Work Study Guidelines

This page contains information for the Federal Work Study Program for Academic Year 2017-18. The Federal Work Study (FWS) Program is managed by Linda Morrow, University Work Study Administrator. If you have questions about the Federal Work Study program at Indiana University, please contact Linda using the information below:

Via mail:

Financial Management Services

Attn:  Linda Morrow

400 E 7th St. Poplars 529

Bloomington, IN 47405

Via phone: (812) 855-6800
Via email: lmorrow@iu.edu
Via fax: (812) 856-0805

 

 

 

 

 

 

 

 

Bloomington Work Study Process

The Office of Student Financial Assistance (OSFA) also provides information to both departments and agencies regarding work study on the Bloomington campus. Their information can be found here. If you have additional questions regarding OSFA, please contact them via email at iubosfa@indiana.edu.

Additional information regarding work study, as well as other financial aid opportunities can be found at Student Central here

IUPUI Work Study Process

Departments hiring work study students on the IUPUI campus should refer to The Office of Student Employment. The Office of Student Employment's website outlines the procedure for hiring work study employees. If you have additional questions, please contact Student Employment at fwsjobs@iupui.edu

Information for Departments

This section contains information for departments with work study student employees. Please review the information below, and if you have additional questions please contact Nikki Pavlopoulos at marsh3@iu.edu or (812) 855-8744 or Linda Morrow at lmorrow@iu.edu or (812) 855-6800.

Work Study Assignments

Departments are responsible for initiating HRMS eDocs for work study assignments. It is imperative that the correct type of work study assignment is created. Please refer to the Work Study Chart for a list of descriptions, object codes, and earn codes associated with each type of work study assignment.

If you need to make a change to work study assignment, you must use an HRMS eDoc. Changes include pay rate changes, extending work study appointments, as well as terminating appointments. For more information about using eDocs with work study appointments, please review the Work Study eDoc instructions

Tracking Student Earnings

It is the responsibility of the department to make sure that the student does not exceed his or her limit of earnings during his or her work study appointment. To accomplish this, use the IUIE report Work Study Limit of Earnings to monitor the student’s remaining work study limit amount. A step-by-step guide to running this report can be found here

Additional Information for Departments

Limit of Earnings

Each student is assigned a dollar limitation of earnings as indicated on the student’s Work Study Authorization Form. The limit of earnings is the gross amount the student may earn, and it includes the department’s percentage share and the federal percentage share.

Students are not allowed to earn more than their limit of earnings during the authorized period. When a student reaches his or her maximum limit of earnings, your department must either discontinue the student's employment or hire the student to your department as a temporary employee. You should make this expectation clear to the student at the time of hiring. Please contact your campus work study administer with questions regarding hiring work study students as temporary employees.

Your department is responsible for monitoring that the student does not exceed this limit of earnings. After the close of each payroll, the department should run the Work Study Limit Earnings IUIE report to review their students’ earnings and remaining balance. Step-by-step instructions for running this report can be found here. You may wish to adjust the schedule working hours per week in order to spread the student’s employment throughout the academic period.

If the student’s limit of earnings is exceeded, or if your department submits late timesheets after the end of an academic year or summer session, then your department is responsible and will be billed for 100% of the student’s wages. If additional hours are required or a student nears his or her limit, your department always has the option of contacting Student Financial Assistance to determine whether or not an increase in limit can be approved. If the limit of earnings changes during the authorized period, your department will receive a Change in Limit of Earnings form indicating the new limit.

Limit on Hours Worked

We recommend that your department limit the hours of students who are working part-time and attending class full-time to an average of 20 hours per week while classes are in session. The 20 hour average is calculated over the period of enrollment for which the student has received an award. During vacation periods, holidays, and between semesters, students awarded work study may work up to, but not to exceed, 40 hours per week. The 40 hour weekly limit applies to the total of hours worked on all jobs for your department and Indiana University. Students may not work when they are scheduled to be in class.

