Reimbursement amounts (subsidies)
Employers need to think about their needs, per term, for all Work Study jobs combined. To help you calculate your required hours, the Fall, Winter and Summer terms consist of 18, 16, and 18 weeks respectively. As a rule of thumb, a Work Study student should not work more than 15 hours a week, with many students opting to work between 8 and 12 hours per week.
Base subsidy
Our regular funding will subsidize $5.00 of the student's hourly wage.
Funding sources
The wage subsidies are received from the following funding sources managed by the Scholarships and Student Aid Office:
- University Budget
- Ministère de l’Éducation
- Arts Undergraduate Society (AUS) contributions to the Arts Students Employment Fund
- Science Undergraduate Students (SUS) contributions to the McGill Science 21st Century Career Centre Fund
- McGill Alumni Association (Alma Mater Fund)
Receiving your subsidy
Subsidies are reimbursed to departments using the payroll records of Work Study students. The reimbursement process depends on bi-weekly payment of student wages for Work Study eligible students in Work Study eligible jobs where the employers still have subsidy hours remaining in the term of pay.
Reimbursement process
Reimbursements are processed on a regular basis and funds will be paid to the Affiliate Organization based on the payroll report submitted which details the student's wages that were paid in the term per payroll period. It is important to submit the required documentation to the work.study [at] mcgill.ca (Work Study team) no later than 30 days following the end of the Work Study term.
The deadlines for the Academic Year 2022-2023 per term are as follows:
- Fall term deadline - February 7, 2023
- Winter term deadline - May 29, 2023
- Summer term deadline - October 2, 2023
The deadlines for the Academic Year 2023-2024 per term are as follows:
- Fall term deadline - February 6, 2024
- Winter term deadline - June 4, 2024
- Summer term deadline - September 30, 2024
Reimbursement Eligibility
It is important the following conditions are met in order to expedite the processing of the request for subsidy reimbursement:
- Complete the Work Study Subsidy Reimbursement Request Summary Excel spreadsheet for Work Study eligible students for each term;
- Work Study Subsidy Reimbursement Request Summary must reconcile with the payroll details report submitted;
- Validate student eligibility by requesting the Work Study Confirmation Letter from each student;
- Student eligibility is defined per term. The McGill Work Study term dates are synchronized with the McGill Payroll periods. All payroll submitted must fall within the McGill term dates to be eligible for reimbursements. See McGill Work Study Term dates per year;
- Statutory holidays are not eligible for subsidy reimbursement;
- Overtime is not eligible for subsidy reimbursement;
- Retro-active payroll increases are not eligible for subsidy reimbursement;
Work Study Terms
Work Study terms are synchronized with the McGill bi-weekly hourly payroll schedule
Academic Year 2022-2023
- Fall term dates (September 4, 2022, to January 7, 2023)
- Winter term dates (January 8, 2023, to April 29, 2023)
- Summer term dates (April 30, 2023, to September 2, 2023)
Academic Year 2023-2024
- Fall term dates (September 3, 2023, to January 6, 2024)
- Winter term dates (January 7, 2024, to May 4, 2024)
- Summer term dates (May 5, 2024, to August 31, 2024)
Contact
For all questions regarding the Work Study Program, please contact the work.study [at] mcgill.ca (Work Study team).