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Federal Work-Study Employer Procedures

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 Login

FWS Employer Procedures

  1. 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.

  2. 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.”

  3. 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.

  4. 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.

  5. 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 Federal Work-Study students.

 

  • Find External Students

    Check Work Study eligibility prior to hire

  • Work-Study Eligible Students

    Review Work Study eligibility of all students in OPS Supervisory Organization currently in a position

  • Work Study Details for Managers

    Work Study Remaining Balance

  • 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

Workday Reports for Employers

Workday Reports for Employers

Important Dates

Spring 2026 Employment

December 5
Spring Employment Begins

Students must have an accepted FWS award and meet all program requirements in order to be hired and start working.

April 23
Spring Employment Ends

Students must have a Summer 2026 award to continue to work after April 23.

Summer 2026 Employment

April 24
Summer Employment Begins

Students must have an accepted FWS award and meet all program requirements in order to be hired and start working.

July 30
Summer Employment Ends

Students must have a Fall 2026 award to continue to work after July 31.

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,

This is a friendly reminder that we are coming close to the end of the Fall 2025 semester which is December 4, 2025.

I wanted to make sure that everyone is aware and understands the new FWS program’s Fall/Spring pay period begin and end dates policies:

  • Students can continue to work during the break between terms. However, the student must be enrolled and planning to attend 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 for Fall 2025 will be December 4, 2025.
  • Eligible students that will be attending the following Spring 2026 will be able to continue working the following pay period on December 5, 2025. Earnings for this period will be part of the next term FWS award (funds will come out of Spring 2026 award so plan accordingly).
  • Spring 2026 FWS award eligibility for students will be reflected on Workday, under the UCF Find External Student report. Work Study Eligible indicator reflects that the students have met all those criteria. The student must meet all eligibility requirements:
    • Complete the Free Application for Federal Student Aid for the year
    • Meet Satisfactory Academic Progress
    • Be classified as a degree-seeking student in an eligible program at UCF
    • Be enrolled for at least half-time in UCF classes
    • Complete all required To-Do List Items
    • Complete Verification if selected
    • Complete any outstanding Admission contingencies
    • Accept the FWS Offer
    • Complete the FWS Contract

It is crucial that at this point all FWS employers are continuously monitoring the Workday Reports that were created.

Eligibility Review Tools

Below are the three Workday Workstudy Reports.

  • Check Work Study eligibility prior to hire: Find External Student Report
  • Review Work Study eligibility of all students in Ops Supervisory Organization currently in a position: Work-Study Eligible Students
  • Work Study Remaining Balance: UCF Work Study Details for Managers

UCF Federal Work-Study Employer Manual

www.ucf.edu/financial-aid/document/fws-employer-manual-workday-2025-2026/

Thank you for your support. If you have any questions, please feel free to contact us.

 

Coordinator – Federal Work-Study
University of Central Florida
Division of Student Success and Well-being
Office of Student Financial Assistance
Millican Hall – Room 107