Employer & Faculty FAQs

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

Yes but the student will be asked to split their award between the multiple jobs. Be sure that they register all jobs with the Student Employment Office.

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.

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

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...

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.

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.

I work in a department that has multiple people posting jobs. Is it possible for people 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.

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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Is 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 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...

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