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Student Employment FAQs

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Federal Work-Study Questions

Community Assistant Questions

Federal Work-Study Questions

1. What is Federal Work-Study?

Work-Study is a government program that allows students to work while attending school to help cover the costs of an education. Students typically work about 10 hours a week on campus or in the local community, and they receive a paycheck every other week to use for education expenses.

2. Where is the Work-Study Office located?

The office is located at 1801 Hinman Avenue on the Evanston campus, sharing the second floor with the Office of Financial Aid. They are open Monday through Friday 8:30am to 5pm. The phone number is (847) 491-7574.

3. Am I guaranteed the Work-Study money that is listed on my Financial Aid Award Announcement?

The dollar amount listed on your award announcement represents the amount of funds available for you to earn. Students cannot surpass this earning limit for the academic year. Students need to work with their employer to schedule enough hours to reach their earnings maximum. The average student works 10 hours a week.

4. What is the "earnings limit"?

The earnings limit is the maximum amount that may be earned by the student during the academic year. The employer and student should compute how many hours a student is able to work at his or her wage rate in order to determined the student's schedule for the year. Any funds not earned at the end of the academic year will be forfeited and do not carry over to the next year.

Students are responsible for monitoring their own earnings limit to ensure compliance. If the student exceeds the earnings limit, the financial aid package for the following year may be affected. Students should be aware that their earnings limit might decrease during the academic year as a result of the receipt of outside resources (e.g. scholarships). If family circumstances change, increases to the earnings limit may be made. The student will be notified if an award is adjusted.

5. What if I do not accept a Federal Work-Study job as part of the financial aid package?

The rest of the financial aid is not affected, but the Financial Aid Committee will not make up for the shortfall.

6. I rejected my work-study and then found a job I really like. Can I have my award back?

Based upon the current funding and expenses, you may or may not be eligible to receive your full award.

7. If I decide to reject my work-study for this year, will it affect my allotment for next year?

Work-Study is a federal need-based program. Your amount is based upon the need you have. When a student rejects work-study, it is taken into consideration for the upcoming year.

8. If I decide to reject my work-study, can I do it for just one term?

Yes, you can reject or request a reduction in your work-study for any one term or for all of them.

9. Can I get a work-study job even though I don't qualify for financial aid?

Federal Work-Study must be included as part of your financial aid package. If you have not been awarded work-study and wish to be considered for the program, you should speak with a counselor and be prepared to demonstrate additional financial need.

10. If I have a Federal Work-Study job, will the earnings from a non-work-study job be monitored?

For the majority of students, the answer is no. However, if a student has significant earnings, they may be considered as an additional resource and may affect your aid eligibility for the next academic year.

11. How do I go about finding a work-study job?

The most comprehensive and up-to-date list of work-study positions can be found on the Federal Work-Study Office's website. Once you find a position in which you are interested, write down the contact information, and call to set up an interview with the potential employer. If a student has difficulty securing a position, they may contact the Office of Work-Study for additional assistance.

12. What should I do once I am hired?

All students must have the employer fill out a Federal Work-Study Authorization Form. This form can be obtained from the Work-Study Office's web site. Students will not be issued paychecks until all of the necessary forms are completed. These include the Authorization Form, a Personal Data form, a federal W-4 form, and IL W-4 form, an INS 1-9 form, and a direct deposit form. All these forms can be picked up at the Work-Study Office or downloaded from the online Work-Study Handbook - Studnet Forms section of theWork-Study web site.

13. Can I work more than one work-study position?

The Work-Study Office discourages students from working more than one job. The student must remember that their primary responsibility is to concentrate on their school work. On a case-by-case basis, a student can submit a written request to the Work-Study Coordinator for consideration for an additional position. This request must include the reason for wanting/needing two jobs, indicate which two positions, the wages and hours of each, and your total work-study allotment. Note: You may still only work a maximum of 15 hours a week between the two jobs.

14. What do I need to do if I want to change jobs?

First you must give your current employer adequate notice (e.g. two weeks). To terminate the position, you must pick up a termination form and an employee evaluation form from the Office of Work-Study. These two forms must be completed, signed by you and your supervisor, and returned to the Office of Work-Study. Upon receipt of the proper paperwork, you will be issued a new work-study authorization form. This must be completed, signed by you and your new supervisor, and returned to the Work-Study Office. You must return your authorization form prior to your first day of work.

15. May I work during vacations/breaks?

Students may work if they remain on campus during the winter or spring break. However, income earned during these vacation periods will count towards the student's work-study earnings limit. Students cannot work more than 37.5 hours per week.

16. Is work available over the summer?

During the summer, some off-campus work-study positions are available at community service organizations. Students must receive prior approval from the Work-Study Office and cannot work more than 37.5 hours per week in these summer positions. Wages earned during the summer do not count against the student's academic year work-study earnings limit, but are used as a resource for the following academic year. For more information on summer employment through community service, contact the Work-Study Office.

17. How do I get paid?

Students are issued paychecks bi-weekly for the previous two weeks of work. Paychecks must be direct deposited into the student's bank account and are viewable on the HR self-service web site.

18. Why didn't I get paid?

Perhaps you entered your hours on ETES after the deadline (the cut-off dates are available on the Work-Study Office web site). Or there could be a hold on your check. Contact the Work-Study Office or Payroll to find out.

19. What should I do if I change my address?

To change your address for Payroll, go to your timesheet on ETES or the HR self-service web site. To change your address for all other University functions, you can contact the University Registrar or change your information through CAESAR.

20. Can I deposit my work-study paycheck directly into my account?

Yes. You must sign up for Direct Deposit when you get hired.

21. Can Work-Study earnings be applied directly to my University invoice?

No.

22. Will I be taxed on my earnings?

Yes, income earned through the Federal Work-Study Program is taxable. Therefore, each student must complete state and federal withholding forms and include their earnings on appropriate tax returns. FICA and Medicare taxes are withheld only when students work during the summer.

23. Who should I contact if I have additional questions about the Federal Work-Study Program?

For more information about the Federal Work-Study Program, feel free to contact the Office of Financial Aid, the Office of Work-Study, or visit the Federal Work-Study Homepage.

Community Assistant Questions

1. I want to be a Community Assistant; will my aid change?

As a CA, you are not charged for room and board. The Office of Financial Aid takes the average room and board figure used for financial aid, and your aid is reduced by that amount. We reduce self-help (subsidized loans and work-study) first. If additional adjustments are needed, University Scholarship is reduced accordingly.

2. Can I still borrow a student loan if my need has been fully met with NU scholarship assistance?

It is possible to borrow through the Federal Stafford loan program even if a loan is not initially offered. However, you may have to apply for the non-need based unsubsidized Federal Stafford loan which means you would be responsible for the interest while you are in school. You should contact the Financial Aid Office if you would like information about your loan eligibility.

3. I have some self-help remaining and would like to keep my work-study job instead of taking a student loan. Is this possible?

Typically, the amount of time that needs to be devoted to Community Assistant duties precludes your having a work-study job. However, exceptions can be made on a case-by-case basis. In order to be employed as a CA and hold a work-study position, you must receive written permission from your Area Coordinator indicating that work-study will not interfere with your CA duties, your studies or class attendance.

Still have questions?

You may want to try browsing the other categories of Prospective Student FAQs or Current Student FAQs available on the Office of Financial Aid web site.

If you don't find the answer to your question or would like to discuss your concerns with a counselor, please contact us by phone at (847) 491-7400 or e-mail us at ug-finaid@u.northwestern.edu.