Federal Work Study

Complete the FAFSA

Complete the FAFSA (Free Application for Federal Student Aid) for the appropriate aid year.

If you are not sure which FAFSA to fill out, visit Critical Steps for Timely Disbursement. We recommend that you file your FAFSA before October 15.

Contact FWS@unf.edu

Email FWS@unf.edu from your secure UNF email account to be evaluated for the fall and/or spring terms. If you are eligible, you will receive an email advising you to begin interviewing for FWS job opportunities.

If you do not qualify for work study, but are still interested in part-time student employment, visit www.unfjobs.org and search the available job postings for positions that do NOT indicate work study. 

Obtain a Work Study Job

If you have received an email of eligibility, you may apply for on-campus positions directly from the www.unfjobs.org website or send requested documentation to off-campus positions via the hiring manager and email address provided. You may search available job postings at www.unfjobs.org, with position type "Federal Work Study." You will be contacted if you are selected for an interview. If you are having difficulty finding a work study position, email FWS@unf.edu from your secure UNF email account to ask for assistance.

Contact UNF’s Human Resources 

If hired, your supervisor will submit an authorization form to the Office of Student Financial Aid. The Office of Student Financial Aid will then give you a FWS award and ask UNF’s Human Resources Department to initiate the on-boarding process. You may begin working after you’ve contacted Human Resources and have access to the "Employee Resources" box.

Set Up Direct Deposit & Timesheet

Make sure your supervisor gives you instructions on how to set up the direct deposit of your paycheck and how to process your timesheet to get paid. Timesheets are submitted via myWings Employee Self Service. Refer to the UNF 2019 Biweekly Payroll Calendar for information on when each biweekly timesheet is due.

First and foremost, remember that Federal Work Study (FWS) is a real job. You are expected to behave professionally and in compliance with the rules and regulations set forth by the program and by your supervisor. Failure to act responsibly or professionally may/will result in termination from your position.

Tuition

Federal Work Study is NOT applied to tuition, and we will not defer tuition against work study. You will receive a biweekly paycheck on UNF paydays for the amount that you have earned for that pay period, not to exceed 20 hours per week and 40 hours per pay period.

Direct Deposit

Direct Deposit is highly recommended for all work study earnings. You must set up your eRefund account in your myWings.

Taxes

Federal Work Study money is TAXABLE INCOME. However, student employees may qualify for an exemption to the withholding of certain taxes from their gross pay.  Please see Human Resources for more information. You will receive a W-2 Form in January to use for your taxes. 

FAFSA

You should show Federal Work Study earnings on your Free Application for Federal Student Aid (FAFSA), included in your taxable income if you file a tax return, or in your earnings if you are not required to file. You will then need to report your Federal Work Study earnings for the appropriate tax year on the FAFSA - this will exclude your earnings from the calculation of your Expected Family Contribution.

Work Hours

Work hours are arranged between you and your supervisor. Generally it takes 10-20 hours a week to earn your award amount for the term. You cannot work over your term award amount, which is your Federal Work Study earnings limit. Work hours CANNOT interfere with your scheduled class time. You will be required to submit your class schedule to your supervisor.

Funds Transfer

You cannot transfer unearned money from one term to another. Fall and Spring awards are separate.

Monitor Earnings

Students should monitor earnings so that they will not earn over their Federal Work Study award for the term. Your supervisor will receive a tracking sheet to monitor earnings and remaining hours. Work with your supervisor to ensure that you do not work beyond your approved award for the term.

Timesheet

Check with your supervisor on timesheet requirements. Students employed on campus submit an electronic time sheet every two weeks.

Calling In

Contact your supervisor if you are unable to come to work or will be late. You will need to make arrangements with your supervisor if you wish to make up missed hours.

Termination

If you stop working, notify your supervisor and email FWS@unf.edu immediately.

Dress Code

Ask your supervisor about their dress code. For some positions, certain standards of dress may be required. Dressing appropriately can help you with future job references.

Pride

Take pride in your job and follow departmental rules. Every position contributes to the overall operation of the organization.

Co-Workers

If you have a concern about a work issue or you are having trouble with another employee, reach out to your supervisor for help.

What is work study?

The Federal Work Study Program (FWS) is a federally-funded financial aid program supported with matching funds from UNF and is designed to assist students by providing employment opportunities and work experience while attending school. Students are paid an hourly rate on a biweekly basis. 

What do departments need to do?

