north dakota state university federal work-study program u.s. department of education information...
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North Dakota State UniversityFederal Work-Study Program
U.S. Department of Education
Information & Updates 2015-2016
NDSU Memorial Union, Meadow Lark Room
July 21 and July 22, 2015
Federal Work-Study is … Employment Program sponsored by U.S. Department of
Education
Provides part-time jobs for students with demonstrated financial need
Considered a form of Financial Aid and must be accepted by the student on Campus Connection
Wages are not lower than (and can exceed) the federal minimum wage
Work-Study Program pays a percentage of student wages (e.g. 75% of the student's wage and the employer pays 25%).
How is Work-Study awarded?
Students must complete a Free Application for Federal Student Aid (FAFSA) annually
Must complete FAFSA by April 15 priority deadline. If applying after priority deadline, a student may still be eligible, but needs to contact Bison Connection and request to be placed on the waiting list.
Federal Work-Study is considered "need-based aid" and students must qualify. Expected Family Contribution (EFC) is the largest factor in determining eligibility
Work-Study funding – How does it work?
EXAMPLE:
Anita Jones receives a work-study award of $1800 and she is hired by your department at $8.50 per hour.
75% of Amy's award is paid by FWS: $1350
25% of her award is paid by the Department: $ 450
TOTAL EARNINGS FOR STUDENT: $1800
Your department just received 211.8 hours of labor and saved $1350 by using the Work-Study Program!
A student can earn up to total amount of the award. Any earnings after total award has been earned are to be paid 100% by the hiring department unless additional funds are available and the student is eligible for an increased award.
Student Part-Time Job Board
The Student Part-Time Job Board is a central place where students (both work-study and non-work study students) can look for employment opportunities.
This service is offered by a partnership between NDSU Career Services and Student Financial Services
Posting a New Job
Go to: www.ndsu.edu/bisonconnection/postjobs/
Enter your employer and job information
Enter the Job Type (Work-Study, Non Work-Study or both)
Provide a short position description
Click: "Submit Form"
Keep track of the Job Number for future reference
The Work-Study Coordinator will review the job information and notify you when the position is "live" on the Job Board.
Re-Posting an Old Job
It's easy! If you already have created a job and used it in the past, simply contact the Work-Study Coordinator with your request to update the position information.
Please provide the previous Job Number in your request.
You will receive an email copy of the position as it was previously posted. Just make your changes and return the information to the Work-Study Coordinator. We will update with your changes and send you a draft for your approval before it is reinstated to the Job board.
The Work-Study Coordinator will review the job information and notify you when the position is "live" on the Job Board.
You Have a Potential Employee
A student contacted you and wants to work for you. That's GREAT!
Set up a interview/meeting and ask the student to bring along a copy of their Financial Aid award with them.
Contact the Work-Study Coordinator to request the Work-Study Authorization form. You need to complete this form with the student BEFORE he/she is permitted to begin working for you.
The Work-Study Authorization form will be sent to you via email if the student has an award and does not have any Financial Aid holds.
Complete the form with the student and return the original document to the Work-Study Coordinator
Payroll Paperwork is essential!
ALL STUDENT WORKERS must complete the required Payroll forms ON or BEFORE the first day of employment!
Send students to HR/Payroll Office: Stop & Go Center, 1919 University Drive. N. #102
Students will need 2 forms of ID to complete Form I-9 and will also need bank information for direct depositing paychecks.
All required forms must be completed and on file with HR/Payroll on or before the end of the third business day of employment or the employee must be terminated. The employee cannot start working again until all forms are complete.
On-Campus Employers - Important Paperwork:
New Employees and Returning Employees who were terminated through MSS:
Submit a form 100: Hiring Form
Hire Form can be found in the “PAYROLL” section at: http://www.ndsu.edu/forms/#human9
Current fund and project numbers are listed in the session hand outs.
Off-Campus Employers - Important Paperwork:
Return the Federal Work-Study Authorization form to the Work-Study Coordinator as soon as possible for processing.
All students employed by the America Reads Program must still complete all HR/Payroll required documents.
The Work-Study Coordinator will set up the HR/Payroll forms for processing work-study funding.
Tracking Work-Study Balances Maintain a running balance of your student workers
work-study balance! Students cannot earn more than their work-study award.
All earnings beyond the work-study award are 100% the department’s responsibility.
Balance award notifications – important information!
Data reflected in the “$500 and under” report has a lag time. It is best to track the hours the students worked on an on-going basis to maintain an up-to-date balance
Requesting an Increased Award It is possible a student may use up their entire award before
the end of the academic year. Contact the Work-Study Coordinator to see if the student qualifies for an increased award.
Once the student has earned the full amount of their award:
Student is NOT eligible for an award increase:
He/she must stop working for you immediately unless the department continues to guarantee 100% of the hourly wages
Student IS eligible for an award increase:
Contact the Work-Study Coordinator to add student’s name to the list for review. If approved, you will be contacted via email with updated information.
Requesting Your Student Back …
In February you will receive an email form the Work-Study Coordinator asking for you to submit the names and ID numbers of any students who may be returning for the following year.
Replying to that email request will put the students’ names on the list of returning students and they will be considered for a work-study award during the first round of awarding.
Submitting a request is not a guarantee. They still need to meet minimum qualifications to be considered for an award.
Common Work-Study “myths” . . .“One of my work-study student’s won’t use their full
award and I have another who will exceed their award – can we transfer aid from one student to another?”
“If my work-study student is granted an increase to their award it will negatively impact their other aid or future aid eligibility!”
“My work-study student won’t use all of their award by the end of the academic year – can they use it for summer or carry it into the next academic year?”
“I have had the same work-study student for years, I don’t need to go through all the steps of requesting them back or asking for an authorization form each year.”
Beyond the Basics …
Students must maintain Satisfactory Academic Progress (SAP) in order to continue to receive Financial aid (which includes work-study).
Maintain 2.0 GPA (semester and cumulative)
Complete 2/3 of the coursework for which they have registered
Students who drop below half-time (6 credits), withdraw from all coursework, are placed on financial aid disqualification, or become academically suspended must quit Federal Work-Study employment immediately.
Q & A with HR/Payroll
Tricia Johnson
Associate Director, NDSU Payroll
Going Forward…
What IS working well?
What IS NOT or hasn’t been working so well?
What can we do to help you AND our students be successful?
What can we do together to improve the Work-Study Program?
Thank you for attending today's session!
If you need further information, please contact:
Tammie RegerNDSU Student Financial ServicesFinancial Aid Administrator andWork-Study Coordinator