{"id":7218,"date":"2019-11-04T10:41:24","date_gmt":"2019-11-04T15:41:24","guid":{"rendered":"https:\/\/www.ucf.edu\/financial-aid\/?page_id=7218"},"modified":"2025-12-05T12:10:12","modified_gmt":"2025-12-05T17:10:12","slug":"fws-employer-procedures","status":"publish","type":"page","link":"https:\/\/www.ucf.edu\/financial-aid\/policies\/fws-employer-procedures\/","title":{"rendered":"Federal Work-Study Employer Procedures"},"content":{"rendered":"\t\t\t<div class=\"jumbotron jumbotron-fluid bg-faded\"\n\t\t\t\t\t\t\t\t\t>\n\t\t\t\t\n\t\t\t<div class=\"container my-2 my-sm-3\"\n\t\t\t\t\t\t>\n\t\t\t\t\n<section id=\"employer-login\" class=\"auto-section\" data-section-link-title=\"Employer Login\">\n<h2 class=\"mb-4\">FWS Employer Login<\/h2>\n<p>You will be able to access Workday on any internet browser or Workday application. On your desktop\/laptop, visit MyUCF and select the \u201cWorkday\u201d quick link \u2013 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.<\/p>\n\t\t\t<a class=\"btn btn-primary btn-lg\"\n\t\t\thref=\"https:\/\/workday.ucf.edu\/\"\t\t\t\t\t\ttarget=\"_blank\"\t\t\t\t\t\t\t\t\t\t\t\t>\n\t\t\t\tWorkday Login \t\t\t<span class=\"fa fa-external-link\" aria-hidden=\"true\"><\/span>\n\t\t\t\t\t<\/a>\n\t\t\n<\/section>\n\t\t\t<\/div>\n\t\t\n\t\t\t<\/div>\n\t\t\n\t\t\t<div class=\"container\"\n\t\t\t\t\t\t>\n\t\t\t\t\n<section id=\"employer-procedures\" class=\"auto-section\" data-section-link-title=\"Employer Procedures\">\n<h2>FWS Employer Procedures<\/h2>\n<ol class=\"section-list icon-list icon-list-lg icon-list-numbered\"><li class=\"icon-list-item\">\n\t\t<span class=\"icon-list-bullet icon-list-bullet-number bg-primary\" aria-hidden=\"true\"><\/span>\n\t\n\t<h2 class=\"icon-list-item-heading\" id=\"submit-federal-work-study-job-requisition-on-workday\">Submit Federal Work-Study Job Requisition on Workday <\/h2><div class=\"icon-list-item-content\"><ul>\n<li>Per federal regulation a job requisition is needed unless it is a rehire of a federal work-study student.<\/li>\n<li>Please refer to the UCF <a href=\"https:\/\/www.ucf.edu\/financial-aid\/document\/fws-employer-manual-workday-2025-2026\/\" target=\"_blank\" rel=\"noopener\">Federal Work-Study Employer Manual<\/a>.<\/li>\n<li>Only eligible federal work-study students can apply for available positions.<\/li>\n<\/ul>\n<\/div><\/li><li class=\"icon-list-item\">\n\t\t<span class=\"icon-list-bullet icon-list-bullet-number bg-primary\" aria-hidden=\"true\"><\/span>\n\t\n\t<h2 class=\"icon-list-item-heading\" id=\"what-to-do-before-a-fws-student-begins-working\">What to Do Before a FWS Student Begins Working<\/h2><div class=\"icon-list-item-content\"><ul>\n<li>Submit Complete Workday hiring process.<\/li>\n<li>Collect class schedule each term to ensure students are not overlapping their class and work schedules.<\/li>\n<li>Collect award summary each term to determine students\u2019 award amounts.<\/li>\n<li>Ask student if they completed the <strong>FWS Contract<\/strong> for academic\u00a0year.\u201d<\/li>\n<\/ul>\n<\/div><\/li><li class=\"icon-list-item\">\n\t\t<span class=\"icon-list-bullet icon-list-bullet-number bg-primary\" aria-hidden=\"true\"><\/span>\n\t\n\t<h2 class=\"icon-list-item-heading\" id=\"what-to-do-each-semester\">What to Do Each Semester<\/h2><div class=\"icon-list-item-content\"><ul>\n<li>Collect their Award Summary and Class Schedule for your records.<\/li>\n<li>Check their eligibility on Workday both before and after the add\/drop period. Students will have the federal work-study eligibility flag.<\/li>\n<\/ul>\n<\/div><\/li><li class=\"icon-list-item\">\n\t\t<span class=\"icon-list-bullet icon-list-bullet-number bg-primary\" aria-hidden=\"true\"><\/span>\n\t\n\t<h2 class=\"icon-list-item-heading\" id=\"what-to-do-biweekly\">What to Do Biweekly<\/h2><div class=\"icon-list-item-content\"><p>Monitor student eligibility and award usage through the entire semester via Workday. View the <strong>Workday Reports for Employers <\/strong>for more details.