Federal Work Study FAQ: Students


How can I apply for a Federal Work-Study (FWS) Student Aide position?

Visit the Financial Aid Office and request a FWS application.

When will I receive a time sheet?

Payroll will send a time sheet to your supervisor as soon as they have opened an account for you.

How often do I get paid?

FWS student aides get paid every other week. You will recieve your first paycheck on the next pay period and once Human Resources and Payroll have opened up an account for you.

What if I don't get paid during a pay period?

You and your supervisor must verify the hours worked and then contact Human Resources to find out the status of your FWS student aide account and/or Payroll.It may be possible that the paperwork has not been completely processed through Human Resources or Payroll due to missing information.

When can I start working? Can I get paid retroactive?

You can start working immediately after being hired. Hiring date must be the day of the interview or after.You are not allowed to start working prior to being approved for FWS.Any student who starts working prior to being approved for FWS must get paid through the Department budget. A FWS student aide can be paid retroactive only for hours worked after being approved for FWS and hired and/or if he/she missed a paycheck.

How many hours can a FWS student aide work per week?

FWS student aides are allowed to work 20 hours per week during the school year and 35 hours per week during vacations.Human Resources Department established this policy.

Can a FWS student aide work through the summer? Can leftover funds be used for the Summer?

A FWS student aide can work through the summer as long as he/she has been approved for FWS effective July 1 of the new school year.Leftover fund from the prior school year cannot be used after June 30.

When does the FWS assignment start and when does it end?

The FWS assignment may start effective July 1 of the new academic year and continues through June 30. However, effective hiring dates vary from department to department.

Can I receive an increment on my hourly wage? How can my hourly wage be increased?

There is a probationary period of six months. Once you have successfully completed the probationary period, you can receive an increment. To increase hourly wages, requests must come from your supervisor in writing to the FWS Coordinator in the Financial Aid Office. The FWS Coordinator will approve the request and forward the information to Human Resources.

How do I know if I am eligible for FWS?

As a student, you will not be able to anticipate as to whether or not you are eligible for FWS.However, to be eligible for a FWS job, a student must meet all eligibility requirements set by the Financial Aid Office. In addition, students must have financial need; that is, his or her cost of attendance (COA) must be greater than his or her Expected Family Contribution (EFC).If you are interested in a FWS position simply return your FWS application to the Federal Work-Study Coordinator. The FWS Coordinator will calculate whether or not you are eligible for FWS and will inform you of what you need to do next.

How would it affect a FWS student aide if he/she works for two different departments under the FWS Program?

It is acceptable for a student to work in two different departments as long as both supervisors agree upon and are monitoring student hours worked. Student hours worked cannot exceed 20 hours a week while school is in session except during school breaks. During school breaks, students can work up to 35 hours a week. Only one department will receive a FWS Hiring Form and a time sheet. . It is the supervisors' responsibility to inform one another of the hours that the FWS student aide has worked in order not to exceed the limit.

How would it affect a FWS student aide if he/she works and gets paid from two different departments under the FWS budget and the other one under the Department Budget?

It is acceptable for a student to be paid and accommodated in two different departments as long as both supervisors agree upon and are monitoring student hours worked. Student hours worked from both departments cannot exceed 20 hours a week while school is in session except during school breaks. During school breaks, students can work up to 35 hours a week. In this case, both departments will receive separate time sheets and only one department will receive a FWS Hiring Form. It is the supervisors' responsibility to inform one another of the hours that the FWS student aide has worked in order not to exceed the limit.

Am I responsible for keeping a record of hours worked and money used?

It is the supervisor's and the FWS student aide's responsibility to keep record of the hours worked and how much money you have used. If at any time you or your supervisor do not know how much money is left, ask your supervisor to please contact Payroll to request such information.

What if I exceed my awarded amount? Will my department budget get charged? Will I get paid?

If a FWS student aide exceeds his/her awarded amount, payroll will bill the department budget.The department budget will get charged for any hours worked in excess and the FWS student aid must get paid. Under the Higher Education Amendments of 1998, a FWS student aide must get paid for all hours worked (Fair Labor Standards Act of 1938).

What if a FWS student aide wants to transfer to a different department?

In the event that a student would like to transfer to a different department, the current supervisor must complete a FWS Termination Form through the Financial Aid Office.The new supervisor must complete and return a new FWS Hiring Form to the Financial Aid Office promptly. To request such forms, please submit in writing your request to the FWS Coordinator in the Financial Aid Office.

How can my assignment be switched from the FWS Program to the department budget if I have already exhausted my FWS eligibility?

First, you must be terminated from the FWS Program by completing a FWS Termination Form.Once you have been terminated, your supervisor must contact Human Resources to make arrangements to switch you to the department budget.

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