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Dear Potential Work Study Student Employee:
Please make sure that you have been awarded Work Study in your financial aid package before you download any hiring forms. To check to see if you have Work Study, you can log onto your my.newpaltz account by selecting, "My.Money," then select "My.Financial Aid." If you have not been awarded Work Study in your financial aid package, you are not permitted to find a Work Study job. Instead, you can check out Student Assistant and/or Off-Campus job opportunities if you have not been awarded Work Study.
A Work Study award is not a guarantee of a job. Positions are limited. Students are limited to only one work study position. Work study recipients should attend the job fair to apply and/or interview with the departments that hire work study students. Work Study allows a student the potential to earn a specified sum of money by turning in biweekly time sheets for the hours that you have worked. Note- it's important to make a good first impression at the job fair so dress appropriately and come prepared.
Required Forms and Information:
Additional Forms and Information:
- Quick Reference Guide To The Work Study Hiring Forms
- Tax Form Tips
- Departments That Participate in the Program and their Abbreviated Job Description *
- General Hiring Instructions For Students *
- Work Study Handbook For Student Employees and Supervisors *
- Work Study Payroll Schedule *
- Student Employee Interview Form *
- FWS Allowable Work Hours Chart *
- Community Service Job Opportunities *
- Work Study Remaining Balance Form *
- Work Study Supervisor Evaluation of Student Employee *
- Work Study Student Employee Evaluation of Job Assignment *
WHAT IS THE FEDERAL WORK-STUDY PROGRAM?
Federal Work-Study (FWS) is a federally funded financial aid employment program. To be eligible you must be full-time, matriculated, and enrolled in an undergraduate or graduate program. Eligibility is based on need as determined by the Free Application for Federal Student Aid and the availability of funds at the time of application. Work-Study funds are limited and are awarded to the extent that funding permits. Students awarded FWS can apply for work study positions on-line at https://newpaltz.student employment.ngwebsolutions.com/. Students are also encouraged to attend the Work Study Job Fair held at the beginning of the Fall semester to interview with department supervisors.
A FWS award is not a guarantee of a job. The number of work study positions is limited so prepare ahead of time. Apply on-line, attend the job fair, bring your documentation required to complete the I-9 form. Keep in mind that you will be interviewing with department supervisors at the job fair so dress for success.
Students are awarded Work-Study funds, which must be earned through part-time employment, as part of their financial aid package and are notified of their allocation through their financial aid awards located on my.newpaltz. Students may work up to twenty hours per week and are paid hourly earning $7.25 per hour. FWS may not be used to defer college charges.
A wide variety of jobs are available through the FWS program. Work-Study students are involved in almost every area of the institution. An effort is made to place students in positions that will utilize their skills and interests while they earn funds to assist with their personal expenses. The college also offers a limited number of off campus positions with local non-profit agencies as part of our Community Service Learning Program. These positions are designed to give the FWS student a broader work experience while at the same time improving the quality of life for community residents.
WHAT HAPPENS AFTER A STUDENT IS AWARDED FWS?
After you have been awarded Federal Work-Study you should precede as follows:
1) Review and apply for positions on-line and come to the annual Work Study Job Fair to interview with Department Supervisors. During an interview, job descriptions and responsibilities will be discussed so you can determine which job best suits your needs and interests. If you cannot attend the Job Fair but apply for positions on line Supervisors will contact you to set up an interview. If you need further assistance go to the Student Employment Office (HAB 607A). Walk-in hours are 9:00a.m. - 4:30p.m., Monday through Friday.
2) Review the I-9 form and the federal and state tax withholding forms. You will complete the I-9 form with your supervisor once you are hired. Your completed I-9 form along with your W4 (federal tax withholding form), and IT-2014 or IT-2104E (state tax withholding form or state tax exempt withholding form) must be submitted to the Payroll Office before you start working. The supervisor will notify the Payroll Office that you have been hired by completing the on-line hiring process.
***You will need to present identification to have the I-9 completed. If you have an Alien Registration Card or U.S. Passport that is all you will need to present. Otherwise, you will need to present a photo ID and either a Social Security Card or Birth Certificate. See back of I-9 for complete list of acceptable documents. Once the I-9 is completed it is valid for three years without break in employment.
NOTE: SUPERVISORS SHOULD NOT ALLOW STUDENTS TO WORK UNTIL ALL NECESSARY PAPERWORK HAS BEEN COMPLETED.
