September 2024

Dear ...,

Welcome to the first week of FWS funding! While there is still a week before the academic year officially kicks off for most of us, in many ways, this week represents a transition and return to settling down and wrapping our minds around practices we’ll employ throughout the coming 9 months. We hope our periodic newsletter content will provide timely reminders and highlight important information to help you succeed in all your responsibilities employing FWS students whether that means directly supervising, indirectly supporting, or managing the HR and payroll components of myHR record maintenance.

We invite you to provide any feedback on our newsletter and share how we can better serve your needs and our community this upcoming year.

Thank you,

-The FWS Team

1801 Hinman Ave
Evanston, IL 60208
Web: undergradaid.northwestern.edu/work-study/

You are receiving this newsletter because you either subscribed or were identified in myHR records as supervising a student employee currently or previously paid FWS wages. If you would like to unsubscribe from this list, please click here. 

Important Dates

• 9/15: First-day eligible students may earn FWS wages
• 9/20: Student Employment Job Fair 9 – 11 a.m.
  • If you did not sign up but would like to attend, fill out the form now!
• 9/24: First day of fall quarter for undergrad students
• 4/14/25 – 4/18/25: Student Employment Week
• 6/13/25: Last day of FWS funding. No FWS during summer 2025.

Important Notes & Reminders

• New to NU, FWS, or just need a refresher? Check out the FWS Employer Quick Guide!
• Minimum Wage:
  • Evanston's Minimum wage is now $14.05/hr. The minimum wage will increase again on 1/1/25 to $15.00/hour.
  • Chicago’s Minimum wage is now $16.20/hr. on. There are not planned increases for Chicago. 
  • See Pay Increases information below.
• The FWS wage subsidy is not available until the pay period starting 9/15/24.
  • Students must be registered for fall 2024 to earn the FWS wage subsidy.

Ensure your student is paid correctly by updating the myHR Temp Funding Panel if necessary. See Employer Best Practices section below for more information.

FWS Facts

• Approximately 30% of all undergraduates are eligible for FWS.

• FWS student employees comprise 35% of all active student temp employment records during the academic year.

• FWS need-based wages don’t impact a student’s financial aid offered in subsequent years, unlike regular wages paid on 60120.

• FICA (Medicare and Social Security) Taxes are not withheld for FWS wages earners, meaning more money in students' paychecks!

• FWS is not a loan and does not have to be repaid by students or the employer. Students may spend their income however they wish.

• FWS earnings limit can be increased if circumstances permit.

• Departments only contribute 25% of student wages leading to department cost-savings!

Learn more about the FWS program on our website!

myHR Administrator permissions are required to perform many of the following tasks. Assistance may also be provided from askhr. 

JOB DESCRIPTIONS AND EVALUATIONS:

• If you plan to employ an FWS-eligible student, you must have a written job description of their duties and responsibilities. See the Post a Job and Candidate Selection website information for requirements.

• Employers are also responsible for establishing an evaluation process for their FWS student employees.

ESTABLISHING WAGES:

• Student wages groups represent general responsibilities, skills, experience, or difficulty necessary for that job title.

• Adherence to the wage groups and pay ranges ensures fair and equitable wages among similar roles across the university.

• Merit and longevity increases are at the supervisor's discretion, however, we suggest a $.05 hourly pay increase for each quarter of continuous service.

• The pay increase added to the base salary should, ideally, not exceed the salary range of the job's wage group. We recommend that supervisors and students have a one-on-one performance conversation at the end of the academic year with increases in effect for the following year. Alternatively, increases can be tied to the evaluation procedures established by the employer. 

• Pay increases, fringe benefits, and pay advance information and policies are listed on the FWS website.

REVIEW SALARY INFORMATION TO ENSURE CORRECT PAYMENT:

• Ensure the myHR > Temp Funding Panel is updated so the student ispaid with the FWS wages on account code 60122 beginning on or after 9/15/24. No job code changes are necessary even if the student has a "Temporary Student" job title. If you get any warning notices after saving, you can bypass unless it pertains to funding dates on your department chartsring or a position assignment end date. Note, even though 100% is listed departments will only be responsible for 25% of the student's wages when they are employed with a 60122 account on the chartstring. Below is an example of how the Temp Funding Panel should look:

• 

  • To update the Temp Funding Panel correctly when a student is not on 60122:

    • Click View All to view all current and historical rows of funding.

    • On the current row, assign a Stop Date corresponding to the end of the pay period.

    • Add a new row and re-enter the department chartstring, this time entering account code 60122 for FWS Wages. The Start Date should correspond to the start of a pay period such as 9/15/24.

