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Off-Campus FWSP

Setting Up Your Off-Campus FWSP Job

 

Congratulations on your new position! Since your organization is participating in the Federal Work-Study Program, the Harvard Student Employment Office will take care of the payroll function. At the end of the employment period, we will bill your organization for the employer's share of your earnings. Before we can hire you we need three forms completed:

 

  1. You must register for your FWSP job. Please take a look at the registration form and ask your employer to provide you with the relevant information you do not know, such as the billing contact.
  2. The employer must sign and return to the SEO (electronically or by mail) an Off-Campus Agency Agreement which outlines our respective responsibilities and billing procedures. If you need a counter-signed document just let us know.
  3. Students must complete I-9 with SEO if they do not have one on file already. Harvard is an E-Verify employer
For more information on the Off-Campus E-verify I-9 process click here

Once these three steps are complete, the student will receive time reporting instructions, and the employer will receive time approval instructions.

Time Reporting and Approval

 

Students will report their time to the Harvard SEO every week using Peoplesoft. You must submit your time for the week by midnight on Saturday. Supervisors will receive an automated email on Monday morning with your reported time. For you to be paid, the supervisor must approve the time by clicking the email link to your reported hours. Here they will sign their first & last name and click approve. They have to respond to the approval email by Monday at 11:59 pm EST so that there is no delay in your pay. You can track your timecards each week by logging into the Referral Card system.

 

Note that in the event of a University holiday, the time approval process is moved up by (1) business day or more depending on holiday breaks.

 

Billing Procedures

 

After each month, the Harvard SEO will bill the employer's share of earnings. The most common scenario is 25% of earnings plus 8% payroll tax (on the total earnings). Employers will receive an invoice from Harvard accounts receivables by mail and an invoice email. Invoices must be paid within 30 days. Please make sure you are not being paid on the employer payroll when using off-campus FWSP.

 

Helpful Documents

Off Campus FWSP Checklist

 

Frequently Asked Questions

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

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.