If you are receiving need-based financial aid, you will almost certainly be expected to take a Federal Work-Study part-time job. Fortunately, there are many good jobs on campus from which to choose. Most of our students work limited hours, usually eight to ten hours per week.

Applying for Federal Work-Study
Finding Your Federal Work-Study Job
Work Schedule
Wages and Pay Schedule
Useful Information for FWS Employers

Applying for Federal Work-Study
When you apply for need-based financial aid, you will be considered for funds awarded through the Federal Work-Study Program. Your Financial Aid Award Letter will indicate the maximum amount you can earn through Federal Work-Study.

Next, you need to get your paperwork in order. If you have not worked on-campus through Federal Work-Study before, you will need to go to the Payroll Coordinator’s Office in Kingston Hall, Room 234 to submit the HMC New Hiring Package which includes the following:

• Information Form
• Employment Eligibility Verification Form (Form I-9) with acceptable documentation to establish your identity and employment eligibility
• W-4 Form
• Employee Identification Record (Optional)

Once your funding is set, you need to find a job. All Federal Work-Study job postings are available through MUDDlink provided by the Office of Career Services. This uniform method of advertising student employment opportunities allows students to access job descriptions electronically at anytime. You can contact the departments that participate in the Federal Work-Study Program to learn more about available positions.

When you are interviewing, make sure that your future boss knows that you are a Federal Work-Study applicant. Also, be sure that they know your maximum earning limit (you will find this on your Financial Aid Award Letter).

Work Schedule
Your Federal Work-Study job should never interfere with your main job – being a student. To ensure that school comes first, your Federal Work-Study position is subject to the following regulations:

• you may work a maximum of eight hours per day and 20 hours per week
• you cannot work more than one job at a given time
• you cannot work during hours you are scheduled to be in class

It is important to keep track of the number of hours you work. Over the school year, you may not earn more than your maximum earning limit. Once you earn the amount you were awarded, you must stop working under Federal Work-Study immediately. If you work for more than one department, you must coordinate your hours to ensure you do not go over the limit.

If you earn more than your Federal Work-Study allocation, the extra amount you earned may be deducted from your other financial aid – including scholarships.

If you want to continue working after exceeding your award amount, you must contact the Office of Financial Aid to determine if you are eligible for additional Federal Work-Study funds.

 Wages and Pay Schedule
Every other week, you will submit a signed HMC Time Record Form (timesheet) recording the hours you have worked during the last two weeks. You will receive a biweekly paycheck for the hours you worked. Follow the Timesheet Submission Deadlines (PDF) to ensure that your HMC Time Record Form is submitted on time for a timely paycheck.

Harvey Mudd College is now offering electronic direct deposit to Federal Work-Study students. A net paycheck may be deposited in any financial institution that participates in the Automated Clearing House (ACH) system. Electronic direct deposit only applies to regular payroll runs. Payments processed outside of a regular payroll run will generate an actual paycheck.

To participate, please complete and print the direct deposit authorization form, attach a voided check to the direct deposit authorization form and submit to:

Heather Clark
Payroll Coordinator
Business Affairs Office
Kingston Hall, Room 234

OR

Claremont University Consortium (CUC)
Payroll Department
Office of Financial Services
101 S. Mills Ave.
Claremont, CA 91711

Before the electronic direct deposit will begin, your bank account must be verified. You will receive an actual paycheck until the electronic direct deposit has been activated, which may take one or more pay periods. Once your account has been activated, you will receive a payroll advice as your earnings report and acknowledgement of the deposit.

Should you need to change your account number or financial institution, it will be your responsibility to notify the HMC Payroll Coordinator or the CUC Payroll Department by submitting a new Direct Deposit Enrollment Authorization form. As funds must be returned by the bank before a replacement check can be issued, failing to notify the payroll department of a change may cause a delay in receiving your paycheck.

A Direct Deposit Enrollment Authorization form is also required if you decide to cancel your direct deposit.

Please contact Heather Clark if you should have any questions or concerns about the electronic direct deposit program.

HMC has adopted the following hourly wage range per class level and skill level:

Federal Work-Study off-campus departments will need to complete an Off-Campus Federal Work-Study Agreement that agrees to pay to HMC at least 30 percent of the total compensation paid to each student participant in the program and the Job Description Form (PDF) with the Office of Financial Aid once a year.

As for Federal Work-Study on-campus departments, the departments will need to update the Job Description Form (PDF).  If the job descriptions remain the same as the previous year, inform the Office of Financial Aid.

Here is a list of useful forms for FWS Employers:

• Federal Work-Study Allocation Request Form (PDF)
• Job Description Form (PDF) 
• Budget Calculation Worksheet (PDF)
• Timesheet Submission Deadlines (PDF)

Last Updated: January 2012