To be eligible to participate in the Federal Work-Study Program (FWS) at the University of Arizona , an off-campus organization must comply with the following:
- The employer must either be a non-profit, federal or state organization. If the employer is non-profit, they must submit a copy of their complete 501(c) 3 to the Office of Scholarships and Financial Aid (OSFA) verifying their tax-exempt status.
- The employer must submit an agreement, signed by an authorized representative of the agency and representatives of UA to OSFA. This agreement is not valid until signed by all parties.
- The employer must submit a job description for each position to OSFA. These descriptions must be updated at least once each fiscal year. More than one student may be employed under one job description.
- The employer must comply with The University of Ariozna Non-Discrimination Policy. Employing a FWS student can neither displace regular staff positions nor impair existing contracts for service.
- The employer must only interview and hire students who have been issued a valid FWS Authorization Form for the respective academic year. The employer must complete the bottom potion of the form and send the original to OSFA. The employer should keep a copy for their records.
- The employer must base pay rates on the type of work and qualifications required for the position. Wages must be at or above the minimum wage. The employer is initially responsible for 100% of the student's gross wages. Upon submission of the invoice and time sheets, the employer is reimbursed for 50% of the student's gross wages. Invoices are time sheets are due at the end of each month. All invoices and time sheets for the duration of a student's employment through June 30th (UA Fiscal Year) must be submitted to OSFA no later than the first week of July, of every year.
The employer must comply with additional limitation of FWS student employment.
- Students may begin working on or after the first date of employment that is indicated on the FWS Authorization Form and must stop working on or prior to the last date of employment that is indicated on the FWS Authorization Form. Students must be paid for all hours worked. Any hours worked beyond the student’s FWS eligibility or outside the dates specified on the FWS Authorization Form will not be reimbursed.
- While classes are in session, students may work a maximum of 30 hours per week. During breaks and summer, hours may be increased up to 40 hours per week. Work hours are arranged based on the student’s academic schedule and the employer’s needs.
- Students are encouraged to earn up to their maximum FWS award. When gross earnings reach the total FWS award limit, the student can be terminated. However, if the employer wishes for the student to continue to work, they can pay for 100% of the students’ earnings and will not be reimbursed by OSFA. Both employers and students are responsible for tracking the earnings and time-frame limits and meeting those limitations.