SWS Employer FAQ

EMPLOYER ELIGIBILITY
Determining eligibility
Assessing costs

HIRING PROCESS
Recruiting
Determining student eligibility
Interviewing
Hiring

PAY AND PERFORMANCE
Setting student wages
Ensuring performance

CONTRACT AND REIMBURSEMENT
Signing the employer contract
Monitoring student earnings
Completing time sheets
Getting reimbursed

EMPLOYER ELIGIBLITY

Is my business or organization eligible?
Eligible employers include government agencies, for-profit corporations, small businesses, and non-profit organizations. However, the state constitution prevents any business or organiza­tion involved in or with a controlling interest in political or religious activity from participating in the program.

In selecting employer participants, colleges will review the:

• Nature of the position;
• Organization's compatibility with the college's role and mission; and
• Work environment to ensure that it promotes a positive learning experience.

In addition, colleges will want assurances that the position will:

• Not displace regular workers or impair existing contracts;
• Give students the opportunity to explore or gain experience in a career interest; and
• Be adequately supervised.

What will it cost?
Wages
You will be required to pay the student a wage equal to what you pay non-students for similar work. The state will reimburse a percentage of the student's gross wages.

Benefits
You will pay the employer share of any required employee benefits, such as Federal Withholding Tax, Workers' Compensation, Federal Social Security Taxes, and State and Federal unemployment taxes. You may offer optional employer-sponsored benefits, although it is not required. You will not be reimbursed for wages earned or paid but not submitted to the college by the specified deadline, hours worked over the students award amount, deductions, commissions, bonuses, holiday pay, travel reimbursement, and other special compensation paid to the student.

Students who work in public schools or government agencies may be eligible for retirement benefits. Contact the Washington State Department of Retirement Systems' Employer Support Services for more information.

Why is the cost so low?
As a participating employer, you're not the only one who benefits. The state and students win too. Through the program, the state helps students who might not be able to afford an education pay a portion of their college costs.

Money earned through the Work Study program allows students to pay for their education in current dollars, limiting their need to incur more debt. Because the employer pays a portion of student wages, the state's financial aid funds can be distributed more widely, making higher education available to more Washington citizens.

In addition, national studies suggest that students who work up to half-time while in college manage their time better, are less likely to drop out, and place a higher value on their education.

HIRING PROCESS

How do I recruit students?
Recruiting good employees is a major issue in today's labor market. This program allows you to try out potential employees before graduation and train them the way you would like. You can assess their performance on a low-cost basis, then offer employment upon graduation if they fit into your organization.

When is the best time to recruit students and where can I find them?
In general, the best time to recruit students is in the fall when most students begin a new academic year and look for part-time jobs.

Can I hire any student?
To qualify for reimbursement, you must hire a college student who is eligible for State Work Study and has been referred to you by one of the participating colleges.

How do I know if a student is eligible?
Most students will identify themselves as eligible when they call or visit you to inquire about a job. Ask them to bring a copy of their Financial Aid Award Letter or referral letter to the interview. While these forms vary from school to school, most will include the following:

• A statement that the student is eligible for State Work Study.
• The total amount the student can earn, called the "award amount."
• The eligibility dates.

Some forms provide a place for you to verify that you have hired the student. If so, sign the form and return it to the college. Other forms are informational only. Award amounts and eligibility dates should be clearly stated. If they are not, call the college. Make sure you keep a copy for your new employee's personnel file.

How many candidates can I interview before I select one?
You should interview as many as you think necessary. Due to the program's popularity and limited funding, there are many more jobs than students to fill them each year.

Do I have to hire any student referred to me?
No. Select a student worker as you would any other worker. Outline the job requirements, conduct interviews, and hire the best person.

Do I have to hire this student when they graduate?
No, you are under no obligation to offer permanent employment to a student employee. However, many employers view this program as a good tool for identifying and hiring permanent workers.

Once I've hired a State Work Study student, what can I expect?
You should expect the same performance and results you would expect from any other part-time worker.

What may be different about student workers?
Every student is required to make satisfactory academic progress in college while holding a State Work Study position. If a student's grades fall, they may be required to stop working. Therefore, the student's work schedule should be flexible enough to accommodate study and exam times.

What is the "typical" student like?
The student population has become increasingly diverse. It includes traditional students, ages 18 to 21, who are eager to excel in their first work experiences, and older students seeking to make mid-career changes or add cutting-edge skills to their already considerable work experience.

What kind of time commitment can I expect from a student worker?
Most students can work two to four hours a day during the academic year. Students can earn varying amounts based on their financial need, as determined by the college. If their eligibility award is low, the time commitment they can offer you may be limited.

Are these "needy" students unskilled workers who can't find jobs on their own?
No. Many students need additional financial help to get through college. This is not a reflection on their ability to do a good job for you. As college costs continue to rise, more and more students need help. These students are as skilled and academically capable as students who don't need assistance.

PAY AND PERFORMANCE

Students must be paid on an hourly basis at a rate that is comparable to the entry-level rate for regular employees performing similar duties within your organization.

If I have no other workers who are performing this kind of work, how do I determine a fair wage?
The pay rate should be appropriate within the context of your pay schedule. Consider major duties and responsibilities, level of tasks and duties, distinguishing characteristics, typical work, judgment required, and the skills and knowledge required to do the job. The college you plan to hire students from can assist you in setting the wage if you have difficulty determining the appropriate level.