• Contact the Office of Student Financial Aid by emailing FWS@unf.edu in order to request approval to hire the number of positions requested for your department.
• Create a work study position recruitment request in OASys for each position you seek to fill (www.unfjobs.org).
• Review applicants in OASys and conduct interviews.
• Complete a hiring ePAF and add the Office of Student Financial Aid to the routing queue. The Office of Student Financial Aid will process and forward the ePAF to HR for final processing/on-boarding.
• The supervisor will receive an email and tracking spreadsheet from FWS@unf.edu approving the student to begin work after the ePAF has been fully processed.
• Monitor hours worked and dollars earned.
• Supervise the student worker.
• Review and approve the student worker's timesheets in myWings each biweekly pay period.

Students may NOT begin work until you receive an approval email with the FWS tracking spreadsheet from Student Financial Aid and the student is able to access their UNF timesheet.

Important Reminders

Begin and End Dates: Students are allowed to begin work after academic activity in a minimum of 6 credit hours has been updated, generally 2 to 3 days following the end of the Add/Drop period or at the time the approval email and tracking spreadsheet are received, whichever is later. Students may not work beyond the last day of classes each term.

Employment: Employment may begin AFTER the Office of Student Financial Aid and HR have approved the ePAF.

Work Schedule: Students may work up to, but no more than, 20 hours per week and/or 40 hours per pay period. Any hours in excess of 20/week or 40/pay period will be charged back to the department's OPS account. It is the responsibility of the department to monitor the student's timesheet and hours worked. We recommend using the FWS tracking spreadsheet sent with the approval email.

Flexibility: Student workers are not allowed to work during scheduled class times and it is expected that supervisors will give consideration when academic reasons are cited for scheduling requests.

Time Sheets: Time sheets must be submitted to the supervisor and approved by the standard University deadline (10 am Monday prior to payday). View the biweekly payroll schedule.

Time Off: Work study students do not receive paid time off for lunch, holidays, overtime, vacation, spring break, jury duty, sick time or when they are tardy or absent from work. It is the student's responsibility to notify their supervisor, in advance, if they are unable to work.

Termination by Department: If a supervisor needs to terminate a student for any reason, they must submit a termination ePAF and email FWS@unf.edu immediately. 

The Department's OPS account will be charged for any of the following:

• Hours worked outside the approved FWS employment dates
• Hours worked in excess of 20 hours per week or 40 hours per pay period
• Student working in a FWS position without a FWS award
• Hours worked if student is enrolled in fewer than 6 credit hours at UNF
• Hours worked beyond authorized FWS earnings

What are pay rate suggestions?

Freshmen and Sophomores: $8.46* to $9.50

Juniors and Seniors: $9.50 to $10.00

Graduate and Post-Baccalaureate Students: $11.00

Community Service: $11.00

*Minimum wage as of 01/01/2019

• Supervisors must utilize ePAFs when hiring Federal Work Study students.
• Work study ePAFs must first be routed to the Office of Student Financial Aid queue.
• Work study ePAFs approved by the Office of Student Financial Aid will be re-routed to Human Resources.
• Work study ePAFs that are not approved by the Office of Student Financial Aid will be re-routed to the originating department for correction.
  • The index code comes from the department.
  • The position code is 91 + the first two digits of the organization code + 00.
  • The fund code for the 2019-2020 aid year is 280120.
  • The organization code comes from the department.
  • The FTE is .5.
  • The comments field should be used to indicate justification for increased pay rate or other special instructions.
   

How can I get Federal Work Study (FWS) funds?

You must apply for Federal Work Study by emailing FWS@unf.edu from your secure UNF email account. Federal Work Study (FWS) is a federally-funded, need-based program that is awarded on a funds-available basis to eligible students and requires an error-free FAFSA on file with the University.

How many credit hours must I enroll in each term to be eligible for my FWS award?

You must be enrolled in a minimum of  6.0 credit hours of degree applicable coursework at UNF  each term to be eligible for FWS employment and to receive your FWS award.

I received an eligibility email for Federal Work Study. How do I get a job? 

Visit www.unfjobs.org to search and apply for student Federal Work Study positions. After you apply, you will be contacted by the hiring manager for an interview. If chosen by a department, hiring paperwork will be submitted Office of Student Financial Aid. Once the Office of Student Financial Aid and Human Resources have processed the paperwork, your supervisor will be notified that you may begin working. 

There is a department that wants to hire me for a FWS position. What can I do? 

First, email   FWS@unf.edu   to see if you are eligible for a FWS award. If not, ask the department if they can hire you as an OPS (Other Personal Services) student worker. Visit  www.unfjobs.org  to search OPS job postings. If you are having difficulty finding a work study position, email   FWS@unf.edu   from your secure UNF email account to ask for assistance.

Are there advantages to participating in FWS? 