Hourly Pay Rates

The student’s hourly pay rate is determined by your department, subject to Indiana University’s minimum wage of $10.15 per hour. Federal regulations require that a student be paid the same amount normally paid to any other person with the same abilities performing the same functions. Your department may not pay a student a greater or lesser amount because the federal government is paying a greater percent of the wages. For any subsequent changes to a student’s pay rate, your department must complete a new Indiana University Work Study Appointment and send it to your work study contact person.

Percentage Share of Wages

Your students' wages will split 75/25 when payroll is processed. The federal work study account is charged 75% of the students' wages, and your department account is charged the remaining 25%.

Information for Agencies

This section contains information for off campus work study agencies. Please review the information below, and if you have additional questions please contact Belinda Arthur at belarthu@iu.edu or (812) 855-8235 or Linda Morrow at lmorrow@iu.edu or (812) 855-6800.

Required Employment Forms

The forms linked below are required for every work study agency appointment.

All work study employees must also complete the Direct Deposit Authorization, Federal Tax, and State Tax forms. These may be accessed through the Employee Center in One.IU.

Additional information about the requirements listed above can be found in the Off Campus Work Study Employment Guidelines.

Additional Employment Forms

The forms linked below may also apply to work study agency appointments:

  • Hire a New Student – Use this form to hire a new student employee, or rehire a student employee. Note:  If you are rehiring a student, they may begin work immediately. The required employment forms listed above will already be on file.
  • Change an Existing Student’s Appointment – Use this form to change pay rates or other job data for an existing student employee’s work study assignment.
  • Terminate a Student’s Appointment – Use this form end a student employee’s work study assignment. The agency is responsible for terminating work study assignments.

Important Dates

To ensure that your student employees are paid correctly, all student timesheets must be reviewed and approved by your agency’s payroll supervisor. Timesheets must be approved by 5:00 pm on date listed in the “Timesheets Due” column in the documents below.

Timesheet Due Dates for Fall 2018 (August - December)

Timesheet Due Dates for Spring 2019 (January - May) coming soon!

Timesheet Due Dates for Summer 2019 (May - August) coming soon!

Additional Information for Agencies

Work Study Authorization

Each campus establishes its own procedures and documents for processing work study authorization. Your agency must follow the instructions provided by the campus making the work study award. The student must submit an original Work Study Authorization Form to your agency. You must then complete the top and bottom of the form and submit it with the Indiana University Work Study Appointment to the work study contact person for your campus. On the Bloomington campus, agencies should complete the Authorization Form here. Contact Bloomington FWS for details at lmorrow@iu.edu.

Limit of Earnings

Each student is assigned a dollar limitation of earnings as indicated on the student’s Work Study Authorization Form. The limit of earnings is the gross amount the student may earn, and it includes the agency’s percentage share and the federal percentage share.

Students are not allowed to earn more than their limit of earnings during the authorized period. When a student reaches his or her maximum limit of earnings, your agency must either transfer the student to your agency payroll or discontinue the student’s employment. You should make this expectation clear to the student at the time of hiring.

Your agency is responsible for monitoring that the student does not exceed this limit of earnings. Any excess amount exceeding the limit paid by the University will be billed 100% to your agency. After the close of each payroll, the agency will receive a limit of earnings report of their students’ earnings and remaining balance. You may wish to adjust the schedule working hours per week in order to spread the student’s employment throughout the academic period.

If the student’s limit of earnings is exceeded, or if your agency submits late timesheets after the end of an academic year or summer session, then your agency is responsible and will be billed for 100% of the student’s wages. If additional hours are required or a student nears his or her limit, your agency always has the option of contacting Student Financial Assistance to determine whether or not an increase in limit can be approved. If the limit of earnings changes during the authorized period, your agency will receive a Change in Limit of Earnings form indicating the new limit.

