Summer Employment for Student Employees

If you intend to hire students (enrolled at Richmond at least 1/2 time and seeking a degree) to perform any services for pay during the summer, they must be processed as student employees. For Summer, recent May graduates may continue to work as students until the end of the last pay period before fall classes begin as long as they are US Citizens or Permanent Residents. Graduating international students and exchange students cannot work as student employees after the last day of exams.

The summer employment period for 2023 will run from April 30th through August 26th. Student's may work a maximum of 40 hours per week during the summer. If you intend to have your student employees work during the summer, you will need to complete a summer employment Electronic Personnel Action Forms. You will use the Summer Worker EPAF and they must have a pay rate of at least $12.00. Federal Work Study is not available during the summer, so all of these positions should use UWP and account code 6311. Remember that we are using the new two-tier wage rate structure now. Please note there are no automatic summer pay rate increases but supervisors may submit an Hourly Rate Change EPAF to set a new wage rate at any time. 

While remote work may be an option when necessary during the summer months, please note that the student must be residing within the U.S.

  • Please refer to Student Employment EPAF Guide for more information on completing EPAFs.
  • There are no automatic increases to student hourly wage rates.
    • To change the student’s wage rate for the summer, you must submit a Change EPAF
    • Note that the wage rate change made for the summer will continue into the academic year unless the supervisor submits another Change EPAF to return to the academic year rate again.
  • If you have a new student employee with a start date on or after April 30, 2023 and the job is intended to be summer-only, use the Summer Worker EPAF, because it allows you to include a termination date.
  • If you have a new student employee with a start date on or after April 30, 2023 but the job is within Virginia and is intended to continue into the next academic year, use the Standard Hourly Student Job EPAF.
  • If you have a student who will be working within Virginia in the summer and they are already set up in Banner at the desired wage rate, you do not need to do anything.
  • If you have a student who will be working remotely from outside Virginia and within the U.S., this is a new job. You must complete a Summer Worker EPAF for them, including “RMT” at the start of the job title.
    • It is the responsibility of the student employee’s supervisor to be aware of where the student will be working from and to facilitate compliance with these policies.
    • The city and state they will be working from must be included in the comments of the EPAF, and the EPAF must be fully processed before they can start working. The student may be required to complete additional tax documentation before they are legally eligible to start working.
    • The student should contact Caitie Hoeckele to inquire about completing taxation forms for the state in which the work will be completed.
    • These students may also need to be paid more than $12.00 if the minimum wage rate in the state they will be working from is higher.
It is the responsibility of the student employee’s supervisor to be aware of where the student will be working from and to facilitate compliance with these policies. 

Students hired for their first University job to work remotely during the summer must complete pre-employment paperwork in-person before they leave campus; specifically the I-9, which contains a federal requirement that we view their unexpired, original document(s) from the list of acceptable I-9 documents in person in order for their I-9 to be complete. If you receive an error when trying to submit an EPAF that says “ID is not defined as an employee”, then this student has not yet completed paperwork. If you are unsure whether or not a student has completed paperwork already, please contact Caitie Hoeckele in the Financial Aid office.

If you have any questions, please contact Caitie Hoeckele at (804) 289-8438 or by email at Caitie Hoeckele.