      • The Start Date must be after the Stop Date on the preceding row.

      • You may enter a specific Stop Date or select Indefinite End.

REVIEW SUPERVISOR & TIMECARD APPROVERS ASSIGNMENTS:

• If the student had a previous employment record that was recycled by HR to create their new record in your department, some of the old information may still linger on the record! Review and update the following screens as necessary:
  • Supervisor Information: myHR > Manage Job
  • Timecard Approver: myHR > Temp Reports To page

TERMINATING RECORDS:

Students who have completed the terms of their employment agreement or who do no return to their role this academic year as expected should be terminated in myHR. temporary employees should be terminated upon completion of their work.

Hiring Procedures: New Hires and Returning Students

                             (Image: New Hires Employment Flow)                                  (Image: Re-Hires Employment Flow)

1. Verify with the student that they have been offered and accepted FWS in CAESAR for 2024-25. See eligibility section above!

2. review your department chartstring information in myHR > View Valid Chartstring.

   • Ensure the chartstring is open for the duration of time you will employ the student. If not valid in the View Valid Chartstring panel, do not submit a request for processing as it will be rejected by HR Operations.

     • Grant accounts typically need to be renewed or extended. Therefore, the funding for every employee on that grant must be extended as well. See the Managing Temporary Employee Guide for more information. 

   • If the chartstring is not open or has a Stop Funding Date, the student’s wages will hit your suspense account which is not good!

   • Ensure the  Temp Funding account code series (601XX) is open on your chartstring. 

3. Ensure the student has completed Section 1 and 2 of their I-9 in the I-9 Service Center.

4. Verify the student's 7-digit numeric EmplID in myHR > Northwestern Job Summary. 

   • To find the person, enter their SSN or part of their name. Or you may use their date of birth and the first letter of their first or last name. 

   • The Job Summary panel shows all employees, regardless of your department security permissions.

   • Use the EmplID listed on the Job Summary to be confident it matches the person you are hiring!  

5. Complete the OnBase Temp-Hire Form:

   • Pay attention to the Temp Employee Type question! Your selection assigns the account code in the Funding Detail section.

     • “Student Temp (not Work-Study)” indicates the student’s wages will be paid 100% from your department budget using salary code 60120, Regular Temp Wages. This should be selected if you know the student is not eligible for FWS or does not want to be paid FWS wages, and you are agreeable.

     • “Student Work-Study Temp” should be selected if you wish to pay the student with FWS wages, salary code 60122. Confirm with the student regarding their FWS eligibility status and/or if they want to be paid FWS wages before selecting this option. Note, although the Funding Detail section indicates 100% funding, your department only contributes 25% of the student's wages when paid with FWS salary codes.  

       • If you selected “Student Work-Study Temp” but the individual is not FWS eligible, the Work-Study Program will contact the supervisor to address and correct the issue.

   • Historically, HR DeptIDs ending in -98 were used to identify FWS students, and that is still preferred when submitting a hiring request for temporary student employees. 

   • List the supervisor's correct position number so they aren't assigned to the wrong supervisor in myHR or the Timekeeping systems!

   • Attach the student's Personal Data Form to the OnBase submission. Do not send forms separately to the askHR Service Center!

     • Students must complete a Personal Data Form for each job they will be employed in!

     • State tax W-4 forms can be collected and uploaded to the OnBase form as well, as these cannot be completed in myHR. Note, handwritten signatures – not typed- are required on the State W-4.

Tip: Ask for a brand-new employment record when hiring a student. Many times employment records are recycled and this can lead to issues including incorrect assigned timecard approver!

It is recommended you take screenshots of your OnBase Form selections in case you notice discrepancies once the employment record is created. 

Once the OnBase form is submitted, allow up to 10 business days for HR and Payroll to create the employment and timekeeping record. You will receive a notification from HR when the employment record has been created.

Once the employment record is activated, students should complete the DCFS Attestation Statement in myHR and other optional forms including the Federal W-4 form, and Paycheck Direct Deposit.

If you have questions on any of the above information, please consult askHR@northwestern.edu. 

Student Employment Website

The Work-Study Program website continues to serve as a valuable resource and tool to navigate FWS program policies and regulations, however, the centralized Student Employment website provides general student employment information and features the centralized Student Job Board, clarifies processes and policies, provides tips and best practices, shares resources and referral sources, and provides effective and efficient streamlined information. 

FAQ’s

Check out our revamped Employer FAQs list!

Don’t see your question, email us!