3) You must go to the Payroll Office (HAB 301) to submit the I-9, W-4 form and the appropriate IT-2104 or IT-2104-E form. Continuing students who work during the prior Spring 2012 semester do not need to complete an I-9 and only need to submit new tax withholding forms if a change is being made in the number of exemptions, exemption status, and/or adjust amount of additional monies being withheld.
***The W-4 and IT 2104-E form must be renewed every January if you claim 'EXEMPT'.
HOW TO GET PAID ON FWS
To be paid, FWS students must:
1) Make sure all necessary paperwork (clearance form, I-9, W-4, IT2104/E) has been completed and is on file in the appropriate office.
2) Make sure supervisors record work hours daily and sign time sheets at the end of the payroll period.
NOTE: THE DEPARTMENT EMPLOYING A FWS STUDENT IS RESPONSIBLE FOR PROVIDING TIME SHEETS, SEEING THAT THEY ARE FILLED OUT CORRECTLY, VERIFYING THE ACCURACY OF THE HOURS REPORTED, AND DELIVERING THE TIME SHEETS TO THE PAYROLL OFFICE.
3) Paychecks are available every other Thursday in the Telecommunications Office (HAB 35). The first paycheck will be available three weeks after the first time sheet is submitted, so allow for a 4-5 week delay from the time that you begin working until you receive the first paycheck.
NOTE: IN THE EVENT THAT A TIME SHEET IS REJECTED, IT MUST BE CORRECTED AND RESUBMITTED TO PAYROLL. A REJECTION WILL RESULT IN A TWO WEEK DELAY OF THE NEXT PAYCHECK.
4) Time sheets must be submitted as per payroll schedules. The Financial Aid Office will provide both students and departments with a schedule of pay periods.
5) You must have identification to pick up paychecks.
6) Paychecks should be picked up promptly, as they are only valid for sixty days. Checks that are not picked up and cashed within sixty days will have to be reissued.
7) Paychecks that arrive after the semester ends will be mailed to you if you have provided the Telecommunications Office (HAB 35) with a self-addressed, stamped envelope. If no envelope is provided the check will remain in Telecommunications for sixty days.
WHAT EVERY FWS STUDENT SHOULD KNOW
1) A FWS student can only have one work study position/job.
2) Students are allowed to change jobs, but they must do so at the end of a payroll period.
The on-line hiring process must be completed when changing jobs.
3) The allocation listed on the student’s financial aid awards and the on-line application is the maximum amount the student may earn over the course of the academic year, assuming enrollment for two semesters.
4) Students must stop working by the last day of the fall semester if they will not be returning to school for the spring semester. Students returning to the same job for the spring semester will not need complete the on-line hiring process and can resume working for the spring semester. The on-line hiring process is always needed at the beginning of the summer session or when changing jobs. The last day to work for the spring semester is Commencement.
5) Summer FWS awards are separate from academic year awards. Students interested in summer FWS must submit an application to the Financial Aid Office before June 12th. A Free Application for Federal Student Aid must also be on file for the upcoming academic year and all requested documents must have been submitted to the Financial Aid Office. Summer work study funds are awarded to the extent that funding permits.
6) Work-Study allocations must be earned during the period in which they are awarded. Money not earned by the end of the academic year is forfeited.
7) Students are responsible for monitoring their earnings. Students can get a current balance by contacting the Payroll Office.
8) Students must stop working when their allocation is exhausted.
9) Students are required to call their employer if they cannot work as scheduled. Failure to do so can result in termination. Failure to carry out job responsibilities as assigned can also result in termination.
10) Students' allocations and authorization to work periods are subject to change at any time due to possible funding shortfalls,etc.
11) Students found to have falsified information on a time sheet are subject to disciplinary action by the college and loss of eligibility for the Federal Work-Study Program for a period of time.
12) Students may work up to twenty hours per week while school is in session and thirty-five hours per week when school is not in session.
13) Students cannot work more than six hours at a time without a half hour break.
14) Students who claim "EXEMPT" on the W-4 & IT 2104/E form must complete new ones at the beginning of each new calendar year.
15) Students should be aware of confidentiality issues, responsibilities, policies, and procedures when working in an office. If a student will be working in a department that allows him or her to have access to confidential information, it is the student’s responsibility to check with their supervisor first before disclosing any personal information to another party. In orther words, “When in doubt, don’t give the information out!” Also, disciplinary action may be taken against a student if confidentiality is broken.