Program Overview

The Federal Work Study (FWS) Program provides part-time employment opportunities for eligible students during the academic year. Because FWS funding is limited, we cannot guarantee that employers will receive interested applicants.

Please note:

• Employers may not hire more students than the number of approved positions.
• FWS operates during the Fall and Spring semesters only.
• Fall graduates may not work beyond the last day of Fall finals week.
• All FWS employment must end by the last day of the academic year.
• Employers are responsible for tracking both:
  • Department/Organization allocation
  • Each student’s individual FWS award

Any overage will be charged to the department or organization.

Becoming an FWS Employer

1. Orientation & Participation

   The Financial Aid & Scholarships Office will notify prospective employers of mandatory FWS orientation sessions. Departments that attend orientation may receive an allocation for the upcoming academic year.

   Allocations are based on:

   • Available federal funding
   • Number of participating employers
   • Prior year fund usage

   An employer is officially considered an FWS participant once:

   • All required participation documents are signed, and/or
   • Any required invoices are paid

   Participation documents are distributed after all orientation sessions are completed.

Posting Positions

Once approved as an FWS employer, positions may be posted on Handshake. Students can begin viewing FWS positions on July 1.

Important Posting Details

• Job postings remain active for 60 days or until filled
• Positions are reviewed for federal compliance
• Approval typically takes 3–5 business days

Employers are strongly encouraged to post positions before the semester begins to allow enough time for:

• Student interviews
• Completion of hiring paperwork
• Hiring before University Census

Hiring Requirements

A Student Employment Personnel Transaction Form (SEPTF) must be submitted for each hire.

Employer Hiring Packets

• On-Campus Employers (SEPTF)
• Off-Campus Employers (SEPTF)

Students must also complete hiring paperwork with the Student Employment Office (SEO) and required online trainings through CSU Learn, Sac State’s online training platform.

Please refer all newly hired students to the Student Employment Office immediately after hiring.

Important:

Students may not begin working until all required paperwork has been completed. Once processed, the employer, student, and FWS Program will receive a Student Employment Confirmation email.

Unit 11 Student Hires

For the following FWS positions, the Offer Card must be submitted through PageUp for the hiring of Unit 11/Academic Student Employees:

• Instructional Student Assistants (ISA)

Graduate Assistants (GA)

Department ID and FWS (CHRS) Position Number

Please ensure all information entered on the SEPTF is accurate. Incorrect information may result in:

• Billing the wrong department/organization
• Incorrect payroll reporting to the State Controller’s Office

Continuing Employers

Use the same Department ID and CHRS Position Number as the prior year.

FWS CHRS position numbers when created apply to specific Job Description and FWS Job Title. A new FWS CHRS position number must be issued by the Budget Office, if the position description has changed/updated from prior year.

New Employers

• On-Campus Employers: Submit a Request for New Position Number through the Budget Office.
• Off-Campus Employers: The FWS program will submit the request to the Budget Office on your behalf.

Contact the Budget Office at bpa-01@csus.edu for assistance.

Off-Campus Employer Requirements

Off-campus employers must complete the SEPTF using:

Student Job Classification: Off-Campus Federal Work Study (1872)

Department IDs

• 81500 – America Reads
• 81400 – Off-Campus (Non-America Reads)

If assistance is needed, contact the Student Employment Office.

Employer Allocations

Departments receive FWS funding based on approved position requests.

Allocation Example Student annual FWS award: $6,000 ($3,000 Fall + $3,000 Spring)

If requesting 2 positions:

2 × $6,000 = $12,000 department allocation

Employers are responsible for monitoring student earnings to ensure:

• Students do not exceed their award
• Departments remain within allocation limits

Employers are strongly encouraged to use the FWS Budget Calculator to track allocations.

Shared Costs

Some positions require employer cost-sharing.

Non-Community Service / Non-Reading-Math Tutor Positions

Employers contribute 30% toward student wages (No exceptions)

Example:
$12,000 allocation = $3,600 department contribution

The FWS program coordinates employer contributions with the Budget Office typically monthly for department allocation changes.

Community Service / Reading-Math Tutor Positions

The FWS Program covers 100% of wages

Student Awards

• Students are awarded FWS based on eligibility requirements.

  If a student is not awarded FWS, they may request consideration by submitting a Change in Aid Form. FWS awards are on contingent upon funding levels and not all FWS requests may be considered.

  Student Award Amounts

  • Full academic year: $6,000
  • One semester only: $3,000

  The student’s award amount is the maximum they may earn through FWS.

  Employers must track monthly earnings carefully.

Monitoring & Reconciliation

The Financial Aid & Scholarships Office reconciles employer allocations monthly beginning at Fall Census. Unused funds may be reallocated to other departments as needed.

Overages

Student Overages

Overages may occur if:

• Student FWS earnings exceed their FWS award
• Financial aid changes reduce award eligibility
• Student transfers between FWS employers
• Student is hired without FWS eligibility
• Student has no FWS award

We will work with employers to resolve these issues. However, costs may be transferred to the department.

Department/Organization Overages

Overages occur when:

• More students are hired than allocated
• Student FWS earnings exceed department allocation projections
• Employer hires students before FWS program participation is approved

Any overages may be charged to the department or invoiced.

Timesheets & Payroll

All Employers

• Follow payroll calendar deadlines
• Submit time sheets on time
• Submit payroll before the 5th of each month to avoid delayed student payment

Off-Campus Employer Timekeeping

Off-campus employers must:

At the beginning of each month: Submit projected timesheets to the FWS Program

Weekly:
Notify the FWS office of any discrepancies between projected and actual hours worked

The designated off-campus timekeeper will review and approve students entered submissions.