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FWS - Employer Procedures

Finding FWS Students:
• Positions can be posted/edited on your Employer Login page.
• Positions can be hidden once it has been filled.
• You can also search for Job Seekers on your Employer Login. This page is updated as students ask to be placed on the list and students are removed once we have been notified that the student is no longer looking.

 

Before a FWS Student Begins Working:
• Collect their Award Summary and Class Schedule for your records.
• Check their eligibility on the Student Eligibility Search located in your Employer Login both before and after the add/drop period.
• Complete and submit their hiring paperwork (PAF) to Human Resources.

 

Each Semester:
• Collect their Award Summary and Class Schedule for your records.
• Check their eligibility on the Student Eligibility Search located in your Employer Login both before and after the add/drop period.

 

Biweekly:
• Check the percentage your students have used of their FWS award for the current semester. This can be found under the View Payroll Data button on your Employer Login. If the student is not listed, they have not been paid from your FWS funding account.

 

Once a FWS Student Stops Working:
Please terminate them promptly. An active employment record can cause problems with their new employment.

 

FWS students are only permitted to have one FWS position at a time.  However, they can have additional OPS positions as long as their total FTE is .725 or lower. 

 

FWS students may only work up to 20 hours per week while school is in session.  However, they can work up to a maximum of 29 hours per week during school breaks or when combined hours per week include hours worked at an OPS position.

The employer portion of Social Security taxes are not permitted by federal regulation to be paid by the FWS funds.  Therefore, if your student is assessed Social Security taxes, your OPS liability account will be charged for the employer portion.  If you request a refund from payroll because the taxes were assessed by mistake, you need to request that the adjustment be made to your OPS liability account (not the FWS account).

 

Students may only receive FWS payment for hours in which they are under direct supervision.  FWS students must work under direct supervision.  They cannot be paid using FWS funds for hours worked without direct supervision.  Therefore, FWS students may not work remotely, from home or during hours where there is not a supervisor available.  If a department allows a student to work under these circumstances they will be charged for the student’s earnings.

 

Employers are not permitted to make adjustments to FWS funds.  Therefore, if you need to have funds transferred in or out of the FWS account, you must contact the FWS Coordinator for approval.  If the request is approved, the FWS Coordinator will arrange the transfer. 

 

If you do not currently have an Employer Login, please contact the Federal Work Study Coordinator with your FWS funding account number, OPS liability account number, the department name, names of individuals who need access, their email addresses, and phone numbers. Once your access has been established, you will receive an email containing your user name and password.

 

 

 
   
   
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