Higher Education Coordinating Board


Limit to Financial Aid.

A Checklist for Employers

	Determine your need. Clearly define the type of work you need performed. Draft a job description with minimum requirements needed to perform the job. Is the work appropriate for a part-time, entry-level employee?
	Contact your local college or university. For a list of participating schools, click here. For a list of forms, click here.
	During the time you participate in the program you will need to complete only one contract and one employer profile form. However, you will need to complete a job description form each time you want to fill a position. Renewal is required each year. You will be contacted with a renewal form between May 1 and September 30 of each year.
	Return the forms to the school. If you want to advertise at more than one school, you will need to submit a complete job description form to each school. Independent schools review employer contracts and employer profiles and forward them to the Higher Education Coordinating Board for approval. Public schools review and approve both forms. You can expect approval to advertise a position within two weeks of submitting the forms to the school. The schools will notify you if your contract is approved and will post your job descriptions. It is a good idea to call the school to ensure that all paperwork has been approved and the job description has been posted.
	Confirm that the contract has been approved. You will receive your completed copy of the contract by mail.
	Interview students referred by the school. Before hiring students, ask for written verifi-cation of eligibility for the State Work Study program, such as a Financial Aid Award Letter or a referral letter from the school. A Financial Aid Award Letter or referral letter is an official letter, signed by a school officer that lists the State Work Study award amount and the time period in which the student must earn the money.
	Hire a student. Follow all of your company's standard personnel procedures and notify the student's school immediately upon hiring. You also must notify the school at the time of termination. Train and orient your new student employee as you would any other employee.
	Maintain accurate records. For a sample student earnings worksheet that can be used to track wages, click here.
	Pay the student. You may pay by either check or direct deposit for the gross hourly wages earned minus any deductions. Ask the student to certify receipt of wages by signing the time sheet. Verify that the hours were worked and the student's performance was satisfactory by signing the time sheet yourself.
	Claim reimbursement. Send the time sheet to the student's school. You will receive a reimbursement check within three to six weeks.