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University of Georgia

Each department or organization participating in the Federal Work-Study (FWS) program must designate one full-time, non-student employee to serve as the FWS liaison.

Primary Responsibilities

The FWS liaison is responsible for overseeing all aspects of the department’s participation in the program. Key responsibilities include:

Communication and Information Management

  • Receive and distribute all FWS-related information and correspondence to appropriate individuals (e.g., supervisors, students, business managers).
  • Serve as the main point of contact for all FWS-related updates and communications.

Job Posting and Hiring

  • Post all FWS job openings on Handshake.
  • Ensure all hiring information is accurately communicated to the Assistant Director for FWS.
  • Create and manage FWS job postings and positions in UGAJobs.
  • Oversee completion of the full hiring process for all FWS employees.

Funding and Eligibility

  • Verify that all FWS positions are correctly funded and that students work only during eligible enrollment terms.
  • Confirm each student’s FWS award amount before the start of employment.
  • Ensure that FWS employees do not exceed their semester award limits.
    • If a student exceeds their award, the department or organization is responsible for 100% of the excess wages earned.
    • FWS employees must notify their supervisor of any changes to their award amount.

Work Hours and Academic Schedules

  • Ensure that FWS employees do not work during scheduled class or exam times.
  • Students may work during those times only if the class or exam has been cancelled or they have been formally excused.
  • Students must provide verifiable proof of cancellation or exemption to the liaison before reporting to work.
  • All documentation must be submitted to [email protected].

Enrollment Verification

  • Confirm that each FWS employee is enrolled at least half-time before they begin work.
  • Students who are not enrolled at least half-time are not eligible for FWS employment.

Payroll and Compensation Compliance

Liaisons must ensure that all FWS employees are paid according to the Office of Student Financial Aid’s policy:

  • Pay parity:
    • Departments and organizations must pay FWS and non-FWS student employees comparable rates based on job function and years of experience.
    • FWS employees cannot replace or displace full-time employees.
    • “Replacement” is considered displacement, meaning a full-time position that has been eliminated cannot be filled by an FWS-funded student.
    • This restriction also applies if a full-time employee is replaced by a student position funded with college (non-FWS) funds.
  • Wage rates:
    • On-campus FWS positions: $12 – $16.25 per hour.
    • Off-campus FWS positions: $20.00 per hour.
    • Each department or organization determines specific wage rates, based on job function and student experience.

Non-Compliance

Failure to follow these responsibilities may result in the loss of FWS funding for the department or organization.

On-Campus Liaisons

FWS Liaison-Supervisor Guidebook

View / download the On-Campus FWS Liaison-Supervisor Guidebook at the link below.

FWS Tracking Sheet

View / download the FWS Tracking Sheet (On Campus):

UGA 2026 Bi-weekly Payroll Schedule

View / download the UGA 2026 Bi-weekly Payroll Schedule at the link below.

Job Descriptions

The Department of Education requires certain information to be required when posting a work-study job description. The items that are required are:

  • Name of position
  • Classification of the position (e.g., lab assistant 1, lab assistant 2, etc.)
  • Name and address of the student’s employer (school, nonprofit agency, etc.)
  • Department or office in which the student is employed
  • Location where duties are performed
  • Name of student’s supervisor
  • Purpose or role within the organization
  • Duties and responsibilities associated with the position and how they relate to the purpose or role
  • Rate of pay for the position
  • General qualifications for the position
  • Length of employment (e.g., Fall 2025 & Spring 2026)
  • Procedures for determining student’s rate of pay when position has multiple rates
  • Evaluation procedures

FWS Hiring and Termination Forms

While hiring and termination actions occur in UGAJobs and OneUSG Connect, the Office of Student Financial Aid needs certain information to complete and update FWS employment records. Once a hiring decision has been made, please complete and submit the FWS Hiring Information Form. This form must be filled out for each FWS employee hired. If the FWS employee will be terminated, please complete the FWS Employee Termination Form.

FWS New Liaison Form

Fill out the FWS New Liaison Form at the link below:

FWS Student Evaluation Form

You may find the FWS employee evaluation form here (PDF). An evaluation form is not required to be completed but is strongly recommended. Please submit evaluation forms through Sendfiles to [email protected] or via campus mail.

Supervisor Responsibilities

Each Federal Work-Study (FWS) employee must be directly supervised by a full-time, non-student employee. Some of these responsibilities may overlap with those of the department’s designated FWS liaison.

