Federal Work-Study (FWS) is a federally funded program where the federal government pays a percentage of the student’s earnings (on and off campus at 75%; off campus only at 90% or 100%). This helps departments and community service agencies with savings in payroll spending.

Job descriptions

Employers are required to submit job descriptions annually to hire a FWS student. For IU positions, the job description number must be entered in the comments section when submitting HR eDocs.

Submit an on-campus job descriptionSubmit an off-campus job description

Timesheets and working hours

Federal Work-Study is considered part-time and the work schedule should be set as such—most FWS students work 10 to 15 hours per week.

Students are not permitted to work during a scheduled class. If clock in and out issues occur, the student will need to add a detailed note to their timesheet. The Office of Student Financial Assistance will monitor class and work schedules for FWS students and email the student and employer if no note is added to the timesheet. Students can work during any time classes are not in session. While classes are in session, a canceled class is not a valid reason for a student to work.

All employers are expected to approve students’ timesheets every pay period.

How are students paid?

Students earn Federal Work-Study funds by working and are paid on a bi-weekly basis. Students do not need to earn the full amount of funds for which they are approved. The Office of Financial Assistance will monitor student earnings throughout the academic year to make adjustments as needed. Employers should also manage the student’s time to keep them within the FWS earnings limit.

Kuali Time and managing student work-study funds and hours

In order to clock in and out and be paid through the IU system, students use Kuali Time. Off-campus employers have designated employees with IU usernames who are granted affiliate access to Kuali so they can approve timesheets. 

You can view a student’s work-study limit in Kuali Time:

• Click on the “Person Info” tab
• Expand the “Your Jobs” section
• In “Your Jobs” you will see the student’s active work-study job record number, their begin and end dates, their work-study limit, and their current work-study balance.

Increases in FWS

If increases are offered, it is usually done prior to the start of the spring term. Increases are not a guarantee and will always be determined by the FWS budget and the student’s need.  However, if you see that a student’s work-study balance is low prior to the spring term you can email iubosfa@iu.edu and ask for an increase.

How to find great FWS student employees

The Career Development Center hosts the Fall Part-Time Jobs Fair and the Summer Jobs & Internships Fair. These career fairs are a great way to connect with IU students.

Learn how to attend IU career fairs

Graduate departments have an allocation for work-study positions, and they decide how much of the allocation will be awarded to each student. Awarding will depend on the student’s need.

A job description is required annually to hire and employ a graduate work-study student. Please email iubosfa@iu.edu for more information on a GWS Program.