Student Employer FAQs

How are student earnings tracked?

Employers are responsible for tracking student earnings. Employers who hire work-study students must monitor earnings so that the student does not earn more than his/her allocation. Employers are responsible for 100% of a student's earnings if the student continues to work after his/her work-study allocation is earned in full. A student earnings tracking printable file is provided by the Financial Aid Office to help chart student earnings. A "Student Hours Per Week Calculation Sheet" may be downloaded from our Forms page as well as a Payroll Receipt Form.

How do outside scholarships affect a work study student's eligibility?

Outside earned scholarships received by need-based aid recipients replace the self-help (work and loan) portion of the aid award. If a student expects to receive outside scholarships for amounts which exceed the self-help portion of his aid award, he should not use his work study eligibility. As we become aware of outside scholarships, we use these funds to make a dollar-for-dollar adjustment to a student's aid award. To provide the student with the maximum possible benefit under federal aid regulations, outside scholarships first replace self-help funds. Once self-help has been completely replaced, grant funds are reduced as appropriate. Consequently, if a student uses his work study eligibility, and then receives outside scholarships that replace the self-help portion of his financial aid, he risks having his grant in aid reduced by the amount of wages earned.

How does an employer qualify to participate in the work-study program?

Non-profit groups that perform work in the public interest may apply to participate in the work-study program. Non-profits that meet qualifications may hire work-study students and be reimbursed for a portion of the student earnings. Work to be performed under this Agreement must not result in the displacement of employees or impair existing contracts for services. Interested non-profit agencies may apply to participate by completing and returning the "Work Study Program Off-Campus Employment Agreement" form which can be printed from the Forms page of this web site. Interested agencies may also contact our office at 684-6225 x 3 and request that the agreement be sent via fax.

How does a non-profit or off-campus employer verify work-study eligibility?

Students who have been allocated either Federal Work-Study or Duke Work-Study will receive Work-Study Verification papers in their e-mail accounts at the beginning of the school year. Students are responsible for providing this verification to the employers. Employers should never assume a student has a work-study allocation. Our office cannot verify work-study eligibility for individual departments. If an employer needs to verify a student's work-study, they should send the student to our office to request verification papers or have the student request verfication papers via e-mail at finaid@duke.edu.

How many hours can a student work?

During the academic year and during summer sessions, undergraduate students enrolled in classes are allowed to work no more than:

• 19.9 hours per week (while attending classes), and
• 39.9 hours per week (during vacation periods)

These figures are maximum amounts. Please note that it is not expected or necessarily recommended for students to work the maximum amount of hours permitted. It is critical that a student's employment be a manageable part of their undergraduate career, not an overwhelming experience.

Some positions require specific hours and some offer more flexibility: students should decide which jobs best fits their schedules. Employers should discuss with their student employees the number of hours that the students feel comfortable working given all other obligations of their time. However, employers rely on their student employees and need to know if they are unable to work. Consequently, students must notify their supervisors in advance if they are unable to work during scheduled hours.

How are work-study students paid?

All student employees must be paid at least once a month. Students employed on campus will receive a biweekly paycheck. Departments that fail to pay students on a timely basis risk losing their eligibility to employ work-study students. All first-time employees are required by the federal government to present proof of U.S. citizenship; this can be a birth certificate or a valid U.S. Passport, or any two of the following: a social security card, a current driver's license, and a photo ID. Student employees' time cards will remain with their supervisors; we recommend that students keep a copy of their time cards for each pay period.

What are the current pay rates?

The current pay rates for 2008-2009 are as follows:

• Student Assistant General positions: $8.00/hr (minimum) to $13.50/hr (maximum)
  Student Assistant General positions require general supervision and require basic to intermediate skills.
• Student Assistant Specialized pay rates: $9.00/hr (minimum) to $16.50/hr (maximum)
  Examples of Student Assistant Specialized include advanced tutors, research assistants, and students performing advanced technical and/or computer skills.

It is the responsibility of the department to determine the value of a position.