Frequently Asked Questions

Employer & Faculty FAQs

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...
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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.

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

The easiest way is to submit a job referal card for the student. You would then receive an email from the SEO specifying whether the student is eligible or not.

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 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 25% during the academic year or 25% + fringe rate during the summer.

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.

Is Federal Work Study available in summer and during the breaks?

Yes, students utilizing their Federal Work Study awards may also work during the summer, winter recess, any holiday, or spring break. You will need to rehire them in the summer due to the fringe benefit attached to Summer FWS.

Summer FWSP Note: Especially for summer, because Federal Work Study is a form of financial aid, make sure the student FAFSA is completed as soon as possible, and apply for financial aid through Harvard. Undergrads will also have to complete a short form indicating their  interest in Summer Federal Work Study....

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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 associated 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...

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