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Fall 2025
Hello FWS Employers and Department Administrators,
Welcome back to a new year of student employment! We know managing job postings, payroll, and funding can feel like a lot at the start of the quarter, so we’ve pulled together key updates and reminders to help you and your student employees get off to a smooth start!
📅 Important Dates
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9/14/2025 – First day students may earn FWS wages (The myHR Temp Funding panel should be updated to reflect department wages if the student will work before this date.) on the normal bi-weekly payroll calendar.
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9/16/2025 – First day of Fall Quarter classes
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12/12/2025 - Last day of Fall Quarter - graduating students must cease work on/before this date!
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12/13/2025 - 1/4/2026 - Student Winter Break (work allowed during school breaks)
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3/21/2026 - 3/30/2026 - Student Spring Break (work allowed during school breaks)
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4/13/2026 – 4/17/2026 – National Student Employment Week
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6/13 – Last day of 2025-26 FWS wages (no summer FWS funding!)
📢 Notes and Reminders
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Student FWS eligibility may change annually based on financial need or during the year based on enrollment (including participation in co-op programs, study abroad, or other off-campus programs), receipt of outside scholarships, or other financial aid adjustments.
🆕 HR Updates: What You Need to Know
1. Official Job Titles
Student job titles have gotten a glam-up! Now, all students, regardless FWS wage-earning status, can be assigned a job title that more accurately corresponds with their job responsibilities.
2. FWS Funding Setup in myHR
Employers are responsible for ensuring their student is paid correctly! To ensure your student is paid FWS wages this academic year,
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Navigate to myHR > Temp Funding Panel (Administrator access required)
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Review existing funding rows and chartstring information.
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If the last row of funding is not on an FWS account code, add a Stop Date. Then, add a new row with your chartstring and update with an FWS account code. (💡Even though myHR will show “100%” funding, your department only pays 25% of wages when 60122 is used.)
👥Who Does What
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FWS
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askHR
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Employer/Department
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Payroll
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nuworkstudy@northwestern.edu
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askHR@northwestern.edu
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askHR@northwestern.edu
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Maintains (in collaboration with NCA & SAIT) the NU Student Job Board.
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askHR assists with reviewing identity documents for I-9 Section 2.
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Submits hiring requests to HR.
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HR Systems create timecard records upon employment record activation.
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Administers FWS program and oversees and communicates program compliance, some of which may overlap with functions of the other units noted in this table such as payroll.
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HR Operations processes employment requests and creates employment records. Helps with myHR employment record maintenance.
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Maintains temp employment record maintenance in myHR (wage updates, position transfers, salary account updates at start and end of academic year, etc.)
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Enforces timekeeping policies and maintains the timekeeping system.
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Monitors students' academic year FWS eligibility and earnings. Transfers students to regular wages when their earnings limits are exhausted.
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HR Operations, HR Compensation, and HR Business Parnters enforce employment requirements, policies, and laws.
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Proofs timecards for accuracy, approves timecards, and submits timecard amendments to Payroll.
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Processes payroll and issues paychecks/direct deposits.
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💡 Best Practices
🏆 Why Hire FWS Students?
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Departments only pay 25% of wages! (Automatically deducted each pay period.)
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No FICA tax = more take-home pay for students!
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Flexible, meaningful campus-based jobs support student success among financial aid populations
❓ Frequently Asked Questions
Can students have multiple positions?
👉 Yes. Students may hold more than one position at Northwestern. However, they should not exceed 20 hours per week in total across all jobs during the academic year.
I want to rehire my student from last year. What do I need to do?
👉 If the employment record is still active in myHR, review the job title, salary, and wage funding account. Update in myHR as needed.
👉 If the employment record was terminated, you will need to submit a rehire request to HR.
Review additional questions and answers on our Employer FAQ webpage!
✅ Quick Resources
FWS Employer Quick Guide - Get your guide!
Managing Temporary Employees Guide – View here
FWS Program- Learn about the program and why it matters: undergradaid.northwestern.edu/work-study
NU Student Employment - Find information on all student employment topics and post your job opportunity: northwestern.edu/student-employment
askHR - The one-stop-shop for all your HR and Payroll questions: hr.northwestern.edu/about/askhr/
Questions? Contact:
nuworkstudy@northwestern.edu
askHR@northwestern.edu
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