Off-Campus Work-Study and Reimbursement Process
1. Have your Work-Study position approved on the SEO website.
Refer to the Website User Guide for detailed instructions on managing your job postings.
2. Identify eligible candidate(s).
Before hiring a Work-Study student, confirm their Work-Study eligibility and enrollment level by requesting a copy of their most recent Official Financial Aid Notice and a copy of their class schedule. Students must be enrolled at least half-time to remain eligible for their Work-Study award, and they may not work during their scheduled class times.
3. Ensure student employment application is complete.
Student employees must have a general Student Employment Application on file. It only needs to be completed once, and is in addition to the application they submit through the SEO website for specific jobs. They complete this form in the Student Business section of their Wolverine Access account (MPathways).
4. Submit Job Certification Form.
Complete the Job Certification Form (also available from the Employment Forms link, under the Information for Employers tab).
Note: This form is now available through our Team Dynamix service, and will be submitted to us electronically. The link will take you to an information page; choose the yellow Job Certification Form button to begin entering your information.
5. Provide necessary employment documents.
Your agency will be responsible for processing and maintaining your own standard employment documents, including the USCIS I-9 form, and state and federal W-4s. (Federal Agencies Only: Students complete their I-9 and W4s with U-M)
6. Sign off on hours worked.
Track and approve hours worked using the Payroll Report (also available from the Employment Forms link, under the Information for Employers tab).
7. Request reimbursement from SEO.
Once you have paid the student, you may email a Reimbursement Invoice (available on request) to the Student Employment Office at student.employment@umich.edu, along with the signed Payroll Report and a copy of the student paystub(s). Invoices must be submitted within 21 days of the end of a pay period. (The reimbursement rate is currently 60% of gross earnings.)
8. Track your students' remaining earnings.
We have a Work-Study Tracking Sheet available, but you are welcome to use whatever works best for you.
FAQ
How do I request a Reimbursement Invoice?
The Reimbursement Invoice is now a reusable PDF form, created for your specific organization. We have been distributing them as we receive Job Certifications, but please feel free to request one via email at any time. We are also happy to provide you with a replacement if you happen to misplace it.
How should I submit my reimbursement invoice and/or other documents?
Please email items directly to the Student Employment Office at student.employment@umich.edu.
Will I be able to request paper invoices instead?
No, we no longer have paper invoices.
Can I print the pdf invoice and send that in instead?
No. The new process relies on the electronic form to be completed. Please contact us if you have any special needs or concerns.
Is there a different process for federal agencies?
Yes. Please contact us directly for details.
