FWS Employer Login
You will be able to access Workday on any internet browser or Workday application. On your desktop/laptop, visit MyUCF and select the “Workday” quick link – or directly visit workday.ucf.edu. You will use your NID and password to sign into your Workday account. Multi-Factor Authentication (MFA) will be required, and you will be prompted to verify your identity with Duo.
Workday LoginFWS Employer Procedures
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Submit Federal Work-Study Job Requisition on Workday
- Per federal regulation a job requisition is needed unless it is a rehire of a federal work-study student.
- Please refer to the UCF Federal Work-Study Employer Manual.
- Only eligible federal work-study students can apply for available positions.
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What to Do Before a FWS Student Begins Working
- Submit Complete Workday hiring process.
- Collect class schedule each term to ensure students are not overlapping their class and work schedules.
- Collect award summary each term to determine students’ award amounts.
- Ask student if they completed the FWS Contract for academic year.”
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What to Do Each Semester
- Collect their Award Summary and Class Schedule for your records.
- Check their eligibility on Workday both before and after the add/drop period. Students will have the federal work-study eligibility flag.
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What to Do Biweekly
Monitor student eligibility and award usage through the entire semester via Workday. View the Workday Reports for Employers for more details.
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What to Do Once a FWS Student Stops Working
Please terminate them promptly. An active employment record can cause problems with their new employment.
Workday Reports for Employers
These reports found in Workday can be used to determine eligibility and track award usage through the entire semester for Work Study students.
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Find External Students
Check Work Study eligibility prior to hire
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Work-Study Eligible Students
Review Work Study eligibility of all students in OPS Supervisory Organization currently in a position
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Work Study Details for Managers
Work Study Remaining Balance
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Work Study Eligible Students For Hire – Managers
The FWS managers can run a report to see the list of potential FWS students that are still potentially searching for FWS position and be able to communicate via email/email campaign in promoting FWS Position
Important Dates
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- Summer 2024 Employment
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- May 1
- Summer Employment Begins
Students must have an accepted FWS award and meet all program requirements in order to be hired and start working.
- August 1
- Summer Employment Ends
Students must have a Fall 2024 award to continue to work after August 1.
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Fall 2024 Employment
- August 2
- Fall Employment Begins
Students must have an accepted FWS award and meet all program requirements in order to be hired and start working.
- December 5
- Fall Employment Ends
Students must have a Spring 2025 award to continue to work after December 5.
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Spring 2025 Employment
- December 6
- Spring Employment Begins
Students must have an accepted FWS award and meet all program requirements in order to be hired and start working.
- April 24
- Spring Employment Ends
Students must have a Summer 2025 award to continue to work after April 24.
FWS Policies
FWS students are only permitted to have one FWS position at a time. However, they can have additional OPS positions as long as their total standard hours between the two employment records is 29 hours or below.
FWS students may only work up to 20 hours per week while school is in session. However, they can work up to a maximum of 29 hours per week during school breaks or when combined hours per week include hours worked at an OPS position.
Employers are responsible for paying Fringe Benefits for all FWS students. The Fringe Benefits equals 2% of the student’s earnings each pay period. This amount will be charged to the home department indicated on the students’ ePAF.
Students may only receive FWS payment for hours in which they are under direct supervision. FWS students must work under direct supervision.
Federal work-study recruiting, hiring, and payroll will be processed through Workday.
Letter to Employers
Dear FWS Employers,
The start of the 2024-2025 is almost here and we’re all working together to ensure a great start to a new academic year. In keeping with Federal financial aid regulations, we must make some revisions to the pay period start and end dates for the Federal Work study program for the upcoming Fall term. The Federal Work-Study (FWS) employment begin, and end dates should coincide with the student’s period of enrollment (i.e. term start and end dates).
New Policy:
Students can continue to work during the break between terms. However, the student must be enrolled and planning to attend the next term to be eligible to work under the FWS program. If the student does not begin attendance in the following term, the employer will be responsible for payment of the student’s earnings.
Students’ last day of employment of the term will be the last day of the pay period that coincides with the end of the term.
Eligible students that will be attending the following enrollment period (term) will be able to begin working the following pay period after the end of the term. Earnings for this period will be part of the next term FWS award.
Student must be meet all eligibility requirements
- Have an accepted FWS award
- Meet Satisfactory Academic Progress
- Be enrolled at least half time
- Have completed the verification review process, if required
- Have completed the FWS contract
More details regarding the payroll dates can be found in the FWS Employer Manual: Federal Work-Study Employer Manual
Reminders for the Fall 2024 Semester
Students are able to start applying for Federal Workstudy positions by the end of July / beginning of August. If a student is not listed as eligible on Workday, please make sure to ask them if they have:
- Complete the Free Application for Federal Student Aid for the year
- Meet Satisfactory Academic Progress
- Status of Met, Academic Plan, Warning or Probation are acceptable
- Have federal need eligibility as determined by the FAFSA
- Be classified as a degree seeking student in an eligible program at UCF
- Be enrolled for at least half-time in UCF classes
- Transient hours are not considered
- If students graduates, withdraws, or drops below half-time enrollment at any point in the term, then they immediately cease to be eligible to earn work-study funding.
- Be a U.S. citizen, U.S. permanent resident, eligible non-citizen, or citizen of Freely Associated States: The Federated States of Micronesia and the republics of Palau and the Marshall Islands
- Have a valid form of identification per UCF HR policy.
- Complete all required To Do List Items
- These items often require action from the student so the student should monitor their MyUCF for any pending items to submit.
- Complete Verification if selected
- Complete any outstanding Admission contingencies
- Accept the FWS offered award
- Complete the FWS Contract
If you believe that your student meets all the Federal Work-Study requirements but is not listed as eligible on Workday, please feel free to contact me so that I may review the student’s eligibility.
Please be advised that you must check your students’ eligibility status both before and after the add/drop period. Students must not begin work until after they have been hired via Workday.
- If a student works before they have completed the Workday federal work-study process, your department will be charged the earnings the student had incurred while being ineligible.
Remember that a student must stop working immediately once they have reached their work-study allotted amount or your department OPS account will automatically be charged.
- Make sure to review your student’s earnings on Workday to remain up to date on the amount of work-study allotment which the student has utilized for the semester. This amount is updated on Workday each payday.
- Always feel free to contact us regarding a possible award increase.
Monitor student eligibility and award usage through the entire semester via Workday.
Coordinator – Federal Work-Study
University of Central Florida
Division of Student Success and Well-being
Office of Student Financial Assistance
Millican Hall – Room 107