YES! Federal Work Study income can be written off on your FAFSA. You also have the opportunity to get on-the-job experience that could give you an edge in the job market after graduation. In addition, working with accomplished professionals in your field of choice will provide you with valuable references for the future. And don’t forget, this program is academically-focused and your supervisor will schedule you to work around your classes. 

What types of jobs are available through FWS?

Clerical work, computer programming and tutoring are just some of the examples of positions available through work study. Some jobs are "pre-professional" in nature, providing good experience for learning the basics of a career. Some jobs are related to recreational pursuits, while some are related to education, business, science or other career fields. Positions are available on and off campus. 

Are all jobs on campus? 

No, there are several off-campus FWS/Community Service Jobs with Community Service Agencies, such as the Jacksonville Humane Society, Tree Hill Nature Center, the Museum of Contemporary Art (MOCA) Jacksonville, and Duval County Public Schools. Students interested in these off-campus community service placements should apply for the Off-Campus Work Study openings at www.unfjobs.org.

Do I have to have FWS to work on campus? 

No. There are many other student employment opportunities on campus. You may also seek employment in other on-campus positions including the UNF Bookstore and Dining Services. Visit www.unfjobs.org and search for student positions, without Federal Work Study as a job requirement. 

Can I work two FWS jobs? 

No. If you are not getting enough hours in your current position, talk to your supervisor. In addition, FWS students may not hold a second job on campus.

How many hours can I work? 

Work hours are arranged between you and your supervisor. Usually it takes 10 - 20 hours a week to earn your award amount for the term. YOU MAY NOT WORK OVER YOUR TERM AWARD AMOUNT, WHICH IS YOUR FWS EARNINGS LIMIT. If you work beyond the approved 20 hours per week or 40 hour per pay period, FWS will not pay the extra hours. Work hours CANNOT interfere with your scheduled class times. You will be required to submit your class schedule to your supervisor.

How will I be paid and what are the FWS wages?

Direct deposit is the preferred method for paying wages. If you have not already set up direct deposit with the Cashier’s office, your supervisor or UNF Human Resources will show you how to set up the direct deposit of your paycheck. Your supervisor will show you how to submit your biweekly work hours in the UNF timesheet system in your myWings. You will receive a biweekly paycheck electronic funds transfer (EFT) directly into your checking account. The salary range for FWS positions is $8.46-$11/hr based on your grade level and experience required for the position. You and your supervisor should agree on an hourly rate depending on your skill level and job responsibilities. Higher rates will be considered for jobs requiring advanced degrees and/or skills. Remember, you will only be able to earn up to your FWS award for the term, regardless of your hourly rate. The wage for off-campus FWS positions is $11.00/hr.

How much will I earn on each paycheck? 

Multiply the number of hours you work every two weeks by your hourly rate. This will give you your GROSS pay for the pay period. Remember, you cannot earn beyond your FWS award for the term. If your fall FWS award is $2,000, you will only be permitted to earn $2,000 as a FWS employee during the fall term. 

When is the first and last day I can work this term? 

FWS students may not begin work until after the Add/Drop period has ended and academic activity has been updated for a minimum of 6 degree-applicable credit hours. FWS students are not permitted to work during winter or spring breaks or when the University is closed. The last day for FWS employment is always the last day of classes, which allows students to study during finals week uninhibited by FWS employment. View the Academic Calendar for term-specific start and end dates. 

Are FWS earnings taxable? 

YES, FWS earnings are taxable income. You will receive a W-2 at the end of the year to file your taxes. Your W-2 will be available in January. All questions concerning taxes withheld from your paycheck must be directed to the IRS. 

Should I show FWS earnings on my FAFSA for the following year? 

Yes, your earnings should be included on the FAFSA.

Can FWS funds be used to pend or defer my tuition and fees? 

No. Funds are not paid in advance. You must work to earn the award and you won't receive your first paycheck until after the deadline for paying tuition. FWS awards will not show on your bill as pending aid because you have to work first to earn your funding. 

I did not earn the full amount of my Fall FWS award. Can I transfer the remainder to Spring or Summer? 

No, you will lose the unearned amount. If eligible, you will be permitted to earn the spring portion of your annual award during the spring term. 

I have run out of FWS money for this term, but my department wants me to keep working. Can I?

If you have earned up to your FWS award for the term, you may no longer continue to work as a FWS employee. However, you may contact the Office of Student Financial Aid to see if funding is available, and if you are eligible, to increase your award. If your department has the funds to hire you as an OPS (Other Personnel Services) employee, they may submit paperwork to Human Resources and the Office of Student Financial Aid to reclassify your position for the remainder of the term. 

Is FWS available during the Summer?

Federal Work Study is not currently available during the summer term.

If someone does not use his or her FWS award, can it be transferred to someone else?