Federal Work-Study Employers

Employers looking to hire Federal Work-Study (FWS) students utilize the same process as hiring other student workers. The advantage to employing offices is that the department student payroll account is assessed 25% of wages and the Federal Work-Study program will be assessed 75%.

The employment period for the 2009-2010 academic year can begin no earlier than September 6, 2009, and end no later than June 12, 2010. Employment for any summer work-study positions will need to end on September 5, 2009.

POSTING A POSITION
On-campus employers looking to post a vacancy will use the People Admin system. Jobs posted as "Work-Study Student" are available only to students awarded Federal Work-Study as part of their financial aid package. The student is required to attach a copy of their Award Offer when applying as confirmation of work-study.

Work-study positions should be posted as pooled. Your organizational unit has a single work-study posting, and all work-study students hired will occupy the same position.

Off-campus agencies need to work with Student Financial Aid to post positions.

NOTE: Jobs listed as "Student Worker" can be filled with non-work-study students or, with a modification upon hiring, be filled with a work-study student.

HIRING A STUDENT
New hires are made through the online posting and job application process of People Admin as described above. You may also elect to use the "Quicklink" option if a work-study position is open only to specified applicants.

Rehiring students to their former work-study job can be done via the PCR.

• Continuing from a currently active PCR (summer work-study employment): Use the Recurring Payments-Change function and update the end date to 06/12/10.
• Last PCR expired (student ended employment with last academic year): Use the Recurring Payments-New function with appropriate work-study accounts and dates for 2009-2010.
• Termination PCR previously completed: Student would need to be hired via People Admin.

Hiring approvals or PCRs will pass through Student Financial Aid for work-study eligibility review. If eligible, the hiring or PCR process will continue through the normal approval steps. If the student is not eligible for hire under work-study, the department will be notified by Student Financial Aid.

NOTE: The online process replaced the Federal Work-Study Hiring Packets made up of hiring forms that employing department already have (W-4, I-9, etc.). The former packet's Work-Study Appointment and Termination Forms have been been discontinued.

EMPLOYER RESPONSIBILITIES
As a FWS employer, you are required to ensure that the student does not earn beyond their FWS award (generally $3000 for the academic year and $2500 for summer). The FWS award amount limit is therefore the gross salary amount combining the 25% departmental and 75% work-study funded portions.

Students and employers must keep a careful record of earnings. Students who exceed their award will need to be paid 100% by departmental payroll funds for hours worked beyond their award. Departments who cannot handle that additional cost may have to adjust student work hours in order to remain within an earning range for the period of employment desired.

Students may be employed in more than one position. However, they may not work over 40 hours per week in a single or a combination of university positions. Employers hiring students working multiple student positions (work-study as well as departmental) should work to coordinate hours and prevent exceeding work-study awarded earnings.

Student time sheets must be signed by the student and supervisor in all cases where the on-campus Kronos payroll process is not used. Copies must be kept on file with the employer for 5 years. During annual financial aid audits, copies of time sheets may be requested by Student Financial Aid.

Because work-study is an aid source, enrollment is required. Students who completely withdraw from classes for a term must cease working effective the date of withdrawal. A good practice is to verify each student's enrollment each quarter. The only enrollment exceptions are for break periods when enrollment will occur the following term and summer as long as fall enrollment is planned. 

Work-study was originally designed as an employment program within a student's area of study, yet students now often work in areas unrelated to their major. The "work-study" title does not indicate students will be able to study while working.

QUESTIONS?
If you need assistance with People Admin or the overall hiring process, contact your office or department’s Hiring Manager for assistance or call the Human Resources Service Center at 513-556-6381.

Assistance with determining if your position is eligible for work-study hiring, reviewing a student case or answering FWS payroll-related matters is available by contacting Student Financial Aid.