Spring 2026

Hello FWS Employers and Department Administrators,

Welcome to Spring Quarter! As we approach the end of the academic year, this is a critical time to ensure student eligibility, funding, and payroll processes are aligned with Federal Work-Study (FWS) regulations.

Read on for additional information and important reminders. 

📅 Important Dates

• TODAY! - March 31, 2026 – Spring Quarter begins

• April 13–17, 2026 – National Student Employment Week
• May 25, 2026 – Memorial Day (no classes, work permitted with supervisor approval)
• June 12, 2026 – Last day of Spring Quarter/Last day students may earn FWS wages for 2025-26.

If students will work over the summer months, departments must update myHR to department wages.

⚠️ Enrollment Requirements

Federal regulations require students to be enrolled in quarterly classes to earn FWS wages.

• Students who are not enrolled in the Spring Quarter are not eligible to earn FWS wages.
• Graduating seniors who are not enrolled but plan to graduate in June may not earn FWS wages past their last date of coursework enrollment.

👉 If a student is not enrolled:

• They must be paid with department funding.
• Or their employment must be ended

💰 Funding & Earnings 

Now is the time to:

• Review myHR Temp Funding Panel for all your student employees
• Confirm account codes are accurate (hint, look at the current row of funding--Add new rows to update, don't overwrite!)

Reminder:

• Once a student reaches their FWS limit, wages will be moved to department funding.  If your department cannot support this change, be sure to communicate to the student that they must stop working immediately. It is wise to terminate the employment record to avoid accidental timecard submissions. 
• If FWS is included in students’ 2026-27 financial aid notice, department administrators are responsible for updating the employment record back to FWS wage account codes for the 2026-27 year.

⏱️ Payroll & Timekeeping

To avoid delays or corrections:

• Ensure student hours are submitted before payroll deadlines. See: bi-weekly payroll calendar.
• Approve timecards in Workforce Timekeeping every pay period.
• Resolve any timecard amendment issues before the end of spring quarter; FWS funding may not be available if you wait!
• Terminate records for students who are no longer working.

🌱 Planning Ahead

• Hold brief performance conversations or evaluations with student employees.

• Consider recognizing your students during National Student Employment Week (April 13–17) for their hard work.

• Familiarize yourself with how and when to update the myHR Temp Funding panel for your student employee--especially for the summer months!

📎 Reminders

• Students should not work more than 20 hours/week during the academic year

• FWS eligibility may change due to enrollment, study abroad, or financial aid updates

• Employers are responsible for ensuring students are paid correctly!

❓ Need Help 

• View our FWS website or email us at nuworkstudy@northwestern.edu

• Review the myHR Managing Temporary Employees Guide for policies and myHR how-tos.

• HR or Payroll questions should be directed to askHR@northwestern.edu

Common questions and answers are outlined on our Employer FAQ webpage.

Thank you for your continued partnership in supporting student employment.

— Federal Work-Study 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.