Work Study
The Federal Work-Study (FWS) Program is a federally funded financial aid program for students who demonstrate financial need. The Office of Financial Aid oversees FWS and is responsible for determining the financial need and eligibility of students who participate in the program. A student must apply for financial aid each year and meet federal eligibility requirements. Both the federal government and Claremont McKenna College subsidize this program. The purpose of the program is to provide eligible students with part-time employment opportunities. There are a variety of reasons students may have the desire to work: to help finance their education, cover personal expenses, gain valuable and satisfying work experience and develop time management, research, library, computer, or communication skills.
The College Work-Study (CWS) Program is similar to Federal Work-Study, however it is funded by Claremont McKenna College. Typically, students who are ineligible for federal work-study will be awarded with institutional work-study instead. The Office of Financial Aid places accountability upon both the student and the work-study supervisor for participation in the program. For the supervisor, this includes the hiring of the student, approving time sheets, etc.
Please reference the Supervisor and/or Student Guide below for additional information on the work-study program process.
Student Guide
In addition to the determination of financial aid need and the availability of work-study funding, students must also:
- Be a U.S. citizen, noncitizen national; lawful permanent resident, or authorized alien.
- Be enrolled, or accepted for enrollment at CMC, and be in regular attendance in an undergraduate degree program.
- Require earnings from work-study employment to help finance a degree at CMC.
- Maintain satisfactory progress in coursework while participating in the program.
- Not owe a refund on a federal or state educational grant.
- Not be in default on a federal or state educational loan.
- Selective Service Registration is no longer a requirement in the completion and will not affect your aid eligibility.
Many students hear about job opportunities from other students, however, students may also check the Career Services Center homepage or Handshake. Log in using your username and password for information on both on and off-campus positions available. We currently have participation from departments, offices, and institutes that are interested in hiring students for the academic year. These positions include research assistant, library assistant, games manager, tutor, food server, cashier, mailroom clerk, just to name a few.
Accepting a job involves commitment. Students are expected to be reliable and considerate to the employer, and not permitted to engage in reading, homework, or other personal work during the hours of employment, unless approved by the supervisor. Students are responsible for maintaining their schoolwork and not letting their job interfere with their educational goals.
First Time Work-Study Student
For instructions on getting hired in a work-study position, please reference the New Hire Onboarding Instructions webpage.
Returning Work-Study Student
Have your department supervisor complete a Personnel Action Form (PAF). This form must be submitted to the Payroll Office at least 24 hours before the start date of employment.
All student hours worked must be approved and submitted online at the end of each pay period in order for a student to be paid.
A student may not work more than five hours without taking at least a half-hour lunch break. This is to be noted on the online time sheet. No student may work more than eight hours in one day or more than 20 hours in one week. A student cannot work more than six consecutive days. There can be no overtime work or pay for legal holidays.
California's minimum wage is currently $16 an hour.
What is Federal Work-Study?
The Federal Work-Study Program is a federally funded financial aid work program offered to students who demonstrate financial need.
What is College Work-Study?
The College Work-Study Program is an institutionally funded financial aid work program offered to students who demonstrate financial need.
How do I get it?
Both Federal and College work-study may be awarded to you by the Office of Financial Aid after you have completed the required financial aid applications.
How do I know if I have work-study?
It will be reflected on your financial aid award in the financial aid portal Net Partner open_in_new. In addition, the Office of Financial Aid provides department supervisors interested in hiring you with this information.
If I have work-study this year, will I receive work-study next year?
Under this program, a student must apply for financial aid each year and meet eligibility requirements.
Is there paperwork I need to complete as a first-time work-study employee?
Yes. Please reference the New Hire Onboarding Instructions page.
Are my work-study earnings considered taxable income?
All student employment is taxable income. Students are subject to both Federal and State taxes but exempt from FICA taxes (i.e., Social Security, State Disability, and Medicare). However, a student may claim exempt status, if eligible.
Once I am hired, is there a form that my supervisor needs to complete?
Yes. The supervisor must complete the Personnel Action Form (PAF) at least 24 hours before the start date of employment.