<\/p>\n<\/div><\/li><li class=\"icon-list-item\">\n\t\t<span class=\"icon-list-bullet icon-list-bullet-number bg-primary\" aria-hidden=\"true\"><\/span>\n\t\n\t<h2 class=\"icon-list-item-heading\" id=\"what-to-do-once-a-fws-student-stops-working\">What to Do Once a FWS Student Stops Working<\/h2><div class=\"icon-list-item-content\"><p>Please terminate them promptly. An active employment record can cause problems with their new employment.<\/p>\n<\/div><\/li><\/ol>\n\t\t\t<\/div>\n\t\t\n\t\t\t<div class=\"jumbotron jumbotron-fluid bg-primary mb-0\"\n\t\t\t\t\t\t\t\t\t>\n\t\t\t\t\n\t\t\t<div class=\"container\"\n\t\t\t\t\t\t>\n\t\t\t\t\n<section id=\"workday-reports\" class=\"auto-section\" data-section-link-title=\"Workday Reports\">\n<h2 class=\"mb-4\">Workday Reports for Employers<\/h2>\n\t\t\t<div class=\"row\"\n\t\t\t\t\t\t>\n\t\t\t\t\n\t\t\t<div class=\" col-lg-7 col-xl-8\"\n\t\t\t\t\t\t>\n\t\t\t\t\n<p>These reports found in Workday can be used to determine eligibility and track award usage through the entire semester for Federal Work-Study students.<\/p>\n<p>&nbsp;<\/p>\n<ul class=\"section-list icon-list icon-list-lg icon-list-checkbox\"><li class=\"icon-list-item\">\n\t\t<span class=\"icon-list-bullet icon-list-bullet-fonticon fa fa-check-square-o text-inverse\" aria-hidden=\"true\"><\/span>\n\t\n\t<h3 class=\"icon-list-item-heading\" id=\"find-external-students\">Find External Students<\/h3><div class=\"icon-list-item-content\"><p>Check Work Study\u00a0eligibility\u00a0prior to hire<\/p>\n<\/div><\/li><li class=\"icon-list-item\">\n\t\t<span class=\"icon-list-bullet icon-list-bullet-fonticon fa fa-check-square-o text-inverse\" aria-hidden=\"true\"><\/span>\n\t\n\t<h3 class=\"icon-list-item-heading\" id=\"work-study-eligible-students\">Work-Study Eligible Students<\/h3><div class=\"icon-list-item-content\"><p>Review\u00a0Work Study\u00a0eligibility\u00a0of all students in OPS Supervisory Organization currently in a position<\/p>\n<\/div><\/li><li class=\"icon-list-item\">\n\t\t<span class=\"icon-list-bullet icon-list-bullet-fonticon fa fa-check-square-o text-inverse\" aria-hidden=\"true\"><\/span>\n\t\n\t<h3 class=\"icon-list-item-heading\" id=\"work-study-details-for-managers\">Work Study Details for Managers<\/h3><div class=\"icon-list-item-content\"><p>Work Study Remaining Balance<\/p>\n<\/div><\/li><li class=\"icon-list-item\">\n\t\t<span class=\"icon-list-bullet icon-list-bullet-fonticon fa fa-check-square-o text-inverse\" aria-hidden=\"true\"><\/span>\n\t\n\t<h3 class=\"icon-list-item-heading\" id=\"work-study-eligible-students-for-hire-managers\">Work Study Eligible Students For Hire &#8211; Managers<\/h3><div class=\"icon-list-item-content\"><p>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<\/p>\n<\/div><\/li><\/ul>\n<p class=\"mb-4 mb-sm-5\">\t\t\t<a class=\"btn btn-secondary btn-lg px-2 px-sm-4\"\n\t\t\thref=\"https:\/\/www.myworkday.com\/ucf\/d\/inst\/4138db4584be1000b39a14ff6ec50000\/rel-task\/2998$40834.htmld\"\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t>\n\t\t\t\tWorkday Reports for Employers \t\t\t<span class=\"fa fa-external-link\" aria-hidden=\"true\"><\/span>\n\t\t\t\t\t<\/a>\n\t\t\n\t\t\t<\/div>\n\t\t\n\t\t\t<div class=\"pl-lg-5 mt-4 mt-lg-0 col-lg-5 col-xl-4\"\n\t\t\t\t\t\t>\n\t\t\t\t\n\t\t\t<div class=\"card border-0 text-center\"\n\t\t\t\t\t\t>\n\t\t\t\t\n\t\t\t<div class=\"card-block p-5\"\n\t\t\t\t\t\t>\n\t\t\t\t\n\t\t\t<a class=\"btn btn-secondary btn-lg px-2 px-sm-4\"\n\t\t\thref=\"https:\/\/www.myworkday.com\/ucf\/d\/inst\/4138db4584be1000b39a14ff6ec50000\/rel-task\/2998$40834.htmld\"\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t>\n\t\t\t\tWorkday