DUE TO THE COVID 19 PANDEMIC departments will not be charged a percentage of the students’ earnings through June 12. Beginning June 13, departments will again become responsible for 25% of the Gross earnings. Payroll will handle the change to the billing percentage; no action required by the department.
General Information:
- All Work-Study positions will be posted with the Career Services Office on IUSBCareers. Departments should complete the Work Study Job Posting located at: W:\Financial Aid\Work Study job posting.doc. and email it to Career Services at sbcareer@iusb.edu.
- If you have more than one job with different duties, we must have a posting for each position.
- The “contact person” is the person you want students to contact for an interview.
The work-study eligibility period for Summer 2021 is May 09, 2021 – August 7, 2021 (unless otherwise stated on the student’s work-study Authorization Card).
Students cannot be paid with work-study funds until the Office of Financial Aid and Scholarships determines their eligibility for an award. Any student who begins working prior to the Work-Study Authorization being processed MUST be paid as a regular hourly employee.
The Gross Limit of Earnings (LOE) referenced on the Work-Study Authorization form IS NOT the departmental share it is the maximum the student can earn for the session(s). Hiring departments are responsible for keeping track of the amount earned and for 25% (beginning June 13) of the Gross LOE. Federal law requires that a Work-Study student be paid the same wage as any other person in the position, but not less than minimum wage. Minimum wage at IU South Bend is $10.15 per hour.
Departmental responsibilities:
- Complete the Work-Study Job Description, available on the W drive. This must be completed for EACH student you employ and must be submitted to the Office of Financial Aid and Scholarships after hiring a student.
- Make copies of the Job Description form and submit a completed form to Financial Aid each time you hire a student.
- Payroll will forward the Work-Study Authorization form to our office. Federal Regulations require that we have a position description for every student hired.
- Monitor the amount earned to ensure the student does not exceed his/her work-study allotment.
Federal regulations prohibit a student from working during hours when he/she is scheduled to be attending classes. It is the responsibility of the supervisor to make certain this does not occur. Each supervisor should request a copy of the student’s class schedule each session and review this information when establishing the student’s work schedule.
Affordable Care Act does not impact work study
It is recommended that students, who are working part-time, while attending class full-time, be limited to working an average of 20 hours per week while classes are in session. The 20 hour average is calculated over the period of enrollment for which the student has received an award*. Students who work under the work-study program are no longer required to stay within the 116 hour rule. However, other student employees are still required to stay within the 116 –hour rule. A reminder (in red) will still show above the timesheet because it is programmed in, as an alert, once someone nears the 29-hour mark but you may disregard it. The 29 hour limit is calculated by adding the total hours worked at all jobs and is set per the Temporary Positions Policy. You may review the policies at https://policies.iu.edu/policies/hr-01-40-temporary-positions/index.html . Students may not work when they are scheduled to be in class.
*Work performed during vacation periods shall not be included in determining the 20 hour per week average.
Background Check policy
The policy requires all areas of Indiana University to conduct criminal history checks and sex and violent offender checks on all new Hourly employees, including work-study. You may view the policy here: http://www.iu.edu/~uhrs/eev/background_checks.html.
Time Sheet Verification Requirement:
Employers are required to verify and approve time sheets for all employees, including Work-Study. Allowing time sheets to ‘auto approve’ is not an acceptable process. Departments that routinely have time sheets ‘auto approve’ may lose eligibility to employ Work-Study students.
We appreciate your continued cooperation and thank you for taking the time to become familiar with the information contained herein. If you have any additional questions, please feel free to contact Cyndi Lang at clang@iusb.edu or Melissa Pace at mepace@iusb.edu.