• Federal Work-Study is a need-based program designed to create part-time employment opportunities for eligible students and is awarded as part of a student’s Financial Aid package.
• Work-study students assist with daily operations at the college and other projects.
• Students search and apply for work-study positions and if hired, earn up to the amount offered for the year through bi-weekly paychecks based on the hours they work.

The work-study program at Drexel University is an excellent way for our students to earn extra money to help with expenses, gain professional experience, add to their resume, and learn more about the institution. The program is equally beneficial to the University with the increase in workforce population .
It is the responsibility of supervisors to ensure that:
• Students do not sacrifice academics to concentrate on work
• Guidelines and procedures are followed in the workplace
• EPAF requests and paperwork are completed as required
• Timesheets are submitted to human resources on time
• New work-study students complete an orientation
• Students are terminated in accordance with university policy
• With proper oversight of the program, we can avoid delays in hiring.
• This tutorial is intended to supplement the Work-Study Supervisor’s Handbook

There have been many changes in the operation of this program over the past year. While not always convenient, all changes are made to protect the integrity of the program and to ensure we do not risk losing federal funding. I will attempt to explain some of the major changes in more detail.
Need-based EFC requirement.
• Previously there was no EFC requirement for awarding Federal Work Study funds. The
EFC requirement has been established at <$5,000 o Federal Work Study is a need based aid program to ensure students who have the greatest need are awarded Work-Study funding the EFC requirement is needed.

• Supervisor Audit Notification: Each week the Financial Aid office runs an audit of all authorized student worker’s.
Previously the supervisor was notified if a student was within $250 of their funding limits, you will now be notified if a student is within $500 of the funding limit. This is to ensure that you and the student have enough time to monitor hours and plan accordingly.
• Department Cost Center Charge: Previously if a student exceeded their Work-Study award the Financial Aid office absorbed the overages with Work-Study funds. Beginning with the 2014-2015 Academic year, if a work study student is not terminated when notification has been sent to the supervisor the department will be charged the overages incurred as a result of the student continuing to work.
• Establishment of the mandatory Supervisor Agreement: This agreement must be signed and submitted by any hiring manager and or EPAF approver for your department. This ensures that you have read and understand the
University’s Federal Work Study Policy and Procedure
• EPAF/Hiring Approval.
The Financial Aid Office will no longer Authorize an EPAF that is greater than 2 pay periods behind. This is to ensure that:
1.
Students do not exceed their awards prematurely.
2.
The use of Payroll resolution forms will no longer be needed.
3.
Work Study students do not begin working until all approvals have been completed.

• Advertising for a work-study position is up to the discretion of the supervisor, however, we highly recommend maximum usage of Student Employment Job Listing as this is generally where we refer students that are looking for a position.
• To post a position you must use the Position Request form provided to all hiring departments via email or by going to http://drexel.edu/drexelcentral/finaid/workstudy/employers/
• Once you have advertised, it is your decision on whom to hire. You may interview one or several students before you make a decision. Regardless of your process, please contact all students that respond to let them know of your decision.
• Wages and hours: please refer to the on-line handbook for a wage table and the maximum hours of employment for work-study students.
• You must complete all required paperwork prior to the student beginning work.

• If student is a new hire, have them complete Student New Hire Paperwork in the
HR office ( http://www.drexel.edu/hr/management/forms/duforms/ )
• Have the department administrator complete a Work study New Hire EPAF or
Work study Rehire EPAF depending on whether they have worked at Drexel within the last year ( http://www.drexel.edu/hr/management/staffing/epafs/ )
• Once all EPAF approval levels have been satisfied, HR will approve and apply the transaction to the Banner system; the employee will be able to view their
Employee Tab on Drexel One and be able to start submitting hours for work

• All active work-study positions are mass terminated on June 30 th as the fiscal years rolls over
• Hire and rehire effective dates should reflect real time
• It is highly recommended that no work-study positions are hired after June 1 st of any given fiscal year
• Students cannot work while on COOP and must be terminated prior to leaving for their
COOP terms
• Any specific hiring inquiries should be directed towards the Talent Acquisition representative for your respective departments
( http://www.drexel.edu/hr/about/contact/taconsultants/ )
• Inquiries related to paychecks and direct deposit should be directed to payroll@drexel.edu
(http://www.drexel.edu/depts/compt/payroll/index.html)

• Department administrator initiates EPAF for internal approval
• EPAF is approved at the College/Budget Administrator level in Drexel One
• Once approved at department level, the EPAF is routed to Financial Aid for funding approval; approval level is a general queue EPAFFA
• After Financial Aid approves, EPAF is routed to HRIS for audit and review; approval level is a general queue EPAFHR
• If HRIS approves the transaction, they can then apply it to Banner and the employment record will be active and visible in Drexel One within 24 hours
• Any approval level can return the EPAF to the originator for correction (if data needs to be fixed within the form) or disapprove (if the transaction needs to be voided and started over)
• ALL work-study hires, rehires, timesheet changes, and terminations must be done via
EPAF. No changes should be submitted on paper as Financial Aid must be involved in all transactions via the EPAF system

• Students who meet the EFC requirement and have answered “Yes” to wanting
Work Study on their FAFSA are awarded Work Study during the initial packaging period.
• The average work study award is $1500, students are notified of the amount they are awarded via their Financial Aid Award Letter.
• As the new fiscal year begins continuing students can begin working effective
July 1 of a given year, however you should confirm with Financial Aid if the student is eligible to begin working prior to hiring.

• Read carefully and submit the
FWS Supervisor Agreement
• Plan for your needs.
• Request well in advance.
• Monitor student work hours and amount of funding remaining.
• Supervise your employee (s).
• Submit Termination EPAF’s when requested to avoid overpayments.
• Use the proper Position number.
• Allow a student to begin working until all approvals have been confirmed.
• Ignore emails from work-study
• Forget about the needs of the student.
• Don’t guess if a student has funding.
Ask wrkstudy@Drexel.edu
• Allow your Work Study employee to exceed the 20 hr/week guideline.

This concludes the tutorial. I hope it cleared up some of the process in hiring a work-study student. Between this and the Handbook , most of your questions should have been answered. If not, feel free to contact the Human Resources or
Nyeima Jones, Federal Work-Study Manager @ wrkstudy@Drexel.edu
To register as having completed the supervisor tutorial, please send your signed
Supervisor Agreement to our office that includes your name, department, division, and contact info. We are requiring that all supervisors complete this training sign and return the Supervisor Agreement prior to Financial Aid approval of EPAF’s.
Thank you for your time and cooperation.