Reports for Employers \t\t\t<span class=\"fa fa-external-link\" aria-hidden=\"true\"><\/span>\n\t\t\t\t\t<\/a>\n\t\t\n\t\t\t<\/div>\n\t\t\n\t\t\t<\/div>\n\t\t\n\t\t\t<\/div>\n\t\t\n\t\t\t<\/div>\n\t\t\n\t\t\t<\/div>\n\t\t\n\t\t\t<\/div>\n\t\t\n<\/section>\n<section id=\"fws-dates\" class=\"auto-section\" data-section-link-title=\"Dates\">\t\t\t<div class=\"jumbotron jumbotron-fluid bg-faded\"\n\t\t\t\t\t\t\t\t\t>\n\t\t\t\t\n\t\t\t<div class=\"container\"\n\t\t\t\t\t\t>\n\t\t\t\t\n\t\t\t<section class=\"ucf-section ucf-section-fws-important-dates \" data-section-link-title=\"Important Dates\" aria-label=\"Important Dates\">\n\t\t\t\t\t<h2 class=\"mb-4 mb-sm-5\">Important Dates<\/h2>\n<dl>\n<dd>\n<dl>\n<dd>\n<dl>\n<dd>\n<h3 class=\"h4 mt-4 mt-sm-5\">Spring 2026 Employment<\/h3>\n\t\t\t<div class=\"row\"\n\t\t\t\t\t\t>\n\t\t\t\t\n\t\t\t<div class=\" col-lg-5\"\n\t\t\t\t\t\t>\n\t\t\t\t\n<dl>\n<dt>December 5<\/dt>\n<dd><strong>Spring Employment Begins<\/strong><\/p>\n<p class=\"small\">Students must have an accepted FWS award and meet all program requirements in order to be hired and start working.<\/p>\n\t\t\t<\/div>\n\t\t\n\t\t\t<div class=\" col-lg-5 offset-lg-1\"\n\t\t\t\t\t\t>\n\t\t\t\t\n<dl>\n<dt>April 23<\/dt>\n<dd><strong>Spring Employment Ends<\/strong><\/p>\n<p class=\"small\">Students must have a Summer 2026 award to continue to work after April 23.<\/p>\n<\/dd>\n<\/dl>\n\t\t\t<\/div>\n\t\t\n\t\t\t<\/div>\n\t\t\n<dl>\n<dd>\n<dl>\n<dd>\n<h3 class=\"h4 mt-4 mt-sm-5\">Summer 2026 <span style=\"color: inherit;font-family: inherit;font-size: 1.5rem\">Employment<\/span><\/h3>\n<\/dd>\n<\/dl>\n<\/dd>\n<\/dl>\n<dl>\n<dd>\t\t\t<div class=\"row\"\n\t\t\t\t\t\t>\n\t\t\t\t\n\t\t\t<div class=\" col-lg-5\"\n\t\t\t\t\t\t>\n\t\t\t\t\n<dl>\n<dt>\n<dl>\n<dt>\n<dl>\n<dt>April 24<\/dt>\n<dd>Summer Employment Begins<\/p>\n<p class=\"small\">Students must have an accepted FWS award and meet all program requirements in order to be hired and start working.<\/p>\n<\/dd>\n<\/dl>\n<\/dt>\n<\/dl>\n<\/dt>\n<dd>\t\t\t<\/div>\n\t\t\n\t\t\t<div class=\" col-lg-5 offset-lg-1\"\n\t\t\t\t\t\t>\n\t\t\t\t\n<dl>\n<dt>\n<dl>\n<dt>\n<dl>\n<dt>July 30<\/dt>\n<dd>Summer Employment Ends<\/p>\n<p class=\"small\">Students must have a Fall 2026 award to continue to work after July 31.<\/p>\n<\/dd>\n<\/dl>\n<\/dt>\n<\/dl>\n<\/dt>\n<\/dl>\n\t\t\t<\/div>\n\t\t\n\t\t\t<\/div>\n\t\t<\/dd>\n<\/dl>\n<\/dd>\n<\/dl>\n<\/dd>\n<\/dl>\n<\/dd>\n<\/dl>\n<\/dd>\n<\/dl>\n<\/dd>\n<\/dl>\n\t\t\t\t\t<\/section>\n\t\t\n\t\t\t<\/div>\n\t\t\n\t\t\t<\/div>\n\t\t<\/section>\n<section id=\"fws-policies\" class=\"auto-section\" data-section-link-title=\"FWS Policies\">\t\t\t<div class=\"container\"\n\t\t\t\t\t\t>\n\t\t\t\t\n<h2 class=\"mb-4\">FWS Policies<\/h2>\n<p><strong>FWS students are only permitted to have one FWS position at a time.<\/strong> However, they can have additional OPS positions as long as their total standard hours between the two employment records is 29 hours or below.<\/p>\n<p><strong>FWS students may only work up to 20 hours per week while school is in session.<\/strong> 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.<\/p>\n<p>Employers are responsible for paying Fringe Benefits for all FWS students. The Fringe Benefits equals 2% of the student\u2019s earnings each pay period. This amount will be charged to the home department indicated on the students\u2019 ePAF.<\/p>\n<p><strong>Students may only receive FWS payment for hours in which they are under direct supervision.<\/strong> FWS students must work under direct supervision.