Off Campus FWSP

Students are welcome to utilize their Federal Work Study (FWSP) award at eligible off-campus organizations. Off-campus employers are defined as any employer physically located off of the Harvard campus and who does not have access to Harvard University's payroll system. Instead of the agency hiring the student directly, the Harvard Student Employment Office (SEO) will hire the work-study students on our payroll at an hourly rate agreed upon between the student and the agency but not to exceed the work study maximum. We will pay the student on a weekly basis until the end of the employment term or until the work-study ceiling is reached. At the end of the employment term the SEO will bill the agency for their portion of earnings. The standard FWSP reimbursement rate for non-profit agencies is 70%, with the employer responsible for the remaining 30% plus 7.9% in payroll taxes and fringe benefits. For-profit organizations reimbursement rate is 50%, with the employer resposible for the remaining 50% plus 7.9% in payroll taxes and fringe benefits. If a student is working for a for-profit organization it is required that it is related to their area of concentration. 

Hiring Procedure

  1. The student registers their FWSP job with the SEO. It is good practice for the agency to assist the student in completing this form so that all information is accurate and complete. Particularly important is the supervisor and billing person's contact information.
  2. Once the form is processed, both the student and supervisor will receive confirmation of eligibility and instructions on next steps.
  3. The agency then completes an Agency Agreement which outlines responsibilities and billing procedures. Please sign, scan, and email document this to the SEO as soon as possible.
  4. If this is the student's first job with/at Harvard then s/he will need to complete an I-9 form in person at the Student Employment Office and various tax paperwork.

Payroll Procedure

  1. Once the agency agreement is received and the student has completed the I-9, we will hire the student through Harvard's payroll system.
  2. The student will receive email instructions on how to report time in Peoplesoft and the agency will receive email instructions on how to approve time.
  3. Students will receive an email Friday morning reminding them to submit hours worked for the current week by midnight Saturday.
  4. Students must report their time in Peoplesoft by Saturday at 11:59pm. If a student misses this deadline please refer the FAQ on how to report time by email.
  5. The employer will receive an email from the SEO on Monday morning requesting approval for the time submitted. The email will contain the daily hours worked as reported by the student. Reply either with 'Approve' or 'Not Approved' in the body of the email. Note that the schedule moves up by up to two business days during holiday weeks.
  6. The SEO will approve time for all 'approved' students by Tuesday morning.
  7. Students are paid every Friday.
  8. We strongly advise all students to sign up for Direct Deposit -- it saves time and the potential for lost checks. Pay stubs will always be available to view in Peoplesoft.

More information: FWSP Off-Campus Employers

Frequent 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.