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Administrator Guide
Last Updated: 2025-02-21
Steps: Set Up Work-Study

Steps: Set Up Work-Study

You can use the Federal Work-Study Program to provide part-time jobs to students with financial need, helping them pay for their education expenses and gain career-related work experience. The federal government subsidizes a student's Work-Study earnings up to the amount that you award them. You can also award institutional or state Work-Study if your institution or state offers Work-Study programs.
The type and amount of work-study award a student receives depends on many factors, including:
  • When the student applied.
  • The level of financial need.
  • The school's funding.
Students earn money from their work-study funds for hours worked before the standard start date of the first academic period of the next academic year. They only receive these funds if they accepted their Federal work-study award before their hire date. Example: A student's start date as a worker is 2023-08-01. They accepted their Federal Work-Study award on 2023-07-15. The award is for the Fall academic period, which has a standard start date of 2023-08-20. The student then receives wages for any hours worked before 2023-08-20 from their accepted Work-Study award.
  1. Access the
    Maintain Payroll Accounting Options
     task.
    On the
    Work-Study
     tab, identify the pay groups that include Work-Study workers so that Workday can process Work-Study pay.
    Security:
    Set Up: Payroll (Calculations - Payroll Specific)
     domain in the Core Payroll functional area.
  2. Group together the pay components that are eligible for Work-Study.
    1. In the
      Pay Component Usage
       field, select
      Earnings
      .
    2. In the
      Country
       field, select
      United States of America
       or leave the field blank to make the pay component group available for all countries.
  4. Create award items that represent Work-Study awards. In the
    Type
     field, select
    Work-Study
    .
  5. Create job profiles for Work-Study jobs and positions. In the
    Work-Study Award
     prompt, select
    Required
     or
    Optional
    . Workday only displays the
    Work-Study Award
     prompt when you have access to the
    Job Profile: Work-Study
     domain.
  6. Create hiring restrictions or positions.
    Link Work-Study job profiles to Work-Study jobs and positions.
You can award Work-Study to students, hire them into Work-Study jobs or positions, and pay them with Work-Study funds.
  • Package Work-Study awards for students. Students must accept the Work-Study award before you can hire them and pay them with Work-Study funds.
  • Hire students into Work-Study jobs or positions. When you hire students into jobs or positions that are eligible for Work-Study, you can decide whether to pay them with Work-Study funds.