Federal Work-Study (FWS) is a federally-funded, need-based employment program offered during the fall and spring semesters. Eligible undergraduate students may earn FWS funds by working part-time with approved FWS employers. Students are offered FWS based on financial need, availability of FWS funds, and job availability. Employing departments, and the state and federal governments share in the payment of student wages. The Federal Work-Study Program provides valuable experience to students both inside and outside of their field of study. Students are encouraged to work part-time while in school to not only gain work experience but to help contribute to the cost of their education and reduce their loan indebtedness.
Work-Study Central location in MyPack: Navigate to Work-Study Central (NavBar: Student Information Systems > Admin Services > Work-Study Central OR from the center DropDown: Student Information Systems > Campus Finances > Work-Study > Work-Study Central.
All undergraduate students who qualify for Federal Work-Study will see FWS as part of their financial aid offer. Students must be making satisfactory academic progress to maintain eligibility. Students can only participate in one WORK-STUDY position per term (fall/spring). Students can, however, hold other NON-work-study jobs during the same term. Participants can work each term from the first day of class through the last day of exams.
How Students Apply for Work-Study Jobs
Eligible students may search job listings in MyPack Portal beginning shortly before fall classes start. Students select jobs they are interested in and reach out to the contact shown on the job posting to apply. Employers then schedule interviews with their top candidates and make hiring decisions. It is best practice to notify all applicants of their application status, regardless of whether they are invited to interview.
The allowable wage range is $7.25 – $12.00 per hour. If employers wish to pay a higher wage, exceptions are granted on a case by case basis. We aim to ensure pay equity among all FWS and non-FWS students employed by the University. Hourly wages should ALWAYS be calculated based on job responsibilities and level of experience.
Some positions are located off-campus with nonprofit community service organizations. Students must provide their own transportation to these sites. All off-campus community service positions are paid $12.00 per hour.
The Hiring Process
Once a hiring department has created a work-study job and selected their candidate, two more steps must be completed before the student can begin working:
First, the employer must submit a Voucher to Hire Form (available early August) through Work-Study Central: Log into MyPack Portal > Student Information System > Campus Finances > Work-Study > Work-Study Central. Expand the Common Tasks bar and click the Go button next to Prepare Voucher to Hire Work-Study Student. Upon submission, the Voucher will route via email to the supervisor, payroll specialist, and the student, who must all electronically sign and save the form. The voucher can also be found directly in Work-Study Central under your “Action Items”.
Second, the hiring department is responsible for creating a Job Action Request in the HR system and confirming employment eligibility with federal Form I-9 and E-Verify. The job code for work-study hires is TSW912.
The calculators below will help to determine how many hours a student will be able to work per week during the academic year based on wage rate and earnings limit.
The basic formulas behind these calculators are:
(FWS Offer Amount ÷ Hours per Week) ÷ Hourly Wage = Weeks Allowed
(FWS Offer Amount ÷ Weeks Wanting to work) ÷ Hourly Wage = Hours Allowed
Earning Work-Study Funds
Work is allowed during breaks within each term but NOT between the fall and spring semesters.
Earnings from Work-Study positions are paid directly to the student every two weeks rather than being applied to charges on the student account.
Student earnings should not exceed their offered amount each semester. Any funds not earned during the fall semester can be carried over to the spring term. It is the responsibility of the employer to monitor student earnings, which can be viewed through Work-Study Central in MyPack Portal. Earnings exceeding the offered amount will be charged 100% to the department. Generally, students should work no more than 20 hours per week.
Reductions to the FWS Offer
A student’s FWS offer may need to be reduced or canceled during the year by the OSFA. Some reasons include the following:
- The student receives an additional grant
- The student has dropped below half-time enrollment status
- The student did not achieve Satisfactory Academic Progress in the prior term, making the student ineligible for financial aid, including FWS funds
The FWS program will cover 75% of the student’s earnings with the remaining 25% covered by the department/college/unit. The FWS amount listed on the student’s offer letter reflects gross wages; it includes both the department’s portion and the financial aid portion. Time worked is recorded through WolfTime in MyPack Portal for every bi-weekly pay period. All WolfTime entries and approvals must be made by the end of each semester.
*You can monitor student earnings and expedite reports in Work-Study Central. View the section called “Earnings”. See How to Generate an Earnings Report.
Employers may evaluate FWS students at the end of each semester or as needed, using a Performance Appraisal Form. FWS jobs should be treated as any other job, and employers and students are encouraged to discuss any problems or misunderstandings that may occur. Students should be aware their FWS job is an opportunity to enhance their resume.
Students typically remain in their FWS job for their hired duration, but a student may discontinue employment at any time. The student is encouraged to give a minimum of one week’s notice when resigning from a position. Students who do not carry out their job responsibilities can be terminated from their job at any time.
When a student is terminated the employing department must update the end date on the voucher form with the termination date. This prompts the system to automatically re-post the position for new applicants. In addition, the employing department must submit a Job Action Request to separate the employee and remove them from payroll.
We encourage employers to maintain personnel files and document any incidents or concerns. Some of the major reasons for termination include:
- failure to report to work
- repeated tardiness
- poor attitude
- failure or inability to perform the tasks required
- falsification of timesheets
- theft or embezzlement
- destruction of University property
- threats or use of physical force
- any illegal activities conducted on University property including alcohol or drug use
Terminations will be handled in accordance with the policies and procedures established by North Carolina State University. Employers should contact Krista Ringler (firstname.lastname@example.org) or Shawn Smith (email@example.com) to report the termination of a student.
For discussion and resolution of problems that exist in the workplace, students should contact their immediate supervisor. If the problem is not resolved to the student’s satisfaction after working with the immediate supervisor, please contact the Work-Study Coordinator in the Office of Scholarships and Financial Aid and the Office of Legal Affairs.
Employer Contact Information
If you are an employer and have questions about the Federal Work-Study Program, please contact Marion Zanga for on-campus jobs 919.513.1887 or firstname.lastname@example.org, Dana DiMaio for off-campus jobs 919.515.2496 or email@example.com, and Shawn Smith for earnings firstname.lastname@example.org.