Work-Study Staff

Attention Staff & Timekeepers

Rehire FWS Employees Process

After receiving confirmation of your department’s FWS allocation:

Have the student email the Financial Aid Office a screenshot of their financial aid awards page showing their Federal Work-Study (FWS) award.
Alternatively, check the student’s FWS eligibility in Stan State Data Warehouse-BI Reporting:
1. Go to Home.
2. Select Student.
3. Select Financial Aid.
4. Select Campus Reports.
5. Select Browse.
6. Then, select Student Aid Application Status.
Submit the Reappointment Request Form only after the FWS Coordinator has confirmed the student’s eligibility.

Note: Departments should not submit the Transaction Request Form until they have received a confirmation email regarding their Federal Work-Study allocation.

New Hires

All new hires will be processed through CHRS Recruiting.

After the department’s Work-Study allocation has been completed for the academic year, the department can initiate the hiring process in CHRS Recruiting.

For guidance, visit the Student Employment Guidelines webpage.

Work-Study Usage Amounts

Supervisors can now view their Federal Work-Study employees’ remaining balances in MyStanState HR.

To access this information:

Go to Manager Self-Service.
Select CSU Manager Self-Service.
Then, select CSU Work-Study Balance.

Note: Each department is responsible for regularly monitoring and tracking the available balances for its Work-Study employees.

Work-Study Notifications

Low Balance Notification: Under $1,500

An email notification will also be sent to departments when a work-study student’s available balance falls below $1,500.

Estimating Remaining Work-Study Hours

Departments can estimate the number of hours a Federal Work-Study (FWS) employee has remaining by dividing the student’s available work-study balance by their hourly wage.

Example

If a student has a remaining balance of $2,500 and earns $16.50/hour, the estimated hours remaining would be:
$2,500 ÷ $16.50 = approximately 151.5 hours

This calculation can help departments plan and allocate hours more effectively throughout the award period.

Attention Departments:

Federal Work-Study (FWS) funds have been exhausted, please take one of the following actions for each student employee:

To retain the student as a regular Student Assistant, submit a Reappointment: Transaction Request Form
OR
To end the student’s employment, submit a Separation: Transaction Request Form

Both forms are available on the HR Student Employment Guidelines webpage.

Updated: August 06, 2026