Federal Work Study at Harvard

FWSP Wage Range

  • Undergraduate: $11.00 - no maximum
  • Graduate: $13.50 - no maximum

Hiring Process for On-Campus Federal Work Study
 

1. Recruit, interview, and agree to hire a student worker.

2. Complete a short referral form in order to register the FWSP job. This form may be completed by either an administrator or the student but keep in mind that it requests your department's Tub/Org. The Student Employment Office will reply confirming the student worker's FWSP eligibility within 1-2 business days.

3. Complete the I-9 employment eligibility verification process. If the student has had a job on campus previously (commonly Dorm Crew) then no I-9 form is required.

4. Hire the student in Peoplesoft using Quick Hire which is located Harvard Processes -> Hire Student - Submit (or Approve)

If you would like to pay the student more than the maximum FWSP rate of $13.50 per hour, enter the desired figure in the 'Hourly Rate' field and then the difference between that rate and $13.50 in Supplemental Rate field. Example: if a student's hourly rate is $15.00 then the supplemental rate is: $1.50.

Enter 3 lines of costing: REG, OTP, and WST and hit save.

Example of how to enter three lines of costing

The costing is from your department and the object code is what indicates FWSP: Term—0139 , Summer—0147. These values will auto-fill when you click 'Save Draft'.

5. Once you hit 'Submit to Database' a confirmation box will pop up with the Employee Record Number. Send this value to the seofwsp@fas.harvard.edu. This key step will activate WST coding in Peoplesoft.

6. Have a conversation with your student hire about time reporting and approval responsibilities.

7. Keep track of your student hire's earnings so as to not exceed their FWSP award amount. Peoplesoft does not prevent administrators from entering/approving after a student has reached his/her ceiling.

Tax and Financial Information for on-campus FWSP

  • Departments are responsible for 30% of a student’s earnings during the academic year.
  • Departments are responsible for 37.3% of a student’s earnings during the summer term.
  • 0139 is the term time on-campus object code (no fringe).
  • 0147 is the summer term on-campus object code (fringed).

Documents and Frequently Asked Questions

For Administrators: Peoplesoft Student Quick-Hire Process357 KB

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 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 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 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.