Federal Work Study FAQ: Supervisors


How can I request a Federal Work-Study (FWS) Student Aide?

Call the Federal Work-Study Coordinator in the Financial Aid Office with your request at 585-292-2050. A form will be sent to you for completion.

When will I receive a time sheet for my FWS student aide?

Payroll will send you a time sheet as soon as they have opened an account for your FWS student aide.

When will my FWS student aide get paid?

FWS student aides get paid every other week. Your student aide will receive his/her first paycheck on the next pay period and once Human Resources and Payroll have an account opened for them.

What if my student aide does not get paid during a pay period?

You must verify the hours worked and then contact Human Resources at585-292-2110 to find out the status of your FWS student aide account and/or Payroll at 585-292-2162. It may be possible that the paperwork has not been completely processed through Human Resources or Payroll due to missing information.

When can my FWS student aide start working? Can my FWS student aide get paid retroactive?

Your FWS student aide can start working immediately after being hired. Hiring date must be the day of the interview or after. A FWS student aide is 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 pay check.

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 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 for 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.

How do I know if a student is eligible for FWS?

As a supervisor, you will not be able to anticipate whether a student is 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 have a specific student in mind, please forward their name and social security number to the Federal Work-Study Coordinator. The FWS Coordinator will calculate whether the student is eligible or not and what steps you need to take to hire a student aide that is eligible for FWS.

How would it affect a FWS student aide if he/she works for 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 for the FWS student aide?

It is the supervisor and the FWS student aide's responsibility to keep record of the hours worked and how much money they have used. If at any time you or the FWS student aide do not know how much money is left, please contact Payroll at 585-292-2162 to request such information.

What if a FWS student aide exceeds his/her awarded amount? Will my department budget get charged? Will the FWS student aide 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 call the FWS Coordinator in the Financial Aid Office at 585-292-2050.

How do I switch a current FWS student aide who is exhausting his/her eligibility to my department budget?

First, you must terminate your FWS student aide by completing a FWS Termination Form. Once the FWS student aide has been terminated, you must contact Human Resources at 585-292-2110 and they will switch the student to your department budget.

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