<\/p>\n<p><strong>Federal Work-Study recruiting, hiring, and payroll will be processed through Workday. <\/strong><\/p>\n<\/section>\n\t\t\t<\/div>\n\t\t\n\t\t\t<div class=\"jumbotron jumbotron-fluid bg-faded\"\n\t\t\t\t\t\t\t\t\t>\n\t\t\t\t\n\t\t\t<div class=\"container\"\n\t\t\t\t\t\t>\n\t\t\t\t\n<section id=\"letter-to-employers\" class=\"auto-section\" data-section-link-title=\"Letter to Employers\">\n<h2 class=\"mb-4\">Letter to Employers<\/h2>\n<p>Dear FWS Employers,<\/p>\n<p>This is a friendly reminder that we are coming close to the end of the Fall 2025 semester which is December 4, 2025.<\/p>\n<p>I wanted to make sure that everyone is aware and understands the new FWS program\u2019s Fall\/Spring pay period begin and end dates policies:<\/p>\n<ul>\n<li><strong>Students can continue to work during the break between terms. However, the student must be enrolled and planning to attend 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\u2019s earnings.<\/strong><\/li>\n<li>Students\u2019 last day of employment for Fall 2025 will be December 4, 2025.<\/li>\n<li>Eligible students that will be attending the following Spring 2026 will be able to continue working the following pay period on December 5, 2025. Earnings for this period will be part of the next term FWS award (funds will come out of Spring 2026 award so plan accordingly).<\/li>\n<li>Spring 2026 FWS award eligibility for students will be reflected on Workday, under the UCF Find External Student report. Work Study Eligible indicator reflects that the students have met all those criteria. The student must meet all eligibility requirements:\n<ul>\n<li>Complete the Free Application for Federal Student Aid for the year<\/li>\n<li>Meet Satisfactory Academic Progress<\/li>\n<li>Be classified as a degree-seeking student in an eligible program at UCF<\/li>\n<li>Be enrolled for at least half-time in UCF classes<\/li>\n<li>Complete all required To-Do List Items<\/li>\n<li>Complete Verification if selected<\/li>\n<li>Complete any outstanding Admission contingencies<\/li>\n<li>Accept the FWS Offer<\/li>\n<li>Complete the FWS Contract<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>It is crucial that at this point all FWS employers are continuously monitoring the Workday Reports that were created.<\/p>\n<p><strong><u>Eligibility Review Tools<\/u><\/strong><\/p>\n<p><strong>Below are the three Workday Workstudy Reports. <\/strong><\/p>\n<ul>\n<li>Check Work Study eligibility prior to hire: <strong>Find External Student Report<\/strong><\/li>\n<\/ul>\n<ul>\n<li>Review Work Study eligibility of all students in Ops Supervisory Organization currently in a position: <strong>Work-Study Eligible Students<\/strong><\/li>\n<li>Work Study Remaining Balance: <strong>UCF Work Study Details for Managers<\/strong><\/li>\n<\/ul>\n<p><strong><u>UCF Federal Work-Study Employer Manual <\/u><\/strong><\/p>\n<p><a href=\"https:\/\/www.ucf.edu\/financial-aid\/document\/fws-employer-manual-workday-2025-2026\/\">www.ucf.edu\/financial-aid\/document\/fws-employer-manual-workday-2025-2026\/<\/a><\/p>\n<p>Thank you for your support. If you have any questions, please feel free to contact us.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>Coordinator \u2013 Federal Work-Study<\/strong><br \/>\nUniversity of Central Florida<br \/>\nDivision of Student Success and Well-being<br \/>\nOffice of Student Financial Assistance<br \/>\nMillican Hall \u2013 Room 107<\/p>\n<\/section>\n\t\t\t<\/div>\n\t\t\n\t\t\t<\/div>\n\t\t\n<\/section>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":4,"featured_media":0,"parent":5784,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"template-fullscreen.php","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-7218","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Federal Work-Study Employer Procedures | UCF Office of Student Financial Assistance<\/title>\n<meta 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