Federal Work-Study Program

New Hire Process for 23-24
Federal Work Study Student Employees

Step 2: FWS Hiring Authorization Form Initiation
• Career Development Services initiates the FWS Hiring Authorization Form for the FWS Student Employee.

Step 3: Form Transmission to Hiring Official
• Career Development Services sends a PDF version of the FWS Hiring Authorization Form to the Hiring Official for review and completion.

Step 4: Collaborative Completion
• The Hiring Official and FWS Student Employee collaboratively complete the FWS Hiring Authorization Form.

Step 5: Submission to Financial Aid Office
• The Hiring Official scans/copies the completed FWS Hiring Authorization Form.
• Submit the form to the Financial Aid Office through fwsauthorization@wssu.edu.
• Subject Line: Include the student's name.

Step 6: Personnel Action Form Initiation/Transmission
• Career Development Services sends the Personnel Action Form to the Hiring Official for review and completion.

Step 7: Personnel Action Form (PAF) Preparation
• The Hiring Official fills out the Personnel Action Form (PAF).

Step 8: PAF Routing and Approval, Submission to HR
• Hiring Official will upload the PAF to Adobe Sign and initiate approval routing through your department's chain.
• Hiring Official
• Department Head/Director
• VC/Dean
• Director of HR (Proxy: Tavion Southerland, Talent Acquisition Specialist)

Step 9: New Hire Paperwork Issuance
• Hiring Officials initiates the New Hire Paperwork process by:
• Directing the Federal Work Study Student Employee to the HR website at https://www.wssu.edu/administration/human-resources/hr-forms-and-templates.html
• Click on the New Hire tab.

Step 10: Paperwork Completion
• The student is responsible for accurately completing the paperwork provided.

Step 11: Submission to Human Resources
• Document submission is available from Monday to Friday, 8:30 am to 4 pm and/or scheduled “document intake” sessions.
• The forms below must be submitted via hard copy to Human Resources in Room 203, Eller Hall. Emailed, copies delivered via campus/regular mail, and/or faxed copies are not acceptable. I-9 Forms MUST be delivered in person due to the physical examination of identification requirement by the Department of Homeland Security.

Required Documents:
• I-9 Form
• Personnel Profile
• Direct Deposit Form
• Tax Forms W4 and NC4

I-9 Form and Documentation:
• New student workers must complete the new hire paperwork online.
• Before beginning work, students are required to present approved I-9 Documents to HR.
• If there is a gap of one year or more in on-campus employment, a new I-9 form is mandatory.

I-9 Document Requirements:
Students are expected to provide original documents for the I-9 form.
• Commonly used documents include a CURRENT state-issued photo ID and SS Card.
• Original documents should be presented at Human Resources in Eller Hall Room 203.
• Document submission is available from Monday to Friday, 8:30 am to 4 pm and/or scheduled “document intake” sessions.

Students and supervisors will receive an
email from HR to begin work.

• A FWS award does not guarantee a FWS job! It is each student’s responsibility to obtain his/her
  FWS job
• In order to search for Jobs on campus you must be registered with CAREERlink.

• As a Federal Work Study student employee, you are expected to be prompt, reliable and
  cooperative
• You must adhere to the policies set by the department where you will be working.
• You will only receive FWS funds for the hours that you have actually worked. FWS students are NOT
  entitled to any unearned FWS monies
• Do NOT expect to be able to study during your scheduled work hours
• A student cannot work FWS and another job on campus
• Poor work performance can result in termination initiated by the department in which you work.
  • Adhere to your set schedule
  • Arrive to work on time
  • Contact your supervisor if you are running late or unable to work
  • Pay attention to details
  • Listen carefully to instruction
  • Maintain a positive, helpful attitude
  • Neat appearance/appropriate attire

• All FWS workers on campus can earn $9.00 per hour
• Students working off campus FWS through the Community Service Office can earn $10.00 per hour

• Your work schedule is arranged between you and your supervisor
• A written schedule reflecting your work hours should be clearly defined at the beginning of each semester
• You cannot work during your scheduled class meeting times, even if a class has been canceled by the instructor
• Report to work promptly, and notify your supervisor in advance if you cannot report to work on time.
• FWS student cannot work more than 20 hours per week
• Maintain a record of your earnings to ensure that you do not earn more than your Awarded Amount of FWS
• Students that earn the Maximum Amount to earn (the amount listed on your Financial Aid Award) prior to the end of the semester must stop working

Submit time sheet (Web Entry) by the bi-weekly deadline for the hours worked, Monday at 11:59 a.m. Please see the bi-weekly pay calendar.

What is Federal Work-Study?

Federal Work-Study (FWS) is a program that partially funds jobs for undergraduate students with financial need. Awards are based on need as determined by the Free Application for Federal Student Aid (FAFSA) to help pay for college expenses.

How is FWS awarded?

FWS is based on the FAFSA. It will appear with your award package if you are eligible.

Why was my FWS offer cancelled?

FWS funds are limited.  Students are given a time period to accept their FWS award (reminders are sent periodically).  If funds are not accepted by the deadline given, then the award will be cancelled.  It is very likely that the award will not be restored.

If I was originally awarded FWS and declined it but now I want to accept it, what should I do?

