Columbia University Student Financial Services

Students must confirm their Federal Work-Study eligibility prior to applying for a job. A student’s award is determined by the student’s financial aid office. This award will be reflected on the student’s employment record within the FWS online system during the hiring process. Employers may hire a student that applies online through the FWS system or a walk-in student, through the Managing Jobs section of the online system.

Students may not begin working through Columbia University’s Federal Work-Study Program until the employer receives confirmation that the student's hiring request has been approved by the Federal Work-Study Office. The employer will be required to pay 100% of any wages earned by a student if the student begins working before the date the hire is approved.

When hiring a student, an employer should take into consideration the employer's allocation and the student’s award. Students may not perform work on any project in excess of their Federal Work Study award. If a student’s eligibility is earned before the end of a term or summer program the student must be removed from the FWS payroll.

Required Forms for Employers

The following forms are required from an employer before a student can be hired or confirmed into a position:

• Federal Work-Study Agreement
• Signature Authorization
• Organization Description
• Online Job Description
• 501C-3 Letter (Tax Exemption Letter)

Required Forms for Students

The following forms must also be submitted if the student is a new employee, has not been paid by Columbia University in the past 3 years, or wishes to make changes to any previously filed information:

• Employment Eligibility Verification form (I-9).
  This form is required to establish both identity and employment eligibility.
  
• Federal Withholding Certificate (W-4, external PDF)
  Work-Study earnings are taxable income. This form authorizes the withholding of federal taxes.

One (1) of the three (3) New York State forms below. Explanations of who should fill out each form are available on the forms themselves.

• New York State/City Withholding Allowance Certificate (IT-2104, external PDF)
  Students who are New York State residents must complete this form unless they qualify for an exemption.
  
• New York State/City Certificate of Exemption (IT-2104E, external PDF)
  Students who are New York State residents must complete this form if they qualify for an exemption.
  
• Certificate of Non-New York State Residence (IT-2104.1, external PDF)
  This form should be completed if the student is not a resident of New York State.

All required forms must be submitted to the Federal Work-Study Office before a student may begin working.