Public colleges and universities that employ students on campus are required to follow specific guidelines in establishing wage rates. Contact the Higher Education Coordinating Board at (360) 753-7850 for more information.

Can I pay student workers on a commission basis?
No. The terms of the contract require you to set an hourly wage for the duties performed. If your organization pays workers by commission, bonus, or other special compensation, in addition to an hourly wage, you will be reimbursed for only the agreed upon percentage of the hourly wage.

Can I pay a student in cash?
No. The rules of the program require that you pay by check or direct deposit and keep accurate records for proof of payment.

Can I offer room or board or other goods or services in exchange for hours worked?
No. The student must be paid an hourly wage for hours worked.

What if a student is not performing satisfactorily?
Point out the problem and take corrective measures right away. To prevent performance problems, clearly outline your expectations. If you have an ongoing need for student employees, consider writing State Work Study procedures into your standard personnel procedures manual. Each time you sign the time sheet to verify hours worked, you also are verifying that the work was performed satisfactorily.

Can I fire a State Work Study student employee for performance problems?
Yes. However, if possible, first offer the student a chance to correct the problem. You may want to apply your normal performance-review procedures to student employees, or modify your standards by reviewing performance more often. A review every three to six months seems to work best.

If you do fire a student employee, inform the student's college of the reason, preferably in writing. This will help the college counsel the student for future positions.

Can a State Work Study student employee be laid-off?
Yes, if necessary. However, the student may take another job and not be available later.

CONTRACT AND REIMBURSEMENT

How do I sign up for the program?
Complete the State Work Study Employer Contract, Employer Business Profile, and Job Description forms. These forms are located on pages 14-21 of this handbook and on our Web site www.hecb.wa.gov/employers. Submit all forms to the college you want to hire students from. If you want to hire students from more than one college, you will need to submit a Job Description form to each college.

How long does the contractual period run?
The contract year runs from July 1 until June 30. Renewal is required each year. If you want to hire a student for the summer only, beginning before July 1, you will need to sign a contract for the current year ending June 30.

Do all the colleges and universities in the state follow the same procedures?
In general, they follow the same procedures, although some differences exist. Public schools directly handle contracts and reimbursement checks. Due to state constitutional requirements, the Higher Education Coordinating Board issues checks and approves contracts for independent colleges and universities.

Public colleges approve contracts and job description and process reimbursements on behalf of the Higher Education Coordinating Board. Due to state constitutional requirements, the Higher Education Coordinating Board approves contracts and job descriptions and processes reimbursements for private
colleges.

Each college will have a set of operating procedures and guidelines. Some rules may be unique to each college. If you have questions, call the college to verify its requirements.

Who signs the contract in my organization?
The individual who is authorized to approve expenditures should sign the contract. The authorizing signature indicates compliance with all provisions of the contract.

What are my responsibilities once the student employee starts work?
As an employer, you are responsible for the following:

• Providing adequate and reasonable supervision for the student employee;
• Ensuring that the student employee does not work more than an average of 19 hours per week while in school and no more than 40 hours during breaks;
• Ensuring that total earnings do not exceed the amount for which the student is eligible, that the student does not start work before the start date listed on the award letter, and does not work beyond the end date. If you are uncertain about those dates, contact the student's school for assistance;
• Notifying the school of any changes in the student's employment, such as changes in wage rate or job title, promotion, termination or your name, federal id and/or address;
• Attesting that wages were paid to the student by signing the time sheet; and,
• Following all state and federal employee laws.

What is the best way to monitor student earnings?
The best way to ensure that you will be reimbursed is to monitor student earnings. Keep track of the total eligibility amount and the gross amount earned, not just the employer share. Encourage the student to keep records too.

When the student has earned most of the award amount, the student can check with the school to determine eligibility for an additional award.

If the student is not eligible for additional State Work Study funds, the student must stop work. Of course, you may elect to pay the entire wage, although you will not be reimbursed for amounts in excess of the award.

Where do I get time sheets and how do I complete and submit them?
The school will provide time sheets.

For a sample time sheet used by independent colleges, click here. Public schools may have a slightly different time sheet.  If you are uncertain which time sheet to use, call the school directly for assistance.

The time sheet is a record of hours worked and wages paid, and allows you to receive reimbursement. The time sheet must be signed in ink and dated on or after the last day worked, by the student and by the person directly responsible for supervising the student's work. 

If a student works beyond his or her eligibility, you will not be reimbursed for hours over the amount indicated in the award letter. In addition, the student's financial aid may be revised downward to compensate for the additional money earned.

The contract outlines employer responsibilities and the rules for claiming reimbursement. It's a good idea to ask everyone involved in the Work Study program--from the student's supervisor to the payroll specialist--to review the contract.

Follow the school's instructions for submitting the time sheets and keep a copy for your records. You must submit the time sheets within 15 days following the end of your payroll period.

If the Higher Education Coordinating Board will be reimbursing you, it is especially important that you submit all time sheets for June hours on or before July 10. The state can make reimbursements only for hours worked during the fiscal year. Please note that June and July hours must be submitted on separate time sheets.  To avoid delays, please make sure that time sheets are error-free.

Whom should I contact with questions about time sheets, contracts or job descriptions?
Contact the school first. If you still have questions, then contact the Higher Education Coordinating Board at (360) 753-7800.  When calling or writing us, please have the following available:

• Your IRS Federal Identification Number;
• The student's name; and,
• The name of the student's school.