Frequently Asked Questions

Who can I call about my paycheck or anything payroll related?

Call the Harvard Payroll Office at 617-495-8500, option 4.

Please do not call the Harvard Student Employment Office as the information available to us is limited.

My PeopleSoft account is not yet active. How can I report my hours to the work study office?

Report your hours to seofwsp@fas.harvard.edu in the following format:

John D. Harvard worked the following hours for week ending __/__/__ (must be a Saturday):

Sun: 2

Tue: 5

Wed: 1.5

Thu: 1.5

Total: 10

I forgot to report my time before the deadline. What can I do?

You should contact the Manager of the Federal Work Study Program by email with a record of your hours worked split by day. Example:

John D. Harvard worked the following hours for week ending __/__/__ (must be a Saturday):

Sun: 2

Tue: 5

Wed: 1.5

Thu: 1.5

Total: 10

What if the employer does not approve time by the deadline?

It is rare, but this may cause a delay in payment for your hours worked the previous week. Once your supervisor approves the time it will be paid out at the nearest upcoming pay date along with any additional hours approved. If delays occur on a regular basis we encourage you to have a conversation with your supervisor.

Can I lump together weeks of unreported time in to one week?

Please don't. This opens up the possibility of OT hours which is neither permitted through Federal Work Study nor an accurate representation of your actual hours worked. Instead, send your itemized hours to the Manager of the Federal Work Study Program with a detailed breakdown of your hours worked for each week. Use the following format:

John D. Harvard worked the following hours for week ending __/__/__ (must be a Saturday):

Sun: 2

Tue: 5

Wed: 1.5

Thu: 1.5

Total: 10

I don't see WST as a Time Reporting Code anymore. What now?

Report the time as REG so that there is no disruption in pay then contact the Harvard Student Employment Office to report the missing Time Reporting Code.

Can I work during winter recess, spring break, etc.?

Students may continue their employment during winter recess, any holiday, spring break or the summer.

Students utilizing their Federal Work Study awards may also work during winter recess, any holiday, or spring break. For summer work there is a special procedure. Learn more about Summer Federal Work Study.

How do I find out if I am Federal Work Study eligible?

Undergraduates can check at my.harvard.edu by reviewing their financial aid award letter. The line item would look as so: Term Time Work Expectation (Work Study).

Graduate students should inquire with their school's financial aid office.

How do I receive my Federal Work Study award?

Federal Work Study is not a lump sum grant.

You are eligible to earn up to the dollar amount listed on your financial aid award letter over the course of the term-time or summer employment. You are not guaranteed this money, nor are you required to earn it all. If you would like to earn the dollar amount listed on your financial aid award letter, you need to find a job and work the appropriate amount of hours. You will receive the money in weekly paychecks based on your hourly wage and hours worked.

In order to activate your Federal Work Study you must register the job with the student employment office.

What is a Referral Form and who is responsible for completing it?

The Referral Form registers a work study job with the Student Employment Office. The SEO will then activate the WST time reporting code in PeopleSoft thereby allowing students to accurately report their time and administrators to take advantage of the significant cost savings associate with Federal Work Study. The form requests basic information about the position and also the department's TUB/ORG. It may be completed by either the student or the supervisor.

Both parties will receive an email confirming the student's Federal Work Study eligibility. If eligible, the supervisor or payroll administrator should reply to the email with the student worker's PeopleSoft Employee Record Number.

Since FWSP is a Federally-funded program, we are required to ensure that students are eligible for FWSP before they are paid out of Harvard’s work-study budget. We are able to assign work-study time reporting codes to students who we know have jobs and are eligible for FWSP funding. Unless we have a referral card on file for your employee, he or she will not have access to work-study coding.

You will receive an e-mail from the Student Employment Office the business day after submitting a referral form, notifying you that your employee is either ready to hire, or not eligible for FWSP.

What is the wage range for Work Study jobs?

