Federal Work-Study Procedures & Requirements
1. Review the Federal Work-Study (FWS) contract to determine if the organization will be able to participate in the FWS program. If so, a contract packet will be sent to the hiring organization for all students being hired. Please have the appropriate parties review and sign the contracts, and return two copies to the financial aid office. The third copy is for your records.
2. There are two ways to go about hiring students who have received the FWS award:
- a) The organization provides a job description with job title and contact information to be posted for students to apply (Students will apply directly to the contact person on the job description). After deciding to hire a student you will need to notify the financial aid office to remove the job posting and request a "Work-Study Personnel Action Form" to complete for the hiring student(s).
- b) If your organization already has a contract on file with our office and the organization is looking to hire an additional student,the organization only needs to request a work-study personnel form in the student's name that is being hired.
3. When we receive all necessary paperwork, we will contact the hiring supervisor by email that the student may begin working. Any hours worked prior to receiving the approval to begin working will not be compensated by the FWS program.
Time Sheet Procedure
- Students are employed in a position that is non-tutor, the student is hired directly by the organization. The student is required to complete a timesheet with the organization and is paid based on their payroll schedule.
- Student employed through either Monterey Reads or the International School as a tutor, must submit their hours through BannerWeb on a bi-weekly basis.
Earnings / Billing
For Federal Work-Study students, the maximum amount a student may earn is determined by the total amount listed on the student's financial aid award letter with an annual limit of $3,000. The student's hourly rate is determined by the hiring supervisor of your organization. The maximum hourly rate a student may receive is $20 per hour. The organization is responsible to pay the hours worked by the student.
The off campus agency will then be expected to submit timesheets along with a reimbursement request form for the students’ work at least once a month. The Monterey Institute will then reimburse the off campus non-profit agency for 75% of the students’ earnings for that pay period.
The Institute’s main role will be to ensure that the student is eligible for federal work study, to verify with the supervisors that the students’ work was indeed performed and paid as agreed upon, and to reimburse the off campus agencies for the Federal share of the students’ wages.
- Only students with FWS eligibility may be hired
- If you are a NON-PROFIT or PUBLIC SERVICE organization, the work you hire the student to perform does not have to be academically relevant.
- You may not displace a regular employee with a work study student
- Students are not allowed to begin working until the Financial Aid Office has notified the student and hiring supervisor that all necessary paperwork is complete
- Students are not permitted to work more than 20 hours per week or more than 7.5 hours in a day.
- Students are required to take a 30-minute break if they work more than 5 consecutive hours.
- Students cannot work unsupervised.
- Students cannot work beyond the last official day of class.
- Employers must track student hours worked and students are paid directly by the organization.