Now, can I begin to work?
You may begin to work once your Personnel Action Form has been received and approved.
What are the maximum number of hours that I may work on a specific day?
8 hours, excluding at least a half-hour lunch.
What are the maximum number of hours that I may work in a week?
We strongly recommend that a student work no more than 20 hours in a week. Remember, your goal is to concentrate on your studies, not your work experience.
What happens to any unearned work-study allocation?
Any unearned portion of a student's work-study allocation is automatically relinquished at the end of the academic year.
When are time sheets due?
Please refer to the Payroll Schedule found on the Payroll Resources page.
What happens if I submit hours late?
Your time sheet will be processed the next pay period.
What happens if I forget to turn in hours for the pay period?
If the hours worked are from the previous academic year, you will need to reach out to your department supervisor for payment.
What should I do if I have other payroll related questions?
Please reach out to the Payroll Office.
Supervisor's Guide
Before selecting a student, you must:
- Make sure you have updated the job description with Handshake. 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.
After selecting the student you would like to hire, you must:
- Verify with the Office of Financial Aid that a student is work-study eligible, and has been awarded work-study funds.
- Submit a Personnel Action Form (PAF) for every student you hire to the Payroll Office. The department supervisor who signs the PAF must be the same person who will approve the student's time sheet. The Payroll Office will also provide the supervisor with the correct Workday Worktags.
- Have the student submit the appropriate forms as detailed here.
The CMC Office of Financial Aid places certain expectations upon all supervisors who participate in the work-study program. The supervisors must be willing to undertake the following responsibilities and perform the following duties:
- Supervisors are responsible for providing accurate and current job descriptions for each work-study position available in their department on the Handshake database administrated by Career Services.
- Supervisors are responsible for keeping an accurate daily account of hours worked by each student employee. It is a violation of the state & federal labor laws not to pay employees in a timely manner. Therefore, it is important that student hours are submitted online according to the CMC student payroll schedule.
- It is strongly recommended that students work no more than 20 hours per week. Never submit hours worked with more than eight (8) hours recorded in one day or (40) hours in one week. It is required that students who work more than five (5) hours take at least a half-hour break. Additionally, a student cannot work more than six (6) consecutive days.
- The supervisor is responsible for dealing directly with a student's work-related problems. Each student must be assigned to a supervisor who would be responsible for all communications relating to the student's job.
- A supervisor who hires a work-study student shares responsibility with the student to monitor their earnings.
- It is the supervisor's responsibility to submit the Personnel Action Form at least 24 hours before the start date of employment, unless other arrangements have been made.
- Supervisors are accountable for the hours their students report under the work-study program. It is your responsibility to make sure that all hours are being reported correctly and accurately before approving the hours online.
- All off-campus contracts are renewable the beginning of every academic year. Off-campus contracts have an effective date of September 1 to May 31.
- Off-campus contracts must be signed and returned to the Office of Financial Aid before the student(s) may begin working.
- The Office of Financial Aid will bill each off-campus department at the end of the academic year for a percentage of the student wages, plus worker's compensation.
- Off-campus departments will direct payment for their portion of student wages, plus worker's compensation as instructed on their annual invoice.
How do I know if a student can be employed through the work-study program?
Check with the Office of Financial Aid for eligible students.
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 Payroll Office once you confirm student eligibility from the Office of Financial Aid.
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 happens if a time sheet does not adhere to the required stipulations noted in the Supervisor Guide?
The time sheet will not be processed until the student and or supervisor fix the problem.
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.
When are time sheets due?
Please refer to the Payroll Schedule found on the Payroll Resources page.
What happens if a student forgets to submit hours for the pay period?
If the hours worked are from the previous academic year, you will need to pay the student out to your department budget.
What should I do if I have other payroll related questions?
Please reach out to the Payroll Office.
How do I give a work-study student a raise?
Submit a new complete Personnel Action Form (PAF) to the Payroll Office.
When does the Personnel Action Form need to be submitted?
All PAFs should be submitted at least 24 hours before activation.