Federal Work-Study

Procedures for Hiring FWS Students

After selecting the student you would like to hire, here are some things you need to consider:

  • Verify with the Financial Aid Office that a student is work-study eligible, and has been awarded work-study funds.
  • Is this a first-time work-study student? If so, what are the procedures?
  • Is this a returning (re-hire) work-study student? If so, what are the procedures?
  • Have you updated the job description in the NACELINK/Simplicity database?

REMEMBER: Supervisors are required to submit a Personnel Action Form (PAF) for every student they hire, to Agnes Sanchez in Human Resources each academic year. Contact Agnes Sanchez at agnes.sanchez@cmc.edu if you have any questions.

A first-time work-study student is a student who has never worked at CMC and needs to complete a New Hire Packet. The student can obtain this paperwork from the Payroll department. The New Hire Packet includes: I-9, Employment Eligibility Verification; W-4, Employee's Withholding Allowance Certificate and DE4, State of California Employee’s Withholding Allowance Certificate. A returning student (re-hired) is a student who has previously participated through the work-study program and has completed an updated Hiring Packet.

Required Employment Paperwork For First-Time Work-Study Students I-9 Form
When filling out a New Hire Packet with the Payroll department the student is required to complete the I-9 form. The Immigration and Reform Act of 1986 requires each employee to provide documentation that verifies the employee's identity and eligibility to work. The student is required to submit documentation when filling out the form. As required by law, all documents must be original and unexpired. Click here for a list of acceptable documents the student can use to complete the New Hire Packet. The New Hire Packet along with the I-9 form must be completed before beginning to work.

W-4 & DE4 Forms
Students must complete a W-4 & DE4 form before employment. Federal Work-Study earnings are taxable income and subject to Federal and State taxes. Students are exempt from FICA taxes during the academic year (ex: Social Security, State Disability and Medicare). All students must have a valid Social Security number.

Once the student has submitted a complete New Hire Packet to the Payroll department, the supervisor is required to submit a complete Personnel Action Form (PAF) to the Human Resources office.

The Payroll department and the Human Resources office are both located at 528 N Mills Ave.

Supervisor Requirements with First-Time FWS Students include:

  1. Discuss with the student and verify with the Payroll department that the New Hire Packet is complete and on file with the Payroll department. NOTE: No student may be paid for work completed prior to completion of the required employment paperwork.
  2. The Financial Aid office will provide you with confirmation that the student has an award through the work-study program. Financial Aid will also provide the supervisor with the correct account number. Please match the account number to your department’s job code.
  3. The department supervisor is responsible for completing a hard copy PAF for every student they hire and submitting it to Agnes Sanchez in the Human Resources office. The department supervisor who signs the PAF must be the same person who will approve the student's time sheet. NOTE: If you submit the Personnel Action Form the same day as payroll, the student may not be paid until the next pay period.
  4. In order to provide CMC students with accurate and current records of job listing(s) both on and off campus, the department supervisor must update their job description(s) in the NACELINK/Simplicity database. NOTE: Job descriptions are provided by the supervisor and necessary in order to be in compliance with federal regulations and to continue to receive annual funding. Do not forfeit this opportunity to receive federal funding.

If you have any questions regarding the verification of the required paperwork, you may contact either Melinda Cabrera, Payroll Assistant at melinda.cabrera@cmc.edu or Wendy Munoz, Payroll Specialist, at wendy.munoz@cmc.edu.

Supervisor Requirements with Returning FWS Students (re-hired) include:

  1. The Financial Aid office will provide you with confirmation that the student has an award through the work-study program. Financial Aid will also provide the supervisor with the correct account number. Please match the account number to your department’s job code.
  2. The department supervisor is responsible for completing a hard copy PAF for every student they hire and submitting it to Agnes Sanchez in the Human Resources office. The department supervisor who signs the PAF must be the same person who will approve the student's time sheet. NOTE: If you submit the Personnel Action Form the same day as payroll, the student may not be paid until the next pay period.
  3. In order to provide CMC students with accurate and current records of job listing(s) both on and off campus, the department supervisor must update their job description(s) in the NACELINK/Simplicity database. NOTE: Job descriptions are provided by the supervisor and necessary in order to be in compliance with federal regulations and to continue to receive annual funding. Do not forfeit this opportunity to receive federal funding.

If you have any questions regarding the required paperwork, you may contact either Melinda Cabrera or Wendy Munoz, in the Payroll Office.