Work-Study

To find a work-study position at Western, follow the steps below.

1. Search work-study job listings in Workday or Handshake, or contact a department directly to inquire about open work-study positions.
2. Once you find a position that interests you, follow the instructions to apply. Students may be required to interview for a position, as they would with an off-campus job.
3. Once you have hired into a work study position, you will need to provide your original IDs for your I-9 verification within three days from your start date.
4. If you are a new student employee, you will need to provide your passport or an original copy of your social security card, birth certificate and your driver’s license as part of the verification process.

In order to determine your work-study status, you can view your financial aid award offer on Workday.

1. From the home page on your Workday account choose Financials Hub
2. Click on Accept/Decline Awards
3. Choose Award Year from drop down menu, click OK
4. Click in the Decision Column and choose Accept OR Decline for desired award items
5. You will need to accept or decline for each semester
6. Once all of your selections have been made, Click OK

It is important to note that if you are awarded work-study on an “award letter,” it does not guarantee that you will be placed in a job, or that you will earn the amount listed. In order to use a work study offer, you must accept it.

You will need to provide original IDs for I-9 verification. Student employees will also be required to complete a W-4 at the time of hire. Students will also be required to complete onboarding through Workday.

As a Western student, you may work a maximum of 20 hours per week and earn a maximum amount of what is listed on their financial aid offer.

All hourly student employees are required to clock in and out when working

Once you have been hired for a position, you will see the “Time” app available on your Workday account

Using the “Time” app is the most accurate way to keep track of your time worked and ensure time is entered and approved by the monthly deadlines.

As an undergraduate, you will be paid hourly and on the last business day of each month. You may be paid with either a check or a direct deposit into your checking account.

If you are in need of assistance, please contact Financial Aid. If you would like more information or have additional questions about the work-study program, contact Paula Giavasis.

Western Colorado University is an equal opportunity educator and employer.

Once a supervisor hires you for a student position, they’ll complete the process in Workday. After that:

• Your job will appear in your Workday employment profile
• Onboarding tasks will automatically show up in your Workday “MyTasks” inbox
• You can print your employment contract directly from Workday or request a copy from Student Financial Services

All student employees must track their hours using Workday’s electronic timekeeping system. Log your time accurately to ensure timely payment.

Before you begin working in an on-campus job, you must complete I-9 verification and onboarding in Workday.

• Bring your original ID documents to the Student Financial Services office for I-9 verification. Photocopies can’t be accepted.
• Once hired, check your Workday “MyTasks” inbox for required onboarding steps.
• Complete all tasks promptly so your employment isn’t delayed—and you can get paid on time.

All student employees are required to provide documentation verifying their identity and authorization to work in the U.S.

I-9 Verification Acceptable IDs

The Pay Application in Workday provides easy access to payroll-related tasks and information. From here, you can manage several important items, including:

• Withholding Elections – Review and update your federal, state, and local tax withholding preferences.
• Payment Elections – Choose how your paychecks and reimbursements are distributed between bank accounts (such as checking or savings) and select your preferred payment method (e.g., direct deposit or check).
• Payslips – View and print your payslips. You can also change your payslip delivery preferences and access past payslips with available data.
• Tax Documents – Access your annual tax forms related to your earnings.
• Voluntary Deductions – Set up or modify any voluntary deductions from your paycheck.

To add a direct deposit account:

1. From the Pay Application, select Payment Elections.
2. Under Accounts, select Add.
3. Optionally, you can add an Account Nickname to help you identify this account.
4. Enter the Routing Transit Number, Bank Name, and Account Number.
5. Select the Account Type.
6. Additionally, you can enter a Bank Identification Code.
7. Select OK to save. Once you have added the account, you can use it for payment elections.

It may take up to 30 days for a new direct deposit account to go into effect. Monitor the status of your bank account in Workday. Once your bank account transitions from a “Prenote” status to an “Active” status, your next payment will be direct deposited. It is important to provide accurate bank information to avoid payment delays.

To manage your payment elections:

1. From the Pay Application, select Payment Elections.
2. Use the Edit, Remove, or View buttons to edit, remove, or view bank accounts. You can only remove an account if you no longer use it for payment.
3. In the Payment Elections section, select Edit to modify a payment election.
4. Change the amount or percent to deposit into the account.
   • To add an additional account, click on the plus sign within the Payment Elections box. From here, you can change the amount or percentage to send to each account and assign which account receives the balance of the payment.
5. Select OK to save.

• All pay periods run the 16th-15th of each month (for example, April 16 to May 15)
• Payday is the last business day of each month (dates and days vary by month)
• All Western employees, including work-study, are required to sign up for direct deposit

All students who do not receive their pay by direct deposit must pick up their student payroll check from the Cashier’s Office in Taylor Hall.

A picture ID is required to pick up your payroll check.