Rutgers Federal Work Study: Employer Information
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FWSP Timeline 2016-2017
3/7/16: Preparers can begin submitting JDFs.
5/1/16: All JDFs must be submitted & approved.
SEO places students in jobs.
On or about 8/15/16:
Web assignment pages are ready to be reviewed & supervisors can begin contacting students pending SEO notification.
9/6/16: FWSP begins for 2016-2017 academic year.
EAF = Employment Authorization Form
FWSP = Federal Work Study Program
JDF = Job Description Form
SEO = Student Employment Office
Using the FWSP Online Database
Due to the implementation of the University’s new Financial Management System, the FWSP Online Database will be shut down for maintenance from September 28 through October 8, 2016. If you have any questions or concerns, please contact the Student Employment Office.
Already registered? Log in to your FWSP online database account.
Each participating department has a designated account number(s) (53-8XXX). Each account must have at least one departmental preparer and at least one approver registered in the FWSP online database.
Information for New Users
- If you are a Rutgers University faculty or staff member who would like to set up a new FWSP account, please . It is important that you do not register as a new user until you receive instructions.
- If you have requested an account and have been issued an account number by the SEO, click here to register.
- If you are taking over the preparer or approver responsibility for a previously established account, please . It is important that you do not register as a new user until you receive instructions.
Submitting Online Job Description Forms
Preparers who would like to request FWSP student employees must submit Job Description Forms (JDFs) in the FWSP online database under their departmental account. All JDFs must also be approved by designated departmental approvers.
Preparers will be able to list an approver when submitting each JDF. When listing approver contact information, preparers must list the exact email address that the approver is registered with in the FWSP online job database. If the incorrect email address is used, approvers will not be able to approve the job.
JDFs are carefully reviewed by the SEO and used during the placement process. Students do not see JDFs. However, it is important that preparers include as much detail as possible to assist the SEO in finding a student who is a good match for the position.
JDFs for the 2016-2017 academic year must be submitted and approved no later than May 1, 2016.
FWSP Placement Process
The SEO places FWSP-eligible students, who have completed job applications, in approved FWSP jobs beginning in June and continuing through the beginning of the academic year. Students are matched to jobs based on a comprehensive job application and information included in departmental JDFs. FWSP job placements are authorized by the Student Employment Office only. Requests from students to work in specific departments will be considered whenever possible and must come directly from the student, not the department.
All students who are placed in jobs will appear on departmental web assignment pages. On or about August 15, the SEO will notify supervisors that web assignment pages are ready to be viewed. At that time supervisors can begin contacting the students who have been assigned to work for them, using the contact information listed on each student's EAF. We ask that supervisors do not contact students until they receive notification from the SEO. Students listed on departmental web assignment pages are the only students who are permitted to work for that particular department through the FWSP.
Continuing FWSP students must complete a FWSP Job Survey, which they will receive via email each March, in order to either continue in the same job or be placed in a new job for the following academic year. All students who indicate that they would like to continue with the same job will automatically be renewed in that job again, unless the department includes that student on their Do Not Assign list. (Do Not Assign lists are a section of the JDF.) Renewal students will be listed on web assignment pages after the SEO completes the renewal process.
Web Assignment Pages
All students who are placed to work in a department are listed on their Web Assignment Page. By clicking on each student's name, preparers can access the student's Employment Authorization Form (EAF), which is essentially the student's work contract. The student also receives their EAF. Contact information for each student is listed on the EAF.
Web Assignment Pages also include important information about each student such as their RUID, School, Initial Award Amount, Pay Rate and Pay Range, and a comments section which will show the student's current FWSP employment status. Supervisors should pay close attention to the comments section.
FWSP student payroll is handled by the department the student works for (with the exception of RBHS departments employing Rutgers-legacy students and Off-Campus Community Service Employers). All students must be entered in RIAS/HCM by their hiring department before they can begin working.
