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To qualify for a Federal Work-Study (FWS) position, students must meet all general federal student aid eligibility requirements and demonstrate financial need. A financial aid administrator is prohibited from awarding FWS employment if the total aid package, including FWS, exceeds the student's calculated financial need.
Unlike the Federal Supplemental Educational Opportunity Grant (FSEOG), the FWS program does not prioritize students with exceptional financial need. Institutions must adhere to established selection procedures when determining FWS employment eligibility.
FWS Employment During Periods of Nonattendance
Students may be employed through FWS during nonattendance periods, such as summer sessions, including the summer before their first term of enrollment. However, to qualify, students must:
Plan to enroll in the following academic period.
Demonstrate financial need for that upcoming period.
Apply FWS earnings from the nonattendance period toward educational expenses for the subsequent term.
FWS earnings during these periods are considered estimated financial assistance and will be included in the student’s financial aid package for the next enrollment period.
Steps to Award FWS Funds:
Institution must submit approval documents:
FWS Program Approval (Coversheet)
FWS Job Description Approval for each job title.
Calculate Estimated FWS Earnings:
Estimate how much the student is projected to earn.
Add the projected earnings to the student's Award Letter as part of their financial aid package.
Reimbursement Process:
After the student has been paid, the institution must submit a Reimbursement Voucher to request funding.
Approved funds will be drawn and deposited into the institution’s Operating Account to cover the payment.
FWS Job Approval Process.pdfFWS Job Approval Process
FWS Job Approval Process
This training module outlines the required documentation that institutions must submit to the Client Services Team for approval before Federal Work-Study (FWS) funding can be added to a student's Financial Aid Package.
Required Documentation:
FWS Coversheet
Must be completed by the institution and submitted to Global for approval.
Key details include:
Job Position
Federal Share Percentage
Job Description
FWS Job Description Form
Ensures that the position complies with FWS program regulations.
Download the FWS - Program Approval or FWS - Job Description Forms?
Download the FWS - Program Approval or FWS - Job Description Forms?
To access and download the FWS - Program Approval or FWS - Job Description Forms, follow these steps:
Access the Report Server – Navigate to Global's Report Server (click link), then use active SAINT Director credentials to access the system.
Click the User Documentation Button – Locate and select the User Documentation button on the website.
Select the Global Forms Option – Choose Global Forms from the available options.
Choose Option #7 - Federal Work-Study – Scroll down and select #7 - Federal Work-Study to access related forms.
Download the latest version of the FWS -Program Approval or FWS -Job Description Forms – Click on the applicable form to download. If not approved already, please send the completed form(s) to your Client Service Representative Team for approval.
Adding FWS to Award Letter
Adding FWS to Award Letter
This training module provides Financial Aid Officers (FAOs) with the necessary steps to:
Calculate the estimated Federal Work-Study (FWS) award to be added to a student’s Financial Aid Package.
Adding the FWS funds into SAINT Director.
Training Overview:
Step-by-step guidance on determining the appropriate FWS award amount.
Detailed instructions on adding FWS funding in SAINT Director.
If you have any questions, please reach out to your Client Service Representatives.
📌 Downloadable Resource
Click the Adding FWS in SAINT Director button to download a comprehensive handout that walks FAOs through the FWS entry process in SAINT Director. This document serves as a valuable reference until users are fully comfortable with the process.
FWS Reimbursement Process
FWS Reimbursement Process
Federal Work Study Reimbursement Process.pdfThis training module provides institutions with a step-by-step guide on completing the FWS Payroll Reimbursement Voucher to receive reimbursement for the Federal Share of Federal Work-Study (FWS) payments made to students.
Reimbursement Process:
Completion of the FWS Payroll Reimbursement Voucher – Institutions must accurately fill out and submit this voucher for approval.
Fund Disbursement – Upon approval, funds will be drawn and recorded in the Check Register within SAINT Director.
Deposit to Operating Account – The reimbursed funds will be deposited into the institution’s Operating Account.
Student Ledger Posting – Institutions must ensure all FWS disbursements are properly recorded on the student’s ledger card.
For any questions or assistance, please contact your Client Service Representative or the Title IV Accounting Team.
How to Obtain the FWS Payroll Reimbursement Voucher
How to Obtain the FWS Payroll Reimbursement Voucher
To access and download the FWS Payroll Reimbursement Voucher, follow these steps:
Access the Report Server – Log in to the system and navigate to the Report Server.
Click the User Documentation Button – Locate and select the User Documentation button on the website.
Select the Global Forms Option – Choose Global Forms from the available options.
Choose Option #7 - Federal Work-Study – Scroll down and select #7 - Federal Work-Study to access related forms.
Download the FWS Payroll Reimbursement Voucher – Click on the voucher link to download and save the document for submission.
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