Limit on Hours Worked

We recommend that your agency limit the hours of students who are working part-time and attending class full-time to an average of 20 hours per week while classes are in session. The 20 hour average is calculated over the period of enrollment for which the student has received an award. During vacation periods, holidays, and between semesters, students awarded work study may work up to, but not to exceed, 40 hours per week. The 40 hour weekly limit applies to the total of hours worked on all jobs for your agency and Indiana University. Students may not work when they are scheduled to be in class.

Hourly Pay Rates

The student’s hourly pay rate is determined by your agency, subject to Indiana University’s minimum wage of $10.15 per hour. Federal regulations require that a student be paid the same amount normally paid to any other person with the same abilities performing the same functions. Your agency may not pay a student a greater or lesser amount because the federal government is paying a greater percent of the wages. For any subsequent changes to a student’s pay rate, your agency must complete a Change an Existing Student's Appointment form and send it to your work study contact person.

Percentage Share of Wages

When your agency hires a work-study student, your agency will be billed up to 50% of the student’s limit of earnings depending on his or her percentage. Your agency should remit payment to Indiana University Accounts Receivable to the address on the invoice. Return the bottom half of the invoice with payment. Without this invoice number, payment may not be properly applied which could affect your ability to hire future work study students. Discrepancies between projected and actual earnings will be adjusted after the end of the contract period, and excess funds may remain as a credit or will be returned to your agency upon your written request to the Work Study Administrator.

America Reads Challenges and America Counts Program

Agencies participating in the federal reading tutoring programs, “America Reads Challenge,” and the “America Counts Program,” are exempt from the requirement to contribute to the student’s wages. The federal contribution is 100% for students employed as a tutor for reading or mathematics. America Reads applies to FWS students who tutor children in preschool through elementary school, as well as family literacy programs. This program includes literacy tutoring for children, literacy training for parents or caregivers of children in the program, equipping parents or caregivers with the skills needed to partner with their children in learning, and literacy activities between parents or caregivers and their children. America Counts applies to the students who serve as mathematics tutors to kindergarten through ninth grade school children. If you have questions determining if positions qualify for either the American Reads Challenge or the America Counts Program, you should contact your campus Office of Scholarships and Financial Aid.

Timekeeping

Your agency is required to use the university’s web-based time keeping system, Kuali Time. Employees record their hours during the pay period, and the timesheets are routed for approval at the end of the pay period. Your agency payroll supervisor MUST approve all timesheets by 5:00 pm on the following Tuesday. Any unapproved timesheets will be auto-approved and paid.

If a timesheet is auto-approved and later determined to be an overpayment, your agency is still responsible for paying the billed hours. Any time not reported or corrections for past pay periods must be entered on a yellow paper timesheet and sent to the campus work study contact.  Late timesheets will be added and paid in the next off cycle payroll. Indiana University will pay all hours submitted by your agency. Continued auto-approved timesheets could result in your agency losing its eligibility to participate in the federal work study program. Please communicate with your campus payroll contact for more information.  

Direct Deposit

Indiana University’s policy is to pay its employees via electronic funds transfer (also known as direct deposit) to the U.S. financial institution(s) designated by each employee. Payroll direct deposit is a convenient, secure, fast, and cost-effective method for delivering wage and salary payments. Direct deposit ensures employees will receive their pay even if they are away from work due to travel, illness, or leave.

If work study students do not sign up for direct deposit, they will be issued paper checks, which they will have to pick up from their campus payroll office after presenting a photo ID. If they do not pick up their checks within 21 days, the checks will be mailed to their home address on record, so please be sure work study students review and update their address information in our system.

Account Numbers

If your agency employs work study students, you will be assigned a unique account number for each Indiana University campus involved. Account numbers are assigned so that the campus can be identified by the middle three digits of the account. Please use your account number in all correspondence.

FICA/Medicare

If a work study student is not enrolled at least half time, the student will be charged FICA/Medicare taxes. Your agency will also be invoiced for its share of the student’s FICA/Medicare taxes (7.65% of payroll subject to FICA/Medicare taxes).