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Work-Study Employer Information

This page serves as a guide for employers interested in participating in the Idaho State University (ISU) Work-Study Program. It explains the basic requirements for eligibility and your responsibilities as an employer.

  1. Is my business or organization eligible?
  2. What does it really cost?
  3. Hiring a Work Study Student
  4. Employer's Responsibilities
  5. Instructions for Employers

1. Is my business/organization eligible?

To participate, your business must be a non-profit organization. Eligibility is based on:

  • The nature of your business and the positions offered.
  • Whether the job is with a non-profit or government agency.
  • Ensuring the position doesn't replace a regular worker.

2. What does it really cost?

Work-Study Fund Share vs. Employer Share:

  • The Work-Study program covers 75% of the student’s wages.
  • Employers are responsible for the remaining 25%.
    These shares are subject to change based on federal decisions.

Wages:

  • Students must be paid at least minimum wage ($7.25/hour). Check with ISU Human Resources for ISU minimums.
  • Employers may choose to pay more.
  • Employers will be billed for their share of wages by ISU’s Finance Office (off-campus) or automatically deducted (on-campus).

Time Cards:

  • Time cards must be submitted online (on-campus) or through DocuSign (off-campus).
  • Payroll is processed bi-weekly.

Benefits:

  • Employers must cover the costs of employer benefits, such as:
    • Federal withholdings
    • Workmen's Compensation
    • Social Security
    • Other legally required benefits

3. Hiring a Work Study Student

If you're a non-profit organization or government agency interested in hiring a Work-Study student from Idaho State University (ISU), follow these steps:

Identify Your Needs:

  • Clearly define the job duties and minimum qualifications
  • Ensure the work is suitable for a college student

 Contact Financial Aid:

Email a request to: finaidem@isu.edu, Attn: Katheryn Wareing

  • Include in your email:
    • Organization name, address, phone
    • Director and contact person's name
    • Proof of non-profit/government status
    • Job description, pay rate, and weekly hours (max 40 hours)

Understand Financial Responsibilities:

Be prepared to cover 25% of the student's wages and applicable benefits.

Interviewing and Hiring Work Study Students:

Before making a hiring decision, ask each student to provide written verification of work-study eligibility from their MyISU portal. To qualify for reimbursement, students must be officially classified as “Work-Study Eligible” through ISU.

Making a Hiring Decision:

Follow your department’s standard hiring procedures when selecting a candidate.

Required Hiring Forms:

    • New Hires: Students who have not worked for ISU in the past three years must complete the new hire paperwork, found on the New Employee Resources page.
    • Returning Students: If the student has worked at ISU within the last three years, only the PARTS form is required.

For questions, contact Human Resources at (208) 282-2517.

Additional Requirements:

  • A PARTS form must be completed annually for each work-study student.
  • Employers must complete all required new hire documentation if applicable.
  • Students should be properly oriented and trained, just like any other employee.
  • Maintain accurate time records and monitor the student’s award limit. If the award is exceeded and no additional eligibility is available, the employer will be responsible for 100% of wages.
  • Assign an immediate supervisor who can verify and sign off on the student's hours.

Note: Work-Study funding is not available during summer.

Annual Forms:

Approved employers will receive:

  • Allocation Request Form in March
  • Employer’s Contract in August

4. Employer's Responsibilities

Monitoring Earnings:

  • Employers must ensure that students don’t exceed their work-study award.
  • Students should limit their working hours to a maximum of 20 hours per week.
  • Any overtime is the employer's responsibility.

If a student exceeds their work-study award, the employer will be billed for the extra hours.

State vs. Federal Work-Study:

  • State Work-Study (SWS) students can work up to 20 hours per week.
  • If they work more, only 20 hours can count toward the SWS award, with additional hours reported under a Federal Work-Study (FWS) position.

Terminations and Award Adjustments:

  • If a student’s work-study funds run out before the job ends, employers may request an increase in the award (if funds are available).
  • Employers must adjust the student’s schedule if the award is reduced.

Reporting Earnings:

  • Employers receive a weekly report to track the student’s earnings and ensure they stay within the award limit.

By understanding and following these guidelines, you help ensure a smooth process for hiring and compensating Work-Study students while staying compliant with program rules.

5. Employer's Instructions

Questions?

  • Address questions regarding Work-Study to the Financial Aid Office at (208) 282-2756.