Columbia University Student Financial Services

Students must confirm their Federal Work-Study eligibility prior to applying for a job in the online system. 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.

Approval to Hire

Departments must submit both their request for a job posting, as well as a request to hire once a student has been selected.  Once the hire has been approved, they will receive notification from the FWS Office. Students may not begin working until the employer receives this confirmation. Departments will be required to pay on the casual payroll 100% of any wages earned by a student if the student begins working before the date of approval.

Although students may hold two FWS jobs at a time, it is recommended that they choose a job that affords them a sufficient number of hours so that they may utilize their full award. When hiring a student, employers should take into consideration the department’s allocation and the student’s award.

Required Forms

The department is required to submit a Signature Authorization form (PDF) and an online job request. 

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

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

New York State Forms
Students must complete one (1) of the three (3) 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.