Federal Work Study (FWS) is a program which provides part-time employment opportunities to eligible students to help meet the costs of post secondary education. Based on the results of the Free Application for Federal Student Aid (FAFSA), eligible students are awarded an allotment which may be earned through part time employment in FWS approved positions either on or off campus. The program is designed to provide students with an opportunity for employment arranged around class schedules. Work study student wage employees are exempt from normal recruiting requirements, and are hired directly by the department they will be working with through the Financial Aid Office.
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How to: Detailed Steps
Step One: Departments list available jobs, on the Financial Aid website, and locates a student candidate to perform the work.* Arrangements for the job are made including schedule and hourly wage, which is set by the employer and must be at least minimum wage.
* Some foreign nationals cannot be hired at Virginia Tech. Please contact the Controller's office to attend a training class on Employing Foreign Nationals.
Step Two: Department and student complete and sign paperwork.
1. Department obtains a signed Wage Appointment Form (P117), and maintains it in departmental files in accordance with the retention schedule established by Records Management.
2. Student completes W4 and VA4 tax forms.
3. Department and employee complete the I-9 form.
4. Department makes a copy of the employee's social security card, as appropriate.
5. Department submits W4, VA4, I-9, and copy of the Social Security card to the payroll office (0339).
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Step Three: Department enters and approves appointment using Banner HRIS.
Each department should have at least one person who has access and has had training to enter actions in the Banner HRIS system. That person should enter the wage appointment as they were trained to do so. Detailed entry instructions are available online (Enterer's Manual) and can accessed using a valid pid and pid password. In addition, the Banner HRIS support desk at (540) 231-7763 can provide assistance with the entry steps.
Each department should also have at least one person who has access and has had training to approve actions in the Banner HRIS system. That person should approve the wage appointment as they were trained to do so. Detailed approval instructions are also available online (Approver's Manual) and can accessed using a valid pid and pid password. In addition, the Banner HRIS support desk at (540) 231-7763 can provide assistance with the approval steps.
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Department requests a status change for a student wage position.
1. Department obtains a signed Wage Appointment Form (P117) reflecting the status change, and maintains it in departmental files in accordance with the retention schedule established by Records Management.
2. Each department should have at least one person who has access and has had training to enter status change actions in the Banner HRIS system. That person should enter the student status change as they were trained to do so. Detailed entry instructions are available online and can accessed using a valid pid and pid password. In addition, the Banner HRIS support desk at (540) 231-7763 can provide assistance with the status change steps.
Each department should also have at least one person who has access and has had training to approve status change actions in the Banner HRIS system. That person should approve the student appointment as they were trained to do so. Detailed approval instructions are also available online and can accessed using a valid pid and pid password. In addition, the Banner HRIS support desk at (540) 231-7763 can provide assistance with the approval steps.
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Department terminates a student wage job using Banner HRIS.
Each department should have at least one person who has access and has had training to enter job end actions in the Banner HRIS system. That person should enter the student job end as they were trained to do so. Detailed entry instructions are available online and can accessed using a valid pid and pid password. In addition, the Banner HRIS support desk at (540) 231-7763 can provide assistance with the job end steps.
Each department should also have at least one person who has access and has had training to approve job end actions in the Banner HRIS system. That person should approve the student job end as they were trained to do so. Detailed approval instructions are also available online and can accessed using a valid pid and pid password. In addition, the Banner HRIS support desk at (540) 231-7763 can provide assistance with the approval steps.
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