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Federal Work Study FAQ

Questions asked by Students

  1. Can I have more than one Federal Work Study job on campus?
  2. I was awarded for fall, winter and spring. What happens if I do not plan on working in the fall, but still want to keep my winter and spring award?
  3. I’m currently working Off Campus, how can I count that as a Federal Work Study job?
  4. How do I get paid?
  5. Can Federal Work Study earnings be directly deposited to my bank account?
  6. Do I automatically get Federal Work Study every year?
  7. What is the benefit of applying for a community service position?
  8. Can I work more than 20 hours a week?
  9. Am I eligible for pay increases?
  10. If I’m still employed with the same department, do I need to fill out the Employment Agreement form each year?
  11. I wasn’t awarded Federal Work Study this year, how can I apply for it next year?
  12. How many units do I need to be enrolled in for the quarter to use my work study award?
  13. If I turned in my timesheet late, when do I get paid?

Questions asked by Employers

  1. What’s the benefit of hiring a Federal Work Study student rather than a regular Student Assistant?
  2. How do I know after each pay period, what the student has left over of their award?
  3. How do we pay the student?
  4. How do I post a job?
  5. We are a community service organization. How much are we responsible for in the student’s pay?
  6. Can a student work more than 20 hours a week? For example, during a school break?
  7. Do I have to renew my contract each year?
  8. What are the steps in giving a student a pay increase?
  9. Do I need to fill out an Employment Agreement form if employing the same student each year?
  10. Who do I contact regarding billing questions/concerns?
  11. How do I get more Federal Work Study awarded to a student?
  12. If the Timesheet is turned in late, when does the student get paid?

Student

1. Can I have more than one Federal Work Study job on campus?

Yes, as long as you keep track of your hours and earnings each month and do not exceed your allocation or work more than 20 hours per week. (Award Balance).

2. I was awarded for fall, winter and spring. What happens if I do not plan on working in the fall, but still want to keep my winter and spring award?

You will need to complete an Information Update form to notify our office that you still want to keep your winter and spring award. If you do not do this, we will automatically cancel your Federal Work Study for the year.

3. I’m currently working Off Campus, how can I count that as a Federal Work Study job?

Not all Off Campus positions qualify for Federal Work Study funding. Your employer needs to meet the requirements for a non-profit agency and complete a Federal Work Study Off Campus Contract with Cal Poly Pomona.

4. How do I get paid?

You will be paid once a month based on the hours reported on the student assistant type report submitted by your employer. The due date and payroll dates vary each month, so you must follow the (Schedule of Pay Period).

5. Can Federal Work Study earnings be directly deposited to my bank account?

No, at this time, Cal Poly Pomona is not set up for direct deposit. Checks will be distributed by your employer. Checks will be mailed to Off-Campus students.

6. Do I automatically get Federal Work Study every year?

No, it is not guaranteed every year. To reapply, you must file a FAFSA by March 2 each year indicating you want Federal Work Study.

7. What is the benefit of applying for a community service position?

Community Service jobs allow you to play an important leadership role in addressing the needs of Cal Poly Pomona’s surrounding community. At the same time, you are adding value to your resume, scholarship, and graduate school application.

8. Can I work more than 20 hours a week?

No, you can only work a maximum of 20 hours a week while school is in session. You may work more hours during breaks if you have unused funds and with special permission from your employer.

9. Am I eligible for pay increases?

Yes, your supervisor can determine when you are eligible for a pay increase. Raises are generally based on your length of employment, exceptional performance, or a change in job duties. Your supervisor can use the Evaluation Form and Salary Schedule to help them determine if you are eligible for a raise.

10. If I’m still employed with the same department, do I need to fill out the Employment Agreement form each year?

Yes, you will need to do this each fall, summer or when you change jobs.

11. I wasn’t awarded Federal Work Study this year, how can I apply for it next year?

Since funding is very limited, first priority is given to those continuing Federal Work Study students. However, we still recommend that you file your FAFSA by March 2nd indicating that you are interested in work study. Additionally, you must complete the Information Update Form and submit it to the Office of Financial Aid & Scholarships.

12. How many units do I need to be enrolled in for the quarter to use my work study award?

Students need to be in 6 units or more to be able to use their full award. 5 units and below will have the award cancelled.

13. If I turned in my timesheet late, when do I get paid?

It usually takes 2-3 weeks from the time that you submit a timesheet to the Office of Financial Aid and Scholarships, before a paycheck will be available to you.

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Employer

1. What’s the benefit of hiring a Federal Work Study student rather than a regular Student Assistant?

You will only pay 25% (off campus employers pay 10% administrative fee) of the student’s earnings as opposed to the full cost of a student assistant. The federal government covers the remaining 75%.

2. How do I know after each pay period, what the student has left over of their award?

We have provided a form to help you calculate and track a student’s monthly earnings. We also notify you when a student is close to earning his or her full allocation for the quarter.

3. How do we pay the student?

You will need to make sure that a Student Assistant Time Report with student name and hours worked is submitted to the Office of Financial Aid and Scholarships by the monthly due date (Schedule of Pay Period).

4. How do I post 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 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 to the Office of Financial Aid and Scholarships at the beginning of Fall Quarter.

  • 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 Job Location and Development Coordinator Dawn Finley at 909-869-4048.

5. We are a community service organization. How much are we responsible for in the student’s pay?

All employers except approved American Reads and America Counts sites pay 25% of the students earning and a 10% administrative fee.

6. Can a student work more than 20 hours a week? For example, during a school break?

The student can work 20 hours a week during school and up to 40 hours during breaks if they have sufficient funding and their employer approves it.

7. Do I have to renew my contract each year?

No. You will only need to create the posting on BroncoConnection and complete an Employment Agreement form for each student you hire. Off Campus employers need to complete the Exhibit A form, post a job on BroncoConnection and complete the Employment Agreement.

8. What are the steps in giving a student a pay increase?

We have provided some tools to help you determine if the student is eligible or not (Evaluation Form and Salary Schedule ). Generally raises are based on time at the job, exceptional performance, or a change in job duties. After you have determined that the student is eligible for an increase, complete the Hourly Rate Change Request Form and submit to Payroll Services via fax or mail

9. Do I need to fill out an Employment Agreement form if employing the same student each year?

Yes. A new Employment Agreement must be completed at the beginning of Fall and Summer quarters. 

10. Who do I contact regarding billing questions/concerns?

Manisha Patel at University Financial Services mkpatel@csupomona.edu for Off Campus.
Brenda Burns at Budget Services brburns@csupomona.edu for On Campus.

11. How do I get more Federal Work Study awarded to a student?

You may request an increase for a student's Federal Work Study award from FWS Administrator, Lupe Linares either by sending a memo or via email. Increases are not always possible, but each request will be reviewed as quickly as possible.

12. If the Timesheet or Student Assistant Tme Report is turned in late, when does the student get paid?

Process time takes 2-3 weeks after the timesheet or Student Assistant Time Report is received by the Office of Financial Aid and Scholarships.

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