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Student Financial Aid

Important Dates

2016-2017 FWS Fall/Spring Work Period is August 21, 2016 – May 27, 2017

2017 FWS Summer Work Period is May 28, 2017 - August 19, 2017

Tools to Monitor your Allocation

How many students can I hire?
How much do I have left?

FWS tools will require macros to be enabled on your computer. Instructions for downloading and enabling the macros can be viewed here.

FWS Payroll Policies and Procedures

Creating FWS Student Work Appointments

Below are the standard payroll guidelines you should follow after you have hired your FWS student(s).

Department payroll officers must obtain the following documentation for each student:

  • Student’s FWS Work Authorization Form
  • Student’s Financial Aid award page
  • W-4 Tax Withholding Certificate
  • I-9 Employment Eligibility Form
  • Payroll Address Form
  • Direct Deposit Form (recommended)
  • Other documents as directed by the Campus Payroll Office

Note: According to the FWS one job policy, payroll officers should NOT create a new FWS work appointment for a FWS student if there is an active FWS work appointment for the student currently in the Payroll and Human Resources (PHR) system.  FWS students may not have more than one FWS job. Students are not permitted to work during scheduled class time.  FWS students found to be working more than one FWS position will be notified and may be dismissed from the FWS program.

Payroll System

To create a FWS work appointment, you should follow directions provided by Campus Payroll and submit paperwork to the campus payroll office.  If you have general questions, please contact PHR Customer Service center at x57575.

You can find a step-by-step guide to setting up appointments in PHR by following this link .

FWS Job Classification & Pay Wage Guidelines

While you may determine the specific job title, duties, and pay wage for each position offered, all FWS positions must be classified in accordance with the FWS Job Classification and Pay Wage Guidelines in the FWS Employer Handbook. These guidelines are intended to ensure pay equity among all, and should be used to establish hourly wages comparable to all other FWS and non-FWS students employed by the hiring department. 

While the OSFA requires compliance with these regulations, federal regulations require only that students be paid at least the federal minimum wage.  Pay rates may, in certain instances, exceed these guidelines if requested by the employer and approved by the FWS Coordinator.

Pay Rate Increases

You are encouraged to review your FWS student employees annually (after every 12 months of work) for pay rate increases based on the University System of Maryland's (USM) Policy on the Performance Evaluation. You should be inform students at the beginning of the performance period, or upon hire, on the objectives and factors on which their performance will be evaluated.

Pay rate increases should be given on merit and performance, not FWS award amount. The FWS office provides Performance Appraisal forms to help assess FWS student performance. You can refer to the FWS Employer Handbook for the criteria and increase increments used.

Monitoring Student FWS Award/Departmental FWS Allocations

You are responsible for monitoring each of your FWS student employee’s FWS award earnings, as well as your assigned departmental allocation.  The FWS Office offers the following two methods to help you monitor your FWS earnings:

  • Warehouse on the Web (WOW) reports
  • FWS student/employer earnings email notifications

FWS WOW Reports

The FWS WOW Report, also known as the FWS Award and Earnings Report, provides information relating to your student/department award/allocation and earnings status. It can help identify changes in the FWS award amount and identify funds earned from a previous employer in the academic year.

Note: Keep in mind that the BRIO reports posted on WOW are one pay period (two weeks) behind.

FWS WOW Access Guidelines

For security, only the FWS contact and the FWS payroll officer that your department has listed in the FWS Employer Application/Renewal Form are authorized access. They are responsible for notifying FWS supervisors and students of earnings. Should any other department staff/supervisors need FWS information regarding your department's account, they should contact the FWS office.

Apply for the FWS WOW Report

To apply for FWS WOW access, you should complete the UMD Data Warehouse Account Request Form, indicate your FWS account number and submit the form to the OIT Help Desk, 1400 Computer & Space Sciences Bldg.

Student FWS Earnings Email Notifications

The FWS Office will send email notifications to your students, and carbon copy your department’s FWS contact person, for students who have earned 65%, 80%, 100% of their award.

Employer FWS Earnings Email Notifications

FWS office will send email notifications to your FWS contacts when you have earned 65%, 80% and 100% of the assigned allocation.

Please keep in mind that the information will be one pay period behind parallel to the PHR payroll schedule.

Overages, Chargebacks & Reconciling

The FWS office will continually monitor student and departmental earnings to ensure that all earnings are legitimate according to FWS policies. If your department or your student employees is found to have earnings without a proper award/allocation, FWS Work Authorization form on file, or has exceeded your department’s allocation or student FWS award amount, you will be notified and the illegitimate earnings will be charged back to your Labor & Assistance (L&A) account.

Other FWS Payroll Guidelines

You may review the FWS Payroll Guidelines for more information on termination FWS work appointments, payroll adjustments, retroactive payroll adjustments, and subcode issues.