Federal Work Study (FWS) will now be entered by the department, school, college or division and reviewed by the Office of Student Financial Aid with the implementation of Workday. When entering a Student Hourly Hire (or adding an additional job) the HR Professional (generally the Student Hourly Process Coordinator) must assign an Additional Job Classification from the Work Study Job Types.
When hiring from an External Student Object (ESO) the HR Professional will see that the student is eligible for work study and must enter an additional job classification to note which type of work study. A list of Work Study Job Types is in the table below.
If the student is Work Study eligible, and an additional job classification is not selected, they will receive this warning when submitting the transaction:
Alerts: 1Page Alert
You are hiring a student eligible for work-study, but have not selected the type of work-study award as an additional classification for this job.
A Work Study Job Type classification is required if the student's pay will be funded via work-study.
If this is correct, please select Submit to continue. Otherwise, please select the appropriate classification before moving forward. (Add Additional Employee Job Event)
In addition, the Cost Center Accounting Specialist and Program Managers will be responsible for entry and review of the work study funding information. Here is the message the Cost Center Accounting Specialist receives when they receive the “To Do” Step to Assign the Worker Costing Allocation:
This student is eligible for Work Study, which requires a specific costing allocation. Please follow these steps:
- Click the "Assign Costing Allocation" button below to take you to the standalone task.
- Enter costing information at the Worker Position Earning level.
- Select the appropriate Work Study earning type.
- If you are unsure of the student's Work Study Job Type, go to their job details and check Additional Job Classifications.
- For questions about Program/Grant or percentage split details, please contact your institution's Financial Aid Work-Study contact.
Work Study Job Types and Costing Information
On Campus Federal Work Study
| Work Study Job Type | Example |
|---|---|
| ON - On Campus | Job located on campus |
Costing/Funding Information:
- Costing company: UWMSN University of Wisconsin Madison
- Program: PG000034482 UWMSN | Unit-Wide | Federal Work Study Program 2026 (1450000)
- Cost center: CC005654 UWMSN | Unit-Wide | Federal Work Study
- Fund: FD0145 Federal Aid – Work Study
- Function: FN0000 Student Services
- Distribution percent split: FWS=40%, Employer=60%
Off Campus Federal Work Study
| Work Study Job Type | Example |
|---|---|
| AC - America Counts | OFF CAMPUS to tutor elementary and middle school students in reading and math. |
| AR - America Reads | OFF CAMPUS to tutor elementary and middle school students in reading and math. |
| OC - Off Campus-Non Profit | OFF CAMPUS at an approved non-profit business. Example: Wisconsin Historical Society |
| OF - Off Campus-For Profit | OFF CAMPUS at an approved For Profit business. Example: Code Ninjas |
Costing/Funding Information:
The Office of Student Financial Aid (OSFA) Student Employment Team oversees the AC, AR, OC and OF Work Study job classifications. Costing for Off Campus Work Study is entered by the OSFA.
Notes
- Work Study Program will be updated each fiscal year to ensure accuracy of federal reporting. The Office of Student Financial Aid will share the new program and cost center prior to July each year.
- CE - Civic Education, CS - Community Services and DA - Disaster Affected are available Work Study Job Types but are not used on the UW-Madison Campus.
- Questions about the UW-Madison Federal Work Study Program can be directed to the Office of Student Financial Aid Student Employment Team: student.employment@finaid.wisc.edu.
Related KBs
- Student hourly hire (not a current employee)
- Student hourly add additional job
- Student hourly lateral move/transfer to new student hourly job