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Federal Work Study Employers/Supervisors

Posting a Job

A) On Campus Employers

  • Obtain a Student Assistant New Position Request form Budget Services.

  • Establish an account on BroncoConnection, Cal Poly Pomona's online job bank: https://csupomona-csm.symplicity.com/employers.

  • Once you have registered, create a Job Posting (Please note: a new job posting must be created at the beginning of each Fall Quarter).

  • For questions or assistance regarding BroncoConnection, please contact the On Campus Student Employment Coordinator 909-869-2342.

B) Off Campus and Auxiliary (ASI and Foundation) Employers

  • Off Campus employers must be a public agency, a private nonprofit organization or a campus auxiliary organization (refer to the section on “Off Campus Employer Limitations” for more information).

  • Complete an Off Campus Federal Work Study Contract with the Office of Financial Aid and Scholarships.

  • The Off Campus Federal Work Study Contract must be reviewed and approved by the Office of Financial Aid and Scholarships before the job can be posted.

  • If you already have an Off Campus contract on file, you only need to submit an Exhibit A form and Signature Authorization Form to the Office of Financial Aid and Scholarships at the beginning of Fall Quarter or the first quarter the position is available.

  • Establish an account on BroncoConnection, Cal Poly Pomona's online job bank: https://csupomona-csm.symplicity.com/employers

  • Once you have registered, create a Job Posting (Please note: a new job posting must be created at the beginning of each Fall Quarter).

  • For questions or assistance regarding BroncoConnection, please contact Dawn Finley, Job Location Development Coordinator at 909-869-4048.

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Hiring a Federal Work Study Student

  • The Federal Work Study student will contact you for an interview.

  • Students will have an Employment Agreement and a copy of their Federal Work-study award.

  • If you wish to hire the student, you need to complete Section C of the Employment Agreement. Be sure to select the appropriate Job Title.

  • Direct the student to the Career Center and Human Resource Services to complete their job hire paperwork. Remind the student to take all necessary required documents.

  • Your Federal Work Study student cannot begin working until all employment documents have been submitted to Human Resources and receive the clearance form from Human Resources.

  • You must complete a new job listing every year for any job you are filling.

  • You must complete a new Employment Agreement each fall and summer or the first quarter the position is available for a Federal Work Study student, even if you are keeping the same student worker(s).

  • Keep a copy of the Student Payroll Manual for your information.

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Classifications and Pay Rates

  • Match your job description to the Federal Work Study Salary Schedule.

  • Within each classification, there is a range of hourly rates. Select the pay rate based on the student's previous experience and the duties of the job.

  • Federal Work Study pay must be the same pay given to Non-Federal Work Study student employees doing the same type of work.

  • Pay must be set at an hourly rate and cannot be salaried.

  • The Federal Work Study student salary does not include any fringe benefits or overtime.

  • All pay rate changes must be submitted to Payroll Services on the Hourly Rate Change Request Form signed by the agency Director or designee.
  • Pay rate requests must be received prior to the beginning of the effective date of the change.

 

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How Your Student Gets Paid

  • You must submit the Student Assistant Time Report (CD048) to the Office of Financial Aid and Scholarships by the due date each month. (Off Campus employers only submit the Timesheet).

  • Pay periods do not always fall within a calendar month, so follow the Pay Period Schedule.

  • Late Timesheets result in late paychecks.

  • Federal Work Study wages are subject to State and Federal taxes. Your student will receive a W-2 at the end of each calendar year.

  • Federal Work Study students are not entitled to benefits such as overtime pay, paid holidays, paid vacation, paid sick leave, unemployment insurance or permanent status.

  • Students cannot work more than 20 hours during school session.

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Your Rights

  • To interview and hire the best student for the job.

  • To pay only a percentage of a Federal Work Study student’s earnings.

  • To request an increase in a student's Federal Work Study award for the quarter or the year (Increases cannot be guaranteed).

  • To recommend raises for students based on change in job duties, length of employment, or exceptional performance.

  • To give students feedback on their job performance and to complete an Evaluation Form.

  • To terminate a Federal Work Study student from his or her position due to poor performance.

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Your Responsibilities

  • To clearly define employment expectations and standards.

  • Keep a copy of the Job Listing you submitted on BroncoConnection and review with your Federal Work Study students when they begin work.

  • To ensure that a Federal Work Study student does not begin working until all employment documents have been submitted to Human Resources and the student receives a clearance form from Human Resources.

  • To respond to all requests from the Office of Financial Aid and Scholarships in a timely manner.

  • To sign all Timesheets and Student Assistant Attendance Reports and submit paperwork by the date and time due each month. Remember, you are verifying the student worked the hours recorded when you sign the Student Assistant Time Report (CDO48).

  • You should help the student calculate the number of hours he or she can work for you based on their Federal Work Study award. You can print a Weekly Hour Calculator form to help you do this.

  • To monitor the student’s earnings against their allocation each month to make sure they do not exceed the maximum for any quarter. We have supplied an Award Balance form that you can download and use for this purpose.

  • To pay 25% of all Federal Work Study earnings (America Reads and America Counts jobs are exempt of this requirement).

  • To pay for 100% of any earnings you allow a student to work in excess of their quaterly Federal Work Study allocation.

  • To ensure no student is denied work or subjected to treatment under this program agreement on the grounds of race, color, national origin or gender.

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Institutional Responsibilities

  • Determine the student's eligibility to participate in the Federal Work Study program.

  • Determine the amount a student is eligible to earn each quarter.

  • Pay the student for the hours submitted by the employer as reported on the montly Student Assistant Attendance Report (CDO48) that are within eligible, awarded amounts.

  • Notify the employer if the student's Federal Work Study award or eligibility changes during the year.

  • Bill the organization/contractor for their 25% of the student's earning and the 10% administrative allowance.

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Billing

On Campus

  • You are billed 25% of the student's total pay each month by Budget Services.

  • At the end of the month, the charges will appear on your department's monthly report.

  • You do not need to send a payment as these charges are credited from your designated work-study account.

ASI-Foundation Accounts

  • You are responsible for 25% of the student's total pay each month.

  • University Financial Service's Billing Department will send you a monthly invoice.

  • Payment will be due upon receipt of the invoice.

Off-Campus

  • You are responsible for 25% plus 10% administrative charge of the student's total pay each month, (America Reads and America Counts jobs are exempt of this requirement).

  • University Financial Services billing Department will send you a monthly invoice.

  • Payment will be due upon receipt of the invoice.

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Off Campus Employer Limitations

  • Off Campus employers must be a public agency, a private nonprofit organization or a campus auxiliary organization.

  • Complete an Off Campus Federal Work Study Contract with the Office of Financial Aid and Scholarships.

  • The Off Campus Federal Work Study Contract must be reviewed and approved by Cal Poly Pomona before the job can be posted.

  • If you already have an off campus contract on file, you only need to submit an Exhibit A Form and Signature Authorization form to the Office of Financial Aid and Scholarships at the beginning of Fall Quarter.

  • The organization/contractor must be a public agency, a private nonprofit organization or a campus auxiliary organization.

  • The work performed by the Federal Work Study students must be in the public interest.

  • The Federal Work Study student cannot displace any regular employees

  • The work does not involve any political activity nor can political affiliation be used to determine eligibility for a job.

  • The work is not for any "limited membership" organization such as a credit union, fraternal order, or cooperative.

  • The work cannot be related to any sectarian instruction or religious worship.

  • The work cannot involve political lobbying at any level.

  • The work cannot include employment by the Department of Education.

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