FWS Partner Organizations

 

Becoming a FWS Partner Organization

Recruiting Students

Hiring Steps

Tracking Student Hours

Rate Change

Supervisor Update

Terminations

Timekeeping

Paychecks

Student Employee Benefits

Invoicing

 


Getting Started

Non-profit and government organizations are eligible to apply to be part of GW’s Off-Campus Federal Work Study (FWS) program. Organizations must reapply to be a part of GW's Off-Campus FWS program each academic year by submitting a Federal Work Study Participation Agreement and position description form. A FWS committee comprised of members outside of the Center for Career Services selects the organizations who will participate during each upcoming semester.

Interested in becoming one of GW's off-campus FWS partner organizations? Email [email protected] for more information. The next year's agreement will automatically be sent to all current partner organizations at the end of the current academic year.

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Recruiting Students

All student positions must be posted in the Student Employment Talent Management System and must adhere to the Standard Student Position Templates. In this system, the Hiring Manager will be able to set up Guest Users to review Applicants, disposition applicants, and submit the Hire Proposal (HP).

For assistance with using the system review the Employer Users Guide.

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Hiring Steps

In order to successfully hire an FWS student, the following steps should be followed in the Student Employment Talent Management System after the student has applied to the position:

  1. Disposition the status of all candidates in your position, move your selected applicant(s) to Recommend for Hire. All students that were not selected will receive a notification of their status.
  2. Complete a Hiring Proposal (HP) for your selected applicant(s) and submit to Student Employment for Initial Review. Note: If your department required Finance Director Approval, you must indicate that on your HP.
  3. After all approvals are granted, Student Employment will send the applicant an Offer Letter to the student. The student must sign this document online.
  4. After the offer letter has been signed, the applicant will begin required pre-hire onboarding procedures such as the I-9 Form and tax withholding forms.
  5. AFTER the student has completed ALL required pre-hire onboarding procedures will Student Employment complete their hiring process. You will receive email notification from Student Employment when this has occurred. DO NOT allow the student to begin working before you are notified by Student Employment that their hiring process has been completed. 

For full instructions on this process please consult the Employer Users Guide.

You will receive update emails throughout the process, and Student Employment will communicate with you through these emails if any further action is required from you.

DO NOT allow the student to begin working until you have received the official notice email from Student Employment that states the student has been officially and completely hired. Be sure that you are actively communicating with your student throughout the hiring process and especially if changes need to be made to their start date. Once hired, the student employee's information will load into Kronos the day after they are hired.

 

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Tracking Student Hours

When you signed the FWS Participation Agreement, you agreed to monitor the earnings of all FWS students that you employ. The 75% funding match from the federal government only applies up to the limit of a student’s FWS award. If you fail to monitor a student’s FWS earnings and that student exceeds his or her award limit, your organizations is charged 100% of the wages earned in excess of the award limit. We cannot leave the student in a FWS position after their award is reached, even if your organization could pay the wage at 100%.

Here’s an example:

  • Your student has a $2,000 FWS award. She works enough hours to earn $2,200 with you.
  • The 75% match applies to the $2,000 in the FWS award. You pay 25% of that $2,000 ($500) plus the 8.3% fringe on that $500, for a total of $500 + 8.3% = $541.50 for the wages earned under the FWS program.
  • The student earned $200 above and beyond her FWS award limit of $2,000.  You are responsible for 100% of that excess $200. The 8.3% fringe applies to your 100% contribution as well, which brings your responsibility for the $200 in excess wages to $200 + 8.3% = $216.60.
  • You would owe GW $541.50 (for FWS reimbursement) + $216.60 (for excess over the FWS award) = $758.10

FWS student employees are not authorized to earn more than their allotted FWS award amount during a given school year. Therefore, it is important for students and employers to work together to monitor a student employee's hours. Use this pre-programmed Excel sheet to calculate how much of their award a student has earned to-date, and how many work hours they have remaining.

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Rate Change

To perform a rate increase for FWS student employees:

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Supervisor Update

Send an email Student Employment at [email protected] with the student’s name and GWID, along with the new supervisor's name and email address. We must have the current supervisor on file for each student at all times.

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Terminations

You must terminate student employees when the student is no longer working for your organization for any reason. To do so, send an email in advance to [email protected] with the student’s name, GWID, and last work date. Students are only allowed to work one FWS job at any given time, so the termination must be completed before the student is able to be hired into another FWS position. All FWS students are terminated automatically at the end of the FWS program year. 

