Federal Work-Study 
For Medical and Graduate Students

Award amount

Depending on a student’s eligibility, the usual FWS award is $6,000 for the academic year.

Pay

Most positions pay $18 per hour.

Students will be paid biweekly via direct deposit. Students must swipe in and out of PCOM’s Kronos timekeeping stations in order to keep track of hours and be paid.

Hours

Students are responsible for managing their FWS hours and may not work in excess of their FWS award as part of their financial aid package. Working in excess of the FWS award could result in reduction of a student's federal student loans and/or PCOM scholarships.

Federal Work-Study eligibility

To be eligible for FWS, a student must meet the following criteria:

• Have completed the FAFSA for the appropriate academic year.
• Have submitted all financial aid requirements.
• Be enrolled at least halftime (usually at least 3.0 credits, but there are exceptions).
• Be matriculated in a degree-seeking program.
• Must be making Satisfactory Academic Progress (SAP).
• Demonstrate financial need.
• Have room in their cost of attendance (AKA financial aid budget) for the appropriate academic year.
  • If a student is borrowing student loans up to their maximum cost of attendance, the student will have the option of reducing a loan to make room for a FWS award.

Students returning to the Federal Work-Study Program must have the following:

• Federal Work-Study award is on your aid package.
• The current award form is completed and returned to the financial aid office.
• You and your supervisor received the authorization email with your start date.

Contact your respective financial aid office to inquire about your eligibility for FWS.

Step 1: Find a job

It is the student’s responsibility to seek out and apply for a FWS job by contacting supervisors/departments around campus. Visit the Work-Study Job Listing page on myPCOM to view potential job positions at PCOM, PCOM Georgia and PCOM South Georgia. Schedule a time to meet with the job's department supervisor to interview for the position and discuss responsibilities, tasks and a schedule.

Step 2: Complete paperwork

After a student has been hired for a work-study position, the student must complete the tax and employment paperwork listed below. Returning students who have worked a PCOM FWS position in the previous academic year do not need to complete the payroll paperwork again and may continue to Step 3.

Online Forms

Online Payroll Forms

• Complete payroll documents easily online.
• Students will still need to supply the Office of Financial Aid with original identification (passport or similar) and voided check (or similar).

Paper Forms

W-4 Form (PDF)

• Adobe Acrobat Reader recommended for opening the form.
• Students must complete the form with their current address while attending PCOM, PCOM Georgia or PCOM South Georgia. For many students, this is their apartment address.

I-9 Form

• Adobe Acrobat Reader recommended for opening the form.
• Students must complete the form with their current address while attending PCOM, PCOM Georgia or PCOM South Georgia. For many students, this is their apartment address.
• Per the last page of the form, students must bring in original ID document(s) to be reviewed by a financial aid counselor.
  • Most students bring in their current U.S. Passport; or their driver's license and Social Security card.

PCOM Payroll Direct Deposit Form (PDF)

• Per the 2nd page of the form, students must bring in a voided check or other document that shows their name, bank account number, and bank routing number.

Workers' Compensation (PDF)

• PCOM has policies to cover injuries sustained during work. All PCOM employees and work-study students must complete this notice.

Confidentiality and Data Security Agreement (PDF)

• Students may come in contact with delicate information while working. All PCOM employees and work-study students must complete this agreement.

Pennsylvania State Income Tax Withholding Form (PDF)

• To be completed by students employed at PCOM who currently reside in New Jersey, Maryland, Ohio, Virginia, West Virginia or Indiana.

Georgia State Income Tax Withholding Form (PDF)

• To be completed by students employed at PCOM Georgia or PCOM South Georgia.

Print and complete all appropriate forms and then visit your respective financial aid office to review the documentation and present valid forms of identification.

Step 3: Award form

After Step 2 is complete, the financial aid counselor will give the student a FWS Award Form. The student and job supervisor will complete the FWS Award Form and return it to their respective financial aid office. By signing the form both you and your supervisor are agreeing to the terms of the work-study program.

Step 4: Authorization email

After the FWS application forms are completed, the paperwork process could take about two weeks to be finalized. The student and their supervisor will receive a FWS Authorization Email that will show the date the student may begin working. Students may not begin to work prior to the Authorization email.

If you have additional questions, please contact your respective financial aid office.

All medical and graduate students must abide by the following terms and conditions when working a Federal Work-Study position at PCOM, PCOM Georgia or PCOM South Georgia:

First day of work

• New incoming students may not begin working until their first day of classes.
• After Step 3 in the FWS application process is complete, the student must wait about two weeks for processing to finalize. The student and their supervisor will receive a FWS Authorization Email that will show the date the student can begin working. Students may not begin working until the date listed in the FWS Authorization Email.

Last day of work

• Graduating students may not work after the last scheduled day of enrollment. You are considered no longer enrolled.
• Students taking a Leave of Absence may not work after their last day of class.

Federal Work-Study hours

• Students may not exceed 8 hours per day.
• Students may work up to, but cannot exceed, 20 hours per week while enrolled in classes.
• Returning students not enrolled for summer courses may work up to, but cannot exceed, 30 hours per week over the summer term.
  • If a student is not enrolled in summer classes they must be registered for the fall term to be eligible to work over the summer.

Timekeeping

• Students must swipe in and out using PCOM's Kronos timekeeping stations around the campuses in order to keep track of hours and be paid. Time stamping on a computer is not permitted.
• Students working remotely must keep a time sheet that is handed into their supervisor for approval at the end of each pay period.
• If a student misses a swipe, the student must contact their department supervisor or timekeeper on the same day!
  • If a missed swipe is not resolved by the last day of the appropriate payroll, the student will be in jeopardy of losing their work-study eligibility.
• Students are responsible for managing their FWS hours and may not work in excess of their FWS award as part of their financial aid package.
  • Working in excess of the FWS award or the weekly hour limits listed above could result in reduction of a student's federal student loans and/or PCOM scholarships.
• If a student works five or more hours in a work day they will automatically be deducted a 30-minute lunch period by PCOM's Kronos timekeeping software.

Other information

• Students may only work in one FWS position at a time.
• Students may NOT work during class time.
• Student may work remotely after they have completed the telework documents.
• Students may NOT work at an off-campus site (unless the community service
  site is approved by the Financial Aid Office).
• Research Assistant students may work on their school thesis during work hours if their research pertains to their thesis.
• Cases of dishonesty (such as a student clocking in but not working) will be brought to the respective department for disciplinary action.
• At its discretion, the financial aid office, may instruct students to discontinue to work if they are not following the terms of the program. A student may be instructed to meet with the work-study coordinator to make sure that the guidelines are understood. Students that continue to not follow the guidelines will be in jeopardy of losing their work-study eligibility.

Overview

Work-study students may be able to qualify for Supplementary Nutrition Assistant Program (SNAP) also known as "food stamps" in their state of residence. The main qualifier is demonstration of earning Federal Work-Study dollars. Students do not need to work a certain number of hours or earn a certain amount of money. Applications will usually ask for a recent pay stub.

State applications (PCOM)

• PA Compass
• NJ Helps
• DE Assist
• NY MyBenefits

State applications (PCOM Georgia and PCOM South Georgia)

• GA Food Stamps
• My Alabama
• SC SNAP
• My FL Families

Or visit SNAP to find your state's online application.