Work-Study: What
You
Need to Know
What is Work-Study?
Work-study is financial aid in the form of a part-time job
(generally 5-15 hours per week during the school year; up
to 30 hours per week during the summer). Students may work
on-campus in a department of their choice, subject to job
availability. Students earn $8/hour. In addition to earning
a paycheck every two weeks, work-study allows students to
work around their academic schedule, (including evenings
and weekends), and to build a resume and/or establish references.
Eligibility for work-study is granted for students who complete
their financial aid file early, show need, and indicate an
interest in a work-study position. On a very limited basis,
students who complete their financial aid file and do not
show need, may be able to participate in work-study.
If you receive a work-study award and wish to pursue a
job, you may select a job opening from available job
listings, and arrange for an interview with the Supervisor/Department
of your choice. If you are hired, pick up a work-study authorization
packet including a W-4 and I-9 at the Financial Aid Office.
These documents must be completed and returned to the Financial
Aid Office BEFORE you begin any work!
Student
Worker Responsibilities:
- Assure all necessary paperwork has been completed,
submitted to and processed by the Financial Aid Office
BEFORE beginning work.
- Maintain enrollment in at least six credits.
- Treat your work-study position as a real job--in all
aspects we emphasize the learning of effective work habits.
- Arrange your work schedule with your supervisor and
make sure you notify your supervisor anytime you will
be late or are unable to appear for work.
- Complete your time sheet accurately, completely, and
on time.
- Monitor your earnings.
- Maintain satisfactory
academic progress in your classes.
- Understand your supervisor’s expectations for
daily assignments and/or training.
- Keep personal visits, phone calls or interruptions
to an absolute minimum.
- Do personal projects/class work on your own time, not
paid work-study time.
- Use ARCC equipment and supplies for work use only.
- Respect confidentiality expectations as established
by your supervisor.
- Remain professional and courteous to students, staff,
faculty, and the public.
back to top  Supervisor Responsibilities:
- Assure that BEFORE a student is allowed to begin work,
all the required paperwork has been completed, submitted
to and processed by the Financial Aid Office.
- Grant realistic interviews to students and hire the
best eligible candidate for the job.
- Arrange for appropriate and effective training.
- Treat work-study students as real employees--in all
aspects make the job a realistic work experience for students.
- Observe class commitments when scheduling students’
hours.
- Provide adequate supervision.
- Be certain time sheets are completed accurately before
signing.
- See that time sheets are turned into the Business Office
by the appropriate due dates.
- Monitor students’ usage of work-study authorization.
- Evaluate students’ performance.
- Discipline and/or terminate student workers for poor
performance if necessary.
- Call the Financial Aid Office with any questions or
concerns regarding work-study.
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Tips for Time Sheets
- Payroll is processed only for students who have completed
the Work-Study Authorization Form and remain otherwise
eligible for work-study, i.e., remain enrolled for a minimum
of six credits per term, maintain satisfactory
academic progress, etc.
- Only the hours worked may be reported on the time sheet.
Students are not entitled to sick pay, overtime, vacation,
or holiday pay.
- Pay periods are two weeks in length--beginning every
other Wednesday.
- Time sheets for each pay period are due in the Business
Office by Wednesday at 10 a.m. following the end of each
pay period.
- Paychecks are either mailed to your permanent address
the second Friday following each pay period or directly
deposited into the student’s checking or savings
account. Make sure your mailing address remains current.
- Students need to submit accurate and complete time
sheets by the due dates in order to receive timely payment.
- Students are allowed a 15-minute rest period during
each four hours of work.
- Students who work a time span exceeding six hours are
required to take a 30-minute unpaid lunch period. Hours
reported on a time sheet may be reduced by one-half hour
if time spans do not show the proper break.
- Work-study is taxable. Students will receive a W-2
statement from the MN State Colleges and Universities
Central Office for IRS reporting purposes.
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Common Errors on Time Sheets
- Time sheet is submitted after the deadline.
-
Student’s signature is missing.
-
Supervisor’s signature is missing.
- Portions of time sheet are illegible.
-
Hours submitted are the same as student’s class time.
- Hours are reported on a state holiday.
- Student has exceeded work-study authorization amount.
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