Skip to main content

Federal Work-Study Employer Procedures

FWS Employer Login

You will be able to access Workday on any internet browser or Workday application. On your desktop/laptop, visit MyUCF and select the “Workday” quick link – or directly visit workday.ucf.edu. You will use your NID and password to sign into your Workday account. Multi-Factor Authentication (MFA) will be required, and you will be prompted to verify your identity with Duo.

Workday Login

FWS Employer Procedures

  1. Submit Federal Work-Study Job Requisition on Workday

    • Per federal regulation a job requisition is needed unless it is a rehire of a federal work-study student.
    • Please refer to the UCF Federal Work-Study Employer Manual.
    • Only eligible federal work-study students can apply for available positions.

  2. What to Do Before a FWS Student Begins Working

    • Submit Complete Workday hiring process.
    • Collect class schedule each term to ensure students are not overlapping their class and work schedules.
    • Collect award summary each term to determine students’ award amounts.
    • Ask student if they completed the FWS Contract for academic year.”

  3. What to Do Each Semester

    • Collect their Award Summary and Class Schedule for your records.
    • Check their eligibility on Workday both before and after the add/drop period. Students will have the federal work-study eligibility flag.

  4. What to Do Biweekly

    Monitor student eligibility and award usage through the entire semester via Workday. View the Workday Reports for Employers for more details.

  5. What to Do Once a FWS Student Stops Working

    Please terminate them promptly. An active employment record can cause problems with their new employment.

Workday Reports for Employers

These reports found in Workday can be used to determine eligibility and track award usage through the entire semester for Work Study students.

 

  • Find External Students

    Check Work Study eligibility prior to hire

  • Work-Study Eligible Students

    Review Work Study eligibility of all students in OPS Supervisory Organization currently in a position

  • Work Study Details for Managers

    Work Study Remaining Balance

  • Work Study Eligible Students For Hire – Managers

    The FWS managers can run a report to see the list of potential FWS students that are still potentially searching for FWS position and be able to communicate via email/email campaign in promoting FWS Position

Workday Reports for Employers

Workday Reports for Employers

Important Dates

Spring 2025 Employment
December 6
Spring Employment Begins

Students must have an accepted FWS award and meet all program requirements in order to be hired and start working.

April 24
Spring Employment Ends

Students must have a Summer 2025 award to continue to work after April 24.

Summer 2025 Employment

April 25
Summer Employment Begins

Students must have an accepted FWS award and meet all program requirements in order to be hired and start working.

July 31
Summer Employment Ends

Students must have a Fall 2025 award to continue to work after July 31.

FWS Policies

FWS students are only permitted to have one FWS position at a time. However, they can have additional OPS positions as long as their total standard hours between the two employment records is 29 hours or below.

FWS students may only work up to 20 hours per week while school is in session. However, they can work up to a maximum of 29 hours per week during school breaks or when combined hours per week include hours worked at an OPS position.

Employers are responsible for paying Fringe Benefits for all FWS students. The Fringe Benefits equals 2% of the student’s earnings each pay period. This amount will be charged to the home department indicated on the students’ ePAF.

Students may only receive FWS payment for hours in which they are under direct supervision. FWS students must work under direct supervision.

Federal work-study recruiting, hiring, and payroll will be processed through Workday.

Letter to Employers

Dear FWS Employers,

The end of the Spring 2025  is almost here and we’re all working together to ensure a great start leading into Summer 2025. We wanted to make sure everyone is award of and understands the new FWS 2024-2025 pay periods that start this academic year.

New Policy:

Students can continue to work during the break between terms.  However, the student must be enrolled and planning to attend the next term to be eligible to work under the FWS program. If the student does not begin attendance in the following term, the employer will be responsible for payment of the student’s earnings.

Students’ last day of employment of the term will be the last day of the pay period that coincides with the end of the term.

We will automatically begin to review Summer FWS award eligibility for continuing students after mid/end of April when all students have been given a chance to register for Summer.  Students must meet all eligibility requirements:

  • Have an accepted FWS award
  • Meet Satisfactory Academic Progress
  • Have completed the verification review process, if selected
  • Have completed the FWS contract
  • Be enrolled at least half time
    • The enrollment can be from any Summer Session, but the combined hours from all sessions must be equal 6 hours for undergraduates and 3 hours for graduates. As a reminder, FWS considers only UCF hours (no transient hours)

More details regarding the payroll dates can be found in the FWS Employer Manual: Federal Work-Study Employer Manual

Please be advised that you must check your students’ eligibility status both before and after the add/drop period. Students must not begin work until after they have been hired via Workday.

  • If a student works before they have completed the Workday FWS process, your department will be charged the earnings the student had incurred while being ineligible.

Remember that a student must stop working immediately once they have reached their FWS allotted amount, or your department OPS account will automatically be charged.

  • Make sure to review your student’s earnings on Workday to remain up to date on the amount of FWS allotment which the student has utilized for the semester. This amount is updated on Workday each payday.
  • Always feel free to contact us regarding a possible award increase.

Monitor student eligibility and award usage through the entire semester via Workday.

Thank you for your support. If you have any questions, please feel free to contact us. Have a great day!

Coordinator – Federal Work-Study
University of Central Florida
Division of Student Success and Well-being
Office of Student Financial Assistance
Millican Hall – Room 107