Student Employee FAQs

What is Duke Work-Study?

Students who have received Duke Work-Study will have 50% of their earnings subsidized by institutional funds. Employers who hire Duke Work-Study students are responsible for 50% of the student's earnings until the student's allocation is utilized in full. Participating non-profit agencies pay the student in full and send in Reimbursement Forms to receive their reimbursement. Once a student has earned all of his or her allocation, the employer must fund 100% of the student's earnings if he or she continues to work. It is the employer's responsibility to monitor the student's earnings so that the student does not exceed his or her allocation. A student's work-study allocation may change during the year; it is the student's responsibility to notify his or her employer if such a change occurs.

What is Federal Work-Study?

The Federal Work-Study program was created to promote the part-time employment of undergraduate, graduate, and professional students eligible for financial aid. Students who are eligible to receive federal financial aid may receive a Federal Work-Study allocation as part of their financial aid package. The Federal Work-Study program will subsidize 75% of a student's earnings for participating employers. Students who have received a Federal Work-Study allocation may choose to work on campus, with America Reads or America Counts, or with a participating non-profit agency. Participating non-profit agencies pay the student in full and send in a Reimbursement Form to receive the pay subsidy.

Employers who hire federal work-study students are responsible for 25% of the student's earnings until the student earns all of his or her allocation. Once the student has earned all of his or her allocation, the employer must fund 100% of the student's earnings if he or she continues to work. It is the employer's responsibility to monitor the student's earnings so that the student does not exceed his or her allocation. A student's work-study allocation may change during the year and it is the student's responsibility to notify the employer if such a change occurs.

How do students qualify for work-study?

In order to qualify for a work-study allocation, a student must have been determined to have financial need. A work-study allocation is one component of a financial aid package, and is not a requirement, but an opportunity.

Can I work at Duke in the summer?

Employers frequently list summer job opportunities through Duke E-Recruiting. Those students who are eligible for financial aid and are enrolled in Summer Session One or Two, may receive work-study as part of their summer financial aid package. Need-based work-study is also available to those students who are eligible to receive financial aid, but are not enrolled in a summer session. Please check with the financial aid office in the spring to inquire about the availability of summer employment.

Can I work if I am under 18?

Students who are under the age of 18 will need a NC Youth Employment Certificate to initiate employment. (This link will take you to the NC Department of Labor's web site on Youth Employment.) This permit must be signed by both the student and parent. As a last resort, you may call the Wage and Hour Bureau at either 919-807-2796 (Raleigh) or toll-free (NC only) 1-800-NCLABOR (1-800-625-2267) to get a blank copy.

Can students use their academic year work-study allocation during the summer?

No. Work-study allocations can only be used for hours worked during the academic year, during the times specified on the verification form. Students may apply for summer work-study eligibility as a part of their summer financial aid award. They may also apply for non-enrolled work-study eligibility if they will not be attending classes.

Can students work more than one job?

Students may have more than one job. Students on work-study should complete a Multiple Employers Agreement (available from the Forms page and must notify all employers if their work study allocation changes. If a student works at more than one location, the employer who hired the student first is considered the primary employer.

Do I have to earn my entire work-study allocation?

No. You are not required to earn any of the allocation; however, if you choose to reject or not earn your work-study allocation, your financial aid package will not be increased to accommodate this choice. You are eligible to earn up to, but not in excess of, the amount indicated in your financial aid award. Remember: your work-study earnings are not credited to your Bursar's account. Also, you will not receive work-study funds unless you work.

How do I find a job if I do not have work-study?

Many jobs are available to those students who do not have work-study. Search Duke E-Recruiting for "work-study not required" positions.

How are jobs posted and reviewed?

Employers are encouraged to post jobs on Duke E-Recruiting. Students are directed to this site for current job listings. Some departments choose to pay for a classified ad through The Chronicle. To have a job posted through Duke E-Recruiting, please fill out and return a Job Vacancy Notice. This notice can be printed from the the Forms page of this site or may be requested by calling our office.

What do I do if my work-study allocation changes?

If your work-study eligibility changes for any reason during the year, you will receive a revised Work-Study Verification Document via e-mail. You must provide this paper to your employer; it is your responsibility to notify your supervisor if the allocation changes. Allocations are based on federal regulations and University guidelines, and you cannot earn in excess of your allotment.

What taxes are taken from my student earnings?

FICA (Social Security and Medicare) taxes as well as federal and state taxes are taken from the earnings. While completing the NC-4 and W-4 forms, part of the payroll set-up process, you should be able to request that state and federal taxes not be taken from your earnings. This does not preclude you from paying state and federal taxes. In most cases, students do not earn enough money during the year to require filing a tax return. If you are not required to file tax returns, you will not need to file a tax return to recover the taxes paid.

Does the Financial Aid Office find or select a work study job for me?

No. Students are responsible for finding jobs for themselves. Most students find their jobs by attending the Student Employment Fair during the first week of classes. Many others find jobs using Duke E-Recruiting, the search engine where on-campus employers and local non-profits post their openings. Finally, students might find job openings by reading the Chronicle, Duke's campus newspaper.