Off-Campus Work-Study Employers

Overview

Welcome to the University of Oregon Off-Campus Federal Work-Study Employer website.

The following offices at the university will work with your agency when you participate in this program:

Student Financial Aid and Scholarships

Initial enrollment in program, award amount, agreement status and terms

Business Affairs - Payroll Office

Initial hire documents, monthly timesheets, and paychecks

Business Affairs - General Accounting

Billing and payment questions

Career Center

Job posting on the web (Optional)

What is the Federal Work-Study Program?

The university encourages public and private non-profit organizations to hire student employees by participating in the Off-Campus Federal Work-Study Program. A federal grant underwrites part of the wage expense. Student employees in your organization are placed on the University of Oregon's payroll and paid monthly for full wages earned. Your agency will be billed for your portion of the wage expense (approximately 50%) and for any applicable related employer costs.

Student employees are students first and foremost and, in recognition of this, are limited to a total of half-time employment or 25 hours per week while classes are in session. This limit includes all student employment positions held simultaneously. During term breaks students may be employed full-time as long as they have Federal Work-Study awards for the term before and after the break.

Do you qualify to be a Federal Work-Study Off-Campus Employer?

The university will consider requests to enter into contractual agreements with federal, state or local public agencies, and private non-profit organizations based upon the following rules and upon available funds.

1. Employer must be a public or private non-profit organization, with a 501c3 federal tax designation.
2. Employment must not result in the displacement of other employees.
3. Work must be in the public interest and cannot primarily benefit members of a limited membership organization.
4. Work cannot require religious or political involvement.
5. Work does not involve the construction, operation or maintenance of any facility used or to be used for sectarian instruction or as a place of religious worship.
6. Employer will provide meaningful work. Preferably, work will enhance the student's educational objectives.
7. Employer must provide adequate supervision and training for the student employed.
8. Employer must provide responsible record keeping and monitoring of student hours within the limitations of the student's FWS certification (award).
9. Employer must have funding available and the ability to write checks to pay its portion of the student's wages.

Step 1. Enroll in Program

Submit the following documents to Financial Aid and Scholarships:

• UO Off-Campus Employer Federal Work-Study Agreement
• Request to Participate in the Off-Campus Federal Work-Study Program

Include with your request the following documents:

1. A copy of the Articles of Incorporation for Non-Profit status designating the 501c3 tax status (not required for government agencies).
2. A description of the agency's program indicating major functions and purposes.
3. Student Job Description (one for each position)

If your agency is approved to participate in the program, confirmation and hiring process instructions will be emailed to you. In addition, Student Financial Aid and Scholarships will scan the final agreement, signed by both parties, and will send a copy via email in PDF format.

Agreements run from July 1st through June 30th of the following year. Renewal is NOT automatic. You must re-apply each year. Student Financial Aid and Scholarships will send you a renewal notice as a reminder.

Important: The agreement must be signed by both UO and your agency before a student can begin working at your agency. You will need to obtain a copy of your student employee's award letter to verify the amount of Federal Work-Study awarded and employment timeframe, or contact the Financial Aid office to verify the Federal Work-Study award. A student cannot begin working prior to the first day of classes of the term for which the Federal Work-Study is initially awarded.

If you have questions about the program, the application procedure, or have problems downloading these forms, please call Kyna Burgett at (541) 346-1173, kmbacon@uoregon.edu

Step 2. Job Posting

All Federal Work-Study (FWS) approved student jobs must be entered in Handshake, the UO’s student job posting system. You are not required to post the job as open, but the job description must be listed so that it can be accessed for federal audit purposes.

Through Handshake you can connect with University of Oregon students by posting jobs and internships, recruiting and interviewing on campus, and registering for events.​ For step-by-step information on creating an account and posting a job, visit the following:

Create a user account in Handshake

Post a job in Handshake

Questions? Contact the Career Center at 541-346-3235 or at career@uoregon.edu

Step 3. Payroll

Off-Campus Work-Study employers are required to complete the hire packet, including the I-9 verification. After completion please submit all hire documents to the UO Payroll Office according to the Payroll Deadlines & Calendar. Incomplete paperwork will be returned to the employer.