The wage range for Federal Work Study student workers is:

Minimum Maximum
Undergrad: $11.00 $16.00
Graduate: $13.50 $20.00

Is my Work Study award just for the semester or for the whole academic year?

Your Federal Work Study award is for the full academic year so plan accordingly.

My financial aid award letter lists a 'Term Time Work Expectation'. What is that?

You are expected to contribute toward the cost of your education through a Term Time Work Expectation. Although this isn't necessarily toward the cost of tuition. Books, school supplies, travel to and from home, and other personal expenses are considered part of the overall cost of attending Harvard College.

The important thing to understand is that earnings through a part time job do not have to be paid to Harvard or to the Financial Aid Office.

If you have an outside award it will first reduce your Term Time Work Expectation. For example it is typical for upperclassmen to have a work expectation of $3,500. If a student receives an outside award for $2,500 it will lower her/his work expectation to $1,000. If you are Federal Work Study eligible then this outside award will reduce your Work Study award.

Is Federal Work Study available in the summer?

Yes. Since Federal Work Study is a form of financial aid you have to complete the FAFSA as soon as possible and apply for financial aid through Harvard. You will also have to complete a short form indicating your interest in Summer Federal Work Study.

The award is $5,500 and the dates when it can be used/earned fluctuates on a yearly basis.

For more information: http://seo.harvard.edu/summer-fwsp

I have a job offer, can I start working immediately?

Once you have been offered a job, please register your FWSP job with the SEO. There are instructions for completing this form based on whether you will be working on or off-campus; you may want to speak with your employer before completing this as some of the information required is specific to their department or agency. Once the SEO receives and processes the form, a confirmation email authorizing work study will be sent to you and your supervisor.

Be sure to read up on your responsibilities as a student worker and how to be a good employee.

Can I have more than one job on Work Study?

Yes but you will be asked to split your award between the two jobs. Be sure to register both jobs with the Student Employment Office.

Can I work during winter recess, spring break, etc.?

Students may continue their employment during winter recess, any holiday, spring break or the summer.

Students utilizing their Federal Work Study awards may also work during winter recess, any holiday, or spring break. For summer work there is a special procedure. Learn more about Summer Federal Work Study.

I don't see WST as a Time Reporting Code anymore. What now?

Report the time as REG so that there is no disruption in pay then contact the Harvard Student Employment Office to report the missing Time Reporting Code.

How much in work study earnings do I have remaining?

There is no easy way for you to check on your own. One possible method is to deduce the information from your paystub (found in PeopleSoft). But you may also ask your supervisor or email the Student Employment Office.

Who can I call about my paycheck or anything payroll related?

Call the Harvard Payroll Office at 617-495-8500, option 4.

Please do not call the Harvard Student Employment Office as the information available to us is limited.

How many hours can I work per week?

Undergraduates may work up to a total of 20 hours per week during the academic school year.

Graduate students may work up to 40 hours per week.

All students may work up to 40 hours per week during breaks (Spring Break, Reading Period, Winter Recess, etc.). There is no compensation for lunch or break times, vacation days, or holidays.

How do I find out if I am Federal Work Study Eligible?

Undergraduates can check at my.harvard.edu by reviewing their financial aid award letter. The line item would look as so: Term Time Work Expectation (Work Study).

Graduate students should inquire with their school's financial aid office.

Is my Work Study award for the semester or whole academic year?

Your Federal Work Study award is for the full academic year so plan accordingly.

What is the Term Time Work Expectation?

You are expected to contribute toward the cost of your education through a Term Time Work Expectation. Although this isn't necessarily toward the cost of tuition. Books, school supplies, travel to and from home, and other personal expenses are considered part of the overall cost of attending Harvard College.

The important thing to understand is that earnings through a part time job do not have to be paid to Harvard or to the Financial Aid Office.

