Claremont McKenna College

Frequently Asked Questions

How do I know if a student can be employed through the Federal Work-Study program?
Check with the Financial Aid Office for eligible students. Where do Federal Work-Study (FWS) students drop off their New Hire paperwork for first-time employees?
At the CMC Payroll Office located at 528 N. Mills (West).

What form does my department need to complete and submit to hire a new student or to rehire a prior work-study student?
A Personnel Action Form (PAF) must be completed and submitted to the Human Resources Office once you confirm student eligibility and their correct account number from the Financial Aid Office.

Which copy of the Personnel Action Form does my department supervisor keep?
The yellow copy.

What is the maximum number of hours that a work-study student may work on a specific day?
8 hours, not including at least a half-hour lunch.

What will happen if the Financial Aid Office should receive a time sheet that does not adhere to the required stipulations noted in the FWS Guide for Supervisors (see Supervisor's Responsibilities)?
The time sheet will be returned to the supervisor who will make appropriate corrections and initial those corrections. The time sheet will be processed the next pay period.

What is the maximum number of hours that a work-study student may work in a week?
We strongly recommend that students work no more than 20 hours in a week. Remember, the student's number one goal at CMC should be their education and not their work experience.

Where do FWS supervisors obtain bi-weekly Federal Work-Study time sheets?
Online at: /hr/forms/.

When are time sheets due?
12:00 noon as indicated on the Time Sheet Schedule.

Who is responsible for turning in the time sheets by 12:00 noon?
The student, in a signed, sealed envelope, unless you prefer to deliver the time sheets yourself.

What happens if a student forgets to turn in a time sheet for the pay period?
The Financial Aid Office will accept a time sheet up to 30 days late. After that, it will be up to the department to pay the student from their own department funds.

When do work-study students pick up their payroll checks?
If a time sheet is submitted, a check will be available the second Friday after time sheets are due.

Where do work-study students receive their payroll checks?
In their mailbox at Story House.

How do I give a work-study student a raise?
Inform the Work-Study Coordinator on the PAF spreadsheet, and then submit a new completed Personnel Action Form (PAF) to the Payroll Office.

When does the student have to submit a new Personnel Action Form to the Human Resources Office?
The student should submit the form to the Human Resources Office at least 24 hours before the start date of employment.

How do I correct a mistake on a completed time sheet?
If the student is not available for signature, simply cross out the mistake, initial and clearly indicate the correct information.

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