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Federal Work Study



Federal Work-Study (FWS) is a financial aid program that allows students to work on-campus or with approved off-campus community service employers to earn money to pay for college expenses.  FWS is not a grant (you must work to earn it), and it is not a loan (you do not have to repay it).  Eligible students are awarded FWS when they complete their Free Application for Federal Student Aid (FAFSA).  Being awarded FWS with financial aid can help a student be eligible for part-time jobs, both on- and off-campus, that they may not have otherwise been eligible for.  The FWS program encourages employment in community service and in fields related to your major of study.  There are many FWS jobs available to choose from, but unlike BSE positions, FWS jobs are funded through Student Financial Services.  For eligibility, program requirements, and other questions, please check out the Federal Work-Study FAQ’s

Finding a Job
  • To increase your chances of finding a job early on, students are strongly encouraged to attend the Student Employment Job Fair on August 20th, 2013 from 11 a.m. to 2 p.m. in the Maddox Grand Atrium.
  •  If you miss the Job Fair, no worries! You can view and apply for job postings year round.

  • All applications for employment are to be submitted electronically from the online job posting. After submitting your application electronically, be patient as you wait for the Hiring Manager to contact you for the next step.

  • If you are offered the position, you must see your Hiring Manager to complete the necessary hiring forms I-9 Form (see List of Acceptable Documents) You must have the original documents. We cannot accept photo copies.

  • W-4 Tax Form

  • Direct Deposit: The most efficient and effective way to receive your monthly paycheck is by having it directly deposited into your checking/savings account. Enrollment is free and is strongly encouraged.

  • Once you have been hired by the department and complete the necessary hiring forms with your manager, congratulations, you may now begin working! 
Eligibility

Undergraduate Students:  students seeking a FWS position must currently be enrolled full-time with at least twelve (12) semester hours of credit at Belmont University. Students who fall below full-time status can have their eligibility reviewed on an individual basis by Student Financial Services.  Students who seek FWS eligibility must also meet the following requirements:
-    Submit a Free Application for Federal Student Aid (FAFSA)
-    Request ‘Federal Work-Study’ on the FAFSA
-    Be eligible to receive Federal Financial Aid
-    Have unmet financial need

Graduate Students:
  these students are typically not awarded Federal Work-Study, however, they can inquire and apply for FWS on an individual basis by contacting Student Financial Services.

Limits of Employment

Hours
All student employees (BSE and FWS) may work up to, but not more than 20 hours a week during periods of enrollment as a student, except during breaks and holidays at which time students may work up to full-time status (40 hours/week). The actual number of hours worked must be recorded by the student employee and verified by the supervisor.

Multiple Jobs
Students wishing to have a more diverse work experience on campus are allowed to be employed in up to, but not more than two (2) campus jobs at one time.  Students should carefully consider the weight of their class schedule and their ability to meet their academic goals prior to taking on multiple employment opportunities.

Academic Priority

Students are prohibited from working during their scheduled class times. Students should provide a copy of their class schedule to their supervisor each semester and arrange a work schedule that does not interfere with meeting their academic goals.

Pay Schedule and Pay Rate

Timesheets
On-Campus Student Workers (FWS and BSE)
Students working on-campus should submit their hours worked on the 1st business day of each month by using the new Web Time Entry (WTE) system.  For submitting your hours using WTE, view the Web Time Entry Student Handbook

When prompted, use the
Username: guest    Password: employment

Off-Campus Student Workers (FWS Only):

Students working off-campus with a community service agency to earn their Federal Work-Study award need to complete a paper Time Sheet  each month and submit it to the Belmont Payroll Department (Fidelity Hall 218) on the 1st business day of each month.

Paychecks are issued the 2nd Friday of each month and can either be picked up at Belmont Central or directly deposited into the student’s designated checking or savings account.  Direct Deposit enrollment is free and is strongly encouraged.  Go to Belmont Central to enroll.

Pay Rate
$7.25 – FWS students who work on-campus are paid the Tennessee State Minimum Wage.
$11.00 - FWS Students working with an approved off-campus community service agency will earn a higher rate as transportation costs (fuel, auto expenses, etc.) are taken into consideration. 