The USCIS Form I-9 must be completed no later than (3) three days after the first day of work to comply with federal law. UO Payroll Office policy requires copies of the documents used to establish employment eligibility be attached to the Form I-9.

Required Documents & Forms

Permanent Resident Card - If a student indicates on the hire paperwork that they are a Resident Alien or a Permanent Resident they must include a copy of their Permanent Resident Card or Resident Alien card. This is a UO Payroll Office requirement. This card may also be used with the USCIS Form I-9.
 

Note: Do not copy a large quantity of the following forms to keep on hand, as forms may be revised periodically.

• Off-Campus Federal Work-Study Employment Form
  • Completed Example
  • Student Wage Schedule and Student Assistant Levels
• Form W-4 Employee's Withholding Allowance Certificate
• Form OR-W-4 Oregon Employee's Withholding Allowance Certificate
• USCIS Form I-9 Include copies of supporting documents.
  • Instructions for Form I-9
  • Handbook for Employers (Guidance for completing Form I-9)

Receipts

If the employee provides a receipt in lieu of the actual document, such as a receipt of application for an SSN card, the employee must show you the actual document within 90 days of the date of hire or be subject to termination.

Signature Authorization Form - Required for anyone who will be signing Off-Campus Work-Study documents (Employment forms). We cannot accept digital signatures.

If you have any questions concerning these forms, contact the Payroll Office at payroll@uoregon.edu or 541-346-3151.
 

Direct Deposit

Students may have their paycheck deposited into checking or savings accounts at banks and credit unions nationwide. Students may enroll in direct deposit via DuckWeb and at the same time may select a "paperless" or "green" option for viewing their earnings statements on-line.

Enrolling in Direct Deposit via DuckWeb

Go to DuckWeb and log in using UO ID and (PAC) Personal Access Code. You can make select direct deposit options in either the Student Information or Employee Information sections.

Paperless Option for Earnings Statement

Select the Earnings Statement link in the Employee Information section to find the selection box. Uncheck the box and then click on the "Display" button to save your choice.

Step 4. Timesheets and Payroll Procedures

For Off-Campus Work-Study employees, the pay period is the 13th through the 12th and payday is always the last working day of the month. The UO Payroll Office will process the timesheet and pay the student the full wage earned. The UO General Accounting Office will bill your Agency for its portion of the work-study wages and the OPE.

UKG Ready Timesheets

Beginning December 13, 2025, Off-Campus Work-Study student employees will use UKG Ready to clock in/out for their time worked and to submit timesheets at the end of the pay period. UKG Ready can be accessed from any browser, including mobile browsers. For more information regarding UKG Ready, see UKG Ready Time & Attendance.

Off-Campus employers will use UKG Ready to review employee timesheets and approve time entries. Off-Campus employers use a different login site and credentials than student employees. These are provided by the Payroll Office.

Due Date: Supervisors must complete time entry approvals in UKG on the 13th or the next working day. (Refer to Payroll Deadlines chart below for exact dates.)

If you have any questions regarding UKG Ready, contact the Payroll Office at payroll@uoregon.edu or 541-346-3151.

Important Reminders

Lunch Breaks

BOLI (Bureau of Labor and Industries) law requires that students be given a one half hour lunch break if they work six (6) hours or more per day. The federal work-study grant does not pay for lunch periods or overtime hours worked. Note: Make sure the employee clocks out for lunch breaks in UKG Ready.

Do Not Forecast Hours!

Do not approve time entries for hours that have not yet been worked by the student. Ensure all time is accurate to what the employee already worked.

Late & Incomplete Timesheets

Please advise students that consistently late or incomplete timesheets can result in loss of a work-study award.

Initial Paycheck

The UO has a monthly pay cycle with the Off-Campus pay period being from the 13th to the 12th of the following month. You have the option requesting a manual check from the Payroll Office after your student has worked for two weeks. Ensure all hours worked are recorded accurately in UKG Ready. Include your name, email or telephone number along with any special mailing instructions or requests for direct deposit. All requests will be processed within three days of receipt.

