Summer 2013 Work-Study Reminders:

Students who received a Federal Work-Study (FWS) award have until May 4 to use any remaining work-study funding.

Summer is a separate award term. If a student is taking at least one summer class and is eligible for a FWS award, a new award will be packaged and placed on his or her financial aid account by mid-April. The IUPUI work-study summer 2013 term begins May 5, 2013, and lasts until August 17, 2013.

Any new or updated positions must go through a brand new authorization process within our authorization database located at http://wsm.uc.iupui.edu. The supervisor must first access the database to initiate the process and submit the position description, followed by the student entering his or her supervisor's contact information at the same site. Finally, the supervisor will be able to log in again to submit the finalized authorization form.

Students and departments will need to submit new online authorization forms once available for the 2013–2014 academic year. Work-study dates for the 2013–2014 academic year are August 18, 2013, to May 3, 2014. Students can begin to submit authorization requests for the 2013–2014 academic year after August 1.

***NEW ONLINE DATABASE BEGINNING SPRING 2013! SEE DETAILS BELOW! ***

Students are asked to submit the FWS Authorization form to the Office of Student Employment via an online database located at http://wsm.uc.iupui.edu/.

Please see the instructions for students below.

1. Access and Complete Online FWS Authorization Form

Students are asked to submit the FWS Authorization form to the Office of Student Employment via the online database located at  http://wsm.uc.iupui.edu/ to initiate the authorization process. 

• Students will need to use their IUPUI CAS login to access the database and will need their hiring supervisor's IUPUI e-mail address to submit their form. If the e-mail submitted is not the hiring supervisor's, it will be disapproved, and students will need to resubmit their form.
  
  

• If the student has a work-study award on his or her financial aid account AND has accepted the award, a form will automatically appear.
  
  

• If the student does not have a work-study award, a message will appear to request that the student contact Student Financial Services to inquire about a work-study award and eligibility.

Students should make sure to “accept” their federal work-study awards. If students haven’t accepted their awards, they can use this link to guide them through the process: How to Accept and Decline Awards.

IMPORTANT: The Office of Student Employment will only process the FWS Authorization form after both the Student Agreement and Supervisor Agreement portions have been submitted.

2. Background Check

You must pass an Indiana University background check before you can complete the hiring process. Your supervisor should provide you with these forms that are required to initiate the background check: IUPUI Background Check and Consent Form and IUPUI Employment Application (only the first page of the application is required). These forms should be completed and submitted to your supervisor, who will then send them to IUPUI Human Resources Administration. You will then receive an e-mail from HireRight asking you to fill out the required information through a secured site.

3. Hiring Paperwork

The supervisor (or other department representative) will complete the necessary paperwork with you (tax forms: W4, WH4; employment form: I-9; payroll form: direct deposit enrollment). You cannot begin working until Human Resources Administration has received and verified your I-9 form.

You will need to bring two specific forms of identification to complete the I-9. (Example 1: valid driver's license and Social Security card; Example 2: JagTag and birth certificate). The list of acceptable documentation is on page 4 of this link: http://www.uscis.gov/files/form/i-9.pdf. We can only accept ORIGINAL copies of this identification. No photocopied versions will be accepted.

4. Start Date and Scheduling 

Your supervisor will determine your work schedule with you based on your class schedule. You will receive a start date for your position from your supervisor when the appropriate documentation is on file in human resources and payroll. 

5. TIME (online time sheet in OneStart)

You will have an electronic time sheet, available through OneStart, and you will be required to clock in and clock out for your shifts. If you have any problems with TIME, your supervisor will edit your time sheet or contact the IU payroll office to resolve the issue.

You will also have an Employee Center available under your Student Center in OneStart where you can view your paychecks, change your direct deposit account and your tax withholdings, and verify your work-study balance.

6. Payroll Schedule

Indiana University hourly employees are paid biweekly for hours worked during the previous pay cycle. There is a two-week delay from the date a time sheet is completed and submitted to the pay date. Please see the payroll schedule.

Students: Make sure to read the FWS Authorization/Agreement very carefully before you submit. It contains important information about federal regulations and your responsibility as a work-study student. If you have any questions about the agreement, please e-mail fwsjobs@iupui.edu.