October 2pm

 Definition of Federal Work Study Program  How to hire FWS student  Can a student work overtime in the FWS Program?  Can you hire an international student?  How a student becomes FWS ineligible (gasp)  Who keeps track of FWS earnings?  Questions

 Federal Work Study is a Federal Financial Aid Program which pays the wages of a student with demonstrated Financial Need. The limits of the program are that the student: must work for an on campus employer, cannot work overtime and must not earn more than their Financial Aid Office prescribed limit.

1. Post the job available 2. Interview interested students 3. File online FWS Authorization Request 4. Receive FWS Authorization

Federal Work Study Authorization Student Name: Leland Stanford Student ID: Maximum FWS Earnings: $2,000 ( Academic Year) The Financial Aid Office has received a Federal Work-Study (FWS) Authorization Request for this student for the academic year. The student may earn up to the maximum amount shown in FWS wages between 09/24/2012 and 06/14/2013. The hourly pay rate should be the same as what the department would pay any student worker performing the same duties.

Per the regulations of the FWS program: * The student may not be paid overtime. * The student may not be paid for holidays or sick leave. If the student has not been employed at Stanford, the department must set up a record for the student in the University payroll system, following the normal procedures for other new student employees, including submission of the I-9 form. The payroll account (PTA) to use for FWS students in the University payroll system is: BADAQ The student's hours must be submitted to the payroll office semi-monthly via the AXESS system.

 PLEASE NOTE: Any earnings in excess of the limit shown above must be paid using one of the departments own accounts.  PLEASE NOTE: In rare cases the amount shown above may be adjusted during the academic year, in those situations the department must also pay any earnings in excess of the new FWS earnings limit.  PLEASE NOTE: Departmental or research PTA codes with restrictions of earnings to be charged to them should not be submitted to as proof that the department can pay for earnings above the FWS limit.  PLEASE NOTE: All charges to the FWS PTA code must be entered by June 30, (If you need to charge the FWS PTA code after June 30, 2013, it is expected that you will contact the Financial Aid Office-FWS representative first.)

No! Stanford does not receive enough funds in the Federal Work Study program to pay for overtime, which is why this is now a University policy.

No! To be eligible for United States Federal Aid, you have to be a United States citizen (or permanent resident.)

The most likely scenarios are:  Student received outside scholarship  Student files an appeal  Student takes a leave of absence (All of the above would change their Financial Aid)

YOU Then the student…then the FWS Coordinator

 The FWS Coordinator should be the last line of defense to tell you when a student should stop earning FWS. This is because between the 3 of us (you, the student and the FWS Coordinator) I am the only one not privy to the student’s work schedule.  I only get to see what a student has earned last month when the Oracle Reports close. This means (at best) I am 2 weeks behind what your student has earned to date. I don’t get up to the minute figures.  Frequently in the months of April, May and June I’ll FWS employers when a student is about to go over by telling you how much was charged to the FWS PTA code. It may look like this:

 Hi FWS Employer, This message is to notify you of your FWS student Academic Year earnings. Our last record shows that they were working for your office. Please note that we expect all FWS earnings to have been charged by now. If necessary please switch them from being a Federal Work Study Student to a regular student employee being charged from your payroll account.   If this student has gone over their Federal Work Study eligibility by more than $200 we will need you to charge your account for overage.   Student Name: Leland Stanford  Student ID:  Federal Work Study limit: $2,500  Federal Work Study earned: $3,000 (as of 12/31/2012)  Amount to be charged to your Dept Code: $300

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