Direct Deposit

The UO is able to direct deposit both regular paychecks on payday and also any off-cycle manual checks. On the regular payroll at month's end, the funds are available in the student's account on payday. The direct deposit for manual checks takes a few days longer. If you submit a request for direct deposit of a manual check on Monday, the funds will be in the student's account on Thursday morning.

Hourly Rate Change

There are two options for requesting an hourly rate change: Send an e-mail to the Payroll Office at payroll@uoregon.edu including the following: student name, UO ID, new hourly rate and effective date.

If you prefer, submit the Off-Campus Federal Work -Study Employment Form with the student's name and UO ID. Mark "Change" at the top of the form and enter the new hourly rate and effective date in the "To be completed by Off-Campus Employer" section.

Re-Hire

A new Off-Campus Federal Work-Study Employment Form is required if a job end date was put on the initial employment form or if the student has not worked in six months.

Final Paycheck on Regular Payroll Cycle

It is not necessary to notify the Payroll Office when your student is terminating employment if the final paycheck to the student will be paid on our next available payroll.

Final Paycheck - Special Handling

If a student requests an early termination check, send the final timesheet and a request in writing to the Payroll Office at payroll@uoregon.edu. Your request should include your name, and email or telephone number. Also, indicate any special mailing instructions or requests for direct deposit.

All manual termination checks will be ready within two working days of receipt of the request. Remember direct deposits takes a few extra days to process.

Step 5. Monitor Work-Study Award & Payroll Expense

Each month you will receive a report from the Office of Student Financial Aid and Scholarships that shows your student employees' payroll history. It will include the student's Federal Work-Study award amount, wages paid to-date, and the remaining allotment. Please be aware that student's award amount can change, so monitor your monthly report carefully.

It is your responsibility to track your portion of the salary expense to the individual Federal Work-Study award. The UO will not process pay for hours worked that exceed a student's Federal Work-Study award. Your agency is responsible for direct payment of wages to a student who has performed services beyond the Federal Work-Study allotment. If you wish to retain the student employee after his/her Federal Work-Study is depleted, he or she must be placed on your agency's payroll.

If you have any questions please contact Kyna Burgett at (541) 346-1173, kmbacon@uoregon.edu.

Step 6. Billing

Business Affairs (BA) is responsible for billing based on the formal agreement between the University of Oregon and your agency.

For agencies who require the UO's W-9 form, please see the UO Tax Information page.

Billing for Federal Work-Study accounts is done shortly after time entry is completed, approximately on the 20th of each month. Contact Holly Finch at (541) 346-4340 or holly1@uoregon.edu with questions about your invoice.

Step 7. Annual Renewal of Work Study Contract

Agreements are effective from July 1st to June 30th of the following year. You must re-apply to renew your agreement. The Financial Aid Office will send you a renewal notice in April or May as a reminder.

Please submit the following documents to the Office of Financial Aid:

• An agreement signed by both UO and your agency must be in place before you hire and pay a student.
• UO Off-Campus Employer Federal Work-Study Amendment (renewal)
• UO Federal Work-Study Renewal Request
• Student Job Description

Please note: Summer Session spans two fiscal years and your contract must be renewed before July 1st in order to hire or pay a student past July 1st.

If you have questions about the renewal procedure, please contact Kyna Burgett at (541) 346-1173, or kmbacon@uoregon.edu.

Payroll Deadlines and Calendar

Payday is always the last working day of the month. Paychecks will be mailed to the employee's address on file unless the employee has enrolled in direct deposit for payroll via DuckWeb. 

Contacts

FWS Employer List

Fwsemployer List Purpose

For UO Payroll office to communicate with off-campus employers relating to Federal Work Study employment.

Subscribe

FWS Employer list members are added by administrator, contact UO Payroll Office to be added to list.

Post

Only designated payroll staff can post messages to list.

Unsubscribe

To unsubscribe contact the UO Payroll Office.

Questions

Please direct any questions to UO Payroll Office (details above).

Quick References

• Federal Work-Study Calendar
• Career Center
• Student Wage Schedule and Student Assistant Levels