Thesis Advisor/Mentor and/or Graduate Group Chair consistent with the applicable school/graduate group process. FICA is not withheld provided that the student meets the student FICA exemption standards under federal law and regulations and the University’s policies. ** |
| Summer *** | These positions may require no more than 20 hours of work per week. If the position requires fewer than 20 hours, the student may take on another role at the University within the overall 20-hour-per-week work limit with approval from the Thesis Advisor/Mentor and/or Graduate Group Chair consistent with the applicable school/graduate group process. FICA is not withheld provided that the student meets the student FICA exemption standards under federal law and regulations and the University’s policies. |
** During a school break of less than 5 weeks (e.g., fall, winter), FICA is not withheld provided that the student meets the student FICA exemption standards under federal law and regulations and the University’s policies. Please see the Student FICA exemption policy for further guidance.
*** International students must comply with the work-hour limits and other employment restrictions applicable to their visa status. If unsure, please reach out to Penn ISSS to review your limits/restrictions. Please see the Student FICA exemption policy for further guidance. (link coming)
**** If a student is enrolled in at least a half-time course load (50% or more) during a break of more than five weeks and meets the student FICA exemption standards under Federal law and regulations and the University’s policies, the student may contact their respective business administrator and hiring managers to inquire about qualifying for the student FICA exemption during the break. If the student’s enrollment status is half-time and the student’s employment meets the student FICA exemption standards under federal law and regulations and University’s policies, the business administrator and hiring manager should submit a Solution Center ticket to apply the student FICA exemption to the student’s wages for the applicable period.