Professional Standards and Expectations

General Employment Guidelines
Belmont University promotes professionalism and integrity in the workplace.  Student employees are expected to adhere to these practices at all times. This means coming to work on-time, dressing in a manner that is appropriate for the job (see supervisor for specific dress code for your area), working the set scheduled hours that have been assigned, notifying supervisor at least two-weeks in advance if requesting time-off, and completing in a satisfactory manner the tasks assigned by the supervisor. Failing to show up for a scheduled shift shows a lack of professionalism and could result in termination.  If a student has an illness, however, they should contact their supervisor with as much notice as possible.  Not meeting these expectations and any additional expectation established by the supervisor could result in job termination, cancelation of Federal Work-Study awards (if applicable), and/or the inability to be rehired for other future student employment opportunities at Belmont University.  It is a courteous practice that a student employee needing to resign from their position should give at least a 2-week notice to their supervisor.

Sexual Harassment
Belmont University maintains an environment for work and study free from sexual harassment. You are encouraged to report concerns or complaints. Please review the Sexual Harassment Policy prior to your first day of work.


Frequently Asked Questions
For more information regarding Federal Work-Study, please review the Frequently Asked Questions below.
 
What is Federal Work-Study?


Federal Work-Study (FWS) is a financial aid program that allows students to work on-campus or with approved community service off-campus employers to earn money to pay for college expenses. FWS is not a grant (you must work to earn it), and it is not a loan (you don't have to repay it).  Being awarded FWS with financial aid can help a student be eligible for part-time jobs, both on- and off-campus, that they may not have otherwise been eligible for. Employers love hiring work-study students!  The FWS program encourages employment in community service and in fields related to your major of study.

What are the benefits of Federal Work-Study? 


here are many benefits to having a FWS position.  Here are just a few highlights…

  • Convenience - When working in a FWS position, typically you can schedule your work between classes and activities!
  • Mentoring - You will soon find that by working in a FWS position, you will become very connected to many faculty and staff.  Networking with these university constituents and/or off-campus employers can only benefit you.  Keep in mind that when you graduate from Belmont University and apply for your first professional job or admission into Graduate school, almost 100% of the time you will be asked to submit a reference for a faculty or staff member who can speak of your work ethic and professionalism.
  • Flexibility – We understand that as a student you are here to learn first.  Therefore, most supervisors are flexible with your work schedule, especially during difficult times like finals!
  •  Variety - From health care to clerical, and from project planning to working with children, there are many different kinds of jobs available that you can apply for! 
  • Experience - Working in a FWS position is a great resume builder!  If you want to make yourself more marketable after you graduate, having campus employment on your resume demonstrates responsibility and leadership! 
  • Financial Assistance – You can use the money that you earn from your FWS position to help pay for extra costs that you have while attending Belmont, such as books, transportation, food, rent, personal expenses, etc. 


Am I eligible for Federal Work-Study?

Eligibility is determined based on the information that you provided on your Free Application for Federal Student Aid (FAFSA).  There are many factors that contribute to your eligibility for FWS, but the most important criteria to meet in order to even be considered are:

  • You must submit a FAFSA
  • You must request FWS on the FAFSA 
  • You must be eligible to receive Federal Financial Aid 
  • You must have unmet financial need 


I am not sure if I have Federal Work-Study.  How do I find out?


Eligible students are awarded FWS at the time they are awarded other financial aid by Student Financial Services.  You can log into your BIC account to review your financial aid award package.  FWS will be listed along with the other financial aid in your award.  If you are still unsure, feel free to call Student Financial Services at 615-460-6403.





I don't have Federal Work-Study, can I still get it?


Generally, we award FWS to students up front if they are eligible.  However, there are times throughout the year that some students can gain eligibility and more FWS funds become available.  If you wish to be considered for FWS, a few qualifications need to be met first:

  • You must submit a Free Application for Federal Student Aid (FAFSA)
  • You must request FWS on the FAFSA 
  • You must be eligible to receive Federal Financial Aid 
  • You must have unmet financial need 
  • You have contacted the Student Financial Services to have your name added to a wait list
OK, I have been awarded Federal Work-Study, now how do I get a job?


