Information for Departments

Federal Work Study Calculator 


The Work Study Calculator allows departments to calculate the number of hours students can work per week in order to utilize their entire work study funds. An example is given below: 

Take your award amount, divided by the number of weeks planning to work throughout the academic year, divided by your rate of pay, which equals your allowable hours per week.

$3,000 / 33 weeks / $12.00 = 8 hours available per week 



The work study calculator is only an estimate of allowable hours to work. Any changes made throughout the year to your award total, hourly rate, overtime rate, or other changes will affect your overall allowable hours to work. 

After determining the number of allowable hours per week, a work schedule can be established between the supervisor and the student. The department and the student share the responsibility in monitoring the work study earnings. Once earnings are depleted to 25% and below, we will notify the supervisor and the student. When the student has reached their award limit, they will be terminated from the work study position. The department can choose to hire the student through their departmental funds., if available. 

If you have any further questions or concerns, please contact the Student Employment Office. 

Work Study Contracts

Work study contracts are required for any department that wishes to hire a student under the Federal Work Study program. There are two separate contracts: one for the fall/spring semester and one for the summer semester. We will send the contract link prior to the new contract term. 

If the department chooses to hire a student at any point throughout the year, and has not submitted a contract, they must do so before they can be hired. After the work study contract has been submitted, a work study clearance form must be submitted.

Please instruct the students to complete the required new hire paperwork