If you have an outside award it will first reduce your Term Time Work Expectation. For example it is typical for upperclassmen to have a work expectation of $3,500. If a student receives an outside award for $2,500 it will lower her/his work expectation to $1,000. If you are Federal Work Study eligible then this outside award will reduce your Work Study award.

How many jobs can I have?

You may work any number of jobs provided you do not exceed 20 hours per week total if you are an undergraduate or 40 hours per week if you are a graduate student.

Can a student work during winter recess, spring break, etc.?

Students may continue their employment during winter recess, any holiday, spring break or the summer.

Students utilizing their Federal Work Study awards may also work during winter recess, any holiday, or spring break. For summer work there is a special procedure. Learn more about Summer Federal Work Study.

Am I required to have a job while attending Harvard?

While you are not required to work while attending Harvard it is a good idea for a variety of reasons:

  • Working builds your resume and teaches you relevant job skills.
  • Familiarizes you with working in an office, lab, or other professional environment.
  • Fulfills your term time work expectation.
  • Provides you with disposable income.

Do I have to file a Federal Tax Return?

You must file a Federal income tax return if you receive a specified minimum amount of gross income for the calendar year. The minimum amount varies with a number of factors, including your marital status and your status as a dependent. For more information check with the IRS Interactive Tax Assistant.

Please note: Harvard as an institution does not advise on any personal income tax requirements or issues. Use of any information from this site or any other web site referred to is for general information only and does not represent personal tax advice either express or implied. You are encouraged to seek professional tax advice for personal income tax questions and assistance.

Do I have to file a Massachusetts Tax Return?

Massachusetts taxes residents on income from all sources and nonresidents only on income derived from Massachusetts. If you are a resident of Massachusetts, whether single or married, you will have to file a Massachusetts return if your gross income from all sources exceeds $8,000. If you are not a Massachusetts resident, filing will generally be required only if your “Massachusetts source income” exceeds the percentage of your total income that is Massachusetts-sourced multiplied by your Massachusetts personal exemption.

Please note: Harvard as an institution does not advise on any personal income tax requirements or issues. Use of any information from this site or any other web site referred to is for general information only and does not represent personal tax advice either express or implied. You are encouraged to seek professional tax advice for personal income tax questions and assistance.

How many hours per week are student employees permitted to work?

Undergraduates may work up to a total of 20 hours per week during the academic school year.

Graduate students may work up to 40 hours per week.

All students may work up to 40 hours per week during breaks (Spring Break, Reading Period, Winter Recess, etc.). There is no compensation for lunch or break times, vacation days, or holidays.

Can a student work during winter recess, spring break, etc.?

Students may continue their employment during winter recess, any holiday, spring break or the summer.

Students utilizing their Federal Work Study awards may also work during winter recess, any holiday, or spring break. For summer work there is a special procedure. Learn more about Summer Federal Work Study.

What is a Referral Form and who needs to complete it?

The Referral Form registers a work study job with the Student Employment Office. The SEO will then activate the WST time reporting code in PeopleSoft thereby allowing students to accurately report their time and administrators to take advantage of the significant cost savings associate with Federal Work Study. The form requests basic information about the position and also the department's TUB/ORG. It may be completed by either the student or the supervisor.

Both parties will receive an email confirming the student's Federal Work Study eligibility. If eligible, the supervisor or payroll administrator should reply to the email with the student worker's PeopleSoft Employee Record Number.

Since FWSP is a Federally-funded program, we are required to ensure that students are eligible for FWSP before they are paid out of Harvard’s work-study budget. We are able to assign work-study time reporting codes to students who we know have jobs and are eligible for FWSP funding. Unless we have a referral card on file for your employee, he or she will not have access to work-study coding.

You will receive an e-mail from the Student Employment Office the business day after submitting a referral form, notifying you that your employee is either ready to hire, or not eligible for FWSP.

How do I find out if a student is Federal Work Study Eligible?