Students are strongly encouraged to attend the Student Employment Job Fair which will be held August 23, 2011 from 12:00 pm - 2:00 pm in the Maddox Grand Atrium.  Department representatives will be there highlighting their positions and recruiting student workers for the year.  Immediately following the Job Fair, all students will have access and be directed to apply online for FWS positions.  Students must complete an application online in order to even be considered for a position.

Do I need to complete a student employment application online if I am returning to the same position I have worked for in the previous year?

Yes, even if you have worked in the same position in a previous year, you will need to re-apply online to officially get re-hired.   Note, this is a new process starting in the Fall 2009 for all students.  Your department supervisor will post the position online.  Students need to complete the application online before they can begin working and get paid for the hours they have worked.  





I have completed my FWS employment application online at jobs.belmont.edu , now what?


Once you have completed your FWS job application online, you will be contacted shortly by the department representative for an interview.  If after the interview you are offered the position by the on-campus department or approved off-campus community service agency, you will need to go to Belmont Central to complete necessary hiring paperwork which includes:

  • I-9 - Employment Eligibility Verification form
  • W-4 Federal Tax form 
  • Direct Deposit enrollment form

Once these forms have been completed, you are officially able to start working.  Connect with your new supervisor at that point to confirm your start date and work schedule.





Can I receive my Federal Work-Study earnings in advance?


No, your FWS earnings will not be provided to you in a lump sum in advance.  Just like in any other job, you will earn your FWS funds and only be paid for the hours you have worked.





Can Belmont University apply my Federal Work-Study earnings toward any balance I have on my student account?

No, your FWS earnings will not automatically be applied towards any account balance you have with Belmont University.  Instead, you will receive a paycheck for all of the hours you have worked.  After receiving your paycheck, you can then choose to make payments on your student account if a balance has accrued.  





What can I used my paycheck for?


Rather than Belmont University applying your FWS earnings towards your student account, you will receive your earnings in the form of a paycheck.  You can use your paycheck earnings to pay for other educational expenses (i.e., books, transportation, food, rent, personal expenses, etc.).






When and how am I paid?


On-Campus FWS student workers keep track of their hours using the new Web Time Entry (WTE) system.  Students must submit their hours using WTE on the 1st business day of each month.  Please review the instructions on how to submit your hours using Web Time Entry

When prompted, use the
Username: guest    Password: employmen


Off-Campus FWS students working with community service agencies need to complete a paper time sheet.  These students should download a time sheet and submit it to the Belmont Payroll Department on the 1st business day of each month.  Students are then paid on the 2nd Friday of that month.  Your pay is based on the total number of hours you worked during the previous month.  For example, if you worked during the month of November, you would submit your timesheet on December 1st, and you will receive your paycheck on the 2nd Friday in December.  You can either elect to pick up your paycheck at Belmont Central, or have it Direct Deposited into your personal checking or savings account.  Direct Deposit is strongly suggested and it’s free!  To apply for Direct Deposit, please complete the enrollment form at Belmont Central.




What is the pay rate for Federal Work-Study positions?


Students working on-campus will earn $7.25 per hour, which is the Tennessee State Minimum Wage.  Students working with an approved off-campus community service agency will earn $11.00 per hour.  Off-campus positions pay more as transportation costs (fuel, auto expenses, etc.) are taken into consideration.

How many hours can I work in my Federal Work-Study position?


The amount of money that you earn cannot exceed your total FWS award.  You can calculate the number of hours a week you can work by following the instructions below:

  • Step 1. Determine your Pay Rate ($7.25 or $11.00).
  • Step 2. Divide your total award by (2) and you will have your award per semester. 
  • Step 3. Divide this figure by your hourly pay rate and you will have the number of hours per semester needed to earn your award. 
  • Step 4. Divide this figure by 16 (there are 16 weeks in the semester).

This will give you the number of hours per week you will need to work in order to earn your award each semester. Your award is broken into two semesters in order to help you budget your earnings.



Example:

Total Award $2000

Award for semester $1000

Pay Rate $7.25 per hour

$1000 ÷ $7.25 = 137.93 hours

137.93 hours ÷ 16 weeks = approximately 8.62 hours per week a student will need to work in order to earn the full award during the academic school year.

