Work-study program

Types of Funding | How to Apply | Training | Wages/Schedule | Paychecks | Timesheets | Job Postings | Termination Form | Post a Job | Filled Ad | Online Work Study Training | Handbooks and Forms

The work-study program provides funds that are earned through part-time employment to assist students in financing the costs of postsecondary education. The work-study program encourages employment to further students in skills, resumes, and their major. The work-sudy program allows students to work in a variety of jobs on campus and in community service jobs off campus. Students work on campus in a variety of departments/areas/offices including academic departments, laboratories, administrative offices, HHPC, tutoring and the library. Off campus employment at community service jobs include positions at San Juan County Partnership, Boys & Girls Club of Farmington, and Big Brothers & Big Sisters.

Types of Funding

Federal Work-study (FWS)  is a form of financial aid awarded to students who demostrate financial need and meet certain eligibility requirements. State Work-study (SWS) is a form of financial aid awarded to New Mexico residents based on both need and no-need along with certain eligibility requirements. Institutional Work-study (IWS) is a form of financial aid awarded to students who do not qualify for FWS and SWS awards or is awarded when FWS or SWS has been expended.

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How to Apply for a Job

Step 1:  Students must have a current and complete FAFSA on file with the SJC financial aid office.  Allow several weeks for the completion of the FAFSA requirement. 

Step 2:  Students interested in work-study positions must first complete the online customer service training. Students may access the online training through the "Apply Here" link at the top of the page.  A certificate of completion will be provided at the conclusion of the training session.

Step 3:  Immediately after completing the brief online training students will be directed to print the application and necessary forms (Work-Study Application; W-4 form; I-9 Form).  All forms and necessary documents (I-9 documentation such as driver's license and social security card) must be submitted to the financial aid office.

Step 4:  Upon submission, students will be supplied with an Approval to Interview Form, and Human Resource packet. This form must be completed by the hiring department and returned to the financial aid office. The student may begin working with the hiring department upon submission of the signed Approval to Interview Form and Human Resource packet to financial aid according to the departments policy. 

Job openings are posted online at www.sanjuancollege.edu/financialaid.  Click on "Work Study" then "Job Postings" for a complete list of open positions. This page is updated regularly as work-study positions are available.

Additional Information: 

• Each semester a student must meet financial aid eligibilty requirements, including the Satisfactory Academic Progress (SAP) policy, in order to maintain eligibility for work-study.
• Students must provide their employer with an enrollment schedule each semester in order to maintain employment.
• A contract covers work-study students for Fall/Spring/Summer semesters (through July 31st) if they meet the minimum requirements. Students MUST reapply for work-study each year, this includes all steps of the process.  Continuing students MUST have a signed Approval to Interview returned back to Financial Aid PRIOR August 1st to insure continued work status and paychecks.  Students must complete a new FAFSA every academic year (suggested priority date is April 1).
• If a student has failed to meet any one of the Satifactory Academic Progress (SAP) standards, then the student is ineligible for Financial Aid. A student must submit a Satisfactory Academic Progress (SAP) Appeal Form to the Financial Aid Office in order to request reinstatement of eligibility. Contact the Financial Aid Office for Appeal deadlines at (505)566-3323. 

Work Study Training

All work-study students must complete the online customer service training prior to applying for work-study.  Individual departments may require additional department specific training regarding basic and specific work skills and expectations.

Wages/Schedule

• A student must work to earn a work-study award.
• A work-study award is not a guarantee of a job or earnings totaling the work-study award.
• Student employees are paid $7.50 per hour in the work-study program for all positions. 
• A work-study award may be made for fall and/or spring and/or summer. Funding may change as the students elegibility changes or as funds are spent by the institution.
• The number of hours of work per week varies from job to job; however, the maximum hours a student may work is 20 hours per week.
• A student's work schedule and the number of hours worked may vary from term to term because of his/her course load, class schedule, and extracurricular activities. The student must make work schedule arrangements with his/her supervisor each term.
• Example: If a student worked on-campus 20 hours per week for a term (16 weeks/term), he/she would earn about $2,400. (That is, $7.50/hr x 20 hr/wk x 16 weeks = $2,400). For one term (Fall) earnings would = $2,400.

Paychecks

Student employees are paid on the 15th and last day of the month based on the number of hours reported on their time sheets. A paycheck is issued through the Business Office and available for pick up. If the check is not picked up the check then will be mailed to the student's mailing address. Students may choose to fill out a Direct Deposit Form and have payroll checks directly deposited into student's banking account, you may pick this form up in the Financial Aid Office or Human Resources. Student earnings are not credited directly to a student's account.

Workers will complete:

• W-4 IRS Tax Withholding Form - To complete the tax form the student must provide his/her social security number and determine the number of allowances for withholding tax he/she wants to claim.
• U.S. Department of Justice Form I-9 - Under the Immigration Reform Act the College is required to have every employee complete a Form I-9. The student must show the Work-study Coordinator or financial aid staff member the appropriate documents at the time he/she signs up for payroll. The documents must be originals, and if a birth certificate is used, it must be certified.

Timesheet Information

All work-study employees are required to enter their time on Web Advisor. You should only go into Web Advisor to enter your time on the last day of the time period, normally the 15th and the last day of the month. Keep a regular paper timesheet to log day to day hours during each time period. This serves as a record and a backup copy.

Entering time on Web Advisor

Access My SJC HOME PAGE.

Find the Quick Link drop down arrow and scroll all the way down and click on Web Advisor.

Then click on Log In and enter your user name and password and click submit. At the next screen click on the Employee box. From the menu, choose and click Time Entry.

Look for the correct pay period before entering hours. For a short period time you will see two different pay periods displayed. Look for the Day and Date then put in whole hours worked, round to the nearest 1/4 hour when needed. (.25 for 15 minutes, .5 for 30 minutes, .75 for 45 minutes).

After you have entered the hours, scroll down to the last part of the page, find the Electronic Signature Box and click on it. Then click submit. If it is entered correctly, you should see a confirmation screen.

For questions please contact the following individuals at payroll:

Carol Carreon, Payroll Manager, at 505-566-3543 or carreonc@sanjuancollege.edu

Juanita Pacheco at 505-566-3245 or pachecoj@sanjuancollege.edu

Additional links for payroll information can be found here:

• Web Time Entry Tutorial [PDF] [Word]
• Workstudy Timesheet [PDF]
• Timesheet Deadlines
• Direct Deposit (must be turned in to Personnel)