If you declined your FWS but now want to accept it, you must contact the Office of Scholarships and Financial Aid.  Restoration of the opportunity to receive FWS is not guaranteed as funds are limited.  Additionally, you must still demonstrate financial need for the FWS, other aid you may have received including loans not part of your original FWS package may impact your eligibility. 

Can FWS be deducted from the tuition bill?

No. FWS is earned as you work. It is paid to you in the form of a paycheck, not deducted from your bill.

How does a student get a job assignment?

A FWS award does not guarantee a FWS job. It is each student’s responsibility to obtain his/her FWS job. In order to search for jobs, students must be registered. You may contact Career Development Services at 336-750-3240 for more information or visit Career Development Services on the 2^nd Floor of the Student Success Center in Hill Hall.

How much will students be paid an hour?

On-campus students will earn $9 per hour and off campus students will earn $10 per hour. FWS students are paid bi-weekly. Student employees may not work more than 20 hours a week.

Are the jobs on campus or off- campus?

Jobs are available on campus and off- campus, but most are on campus.

What if a student earns all his/her FWS award before the award year is over?  Can it be increased?

You should work with your supervisor to review your earnings to ensure that you are not working beyond your awarded allotment for FWS.  If you are close to your allotment limit, you may request an increase.  However, the increase is not guaranteed.  

It sometimes may be possible to increase the FWS allotment if funds are available and if the student still has remaining eligibility. Your supervisor should contact the FWS Coordinator within the Office of Scholarships and Financial Aid, Ms. Aminah Richburg via email at ahrichburg@wssu.edu to determine if your award can be increased.

Is FWS taxable income?

If a student earns enough income to file a tax return, it must be included as taxable income for federal and state purposes.

Do students have to report FWS earnings on the FAFSA?

Students must report FWS earnings on the FAFSA.

Do FWS earnings count against the student to get aid for next year?

FWS earnings do not count against the student for the following year's federal financial aid. Even though students report FWS as part of their total income on the FAFSA, there is another place on the FAFSA where FWS earnings are reported separately and the FAFSA formula does not count that against the student.

How can students find out more specific information regarding student employment?

 Also, students may visit Career Development Services on the 2^nd Floor of the Student Success Center in Hill Hall.

How can I get Federal Work-Study?

The first step in getting a FWS position is to apply for financial aid.  Filing the Free Application for Federal Student Aid (FAFSA) will establish eligibility for Federal Work-Study as well as other types of Federal financial aid. Be sure to indicate interest in work-study where the question is asked. Keep in mind that work study is awarded on a first come, first serve basis. Funds may not be available to all students who are eligible. Once the FAFSA is processed, and you are awarded work study, you must accept the award through your Banner Rams Online account. Once the award is accepted, students must visit Career Development Services on the 2^nd Floor in Hill Hall to begin the steps to obtain a FWS job. Students will also be contacted by Human Resources via email to complete necessary paperwork in order to begin working.

How do I know whether I have been awarded FWS?

You will receive an email when your financial aid package is posted online to your Banner Rams account. You can access your financial aid award through the Winston-Salem State University portal to view your awards. If you are eligible for FWS, it will be listed with a dollar amount. The dollar amount is the maximum a student may earn for the academic year in the FWS Program. Summer FWS may be available.  It is awarded separately upon request if sufficient need exists. Students who do not qualify for FWS can work on campus as temporary wage employees or as Graduate Assistants.

Is there a FWS job for every eligible student?

Unfortunately, no. Students are placed in jobs on a first-come, first-served basis once eligibility has been determined. FWS funds are awarded to each school by the government, not directly to each student. Once the funds granted to the school for this purpose are earned by students, the government does not award additional funds until the following year. When awards are distributed, the school does not know how many students will actually choose to work or how many hours they will work, so more students receive awards than can work, to ensure that the funds are used. However, it has been our experience that most students who are interested in working as FWS students are placed in jobs within the first two months of the academic year.

Do I have to work?

You do not have to work, but working is the only way you have access to the FWS money.  Your supervisor will assist you to ensure that you are earning your wages.

Must I accept the job offered to me?

You will have an opportunity to consider the jobs available at the time you want to start working. After interviewing with a department supervisor, you decide whether or not to accept the job. If you decide not to accept a job, you may consider other jobs which are available, on a first-come, first-served basis.

Am I paid to study?

FWS jobs are real jobs with real responsibilities. You are paid to work. A few jobs may include time when you may read, but most do not.  Your supervisor will assist you with questions/concerns about your specific responsibilities.

If I don't use all the award money this year, can I use the FWS funds I got this year to work next year? If I have FWS this year, will I have it next year?

FWS is a form of financial aid and, like other forms of financial aid, may be used only in the year for which it was awarded. You must reapply for this, as well as all other types of aid, each year by filing the FAFSA by March 1^st at www.FAFSA.gov. There is no guarantee that you will receive FWS each year, as it is part of your total financial aid package and will be influenced by other types of aid you receive (including loans), family income and your non-FWS income during the previous year. All of these items are variable and can impact your eligibility. 

Can I return to the same FWS job each year?

If you are eligible for FWS and want to return to the same department, you may return, assuming that the department wants you back. You must apply for financial aid each year and you must acquire and complete the appropriate paperwork from Career Development Services and Human Resources at the beginning of each school year. You do not need new paperwork if you are continuing a job from fall to spring semester.