Undergraduates can check at my.harvard.edu by reviewing their financial aid award letter. The line item would look as so: Term Time Work Expectation (Work Study).

Graduate students should inquire with their school's financial aid office.

How do I hire a Work Study eligible student?

Instructions on hiring a FWSP student along with relevant object codes are available in our FWSP at Harvard section.

Can I pay a student worker more than the Work Study wage range?

Yes. Please review the FWSP wage range to confirm that the rate you wish to pay exceeds the range for undergraduates or graduate students. When making the hire in Peoplesoft using the Quick Hire form you may enter a 'supplemental rate' to be paid in excess of the maximum hourly rate. Note that this will come out of your department budget and does not qualify for subsidy through FWSP.

Example: You want to pay an undergraduate student $15/hour but the max rate is $12.50/hour. When making the hire in PeopleSoft enter the hourly rate as $15/hour, check the Work Study Student box, and enter 2.50 in to Supplemental Rate.

Yes. Please review the FWSP wage range to confirm that the rate you wish to pay exceeds the range for undergraduates or graduate students. When making the hire in Peoplesoft using the Quick Hire form you may enter a 'supplemental rate' to be paid in excess of the maximum hourly rate. Note that this will come out of your department budget in full and does not qualify for subsidy through FWSP.

Example: You want to pay an undergraduate student $15/hour but the max rate is $13.50/hour. When making the hire in PeopleSoft enter the hourly rate as $15/hour, check the Work Study Student box, and enter 1.50 in to Supplemental Rate.

How is my department billed for Work Study earnings?

On a weekly basis student earnings will appear as though your department is paying 100% of the wages. At the end of each month the Mass Allocation process will automatically split the earnings so that your departmental share is 30% during the academic year or 30% + fringe rate during the summer.

Is a Work Study award just for the semester or whole academic year?

Your Federal Work Study award is for the full academic year so plan accordingly.

Can I take advantage of a student's Federal Work Study eligibility retroactively?

You certainly can. Together with the student register the Work Study job. Review the confirmation email. From here you have two options:

  • If you included a WST costing string when making the hire in Peoplesoft you can send the Employee Record Number to the Student Employment Office who will activate WST coding. Peoplesoft permits administrators to go back up to 30 days to change the Time Reporting Code from REG to WST. Earnings more than 30 days in the past must be journaled. Going forward, pay the student with WST.
  • Ask your local finance/payroll administrator to journal the student's earnings from obj code 6110 to obj code 0139. If you don't have anyone who has journaling access then contact the Student Employment Office.

If you have questions about this please contact the Manager of the Federal Work Study Program at 5-2587.

Do I have to keep track of my Work Study student's earnings?

Yes, it is in your best interest to ensure that your Work Study student worker does not exceed his/her ceiling. If they do then the Student Employment Office will journal the excess amount on your behalf within 45 days. Since this has budgetary implications we strongly encourage you to keep careful track of Work Study earnings.

I don't see WST as a Time Reporting Code anymore. What now?

Report the time as REG so that there is no disruption in pay then contact the Harvard Student Employment Office to report the missing Time Reporting Code.

Can a student have more than one job on Work Study?

Yes but you will be asked to split your award between the two jobs. Be sure to register both jobs with the Student Employment Office.

Is Federal Work Study available in the Summer?

Yes. Since Federal Work Study is a form of financial aid you have to complete the FAFSA as soon as possible and apply for financial aid through Harvard. You will also have to complete a short form indicating your interest in Summer Federal Work Study.

The award is $5,500 and the dates when it can be used/earned fluctuates on a yearly basis.

For more information: http://seo.harvard.edu/summer-fwsp

I work in a department that has multiple people posting jobs. Is it possible for peple to see/edit each other’s postings?

Absolutely. Send us an email to seoweb@fas.harvard.edu with (1) the name of the department and (2) the names of people who need such access and we’d be glad to activate that feature.