Federal Work Study - Employer Information
This Web page is a general guide for employers wishing to participate in the Idaho State University Federal Work Study Program. It was designed to help you understand the basic requirements to qualify for the program and will outline your responsibilities as an employer.
Table of Contents:
- Is my business or organization eligible to participate in the Federal Work Study Program?
- How much does it really cost?
- Interested in hiring a FWS Student?
- What about advertising job openings?
- Employer's responsibilities?
1. Is my business/organization eligible?
An eligible employer must be non-profit. Both the employer and the position(s) offered are considered when a school reviews eligibility.
The criteria considered in selecting employers includes:
- the nature of the business or position.
- if it is a non-profit organization.
- position should not displace regular workers.
2. How much does it really cost?
Federal Share/Employer Share of student compensation.
The Federal Share of FWS compensation paid to students may not exceed 60 percent. The institutional (employer) share will be 40 percent, which will be paid by the departments or off-campus employers. The federal and institutional shares are expected to remain at the current 60/40 split for subsequent years. This is subject to change based upon actions taken by Congress and program reauthorization.
Wages
The FWS student employment wage starts at $5.85, but employers have the discretion to pay more. Requests for exceptions should be addressed to the Director of Human Resources. A timecard must be turned into the ISU Payroll Department who will disburse a check to the student according to payroll disbursement schedule. As the employer, you will be required to pay 40% of the student's wages. Payroll will also bill you for your portion of the gross wages.
Benefits
Additionally, you will need to pay all the costs of employer benefits; Federal withholdings, Workmen's Compensation, Federal Social Security, an any other benefits required by law.
3. Interested in hiring a Federal Work Study Student?
Determine your need for a student employee.
Have a clear idea of the type of work you need performed and then draft a job description. What are the minimum requirements needed to perform the job? Is the work appropriate for a college student? If so....
Call your Financial Aid Office at ISU and ask about the Federal Work Study Program. If you qualify as an employer, the school will send you an Allocation request Form, Employer's Contract, and Job Position Request Form.
Return forms to University
All three copies of the employer's contract and the Job Position request form need to be returned to the Office of Financial aid at:
Idaho State University
Office of Financial aid
Campus Box 8077
Pocatello, Id 83209-8077
The school will review the forms, have the university president sign the contract and return a contract to you. If you have questions. please call 282-2756.
4. Advertising Jobs
All job listings for Work Study will be accepted by the Financial Aid Office on a Position Description On-Line Form. The completed form may be faxed to 282-4755, mailed to our office, or hit submit at the bottom of form for electronic submission.
Interview the candidates
Ask each student to provide you with written verification of eligibility for Work Study. In order to qualify for reimbursement, you must hire a college student who is "Work Study eligible" through ISU.
Make your employment selection
Follow your standard personnel procedures. Notify our office of the student's name, Social security number, and position description. Failure to do this may result in blocked funds.
- Student is to sign up for payroll at the ISU Human resources (3rd floor of the Administration Building, Room 312).
- Orient and train your new employee as you would any other employee.
- Keep accurate time records being careful not to exceed students award maximum.
- Provide an immediate supervisor who can verify hours student worked. This person should also sign the timecard.
5. Employer's Responsibilities
- Obtain Proof of Eligibility
Before an employer hires a student, proof of eligibility for employment under the program will have to be obtained from the student. Obtain from the student a copy of an Award Letter previously mailed to the student from the Financial Aid Office.
- Complete Position Description
Immediately upon hiring a student, the employer must provide Financial Aid Office with student's name, social security number, and position description prior to the student beginning work. The necessary form is the Position Description On-Line Form. (The student must also sign up for payroll at Human Resources.) Failure to comply could result in account funds being blocked.
Monitoring Earnings
Students should not be allowed to earn more than the amount of their work study award. It is the supervisor's responsibility to monitor the student's bi-weekly earnings to ensure that he/she does not earn more than the work study eligibility shown on the student's Award Letter. The supervisor must also monitor the number of hours worked to ensure that the student does not exceed the permissible twenty hours per week. If the student exceeds his/her work study award maximum, the employing department/business will be billed 100% of the over earnings. The department must also terminate him/her with the ISU University Human Resource System unless the student has remaining eligibility for work study in addition to their original award. The employer may contact the Office of Financial Aid to determine such. The employer is responsible for the timely reporting of hours worked. Be aware that, student may work in more than one department at a time.
An employer who hires a FWS student shares a responsibility to monitor his/her earnings, to insure that the student does not exceed his/her FWS award limit. Students may be paid on the FWS program for a maximum of 20 hours/week (maximum of 40 hours/week during breaks.) Federal Regulations mandate students cannot work more than 8 hours per day, or 40 hours per seven-day week. Any overtime will NOT be paid through the FWS Program account.
Increases in FWS Funds
Adjustment to FWS allocations can be made if an applicant's financial need allows for an increase and funds are available to finance the increase.
The employer and employee should consider the time requirement of the student's job in relation to the student's pay rate. and FWS allocation for the entire academic year. If it appears that the allocation will be exhausted before the time required by the position elapses, the a request may be made for an increase in funds.
The student may request an increase in financial aid when he/she is close to earning their full award. The student should request this increase through the Office of Financial Aid. Requests will be honored only as funds are available and the student qualifies.
Reduction in FWS Funds
Occasionally, it is necessary for the Office of Financial aid to reduce a student's FWS award. This may occur when a student receives assistance not originally included in his/her initial financial aid package, or when other student earning or resources are brought to the attention of the financial aid counselor.
The student will be notified in writing by Financial Aid when a downward adjustment is made. Upon notification of an award reduction, it is the responsibility of the student to inform the employer. When notified of an award reduction, the employer should re-evaluate the student's work schedule to make sure hours are not assigned that would bring the student earnings in excess of the adjusted FWS award.