Work Study Hire Process
- Gabrielle Bouchard
A work study is a need-based federal financial aid program that awards students who are eligible with funds in exchange for work.
This is different from typical student labor since this is need-based and is funded by the university and not the department.
The start date for Work-Study is always the Friday of move-in weekend and the end date is the Friday of Commencement weekend.
The student will be awarded the work study once they are deemed eligible by financial aid after viewing their FAFSA information. A faculty member can have a job posted as “Work-Study only” if they would like to hire specifically from that pool of student workers.
If a student is not sure if they were awarded a work study, or they are not sure of the amount, please refer them to email Student Employment to get the information.
This is the process of hiring a student on a work study:
Go to Smart HR transactions in CORE.
Select this template:
Input the correct award semester, it will either be Fall or Spring.
Their information should be mostly populated, however, please make sure under the ‘Funding Info’ tab that the funds are available for the award.
The KFS account should be the department’s work study account. These accounts are 5-ledgers and will contain the keyword “CWSP.”
o Each CLAS department has a work study account, if you are not sure of the specific number, please reach out to your BSC contact.
o Here is an example of an account:
If a student was awarded more during the year, which is a rare case, a new transaction will have to be submitted to account for the increase of award funds.
Once submitted to payroll, they will merge the records, and the student will get paid!