If your FWS student employee meets or exceeds their allotted FWS funding, their position will be immediately terminated. Please carefully track students’ hours to make sure that they do not exceed their allowable award limit. When you become aware that a student employee is nearing their award limit, work with student employment and the student to plan out the remainder of your student's work hours. We cannot leave the student in a FWS position after their award is reached, even if your organization could pay the wage at 100%. You must either let the student go for the year, or become the student’s direct employer by hiring them onto your organization’s payroll. 

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Time Reporting

Students record their work hours by “clocking in” and “clocking out” using the Kronos system as do all other non-exempt (i.e. paid by the hour) employees. When we complete a student hire in Banner, that student’s name will appear in your organization’s Kronos display on the following day. Establish the clock in/clock out habit immediately with your student.

Even if you opt to use another timekeeping system (such as hard copy timesheets), your timekeeper will still need to report the hours of work using Kronos because this is how GW Payroll Services processes paychecks. If using paper timesheets you must have the student and supervisor sign off on the hours reported. Please note, it is against university policy to not use Kronos as the time reporting system. Kronos is the only official record of time worked according to the university.

Missed Punches

Inevitably your student will forget to clock in or out. Explain that they should contact the department’s timekeeper with the relevant date and time as soon as possible so that the correction can be made.

Timekeeping for students who have multiple jobs at GW

  • Instructions for clocking in and out for primary and secondary positions can be found on Payroll’s website.

Overtime Pay (OTP)

OTP will paid for any time over 40 hours worked in a week (Sunday-Saturday) at time and a half.

Time Approvals

Every other week your department’s timekeeper must go into the Kronos system and approve time for departmental employees. The deadline for this approval is 10 am on the “departmental approval date” shown in this year’s GW Payroll Calendar. This is not a negotiable deadline, and failure to comply with this deadline may result in the student not being paid for their work on the correct payday.  If any delay or action on your part causes a delay in a student’s receipt of wages, it is your responsibility to notify the affected student that payment will be delayed.

For assistance using Kronos, please see GW Payroll's helpful materials on the subject. Contact us at [email protected] if you have further questions or need personal assistance.

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Paychecks

We strongly encourage students to sign up for direct deposit or a PayCard.  If a student does not sign up for direct deposit (and until the direct deposit takes effect – this may take up to two pay periods), paychecks will be picked up on each pay date at Student Employment.  The check will not be mailed to the student. If a student has multiple jobs through GW, payment for all of the jobs will be combined into a single check and should be picked up from the primary job.

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Student Employee Benefits

Student employees are eligible for benefits under the Family Medical Leave Act (FMLA) and sick time accrual. Students employees begin accruing sick time on their date of hire and can use accrued but unused sick time during their employment with manager approval. Accrued sick time is credited on the last working day of each month and may not be used prior to its actual accrual. Sick time accrual is equal to one (1) hour for every thirty-seven (37) hours worked, for a maximum accrual of 7 days per year. For more information visit the GW Benefit’s Time Off and Leave Guide, which takes effect July 1, 2019. For questions regarding these benefits please contact GW Benefits at [email protected].

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Invoicing

Off-campus partners will be invoiced for all hours worked at the end of each FWS program year (usually in mid-May). You will be billed for 25% of the student's total earnings and 100% of any earnings earned in excess of their FWS award amount, plus an 8.7% fringe fee. Student Employment can only receive payment by check or EFT payment.

What is the fringe fee?

Under the Federal Work Study program, the United States Department of Education provides funding for the University to hire eligible students into part-time jobs that supplement other forms of financial aid.  At GW, these federal funds are used to pay 75% of a student’s wages. The remaining 25% and any fringe benefits associated with the wages (e.g., FICA, unemployment, worker’s compensation) are the responsibility of the institution.

The University’s fringe benefit rate for part-time employees, which includes students, is 8.7%. This rate is charged to all GW departments who hire student employees regardless of whether a student is exempt from FICA withholding. When a student is hired into an FWS position by an Off-Campus FWS Partner Organization, the partner becomes responsible for the non-Federal Work Study portion of the student’s wages (25%) and the fringe benefits for 25% of the student’s wages, based on the 8.7% fringe benefit rate, just as an on-campus department hiring a student does.

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