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College Work-Study: Employer Information

 

This page serves as a guide for employers interested in participating in the Idaho State University (ISU) College Work-Study (CWS) 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 CWS 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 CWS 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 CWS 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:

  • On-campus employers must complete a CWS EPAF for each hire.
  • Off-campus employers must complete the Personnel Action Request Form for Temporary and Student Workers (PARTS), available on the HR Forms page.
    • 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 CWS 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: CWS 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 CWS 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 CWS 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 CWS funds run out before the job ends, the student 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 CWS 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.