Federal College Work-Study

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Federal College Work-Study
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Agenda

• Introduction
• Federal College Work-Study (FCWS) Employment at
  UVA
• CAVLink
• Getting the most out of Oracle
• Miscellaneous Topics
• Frequently Asked Questions

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Federal College Work-Study

• Purpose
• Provides students the opportunity to help fund
  their education
• Benefits the students, the University, and the
  community
• Funding
• By Institution
• By Student

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Federal Funding

• Allocation at the beginning of the fiscal year
• UVa allocation for 2008-2009 1,261,412
• 25 (315,353) for SEOG
• Two match formulas
• 70/30 Match with school for payroll
• 100 for tutoring programs (America Reads and
  JumpStart)

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Basic Need-Based Financial Aid

• Cost of Attendance
• - Tuition and Fees
• - Room and Board
• - Personal Expenses
• - Books
• less
• Expected Family Contribution
• equals
• FINANCIAL AID NEED

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Typical Award Package

• Cost of Attendance 41,000
• EFC 10,000
• Financial Need 31,000

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Financial Aid Package

• Loans 6,500
• Work-Study 3,000
• Grants 21,500
• Total Award 31,000

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Drawing Funds

• Monthly draw of Federal funds for matching
• Review payroll, earnings by student
• Edits
• Student is authorized work study
• Student has funding available
• Allocation is appropriate

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Work-Study Roles and Responsibilities

• FWS Coordinator oversees the FWS Program in the
  Financial Aid Office
• Human Resources in the Department
• HRMS Specialist sets up the student assignment
  in Oracle
• Labor Distribution (LD) Specialist - distributes
  the percentage of funding for the student
  assignment to PTAOs in Oracle and makes LD
  adjustments

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Work-Study Roles and Responsibilities

• Supervisor assigns tasks, certifies work hours
  and signs the students timesheet
• Timekeeper inputs students hours into the
  Oracle payroll system
• Reads Biweekly reports checks FWS reports for
  HR errors and initiates corrections
  appropriately monitors the students FWS award
  and reports any necessary adjustments to LD
  specialist. Follows up on corrections.

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CAVLink

• Registering for an account
• Posting a job
• Vouchers and the hiring process

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Making the most of Oracle

• Assignment in HR determines expenditure type
  (initial set up MOST IMPORTANT-use correct role
  codes from FWS handbook)
• LD determines funding allocation (must allocate
  70 to FWS and 30 to dept.)
• Only (only, only, only) Work-Study expenditures
  allowed on SFS Work-Study awards
• TRANSACTION CONTROLS SET TO BOUNCE ANY
  EXPENDITURES BUT WORK STUDY TO DEPARTMENT
  DEFAULT ACCOUNTS

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Allocation Audits

• Student may not earn more than Work-Study
  allocation
• Institution may not draw
• MORE THAN INSTITUTIONAL ALLOCATION
• MORE THAN INDIVIDUAL STUDENT ALLOCATION
• UVA must reconcile draw/individual earnings

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Allocation Audits

• Reconciliation occurs monthly (Department
  reports/SFS Audit)
• Departments are asked to make adjustments to
  their accounts if students have used all of their
  FWS allocations
• Final SFS Reconciliation is in September
  following FY
• Adjustments by SFS will occur in September for
  previous FY

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PAYROLL PROCEDURES FOR WS STUDENTS DEPARTMENT HR SPECIALIST LD SPECIALIST COMMENTS
1. Work-study award is ending. Student has no other assignments. You can inform the student that WS is ending and terminate employment. HRMS Specialist terminates the employee using the last date of the WS award (last day worked) Not necessary to end date the assignment. IF you must end date the schedule, use the end date of the Work-study award. WS pays 70, the department pays 30. The expenditure type, Wages,WS,70 is the same for both PTAEOs. (There is NO expenditure type Wages,WS set up at 30).
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PAYROLL PROCEDURES FOR WS STUDENTS DEPARTMENT HR SPECIALIST LD SPECIALIST COMMENTS
2. Student has used all of their work study award. Department wishes to employ the student in another position. HRMS Specialist initiates a change assignment action, date tracked to first day effective for the new assignment. End date the work-study PTAEOs using the last day employed in the WS assignment (award end date). If the award is not end-dated, the remaining days that follow to the end of the pay period will be sent to your departments suspense account. If the Work-study award is NOT entered in the LD schedule line using the award end date and IF another PTAEO is NOT set up for the remaining days in the pay period, the remaining charges (after the award end date) will be sent to your departmental suspense account.
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PAYROLL PROCEDURES FOR WS STUDENTS DEPARTMENT HR SPECIALIST LD SPECIALIST COMMENTS
Student has used all of their work study award. You have been notified by report, email, etc., that he/she has gone OVER his/her award. You will be given the overage amount on the report. IF the student has no other assignment, terminate the employee. If the student has another assignment, terminate the WS assignment, using the last day of work-study award. Initiate a Labor Distribution Adjustment for the work-study assignment. Transfer the stated overage amount to a different departmental PTAEO.
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Work-Study Forms

• Employers Work-Study Handbook
• Employer Check List
• Pay Rates
• Work-Study Voucher
• Pay Rate Adjustment Request

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Frequently Asked Questions

• The Department has limited funding. How can I
  make sure that we dont overspend a students
  Work-Study allocation?
• Answer Monitor the bi-weekly reports. Remember
  that these arrive half way through the next pay
  period so use information in approx hours to
  work to determine how much more the student may
  work.

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Frequently Asked Questions

• When I tried to do LD, I received a message that
  my award and project were not linked. What should
  I do?
• Answer Call or email Edrina Allen. She will
  ensure that you have turned in a voucher and that
  we are in the process of linking the Work- Study
  award to your project. She will give you an
  estimate of when the award will be linked.

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Frequently Asked Questions

• Must I employ a Work-Study student for the full
  time allowed by the student award?
• Answer Departments are expected to employ the
  student for the full award amount except in
  cases where there are performance concerns.

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Frequently Asked Questions

• The student had a 3,000 award when I hired him.
  All of a sudden the department report says
  1,000. What happened?
• Answer Work-Study awards change
• If the student requests a reduction
• If the student receives funds from another entity
  (scholarship, loan)

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Frequently Asked Questions

• Oh great Now what do I do?
• Answer The student received an award letter
  noting the change and is expected to let his
  employer know.
• The department may continue the students
  employment but must fund 100 of the earnings
  past the Work-Study allocation. Notify your HRMS
  and LD Specialist to change the assignment and
  adjust the labor adjustment.

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Frequently Asked Questions

• My department would like to employ Work-Study
  students in the summer. May we?
• Answer At the moment, our allocation is being
  fully utilized so that the only summer students
  we can support are America Reads and Jump Start.
  We will let Departments know if and when we have
  funding to support summer employment.

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Frequently Asked Questions

• Why is the last official day of work for all
  Work-Study students the last day of class. Cant
  it be the last day of that pay period?
• Answer Current University policy states that
  the last day of work for these students must be
  the last day of classes. After that date,
  students must be paid with Department funds only.

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Frequently Asked Questions

• I have a student who stopped working in the
  middle of the pay period. What end date goes in
  LD?
• Answer The actual last date of work.

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Frequently Asked Questions

• Anything special happening this year?
• Answer Student Financial Services will be
  conducting audits in various (yet to be
  determined) Departments to ensure that Work-Study
  requirements for documentation and timesheets are
  being met.

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• Your Questions?

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Thank you!