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Federal Work-Study

The Federal Work-Study (FWS) Program provides employment opportunities for students who are in need of earnings from part-time employment in order to pursue a degree at Bellarmine University. Positions can provide meaningful and educational experiences for the student. The program is also designed to assist departments in meeting their goals through the utilization of qualified student employees.

The Federal Work-Study program is a need-based program that is available only to students who qualify for the award as determined by the Free Application for Federal Student Aid (FAFSA). Students who qualify for Work-Study and who express an interest in the Work-Study program are automatically awarded Work-Study funds in their comprehensive financial aid package. 

Student Procedures

The student must have filed a Free Application for Federal Student Aid (FAFSA) and be a recipient of a FWS award for each academic year. The academic year runs fall, spring and summer. The Financial Aid Office mails a letter to each student approved for FWS. Each student must select a position, contact the appropriate supervisor, solicit an interview and secure employment. The student must also complete a W-4 and I-9 (Federal Tax Withholding forms) prior to beginning work. These forms can be found at the links below. Students should print and complete these forms and submit them to the Financial Aid Office. Returning students do not have to resubmit employment eligibility forms each year. They must, however, notify their previous supervisors in order to return to the same position as the previous year. If you have any questions or need help, please contact Alie Willer in the Office of Financial Aid at 502.272.7923 or via email at

Department Procedures

The department must confirm hiring with the student, and send the Financial Aid Office an Employee Requisition Form for each student, including returning students. Work-study students are paid from funds from the Department of Education and the college at the ratio of 75% to 25%. 

Hours Per Week

The number of hours per a week a student should work is based on his/her total award, the department’s needs, and the student’s class schedule. Awards range from $1000 to $2000 for one academic year, but vary from student to student. To calculate hours per week, take the annual award and divide it by 30 weeks, and divide again by the student’s hourly wage. (Example: $2000/30/$7.50 = 8.75 hours per week)

A student must not work more than 15 work-study hours per week during an “in school period”. Students cannot work and will not be paid for hours worked during their scheduled class times, unless a class is cancelled and the supervisor has confirmed this information with the professor. During breaks and the summer, students may work up to 40 hours per week, but never more than 8 hours per day. The Financial Aid Office must approve summer work-study students on an individual basis.

Pay Rate

The current minimum hourly rate is $7.50. After a student has been employed one year, the supervisor may request a raise to $8.00. The supervisor should complete a new Employee Requisition Form with the new wage and an explanation. The student’s annual award will not be increased, so weekly hours must be adjusted accordingly. Community service students are paid $8.75 per hour.

Timekeeping System

Bellarmine requires all work-study students to keep an accurate accounting of their hours worked. Bellarmine’s work-study month begins on the 1st of the month and ends on the 30th or 31st of the month.

All Bellarmine work-study students will use an electronic timekeeping system. At the beginning of your work shift, most students will sign on electronically at a computer, using your name and password. When you leave at the end of your scheduled time, you will sign out electronically.

All timecards must be submitted by the 3rd of the following month. (Example: Friday, September 1 through Saturday, September 30, will be due in the Office of Financial Aid by Tuesday, October 3). Timecards must be submitted by your supervisor on the web. At that time, your supervisor should review your hours worked and talk with you about any necessary adjustments.

Certain work-study students will not be signing on at a computer, but will swipe their ID cards at various timekeeping terminals around the campus. Community Service students will be required to fill out a paper timecard for the hours that are worked. Signatures from both the student and supervisor are required.

Careful review of timecards for accuracy and authenticity prior to signing is critical. FWS is a federally funded program, and fraudulent data is punishable by fine and/or imprisonment. 

Pay Schedule

Students are paid monthly on the 15th, providing the timecard was submitted properly and on time. Paychecks may be picked up in the Business Office. Students may also elect to have either 30% or 100% of their paychecks put on their student accounts to pay tuition, room, board and fees. Students desiring this option must complete the "Authorization to Withhold Work-Study Check for Payment of Tuition" form in the Bursar's Office.

Dress Code

Dress code is up to the discretion of each department. If the department requires public contact, the dress code may be stricter than departments with limited public contact.

Job Description

The student and supervisor should meet to establish a job description. Positions should be defined as clearly as possible so students know what is expected of them. Set reasonable goals. Once the job description is completed, please send the Financial Aid Office a copy.


Work with the supervisor to establish a policy that works well for the specific office. Students should call 24 hours ahead for unexpected absences. Only three unexpected absences are allowed per semester. Failure to call a supervisor about an absence should not be tolerated. The third occurrence is cause for dismissal.

Disciplinary Action/Termination Process

Students who are not performing their responsibilities will immediately be confronted verbally by the supervisor. If the behavior does not change, supervisors will document the offense in writing and provide the information to the student. On the third offense, the supervisor will contact the Financial Aid Office for guidance on how to proceed for termination.

Bellarmine University | 2001 Newburg Rd, Louisville KY, 40205 | 502.272.8131 | 800.274.4723

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