State Work-Study Program Employers Guidelines

The State Work-Study Program (SWSP) is a “self-help” program for Pennsylvania residents enrolled in postsecondary study.

Through the cooperative efforts of Pennsylvania employers, postsecondary institutions, and PHEAA, students have the opportunity for earning (to assist in payment of tuition, books, etc.) while learning (classroom knowledge and practical skills). In order to provide this unique investment in the future of the Commonwealth, summer and academic year career-related work experiences are developed through the SWSP.

Contact State Work-Study staff by mail at:

Pennsylvania Higher Education Assistance Agency
P. O. Box 8114
Harrisburg, PA 17105-8114

Or call 1-800-443-0646, option #3. (This toll-free telephone number is reserved for the use of the financial aid administrators and employers participating in the Agency administered Work-Study Programs.)

The SWSP Employers Guidelines are organized as follows:

  1. Definitions
  2. Guidelines
    1. Employer Eligibility Requirements
    2. Placement/Supervision
    3. Record Keeping and Reconciliation

You may also download and print the SWSP Guidelines (42 KB PDF).

I. State Work-Study Program (SWSP) Definitions

Term Definition
Agency The Pennsylvania Higher Education Assistance Agency (PHEAA).
Career-Related The student's career goal as defined by the major or minor program of study in which the student is enrolled.
Community Service Job A position that assists in improving the quality of life for residents of the community.
Employer A Pennsylvania business, government agency, school district, postsecondary institution, or nonprofit organization that has executed an SWSP Agreement and has been approved for participation.
High Tech Job A position that requires the application of scientific principles using new and/or advanced techniques or processes.
Match The portion of actual SWSP student earnings which the employer receives as reimbursement.
Maintenance of Level of Effort Employers are required to maintain their current and previously established policy and procedures for hiring and/or retaining employees (full-time, part-time, temporary, student, etc.) including those procedures developed with a postsecondary school prior to the SWSP.
Organization Official The individual at the employing organization who has the authority to sign the Agreement and authorize payment of SWSP earnings to SWSP-approved students.
SWSP Award The maximum amount which the student can earn in an SWSP assignment.
SWSP Coordinator The person at the employing organization who is responsible for the placement of students and the day-to-day operation of the organization's involvement in the SWSP.
SWSP Earnings The wages paid to a student by the employer based on the SWSP Award.
SWSP Student Application/Placement Form PHEAA requires both the student and potential employer to complete the SWSP Student Application/Placement Form (1.13 MB PDF). In order to be considered for participation in the SWSP, PHEAA must receive the completed SWSP Student Application/Placement Form on or before the filing dates listed on the form. Forms received after the filing date will be considered late and may not be processed.
SWSP Student Placement Approval Document A PHEAA-produced document that is mailed to the employer and student whenever a student is eligible to work through the SWSP. This form contains the periods of time during which the student is eligible to work, the PHEAA-approved hourly pay rate, the maximum number of hours the student may work each week, and the maximum amount the student may earn through the SWSP. If any employer permits a student to begin work without receiving PHEAA SWSP Student Placement Approval, the employer is responsible for paying the student in full for all hours worked.
State Work-Study Times PHEAA’s State Work-Study Times publication provides students with an overview of the SWSP and contains the SWSP Student Application/Placement Form.

> Back to Top | > Next: II. Guidelines