8.03 / Federal Work-Study
Purpose of the Program:
The purpose of the Federal Work-Study (FWS) Program is to promote
part-time employment opportunities for financially eligible undergraduate
and graduate students in order to help offset the students' cost of
education. Federal funds are made available to the University that enable
students with FWS awards to be hired by on-campus departments, or work in
the public interest for a public or private nonprofit organization.
Students are awarded FWS funds based on financial need. The FWS program is
mutually beneficial to both the students and University offices, as the
University pays 25% of the eligible students' gross earnings and the
federal government pays the remaining 75%. This type of funding for
on-campus departments helps to supplement limited office budgets.
Eligibility Requirements - Academic Year:
Eligibility Requirements - Summer:
- To be eligible for the FWS program, a student must complete the Free
Application for Federal Student Aid (FAFSA) and have a FWS award
included in their financial aid package. The FAFSA can be submitted in
either an electronic or paper format. Paper applications can be picked
up from the WSU Office of Financial Aid, Room 203, Jardine Hall.
Students can also apply through the internet by accessing FAFSA on
the Web by going to www.fafsa.ed.gov.
WSU's application priority date is March 15; students applying after
this date are less likely to receive a notice of approval due to limited
funds. Students must reapply each academic year for FWS funds.
- If the student is eligible for need-based federal work study
funds, the student will receive an award notice from the WSU Office of
Financial Aid that will include a federal work-study award. Students who
do not have financial need, according to the federal formula, will not
be awarded federal work-study funds.
- Students must maintain at least half-time enrollment (6
credit hours for undergraduates; 5 credit hours for graduates)
during the fall and spring semesters. Failure to maintain minimum
enrollment requirements will result in termination. The employing
department is responsible for monitoring students' compliance with
enrollment requirements and must terminate employment at the end of the
payroll period in which it becomes known enrollment has not been
Employment Eligibility Verification:
- Summer allocations are made in two parts because the new
fiscal year begins during the summer term. Federal regulations prohibit
individual student work-study awards being carried from one fiscal year
into the next. The first summer allocation is based on the student's
financial need analysis, as established from the FAFSA
submitted for the academic year just completed. The second summer
allocation is based on the student's financial need analysis,
established from the FAFSA submitted for the upcoming academic
- A student cannot be awarded FWS for the second part of the
summer session until she or he has completed a new FAFSA, and the
WSU Office of Financial Aid has received the appropriate need
analysis and determined that the student's aid status is complete.
(For example, the Office of Financial Aid may request a
student tax form or an affidavit of nonsupport for a student's file. The
Office of Financial Aid must receive these items before an award can be
- Students may be employed on the FWS program during the summer even if
they are not enrolled in summer classes, provided they are pre-enrolled
the following fall semester. (Note: students who can earn FWS wages
during the summer session and are not enrolled may have a
portion of those earnings counted as a resource when determining their
aid eligibility for the upcoming academic year.)
All offers of employment must include notification that employment is
subject to proof-of-employment eligibility as required by the Immigration
Reform and Control Act of 1986. No person may be added to the payroll until
an I-9 form and release consent form have been completed.
Maximum Hours of Work - Academic Year:
Students may work up to twenty (20) hours per week when
school is in session during the academic year, and may not
exceed forty (40) hours per week during finals and break periods.
Maximum Hours of Work - Summer:
Students may work up to forty (40) hours per week during
the summer session. The Office of Human Resources will monitor hours
worked and notify the employing department(s) of violation. The Office of
Human Resources will also assess overtime payments to the department
(proportionately when more than one department is involved.)
Persons employed through the FWS program are exempt from social security
deductions while enrolled. Social security will be deducted when employed
but not enrolled during the summer. Worker's compensation coverage is also
provided for FWS students. FWS student employees are not eligible for
other employment benefits.
A person shall not be compensated at less than the federal minimum wage
nor more than 2.5 times the federal minimum wage per hour. Requests for
wages above the highest rate per hour must be approved in advance by the
employing budget officer, budget review officer, vice president for the
employing department and the Office of Financial Aid. The total amount a
student may earn on FWS is referred to as their allocation. This
amount is based on his or her financial need. The federal
government subsidizes 75 percent of the student's earnings, and the
employing department is responsible for the remaining 25 percent. The
total amount the student earns must not exceed his or her FWS allocation.
If the student reaches his or her maximum FWS allocation or the FWS
authorization end-date is reached, the student may continue employment
with the employing department provided the department assumes 100 percent
of the salary costs. This situation would require the employing department
to initiate a Change of Status form (OHR 134) to switch the student from
FWS to regular student employment.
Pay periods will begin on Sunday and end two weeks later on Saturday.
Paychecks will be issued two weeks later on Friday. If Friday
(payday) is a holiday, paychecks will be issued on the closest preceding
Students must keep a daily record of hours worked during employment.
Students who have an employment dispute should try to resolve the problem
with the immediate supervisor (when person is not the department budget
officer) then the budget officer and/or budget review officer. If these
efforts are unsuccessful, students should contact the Vice President for
Student Affairs or designee for assistance with resolving the problem.
Decisions of the Vice President for Student Affairs on employment disputes
are final except in cases involving sexual harassment. When sexual
harassment in employment is alleged, a person must use the Sexual Harassment of Students Policy located at
Section 8.11 of this manual.
All vacancies through the FWS program must be listed with Career
Services for a minimum of one class day. Additional recruitment sources
may be utilized as needed.
Change of Status and Termination:
- Departments should check WSU Student Employment Pre-Approval (STUE)
screen in CICS2 to verify whether student is FWS eligible and available
- Departments must complete a Student Employment Authorization form (OHR
133) to place a student employee on the payroll. Departments are
responsible for obtaining from the student the following forms and
documents, completed and signed:
When hiring a previously employed student, departments should check the
WSU Student Employment Pre-Approval (STUE) FORMS screen to verify if the
forms listed above are already on file. If so, those forms do not have
to be completed. These completed and signed forms should be attached to
the Student Employment Authorization form and forwarded to Payroll in
the Office of Financial Operations and Business Technology.
- Substance Abuse Policy Affirmation Form
- INS I-9 (A social security card may not be used as evidence of
employment eligibility for a noncitizen. Employment may not begin
any earlier than the date the I-9 is signed.)
- Copies of identification for I-9 Form
- Consent to Release I-9 Form
- New Hire Report Form
- W-4 Tax Form
- State of Kansas Employees Oath (must be notarized)
- Employee Information Form
- Americans with Disabilities Status Form (optional)
- The Office of Human Resources will distribute copies of the Student
Employment Authorization Form. White original will go to the Office of
Financial Operations and Business Technology for processing to the
student payroll. Yellow copy is returned to the department. The Office
of Human Resources will ensure that a student meets all eligibility
requirements and is not scheduled to work more than the maximum hours
allowed. When the Office of Human Resources determines
a student is in violation of requirements, the employing
department(s) will be notified of the need to resolve the problem.
Any change of status in salary or funding account must be processed through
a Change of Status form. Terminations must also be processed through a
Change of Status form. Each FWS student must be terminated when she or
he is no longer working for a department, has used all of the allocation, or
she or he is no longer a eligible.
May 1, 2001
May 6, 2003