Student Work Study Eligibility

Students are notified of their work study eligibility by the Work Study Office via email. The email serves as proof of eligibility. Please make sure to confirm work study eligibility with the student. They can inform you of the total amount awarded, and the period of their work study award. We are no longer using the Work Study Award Verification Form as we adopt to the current situation.

Student participation is subject to and limited by continued eligibility for financial aid. An award will be canceled if a student loses eligibility for failure to maintain satisfactory academic progress. Award amounts are subject to change due to revised financial need or other factors that affect the student’s eligibility. Only wages earned in accordance with Work Study guidelines are eligible for Work Study compensation or reimbursement. In order to set up work study for a hired student, employers need to complete the Work Study Hiring Form. Employers are responsible for prompt submission of this form before the student starts working.

On Campus Employer

On-campus employers will be charged 40% of gross earnings and are responsible for initiating the required forms necessary to enter a student in the Workday system.

The Work Study Hiring Form – On Campus Employer is to be used by an On Campus Employer hiring a work study student and charging student earnings to a University of Washington budget. The Work Study Hiring Form must be used in conjunction with an approved Work Study Job Description. As an employer you must complete the Work Study Hiring Form before the student starts working. Please note that you must use your UW NetID to access the Work Study Hiring Form – On Campus Employer. 

The employer’s completion of the Work Study Hiring Form – On Campus Employer confirms understanding of and commitment to comply with the procedures of the Work Study Program including—but not limited to—the employer bearing the responsibility for monitoring student hours and for paying for all hours worked in accordance with federal, state, and local laws.You will receive an email copy of your submission for your own record keeping. Please make sure your department’s payroll coordinator has a copy of the information submitted so they can enter the necessary information in the Workday system.

Off Campus Employer

Off-campus employers are required to have a current Work Study contract. Students must be paid in full before Work Study time sheets are submitted for reimbursement. Eligible gross earnings will be reimbursed in accordance with the percentage indicated on the approved job description form. Non-residents are only eligible to use Work Study funds at approved non-profit organizations with a current Federal Work Study Contract.

This Work Study Hiring Form – Off Campus Employer  is to be used by Off Campus Employer. The Work Study Hiring Form must be used in conjunction with an approved Work Study Job Description. As an employer you must complete the Work Study Hiring Form before the student starts working.

The employer’s completion of the Work Study Hiring Form – Off Campus Employer confirms understanding of and commitment to comply with the procedures of the Work Study Program including—but not limited to—the employer bearing the responsibility for monitoring student hours and for paying for all hours worked in accordance with federal, state, and local laws. You will receive an email copy of your submission for your own record keeping.