Federal Work-Study Employers/ Supervisors

Posting a Job Hiring a FWS Student Classifications and Pay Rates How Your Student Gets Paid Your Rights Your Responsibilities Billing Off Campus Employer Limitations

Posting a Job A) On Campus Employers Obtain a Student Assistant New Position Request for Budget Services Complete a Job Listing form and submit to the Career Center at the beginning of each Fall Quarter The Career Center will post the job on BroncoConnect for one academic year B) Off Campus and Auxiliary (ASI and Foundation) Employers Off campus employers must be a public agency, a private nonprofit organization or a campus auxiliary organization (refer to the section on “Off Campus Employer Limitations” for more information) Complete an Off Campus Federal Work-Study Contract with the Office of Financial Aid and Scholarships. This contract includes the Job Listing form The Off Campus Federal Work-Study Contract must be reviewed and approved by   Cal Poly Pomona before the job can be posted If you already have an off campus contract on file, you only need to submit a Job Listing form to the Office of Financial Aid and Scholarships at the beginning of Fall Quarter The Job Listing form is forwarded to the Career Center by the Office of Financial Aid and Scholarships  for posting on BroncoConnect                                                                         ^ Top

Hiring a FWS Student FWS student will contact you for an interview Student will have an Employment Agreement that shows their FWS award (this form should not be more than two weeks old) If you wish to hire the student, you need to complete Part 1 of the Employment Agreement Direct the student to the Office of Human Resource Services (Building 98, Room B1-20) to complete their job hire paperwork. Remind the student to take all necessary required documents Your FWS student cannot begin working until you receive a copy of the processed Employment Agreement from the Office of Financial Aid and Scholarships and the quarter has begun You must complete a new job listing every year for any job you are filling You must complete a new Employment Agreement each fall for a FWS student, even if you are keeping the same student worker(s)                                                                         ^ Top

Classifications and Pay Rates Match your job description to the Federal Work-Study Salary Schedule Within each classification, there is a range of hourly rates. Pick the pay rate based on the student's previous experience and the duties of the job FWS pay must be the same pay given to non-FWS student employees doing the same type of work Pay must be set at an hourly rate and cannot be salaried The FWS student salary does not include any fringe benefits or overtime                                                                         ^ Top

How Your Student Gets Paid You must submit your student’s Timesheet and the Student Assistant Time Report (CD048) to the Office of Financial Aid and Scholarships by the due date each month (Off Campus employers only submit the Timesheet) Pay periods do not always fall within a calendar month, so follow the Pay Period Schedule Late Timesheets result in late paychecks FWS wages are subject to State and Federal taxes. Your student will receive a W-2 at the end of each calendar year FWS students are not entitled to benefits such as overtime pay, paid holidays, paid vacation, paid sick leave, unemployment insurance or permanent status Be sure your student completes their Timesheet correctly and the hours indicated are, in fact, the hours they worked; make sure the student has signed it. Your signature is verification that all information on the Timesheet is accurate. An example on completing the Timesheet is provided for you                                                                         ^ Top

Your Rights To interview and hire the best student for the job To only pay a percentage of a FWS student’s earnings To request an increase in a student's FWS award for the quarter or the year (Increases cannot be guaranteed) To recommend raises for students based on change in job duties, length of employment, or exceptional performance To give students feedback on their job performance and to complete an Evaluation Form To terminate a FWS student from his or her position due to poor performance                                                                         ^ Top

Your Responsibilities To clearly define employment expectations and standards. Keep a copy of the Job Listing you submit to the Career Center and review with your FWS student when they begin work To not let a FWS student begin working until you have a processed copy of their Employment Agreement returned to you by the Office of Financial Aid and Scholarships and the quarter has begun To notify the Office of Financial Aid and Scholarships in writing of any pay rate changes To respond to all requests from the Office of Financial Aid and Scholarships in a timely manner To sign all Timesheets and Student Assistant Attendance Reports and submit paperwork by the date and time due each month. Remember, you are verifying the student worked the hours recorded when you sign the Timesheet You should help the student calculate the number of hours he or she can work for you based on their FWS award. You can print a Weekly Hour Calculator form to help you do this To monitor the student’s earnings against their allocation each month to make sure they do not over earn for any quarter. We have supplied an Award Balance form that you can download and use for this purpose To pay 25% of all FWS earnings (America Reads and America Counts jobs are exempt of this requirement) To pay for 100% of any earnings you allow a student to work in excess of their FWS award To ensure no student is denied work or subjected to treatment under this program agreement on the grounds of race, color, national origin or gender                                                                         ^ Top

Institutional Responsibilities Determine the student's eligibility to participate in the FWS program Determine the amount a student is eligible to earn each quarter Pay the student for the hours submitted by the employer on the monthly Timesheet and Student Assistant Attendance Report that are within eligible, awarded amounts Notify the employer if the student's FWS award or eligibility changes during the year Bill the organization/contractor for their 25% of the student's earning and the 10% administrative allowance                                                                         ^ Top

Billing On Campus You are billed the 25% of the student's total pay each month by Budget Services. At the end of the month, the charges will appear on your department's monthly report. You do not need to send a payment as these charges are credited from your designated work-study account. ASI-Foundation Accounts You are responsible for 25% of the student's total pay each month University Financial Service's Billing Department will send you a monthly invoice Payment will be due upon receipt of the invoice Off-Campus You are responsible for 25% plus 10% administrative charge of the student's total pay each month (America Reads and America Counts jobs are exempt of this requirement) University Financial Service's billing Department will send you a monthly invoice Payment will be due upon receipt of the invoice                                                                         ^ Top

Off Campus Employer Limitations The organization/contractor must be a public agency, a private nonprofit organization or a campus auxiliary organization The work performed by the FWS students must be in the public interest The FWS student cannot displace any regular employees The work does not involve any political activity nor can political affiliation be used to determine eligibility for a job The work is not for any "limited membership" organization such as a credit union, fraternal order, or cooperative The work cannot be related to any sectarian instruction or religious worship The work cannot involve political lobbying at any level The work cannot include employment by the Department of Education Back to Federal Work-Study (FWS)                              ^ Top