Federal Work-Study FAQ

Student  Employer

Student  1. Can I have more than one Federal Work-Study job on campus? Yes, as long as you keep track of your hours and earnings each month and do not exceed your allocation of 20 hours per week. (Award Balance) 2. I was awarded for fall, winter and spring. What happens if I do not plan on working in the fall, but still want to keep my winter and spring award? You will need to complete an Information Update form to notify our office that you still want to keep your winter and spring award. If you do not do this, we will automatically cancel your FWS for the year. 3. I’m currently working off campus, how can I count that as a Federal Work-Study job? Not all off-campus positions qualify for work-study funding. Your employer needs to meet the requirements for a non-profit agency and complete a FWS Off Campus Contract with Cal Poly Pomona. 4. How do I get paid? You will be paid once a month based on the Timesheet your employer turns in for you.  The due date and payroll dates vary each month, so you must follow the (Schedule of Pay Period) 5. Can Federal Work-Study earnings be directly deposited to my bank account? No, at this time, Cal Poly Pomona is not set up for direct deposit 6. Do I automatically get Federal Work-Study every year?  No, it is not guaranteed every year.  To reapply, you must file a FAFSA by March 2 each year indicating you want FWS. 7. What is the benefit of applying for a community service position? Community Service jobs allow you to play an important leadership role in addressing the needs of Cal Poly Pomona’s surrounding community. At the same time, you are adding value to your resume, scholarship, and graduate school application. 8. Can I work more than 20 hours a week? No, you can only work a maximum of 20 hours a week while school is in session.  You may work more hours during breaks if you have unused funds and with special permission from your employer. 9. Am I eligible for pay increases? Yes, your supervisor can determine when you are eligible for a pay increase.  Raises are generally based on your length of employment, exceptional performance, or a change in job duties.  Your supervisor can use the Evaluation Form and Salary Schedule to help them determine if you are eligible for a raise. 10. If I’m still employed with the same department, do I need to fill out the Employment Agreement form each year? Yes, you will need to do this each fall or when you change jobs 11. I wasn’t awarded Federal Work-Study this year, how can I apply for it next year? Since funding is very limited, first priority is given to those continuing work-study students. However, we still recommend that you file your FAFSA by March 2nd indicating that you are interested in work study. 12. If I turned in my timesheet late, when do I get paid? It usually takes 2-3 weeks from the time that you submit a timesheet to the Office of Financial Aid, before a paycheck will be available to you.                                                                                   ^ Top

Employer 1. What’s the benefit of hiring a Federal Work-Study student rather than a regular Student Assistant? You will only pay 25% (off campus employers pay 10% administrative fee) of the student’s earnings as opposed to the full cost of a student assistant. The federal government covers the remaining 75% 2. How do I know after each pay period, what the student has left over of their award? We have provided a form to help you calculate and track a student’s monthly earnings (Award Balance) We also notify you when a student is close to earning his or her full allocation for the quarter. 3. How do we pay the student? You will need to make sure that a student completes and submits a timesheet to the Office of Financial Aid by the monthly due date (Schedule of Pay Period) 4. How do I post a job? If you are an on-campus employer, you will need to complete and submit a Job Listing Form to the Career Center. If you are an off-campus employer, you will need to complete an Off-campus Contract which includes the job listing form. 5. We are a community service organization. How much are we responsible for in the student’s pay? All employers except approved American Reads and America Counts sites pay 25% of the students earning and a 10% administrative fee. 6. Can a student work more than 20 hours a week? For example, during a school break? The student can work 20 hours a week during school and more that 20 hours during breaks  if they have sufficient funding and their employer approves it. 7. Do I have to renew my contract each year? No. You will only need to update the Job Listing Form and complete an Employment Agreement form for each student you hire. 8. What are the steps in giving a student a pay increase? We have provided some tools to help you determine if the student is eligible or not (Evaluation Form and Salary Schedule). Generally raises are based on time at the job, exceptional performance, or a change in job duties.  After you have determined that the student is eligible for an increase, notify the FWS Coordinator via email   9. Do I need to fill out an Employment Agreement form if employing the same student each year? Yes.  A new Employment Agreement must be completed at the beginning of each new academic year (Fall Quarter).  The student can obtain the form online with his/her pre-printed award information. 10. Who do I contact regarding billing questions/concerns? Gwen Stevens at University Financial Services gstevens@csupomona.edu 11. How do I get more Federal Work-Study awarded to a student? You may request an increase for a student's FWS award from any of the FWS staff listed on the contact us page, wither by phone or via email.  Increases are not always possible, but each request will be reviewed as quickly as possible. 12. If the Timesheet is turned in late, when does the student get paid? Process time takes 2-3 weeks from the time the timesheet is received by the Office of Financial Aid before a student can pick up his/her check Back to Federal Work-Study (FWS)                              ^ Top