Primary Responsibilities

  1. Work Hours and Eligibility
    • Ensure that FWS employees
      • Do not work more than 20 hours per week
      • Work only within their approved dates of eligibility, which typically run from the first day of classes to the last day of finals for the semester
      • Confirm that FWS employees do not exceed their semester award limits
        • If a student exceeds their award amount, the department or organization is responsible for 100% of the excess wages earned
  1. Class and Exam Attendance
    • Ensure that FWS employees do not work during regularly scheduled class or exam times
    • FWS employees may work during these times only if they have been excused or if the class/exam has been cancelled
    • Before reporting to work, the student must provide the liaison with verifiable proof that the class or exam has been cancelled or otherwise not scheduled to meet
  1. Timekeeping and Payroll
    • Ensure that FWS employees’ work hours are recorded accurately and submitted on time
    • Approve timesheets for each pay period
    • Batch approval of multiple timesheets at once is not acceptable
    • Time entries must be approved by the supervisor or another full-time, non-student employee who has direct knowledge that the recorded hours are accurate
  1. Performance Evaluation and Communication
    • Provide ongoing feedback on the FWS employee’s work performance
    • An official evaluation form is available here (PDF).
    • If a student’s performance is unsatisfactory, the supervisor should:
      • Communicate the concern to the student in writing, and
      • Collaborate with the student to develop a performance improvement strategy
  1. Breaks and Work Environment
    • It is recommended that supervisors provide FWS employees with a 30-minute unpaid break during work shifts lasting six (6) hours or more.

 

Non-Profit Liaisons

UGA partners with local non-profits to provide FWS employees to these organizations. For organizations, wages are partially subsidized by the Department of Education. Organizations pay 25% of wages, while the Department of Education pays 75% of the FWS employee’s wages. For 2025-2026, UGA is covering the 25% nonfederal wages with institutional funds, making it a 0% cost to organizations. To become an off-campus partner, please contact [email protected].

Non-Profit Liaison Guidebook

View / download the Non-Profit Liaison Guidebook at the link below.

FWS Tracking Sheet

View / download FWS Tracking Sheet (Non-Profit) at the link below.

FWS Off-Campus Timesheet

View / download the FWS Off-Campus Timesheet at the link below.

UGA 2026 Bi-weekly Payroll Schedule

View / download the UGA 2026 Bi-weekly Payroll Schedule at the link below.

Job Descriptions

The Department of Education requires certain information to be required when posting a work-study job description. The items that are required are:

  • Name of position
  • Classification of the position (e.g., lab assistant 1, lab assistant 2, etc.)
  • Name and address of the student’s employer (school, nonprofit agency, etc.)
  • Department or office in which the student is employed
  • Location where duties are performed
  • Name of student’s supervisor
  • Purpose or role within the organization
  • Duties and responsibilities associated with the position and how they relate to the purpose or role
  • Rate of pay for the position
  • General qualifications for the position
  • Length of employment (e.g., Fall 2025 & Spring 2026)
  • Procedures for determining student’s rate of pay when position has multiple rates
  • Evaluation procedures

Off-Campus Supervisor Responsibilities

Each participating off-campus organization may designate as many supervisors as needed for its Federal Work-Study (FWS) employees. Supervisors must be full-time, non-student employees of the organization. Designated liaisons may also serve as supervisors.

Primary Responsibilities

  1. Oversight and Policy Compliance
    • Ensure that all policies, procedures, and regulations related to student employment are clearly understood by all parties and are properly implemented
    • Key duties include:
      • Assigning and overseeing student work tasks
      • Monitoring and verifying hours worked
      • Ensuring accurate and timely time reporting
      • Tracking award usage to prevent overages
      • Providing performance feedback and addressing issues as needed
  1. Time Approval
    • Approve each FWS employee’s electronic timesheet at the end of every pay period
    • The supervisor’s signature is required on the electronic timesheet to verify accuracy and authorization of hours worked
  1. Academic Schedule Compliance
    • Ensure that FWS employees do not work during scheduled class times, as listed on their official UGA class schedule for each semester
    • Students may work during a scheduled class or exam time only if:
      • They have been officially excused, or
      • The class or exam has been cancelled
    • Prior to working, students must submit verifiable proof of the cancellation or exemption to the liaison
  1. Work Hours and Award Limits
    • Ensure that FWS employees:
      • Do not exceed 20 hours per week, and
      • Work only within their eligible employment dates, typically from the first day of classes to the last day of finals each semester
      • Monitor FWS award usage to ensure employees do not exceed their semester award limits
        • If an award limit is exceeded, the organization becomes responsible for 100% of the excess wages earned
  1. Breaks and Work Conditions
    • It is recommended that supervisors provide FWS employees with a 30-minute unpaid break for any work shift lasting six (6) hours or more

New Off-Campus Organization Information

If you are interested in becoming an off-campus partner email [email protected].

Off-Campus Employee Information Form

Complete the Off-Campus Employee Information Form at the link below.

FWS Employee Termination Form

Complete the FWS Employee Termination Form at the link below.

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