Off-Campus Work-Study at WSU

The Off-Campus Work-Study Program is designed to assist both agencies and students. Through this program, students awarded work-study can gain valuable experience while earning money to help finance their education. The hiring agency is reimbursed for a portion of the student employee wages and is able to provide the student with a hands-on experience, often finding a valuable future employee. Employer participation in the Work-Study Program requires meeting certain criteria and adherence to the terms of the annual contract.

Differences Between Federal and State Work-Study

• Source of Funds - Federal Work-Study (FWS) is funded by the federal government while the State Work-Study (SWS) is funded from the Washington State government.  The employer provides a portion of the total wage for each student.
  

• Type of Award - Generally, only residents of the state of Washington may be awarded SWS, while both residents and non-Washington residents may received FWS.
  

• Wage Rates - The SWS regulations state that for all on-campus students, the wage rate must be at least equal to the entry-level salary of  comparable positions within the employing organization. The FWS regulations allow the federal minimum wage. Off campus employers must pay comparable wages.
  

• Employer Reimbursement Rate - Off-Campus SWS is used at only for-profit organizations. WSU chooses to reimburse the maximum regulatory rate of 65% to for profit organizations. FWS is used off-campus for community service organizations. Most non-sectarian, non-political, non-profit organizations are recognized as community service organizations. For on-campus work-study, the reimbursement rate is the same for both programs at 75%.  
  

• For profit employers are basically employers who are not government supported businesses and/or are not in business for community service. They are privately owned businesses, partnerships, or corporations. Examples of off campus employers who are for profit are private child care agencies, any retail businesses such as pharmacies, law offices, accounting firms, and architectural firms, etc.

• Non-profit employers are usually government supported organizations that do community service work. Examples are YMCA, YWCA, Crisis Center, Department of Corrections etc.
  

• Student Earnings - All work-study earnings are taxable.  The student may not earn enough money during the year to file, but if the student files a tax return the work-study wages must be included.
  

Criteria For A Business To Participate

• Provide job experience directly related to the students' career interests and/or contribute to the welfare of the community.

• The hourly rate of pay for all work-study students must be comparable to the entry-level rate of pay for non-student employment positions within the agency.

• Be certain that student employees are not displacing regular workers.

How the Process Works

• The employer hires the student and is responsible for all of the normal payroll expenses (SSN, MediCare, federal tax, etc…). 

• To receive the reimbursement for a portion of the students’ wages, the employer returns a completed Work Study Time Sheet (provided by WSU) to the Office of Student Financial Aid. 

• When the Work Study Time Sheet is processed, the employer will receive a percentage reimbursement.

Forms Used To Participate

• Employer Contract - The contract specifies the responsibilities of each of the parties and certifies the employer’s ability and willingness to comply with program requirements.
  

• Organization Profile - Each off-campus employer must complete a business profile that is considered an addendum to the employer contract. The information provided on the profile is essential in determining employer eligibility.
  

• Job Description Form - A job description form must be completed each year for every Work-Study position offered by a participating employer.
  

• Career Relatedness Form - This form must be completed by the student employee, signed by the employer, and returned to this office for approval prior to work-study employment.
  

• Work-Study Authorization for Employment - This form will be submitted to the employer by the student prior to his/her hiring, stating the eligibility, the authorized period of employment, and the amount of Work-Study assigned to him/her. New employers (employers who do not already have an active work-study contract) must complete the reverse side of the form and return it to the Financial Aid Office upon employment. Please be aware that the student’s eligibility to receive work-study is contingent upon an approved career related form and continued eligibility for financial aid. 

Download forms for:

Steps For Becoming A Work-Study Employer

1. Return to the Washington State University Office of Student Financial Aid the completed:

• Employer Contract  (2 signed copies)
• Employer/Organization Profile  (1 copy)
• Job Description   (1 copy)

2. Upon approval of the contract, one signed copy will be returned to the employer along with payroll vouchers and instructions for obtaining reimbursement.

Please be aware that Washington State University is not authorized to reimburse agencies for any hours that a student works prior to the date on the contract. The contract, if approved, should be returned to the employer within two weeks. 

Steps for a Student to Set Up An Off Campus Position 

• You must be awarded federal or state work-study for the term you seek employment.
• You will  need to pick up a Work-Study Authorization form from OSFA and give that form to your prospective employer. 
  • If the employer has already been put on contract, the Work-Study Authorization serves as notification of your eligibility and your work-study earnings limit. 
  • If the employer is not contracted, the reverse side of the Work Study Authorization needs to be completed by the employer and returned to the Financial Aid Office to start the contractual process.

For more information on Federal Work-Study

For more information on State Work-Study, here's the HECB link:

http://www.hecb.wa.gov/paying/SWSforms.html