Claremont McKenna College

Frequently Asked Questions

What is Federal Work-Study?
The Federal Work-Study Program is a federally funded financial aid work program offered to students who demonstrate financial need. How do I get it?
Federal Work-Study may be awarded to you by the Financial Aid Office after you have completed the required forms: the FAFSA and the CSS/Financial Aid PROFILE.

How do I know if I have Federal Work-Study?
It will be reflected on your financial aid award and the financial aid staff can verify your eligibility. In addition, the Financial Aid Office provides department supervisors interested in hiring you with this information.

If I have Federal Work-Study this year, will I receive Federal Work-Study next year?
Under this program, a student must apply for financial aid each year and meet federal eligibility requirements.

Is there paperwork I need to complete as a first-time Federal Work-Study employee?
Yes. You are required to complete a New Hire packet.

What is a "New Hire" packet?
A New Hire packet includes an I-9 form, W-4 form, and a DE4 State of California Employee's Withholding Allowance Certificate.

Where do I, as a first-time Federal Work-Study (FWS) employee, obtain the CMC FWS student New Hire packet?
At the CMC Payroll Office located at 528 N. Mills (West).

Are my Federal Work-Study earnings considered taxable income?
All student employment is taxable income. Students are subject to both Federal and State taxes but exempt from FICA taxes (i.e., Social Security, State Disability, and Medicare). However, a student may claim exempt status, if eligible.

Once I am hired, is there a form that my supervisor needs to complete?
Yes. The supervisor must complete the Personnel Action Form (PAF). This form must be submitted to the Human Resources Office at least 24 hours before the start date of employment.

Now, can I begin to work?
You may begin to work once your Personnel Action Form has been received and approved in the Human Resources Office and you have completed and submitted your New Hire paperwork to the Payroll Office at 528 N. Mills (West).

What are the maximum number of hours that I may work on a specific day?
8 hours, excluding at least a half-hour lunch.

What are the maximum number of hours that I may work in a week?
We strongly recommend that a student work no more than 20 hours in a week. Remember, your goal is to concentrate on your studies, not your work experience.

What happens to any unearned work-study allocation?
Any unearned portion of a student's work-study allocation is automatically relinquished at the end of the academic year.

Where do I obtain bi-weekly time sheets?
Online at: /hr/forms/.  Simply draw down the Student Worker Time Sheet, select Federal Work-Study Timesheet from the upper left hand arrow, and save it on your computer.  Each payroll you are required to electronically complete this time sheet.

When are time sheets due?
12:00 noon of the day indicated on the Time Sheet Schedule.

Who is responsible for turning in time sheets?
The student is, in a signed, sealed envelope, unless otherwise indicated by the department supervisor.

What happens if my time sheet is late?
Your time sheet will be processed the next pay period.

What happens if I forget to turn in a time sheet for the pay period?
The Financial Aid Office will accept a time sheet if it is two or fewer pay periods late.  After that, it will be up to your supervisor to pay you from their own department funds.

When do work-study students receive their payroll checks?
The Friday of the following week after the time sheet was submitted.

Where do work-study students pick-up their payroll checks?
They will be placed in their mailbox at Story House.

---