Education and Training

Work Study Site Supervisor Guidance

The Work Study program is a tax-exempt benefit where a qualifying student is paid by the VA to work at an approved Work Study work site. This benefit is in addition to the VA Education benefit the student is receiving.

Applying

How can my work site be approved for the Work Study program?

Complete Department of Veterans Affairs Work Study Work Site Application, VA Form 22-10219, and submit it through Ask VA. Select the "Work Study." topic.

Be sure to include a position description with a listing of tasks that will be performed.

Approved Tasks:

• Preparation and processing of necessary Veteran related papers and other documents at educational institutions,
• Gathering of information to fulfill reporting requirements,
• Assisting with dissemination of general information regarding Veteran benefits and/or services and providing assistance to individuals in obtaining these benefits,
• Aiding Veteran students with general inquiries about Veteran benefits via phone, email, or in person, or
• Maintaining and organizing Veteran related files

Prohibited Tasks:

• Homework or study not related to Work Study tasks, i.e., studying for tests, or writing papers for school,
• Working anywhere else except the approved work site,
• Working outside of approved hours, or
• Using their personally owned vehicle on the job

What happens once the Work Study application is approved?

Upon approval of the student’s Application for Work-Study Allowance, VA Form 22-8691, VA will initiate a Work Study contract which will include student work study agreement, time record, and a work site notification letter, all sent to the site supervisor. The Student Agreement will be signed by the VA Education Officer and will clearly state the maximum number of hours the student may work and the timeframe in which the hours must be worked.

Once the contract packet has been received from VA Work Study, the site supervisor should obtain the student’s signature on the agreement form and submit through Ask VA. Select the topic "Work Study."

What if my student’s Application for Work-Study Allowance, VA Form 22-8691, isn’t approved?

If the student’s application for Work Study is denied, Work Study will send the student a letter informing them of the denial and the reason for the denial. Additionally, Work Study will respond to the Ask VA Inquiry submitter letting them know the reason for the denial. Once the reason for denial is resolved by the student and/or school, the student may reapply for Work Study benefits by submitting a Application for Work-Study Allowance, VA Form 22-8691 to Work Study through Ask VA, or by having the site supervisor submit the form to Work Study on the student’s behalf.

Definitions and Responsibilities

What is the definition of a work site?

Work sites are located all over the United States and can be one of the following:

• VA facilities,
• Congressional Offices,
• Other non-VA facilities,
• Educational institutions,
• State Approving Agencies,
• Department of Defense facilities,
• National or State Veteran cemeteries, and
• Hospital and domiciliary care at a state home.

What are the responsibilities of the work site supervisor?

Designated site supervisors provide direct supervision to the Work Study student including:

• Provide supervision to the student, which may include your site implementing performance and/or conduct standards,
• Monitoring work hours,
• Provide training on the tasks listed in the approved work site application,
• Maintaining the time record and submitting it through Ask VA,
• Ensuring the Work Study Work Site Application, VA Form 22-10219, is kept current on a yearly basis,
• Ensuring the student works only at the approved work site listed on the time record,
• Retaining Work Study files for 3 years following the students release,
• Be familiar with the Work Study Site Supervisor guidance, and
• Ensuring the student does not begin working prior to VA approval.

Hiring

How do I hire a Work Study?

Once a work site has a student they want to bring on as a Work Study, the student or site supervisor on the student’s behalf, may submit Application for Work-Study Allowance, VA Form 22-8691, to Work Study through Ask VA. Work Study will review the application for approval and write a Work Study contract for the student at the appropriate work site if they meet the eligibility criteria.

Once Hired

How many hours can a Work Study work per week?

There’s no limitation to the number of hours a student can work in a week as long as the student doesn’t work over the approved hours listed on the time record and student Work Study agreement. Approved hours are calculated at 25 hours per week of qualifying enrollment, prorated for partial weeks. A student can't begin work before a contract has been approved by Work Study.

How does the student receive payment for the hours they worked?

Site supervisors submit the Time Record (Work-Study Program), VA Form 22-8690, to Work Study for payment of hours worked. Time records should be submitted through Ask VA. Choose the “Work Study” topic.

How often should work hours be reported?

Supervisors should report hours worked when the student completes 50 hours of service or every two weeks, whichever comes first. Time records may also be sent in monthly if the student wishes to receive monthly payments rather than biweekly. Follow the procedures in Procedural Advisory: Submission and Processing of VA Work-Study Time Cards.

How much do they get paid?

Work Study students earn an hourly wage that’s the same as the federal minimum wage or state minimum wage, whichever is greater.

Can my work site manage the payment of time records for its students?

There’s a voluntary program that allows an education facility to pay time records for all its VA Education benefit recipients who are Work Study students. If the education facility applies and is approved for this, they’ll receive a yearly lump sum amount to track and pay Work Study students working at its facility as well as other non-education facilities. The application is VA Lump Sum Work Study Participation Agreement, VA Form 22-10270. Please see the following video for more information: Public Law 116-154, Section 6, Improvement to Work Study Allowance Program - YouTube

Can I write a work study contract for more than one term? How do I extend the contract?

Work Study contracts, including extensions, may be written for more than one qualifying term, up to one (1) year or a maximum of 1300 hours. VA Education must have the qualifying term on file for Work Study to write a contract.

You can request contract extensions requests through AskVA up to 45 days before the student’s qualifying school term begins. The contract may start up to 30 days before the qualifying term begins. Don’t allow the student to work before Work Study approves the contract. Work Study processing times vary; please allow 15 days for the contract to be processed.

What if there is a work site injury?

Work Study students performing duties at their assigned work site will be considered a VA employee for the purpose of receiving benefits under the provisions of Compensation for Work Injuries. You can call the Site Supervisor Hotline at 1-855-225-1159, option #2 or submit a question through Ask VA, if you have any questions. Choose the "Work Study" topic.

What if I have questions?

Call the Site Supervisor Hotline at 1-855-225-1159, option #2. You can also submit a question through Ask VA. Choose the "Work Study" topic.

Resources

VA Form 22-10219, Department of Veterans Affairs Work Study Work Site Application
VA Form 22-10270, VA Lump Sum Work Study Participation Agreement
VA Form 22-8691, Application for Work-Study Allowance
Work Study Site Supervisor Handbook
Work Study information for students
Understanding Work Study Contracts Video
Understanding Work Study Payments Video
Supervising Work Study Students Video
Work Study Work Site and Student Eligibility Video

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