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Work Study Overview

WS

Students with work study awards are seen as a University resource and are allocated to departments as are other resources. Thus, work study students are allocated by deans/vice presidents based on justified need.

Each dean/vice president has an allocation pool of work study students that is proportional to the number of work study students employed in his/her college or division in past years. Your dean/vice president will discuss with you the manner in which you will express your need for work study students for the fall and spring semesters. The allocation to departments is expressed in terms of number of students with work study awards—not dollars or hours of work.

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Relevant University Policy

UPPS 07.07.03 provides the specifics for handling student employment issues. Several of these details include:

  1. Career Services (LBJ Student Center, Room 5-7.1) handles student employment job postings—both regular student and work study. Post jobs as an employer on Jobs4Cats at. https://txstate.joinhandshake.com/login. Please contact Career Services at 512.245.2645 or careerservices@txstate.edu for more details.
  2. Students are to be paid according to the University Pay Plan, as posted on the Human Resources website, within the specified range.
  3. Students may work up to a maximum of 25 hours per week without vice presidential approval. International students may work up to 20 hours per week. In order to be employed under work study, students must be currently enrolled.

Hourly Wage

You will need to translate the eligibility award that your work study student has to: 1) the number of hours of work per week you have available; 2) the actual pay rate for the position; and 3) the total number of weeks you want the student to work.

The federal minimum wage is $7.25 per hour. Account managers have the discretion to pay work study students above the minimum wage. Depending on the rate of pay, you may need to adjust (e.g., reduce) either the number of hours per week a student works or the number of weeks a student works. This step will ensure that the work study award is not exceeded. Whenever a wage rate is changed, a changing pay PCR must be sent to Human Resources.

If a student reaches their maximum allowable earnings on work study (i.e., amount awarded), please contact Financial Aid and Scholarships to determine if the student is eligible for additional work study funds. If not, you can continue to employ that student on regular wages—if you have sufficient funds.

Identifying Eligible Work Study Applicants

Please post your work study position(s) with Career Services until your needs are met. We cannot guarantee, however, that an eligible student can be found that will be interested in your particular position(s). If a department has not hired eligible work study students to meet its full allocation by October 15, the unfilled allocation will be returned to the dean/vice president for re-allocation. It is perfectly acceptable to re-hire students you have previously employed, provided they have a work study award. To re-hire such students, complete the appropriate forms.

Undergraduate Instructional Assistants (Job Code 9006) are not eligible to receive work study funds. If you hire students on work study, please ensure that the job duties they perform are not those specified under job code 9006.

Requirements For Hiring a Work Study Student

Hiring departments are required to complete the below tasks prior to the start date of their work study hires.

  1. Create an Electronic Personnel Change Request (PCR) via the SAP Portal. For assistance, you may:
    • View the training modules and materials for Student PCR Processing via the HR Master Data Center website
    • Contact Human Resources at 512.245.2557
  2. Create a Work Study Authorization via the online Financial Aid Work Study Tool. For assistance, you may:

Start and End Dates for Work Study Hires

The below dates are established with respect to federal guidelines and the allowable period in which work study funds can be earned.

Fall 2017 – Spring 2018
Work Study Earning Periods
Semester Start Date End Date
Fall August 16 December 16*
Spring January 4 May 12

*Students may work outside of the standard term (e.g., during winter break), if a department can demonstrate that their work-study employee plans to attend the next semester.

Work Study Overpayment System

The work study overpayment system will, prior to departmental-approved time posting to the work study account, determine if any amount approved by the department is in excess of a student’s authorized work study award. The amount above a student’s work study eligibility for the relevant award period (i.e., fall, spring or summer) will be automatically charged to the department’s main account.

Matching Requirements of Work Study Program

  • The University is required to match 30 percent of work study wages. E&G and Designated Method accounts have this match paid through a central budget as do the Student Service Fee accounts. Other accounts will be charged the 30 percent match of wages.
  • Income producing accounts (except for the residence halls and Auxiliary Services Office) are not eligible to receive work study allocations.

Accounts Used for Work Study

The change in fund numbers for the Federal Work Study Program (FWS) are reflected in the below table. Please use the correct information as you create your PCR’s. Please note the appropriate changes with respect to the synchronization of the FWS fiscal year and our university fiscal year.

From July 1, 2017 – August 31, 2017
Department % Fund Cost Center
Departments that have an
E&G/Designated Method fund account
to use for work study
30
70
2000011017
4500061018
1032811015
1032811011
Student Service Fee accounts (fund 30000010XX)
30
70
3000001017
4500061018
Your Cost Center
1032811011
Departments without E&G/Designated
Method fund accounts to use
for work study
30
70
Your Fund
4500061018
Your Cost Center
1032811011
From September 1, 2017 – June 30, 2018
Department % Fund Cost Center
Departments that have an
E&G/Designated Method fund account
to use for work study
30
70
2000011018
4500061018
1032811015
1032811011
Student Service Fee accounts (fund 30000010XX)
30
70
3000001018
4500061018
Your Cost Center
1032811011
Departments without E&G/Designated
Method fund accounts to use
for work study
30
70
Your Fund
4500061018
Your Cost Center
1032811011

Questions Regarding Work Study

If you have questions about the work study procedures, please contact your dean or vice president. If you have any financial aid questions regarding the student’s award, please feel free to email Financial Aid and Scholarships at workstudy@txstate.edu. Direct any questions about posting student employment positions (both regular-wage and work-study) and university policies governing student employment to Career Services at 512.245.2645 or careerservices@txstate.edu. If you have any questions about the hiring process and required paperwork, you may contact Human Resources at 512.245.2557 or visit their website at www.hr.txstate.edu and click on Master Data Center.