University

Human Resources

The following examples provide guidance on how to address student employment and assistantships during the summer months. If you have questions regarding these guidelines, please contact your Human Resources Consultant.

Enrolled Student, Non-Exempt Workers: 

Working Summer, Taking Classes and Returning in Fall 

• EPAF Required? No. The student may remain in their current position. If the student switches jobs from one department to another, an EPAF will be needed to transfer the student over to the new department. Students with multiple jobs may need an EPAF to end one of their jobs, or both, if transferring to another department.

Working Summer, Not Taking Classes and Returning in Fall 

• EPAF Required? No. The student may remain in their current position. If the student switches jobs from one department to another, an EPAF will be needed to transfer the student over to the new department. Students with multiple jobs may need an EPAF to end one of their jobs, or both, if transferring to another department.

Not Working Summer and Returning to Classes and Employment in Fall 

• EPAF Required? No.

• If the student does not return in the fall, the department must submit a separation EPAF.

• If the student isn't returning to the same position or it's up in the air, an EPAF should be submitted, and we can reinstate if necessary.

Not Working Summer and Fall Employment Status Unclear 

• EPAF Required? Yes. A separation EPAF is required. If the student returns in the fall, a Reactivation EPAF may be submitted.

Graduated Student, Non-Exempt Workers: 

*Graduated in Spring, Wants to Work Summer and Potentially Beyond 

• EPAF Required? Yes. You must complete an EPAF to move the employee into a temporary position number. Guidelines for temporary employment are available here.

*Graduated in Spring, Working Summer and May Enroll in Master’s Program in Fall 

• EPAF Required? Yes, for summer, the employee must be moved to a temporary position number. If the employee enrolls in the fall, the department may place them back into a student position and/or assistantship position number and submit the appropriate EPAF.

Federal Work Study Employees 

*FWS Employed in Spring, Working in Summer and Returning to FWS in Fall 

• EPAF Required? Yes. Move the employee from FWS position to a regular student position for summer. The FWS position may be reactivated in the fall.

Graduate Research & Teaching Assistants (GRA/GTA) 

Working Summer, Enrolled in Summer Courses and Not Performing GRA/GTA Duties, Returning to GTA/GRA Duties in the Fall 

• EPAF Required? Yes. Move the employee from GRA/GTA position to a regular non-exempt student position. The GRA/GTA position may be reactivated in the fall.

*Working Summer, Enrolled in Summer Courses and Performing GRA/GTA Duties and Returning to GRA/GTA in fall 

• EPAF Required? Yes, if they are switching duties and position numbers. No, if they keep the same position number and duties.

Working Summer, Not Enrolled in Summer Courses and Not Performing GRA/GTA Duties, Returning to GTA/GRA Duties in the Fall 

• EPAF Required? Yes. Move the employee to a regular non-exempt student position. The GRA/GTA position may be reactivated in the fall.

*Please note these employees will not qualify for an exemption from FICA/Medicare taxes of 7.65% during the summer, resulting in a reduction in their net pay.

*An EPAF might be necessary if the assistantship for spring already included an end date

An EPAF might be necessary If the assistantship ended for the spring semester, and if they are employed in the summer via an assistantship, policy requires enrollment in 2 graduate hours in the summer.