Under FWSP regulations, students must be paid for all hours worked and may not exceed the FWSP award amount specified on their EAFs.
It is recommended that students are allowed to take an unpaid break after 5 consecutive hours of work. However, students cannot be paid for breaks.
Information for RBHS Student Employers
RBHS employers (hiring RBHS students) should review the payroll schedule, timesheet, and instructions for completing timesheets with RBHS students in FWSP jobs. Please note: this is not applicable for RBHS employers hiring legacy Rutgers students.
It is very important to confirm/update all FWSP student employees' charging instructions to ensure that they will be paid out of a FWSP account, not a departmental account. Incorrectly paying students out of departmental accounts, may result in loss of FWSP eligibility for those students for future academic years.
FWSP student pay rates are determined by the SEO and must be adhered to. The 2016-2017 pay rates are as follows:
Range II - $8.38/hr
Range III - $10.50/hr
Range IV - $13.00/hr
Payrates for employers who employ RBHS students are as follows:
Federal Work Study: $14/hr
FWS/Community Service: $15/hr
FWS/Community Service: Tutoring/Mentoring: $20/hr
Students should not be paid any other pay rates out of FWSP accounts. Departments who wish to pay students more than the established FWSP pay rates, must do so out of their own departmental accounts. If a FWSP student is doing the same exact job as a non-FWSP student, both students should be paid equally hourly wages.
Record Keeping Requirements
All FWSP participating departments are required to maintain the following documents for every FWSP student employee for every pay period:
- Clock hours showing the dates and times that each student employee began and finished each work shift, including unpaid breaks.
- An effort certification statement, which states that the supervisor verifies the student actually worked the hours listed for each pay period. Supervisors can sign paper copies of effort certification statements or departments can run and save/print the Time Certification Report in RIAS/HCM.
A sample effort certification statement is below.
I certify that the enclosed records accurately represent the effort expended during the period indicated for all students on this report for the weeks ending enter date here for enter department name here, enter FWS account number here.
Please note that documents supporting time worked, as well as effort certification statements, must be kept for a period of three years, plus the current academic year. Departments must be able to produce documents immediately upon request, in the case of a federal audit.
Questions regarding payroll should be directed to Payroll Services.
Statement of Confidentiality
It is strongly recommended that supervisors have every FWSP student employee sign a Statement of Confidentiality Agreement. Departments are also permitted to develop their own confidentiality agreements. Please immediately if you suspect a breach of confidentiality.
Departmental and University Requirements
FWSP student employees are considered employees of the department they work for and the university. Therefore, they should complete any training modules, certifications, acknowledgments, etc., that are required by their hiring department and/or the university, just as any other employee of the department would.
Specifically, all new FWSP student employees must complete the Unlawful Harassment Prevention for Higher Education Staff Course. Approximately 1-2 weeks after students are entered into RIAS/HCM, they will receive an email from University Human Resources, including a personalized link to the online course. Supervisors should encourage new FWSP student employees to complete the course. FWSP student employees are eligible to be paid for time used to complete the course, as long as it is completed at work.
Supervision of FWSP Student Employees
Supervisors are responsible for informing students of all departmental policies and procedures, training students on their specific jobs and giving students clear performance expectations.
It is highly recommended that supervisors provide students with some type of orientation session before they begin working. The SEO staff is happy to answer questions and provide suggestions in regards to supervision of FWSP student employees. View a suggested model of supervision.
FWSP Supervisor Listserv
The SEO manages a supervisor listserv used to distribute important information regarding the FWSP throughout the year. If you or any faculty/staff members from your department who work with FWSP student employees would like to be added to the listserv, please .
Before terminating any student from a FWSP job, the student's supervisor must contact , Associate Manager for Student Employment to discuss the details of the termination and receive approval for the termination.
Please do not suggest that the student will automatically be placed in a new FWSP job. Placement in a new FWSP job is contingent upon the outcome of the termination counseling session as well as the severity of the offense that lead to termination.