Next steps in the process

Work Study Job postings

Once your application/allocation is approved, you can proceed to post the job in MyFuture (the recommended website for students related jobs) or in other platforms. Students interested in applying will contact you directly. Be prepared to receive phone calls or emails and schedule interviews as of the posting date.

Interviewing and choosing a candidate

While hiring decisions are at your discretion, you will only receive a subsidy when you hire a Work Study-approved student.

    Work hours and Job sharing

    You and your new hire should decide together on a work schedule that can be maintained during studies - remember, Work Study employees are first and foremost full-time students and more than 15 hours of work per week is not normally recommended.

    Decision times

    Remember, Work Study students need to work in order to finance their education, so prompt hiring decisions are appreciated.

    Payroll Process

    Once you have chosen a suitable candidate, you will need to complete the following steps for each student hired for each job:

    1. Validate the student's eligibility in the Work Study program by requesting the Work Study Confirmation letter from the student. The letter is valid for 30 days.  The onus is upon the employer to follow up with the student to ensure ongoing eligibility for the Work Study program.  Students must provide you with their Work Study Confirmation letter which they can obtain from Minerva and print or save as PDF, upon request.
    2. Validate the dates in the letter to ensure they match the periods you have been approved for
    3. Ensure that the student is placed on payroll  in your system following your local payroll procedures and guidelines
    4. Pay an hourly rate equivalent to or greater than the minimum wage under the current Collective Agreement.
    5. Provide payroll reports to the [at] (Work Study team)  no later than 30 days following the end of the Work Study term, covering the student's actual hours worked in a given pay period
      • Complete the Work Study Subsidy Reimbursement Summary spreadsheet.  This must include all students for all pay periods per term in one file.
        • Please do not submit separate files for each student.
        • Please do not submit zip compressed files
        • Please keep the file in the format that is provided in the template
        • Please save the file as an Excel file.
      • Provide a  consolidated report from your Payroll system with the details of all the Work Study student's payroll events for the term in one report. The report should be broken down by student and their related payroll events. It is important to ensure that the Work Study Subsidy Reimbursement Summary spreadsheet and the Payroll system report are both in the same chronological order;
      • Work Study Subsidy Reimbursement Request Summary must reconcile with the payroll details report submitted;
        • Statutory holidays are not eligible for subsidy reimbursement; 
        • Overtime is not eligible for subsidy reimbursement; 
        • Retroactive payroll increases are not eligible for subsidy reimbursement; 
    6. Subsidy reimbursements will only be processed once all supporting documentation has been received and reviewed by the [at] (Work Study team).

    NOTENo subsidy reimbursements will be made for hours worked outside of the student's Work Study authorization dates as indicated in their Work Study Confirmation letter.


    For all questions regarding the Work Study Program, please [at] (email the Work Study team).

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