Federal Work Study

Application Procedures for Students

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  Complete the FAFSA

  Complete the FAFSA (Free Application for Federal Student Aid) for the appropriate aid year. To be considered for Federal Work Study (FWS), you must indicate on the FAFSA that you are interested in Work Study as a source of financial aid.
  
  If you are not sure which FAFSA to fill out, visit Critical Steps to Financial Aid. We recommend that you file your FAFSA before October 15, as funds for FWS are very limited.

  Contact One-Stop Student Services

  Contact One-Stop Student Services to request to be added to the FWS wait list. Since FWS funds are limited, the FWS wait list will assist the Office of Student Financial Aid with budgeting awards appropriately. If your name comes up on the FWS wait list and there are funds available, you will receive an email from FWS@unf.edu 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. 

  Contact UNF’s Human Resources 

  If hired, the employer 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.

  Setup 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 http://www.unf.edu/controller/payroll/Biweekly_Payroll_Schedule.aspx for information on when each biweekly timesheet is due.

General Work Study Information for Students

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  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 employer. Failure to act responsibly or professionally may/will result in termination from your position.

  Cancelling Award

  If you choose not to use your Federal Work Study award, please decline it in your myWings account or contact One-Stop Student Services to have it cancelled. We will not automatically package other aid to replace declined Work-Study funding.

  Tuition

  Federal Work Study is NOT applied to tuition, and we will not defer tuition against work-study. You will receive a bi-weekly 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 complete direct deposit paperwork with Student Financial Services.

  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 the 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 employer. Generally it takes 10-12 hours a week to earn your award amount for a semester. You should not work over your award amount, which is your Federal Work-Study earnings limit. Work hours CANNOT interfere with your class hours.
  

  Funds Transfer

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

  Monitor Earnings

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

  
  Timesheet

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

  Studying

  Don't be misled by the name - Federal Work Study - your job is not a place to study or socialize -- you are expected to work.

  Class Schedule

  Do not work during your scheduled class time. You will be required to submit a class schedule to your supervisor.

  Calling In

  Call your employer 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.

  Terminating

  If you stop working, notify your employing department and One-Stop Student Services immediately.

  Dress Code

  Ask your employer 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, talk with your supervisor and let them help you. 

General Work Study Information for Supervisors

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  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 e-PAF and add the Office of Student Financial Aid to the routing queue. The Office of Student Financial Aid will process and forward the e-PAF to HR for final processing/on-boarding.
  •  The supervisor will receive an email and tracking form from FWS@UNF.EDU approving the student to begin work after the e-PAF 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 e-mail approval with the FWS tracking form attached from Student Financial Aid and the student has an Employee Resources box on their myWings.

  Important Reminders 

  Begin and End Dates: Students usually are allowed to begin work 2 to 3 days following the end of the Add/Drop period or at the time the approval email and tracking form 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 PAF.

  
  

  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 a 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 form 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 bi-weekly 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. 
  
   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: $8.25* to $8.75

  Juniors and Seniors: $9.00 to $9.75

  Graduate Students: $10.00

  Community Service: $10.00
  

   

  *Minimum wage as of 01/01/2018

Electronic Personnel Action Form Instructions (Supervisors)

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  • Supervisors must utilize e-PAFs when hiring Federal Work Study students.

  • Work Study e-PAFs must first be routed to the Office of Student Financial Aid queue.

  • Work Study e-PAFs approved by the Office of Student Financial Aid will be re-routed to Human Resources

  • Work Study e-PAFs that are not approved by the Office of Student Financial Aid will be re-routed to the originating department for correction

  • e-PAF notes: 
    • 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 2017-2018 aid year is 280118 and the fund code for the 2018-2019 aid year is 280119 
    • The organization code comes from the department
    • The FTE is .5 
    • The comments field should be used to indicate justification of increased pay rate or other special instructions
     

Work Study FAQs

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

  You must apply for Financial Aid by completing the Free Application for Federal Student Aid(FAFSA.) Federal Work Study (FWS) is a federally-funded, need-based program that is awarded on a funds-available basis to eligible students.

   

  I applied for Financial Aid using the FAFSA and did not get a FWS award. Why?

  FWS funds are limited, and the money goes very quickly. We recommend that you submit your FAFSA before our priority deadline of October 15, for the following academic year. Awards are NEED-BASED and are awarded on a FIRST-COME FIRST-SERVED BASIS.

  
  

  How many credit hours must I enroll for each semester 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 have been offered a Federal Work Study award. 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 employer will be notified that you may begin working. 

   

  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 employer 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 and Tree Hill Nature Center. 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 with other on-campus employers such as the UNF Bookstore and Dining Services locations, including the Boathouse, Starbucks and Outtakes. Visit  www.unfjobs.org and search for Student positions, without 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 employer. Usually it takes 10 - 12 hours a week to earn your award amount for a semester. YOU MAY NOT WORK OVER YOUR AWARD AMOUNT, WHICH IS YOUR FWS EARNINGS LIMIT. If you work beyond the approved 20 hours per week or 40 hour per pay period, your FWS will not pay the extra hours. Work hours CANNOT interfere with your class hours.

   

  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 employer or UNF Human Resources will show you how to set up the direct deposit of your paycheck. Your employer will show you how to submit your biweekly work hours in the UNF timesheet system in myWings. You will receive a biweekly paycheck EFT into your checking account. The salary range for FWS positions is $8.25/hr for freshmen and sophomores to $10.00/hr for graduate level students. You and your employer 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 semester, regardless of your hourly rate. The wage for off-campus FWS positions is $10.00/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 semester. 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 semester? 

  FWS students may not begin work until after the Add/Drop period has ended. 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 semester-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 from your employer in January. All questions concerning taxes being 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.

  
  

  There is a department that wants to hire me for a FWS position, but I don’t have a FWS award. 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 OPS (Other Personal Services), which is temporary employment. 

   

  Visit  www.unfjobs.org to search OPS job postings. You may also contact One-Stop to see if a FWS wait list is available. If so, your name could be added for consideration should funds become available. If funds do become available, you will be notified via UNF email. 

   

  Do I need to apply for FWS each year to continue receiving it or to be reconsidered? 

  Yes, you must apply for financial aid each year by filing the FAFSA. We recommend that you apply early. Aim to submit your FAFSA by our priority consideration deadline of October 15 each year. 

   

  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 you bill as pending aid because you have to work first to earn your funding. 

   

  I was awarded FWS, but I do not want it this year. What should I do? 

  Send an email to FWS@UNF.EDU explaining your situation and requesting a cancellation of your FWS award. 

   

  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. You will be permitted to earn the Spring portion of your annual award during the Spring semester. 

   

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

  If you have earned up to your FWS award for the semester, 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 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 semester. 

  
  

  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? 

  No. If you decline your award, you cannot specify another student to whom you’d like the funds to be transferred.