You can use this formula anytime during the year to figure out how many hours you need to work.  This is also especially helpful if you are starting your FWS position mid-semester.


Some students choose to work more hours per week in order to receive a larger paycheck.  In this case it is important for the student to remember that he/she will be earning his/her FWS award a lot quicker and will most certainly earn their full award before the end of the academic school year.  Students are allowed to work up to but not more than 20 hours a week during the academic year. 




What happens when my Federal Work-Study award is exhausted?


When you have earned your entire award your FWS position ends and you must stop working.  Some employers opt to hire students as regular departmental student employees once their FWS award is gone. This is at the discretion of the employer.




What if I do not earn my entire Federal Work-Study award?

If you do not earn your entire fall semester award, the balance will be carried over and added to your spring semester, assuming you are enrolled and maintain eligibility.  However, any unused award at the end of spring semester will be forfeited. 

What is expected of me in my Federal Work-Study job?


FWS students are a huge asset to the university and community, and provide exceptional services throughout the year.  FWS students are expected to act professionally and with integrity in their position.  Students are expected to show up on time when scheduled to work, and to perform their job duties as defined by their supervisor.  If you are ill, you are expected to call your supervisor with as much notice as possible.  Arranging for other “time off” should be requested with your supervisor with a least two weeks notice.

Can I use my Federal Work-Study off-campus?

Yes, Belmont University has established a relationship with many off-campus organizations where students can utilize their FWS award.  The majority of these approved organizations are not-for-profit and have a mission to benefit the greater Nashville community.  Please peruse the list of available off-campus positions if you are interested. If you know an off-campus employer you want to work for and they are not an approved organization with Belmont University’s FWS program, feel free to contact Student Financial Services to inquire about the Off-Campus Community Service Program Agreement.

Can I have more than one FWS job during the academic year?


Yes, students are allowed to have up to, but not more than (2) FWS positions at one time assuming that their class schedule allows them the free time to do so.  It is important to mention that if a student has (2) FWS positions he/she will most likely be working more hours and earning their FWS award at a quicker pace.  Also keep in mind that you are only allowed to work up to 20 hours a week for all FWS positions combined.

Can I work during break periods?


Students who have not graduated and those who plan to return to school after the break period may work during those breaks (winter and spring break).  Students are allowed to work up to full-time status (40 hrs/wk) during break periods with the approval of their supervisor, and only if the student has FWS funds remaining.




What if I cannot find a Federal Work-Study job?


FWS jobs are very plentiful and there are almost always more jobs than there are students to fill them. If you are not hired for the first FWS job don't be discouraged, try another.  There are FWS jobs that will fit almost anyone's schedule, skills, and interests.  In the rare situation that you are not hired after several attempts, feel free to contact Student Financial Services for assistance.




I don't have Federal Work-Study, can I still work on-campus?


Yes!  Students who are not eligible for FWS can still work on-campus in jobs that are open and available to all students, not just FWS.  These jobs are most commonly referred to as Belmont Student Employment (BSE) positions and are funded entirely by the department/university.  BSE students can find and apply for jobs year round.  BSE students will also need to complete the hiring paperwork (I-9, W-4, and Direct Deposit enrollment form) at Belmont Central upon hiring.

Are Federal Work-Study earnings considered taxable income?


Yes, FWS earnings are considered taxable income.  However, you are FICA tax exempt.   The Payroll Department will send each student a W-2 by January 31st each year highlighting their earned income and taxes paid.  Unlike the money you earn from non-FWS employment positions, your earnings will not be used to determine your financial need when filing the FAFSA the following year.

How do I report my Federal Work-Study earnings on my FAFSA?

When completing your Free Application for Federal Student Aid (FAFSA) for the next academic school year, you will be asked to report FWS earnings.  The U.S. Department of Education excludes these earnings from your total earned income when determining your financial need. This is a major benefit of having and using your FWS award. 




Who can I contact if I have Federal Work-Study questions?

Student Financial Services is located on the 1st floor in Freeman Hall. You may either visit SFS in person, contact them via telephone (615-460-6403), or contact Valez Thornton, the Federal Work-Study Counselor by e-mail at valez.thornton@belmont.edu












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