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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.

  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. Access to this feature will be available after mid-July 2022.

  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.

Important Dates

Spring 2023 Employment

December 12
Spring Employment Begins

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

April 27
Spring Employment Ends

Students must have a Summer 2023 award to continue to work after April 27.

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,

As of July 1, 2022, Workday went live, and the administration of the Federal Work-Study program was part of this transition. UCF has provided each of us with Workday trainings and job aids. In addition to that, Student Financial Assistance (SFA) would like to provide you with the enclosed Federal Work-Study Employer manual. Within the manual are Federal Work-Study program policies and procedures as well as steps regarding how to navigate within Workday for the purposes of posting Federal Work-Study employment opportunities and hiring eligible Federal Work-study students.

As we all transition to the Service Enhancement Transformation (SET) model, we understand that the Federal Work-Study supervisors or hiring officials’ roles may have changed. We hope the Federal Work-Study Employer manual will assist those working in SET HR with an overview and better understanding regarding the administration of the Federal Work-Study program within Workday.

Please Note: The university will no longer utilize JOBX for the purpose of posting FWS employment opportunities and/or hiring of FWS students. As shared above, this will all be completed within Workday. We also will no longer utilize the Employer Login to check eligibility for students or to review student’s awards under Payroll Data. This will be done on Workday.

FWS Employer Manual:
Federal Work-Study Employer Manual

Reminders for the Fall 2022 Semester

Students will be able to start applying for Federal Workstudy positions starting August 8th. If a student is not listed as eligible on Workday, please make sure to ask them if they have:

  • Complete the Free Application for Federal Student Aid for the year
  • Meet Satisfactory Academic Progress
    • Status of Met, Academic Plan, Warning or Probation are acceptable
  • Have federal need eligibility as determined by the FAFSA
  • Be classified as a degree seeking student in an eligible program at UCF
  • Be enrolled for at least half-time in UCF classes
    • Transient hours are not considered
    • If students graduates, withdraws, or drops below half-time enrollment at any point in the term, then they immediately cease to be eligible to earn work-study funding.
  • Be a U.S. citizen, U.S. permanent resident, eligible non-citizen, or citizen of Freely Associated States: The Federated States of Micronesia and the republics of Palau and the Marshall Islands
  • Have a valid form of identification per UCF HR policy.
  • Complete all required To Do List Items
    • These items often require action from the student so the student should monitor their MyUCF for any pending items to submit.
  • Complete Verification if selected
  • Complete any outstanding Admission contingencies
  • Accept the FWS offered award
  • Complete the FWS Contract

If you believe that your student meets all the Federal Work-Study requirements but is not listed as eligible on Workday, please feel free to contact me so that I may review the student’s eligibility.

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 federal work-study 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 work-study 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 work-study allotment which the student has utilized for the semester. This amount is updated on Workday each payday.
  • Always feel free to contact me regarding a possible award increase.

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