New Employers
Employers who have never participated in the Work Study program (since August 2020) will need to request access to the Work Study Subsidy Management system by submitting a request using the New On-campus Supervisor Request form. This is a one-time application to participate in the program. Upon review of your request, an email will be sent to confirm your participation with additional details for the next steps.
New Employers process
| Steps | Description |
|---|---|
| 1. Meet eligibility requirements | Make sure you meet the eligibility requirements for the current academic year. |
| 2. Request access to participate in Work Study Program | Complete the request form "New On-campus Employer Request form". It is important that you request access under the Workday Supervisory ORG Unit that you will be paying the students from. Your local HR advisor should be able to assist. |
| 3. Assign an Administrative delegate | Current Work Study Employers who wish to allow members of their team to have access to the Work Study Subsidy Management system as an Administrative Delegate on their Supervisory ORG Unit(s) can have their delegate complete the Administrative Delegate Access Request Form to request access to the system. If there are multiple Supervisory ORG units that you are delegating access to, a separate request form must be submitted for each one. |
| 4. Employer's Approval for delegates | Employers will be asked to approve the request before access is granted. There are two levels of access 1. Partial Administrative Delegate tasks 2. Full Administrative Delegate tasks. |
Current/Newly activated Employers
Each academic year employers must request their subsidy hours needed by term to cover all intended Work Study eligible jobs under a given Supervisory ORG as defined in Workday. It suggested to submit your request for hours at the beginning of the academic year for all three terms, if applicable.
Employers need to think about their needs, per term, for all Work Study jobs combined. To help you calculate your required hours, the Fall, Winter and Summer terms consist of 18, 16, and 18 weeks respectively. As a rule of thumb, a Work Study student should not work more than 15 hours a week for the Fall and Winter terms, with many students opting to work between 8 and 12 hours per week. For example, the Fall term has 18 weeks. You want to hire 2 students for 15 hours per week. You would need 30 hours per week for 18 weeks. Your request for subsidy hours for the Fall term will be 270 hours (18 weeks x 30 hours).
Requests for subsidy hours for the new academic year are available as of July 1st.
| Steps | Description |
|---|---|
| 1. Request subsidy hours | Upon receipt of your email confirmation for participation in the Work Study program, submit your request for subsidy hours by logging into the Work Study Subsidy Management system. It is important that you request access under the Workday Supervisory ORG Unit that you will be paying the students from. Your local HR advisor should be able to assist. For more details on how to use the system, refer to the Training and resources section. |
| 2. Monitor your subsidy hours |
Login to the Work Study Subsidy Management system to view the Employer Dashboard to view the status of your request for hours, adjust your hours and monitor hours. For more details, review the following instructional support aid: |