Work Study Workshop
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The document summarizes the key aspects of an on-campus work-study program, including eligibility requirements, the roles and responsibilities of various parties, and operational guidelines. It outlines the financial aid application process, how student earnings are subsidized, employment conditions, payroll procedures, and the auditing process to ensure compliance. Departments must submit agreements, post available positions, hire eligible students, and monitor hours worked, while the Work-Study Office reviews placements and provides guidance.
Work Study Workshop
- 1. Work-Study Program Welcome to the On-Campus Employer Work-Study Program Workshop
- 2. Today’s Agenda Work-Study Guidelines Website Payroll Process Financial Aid Process Accounting Audit Department’s Role WSO’s Role Legend: WSO = Work-Study Office ORF = Online Referral Form WSJB = Work-Study Job Bulletin FAU = Full Accounting Unit eFAN = Electronic Financial Aid Notice WSP = Work-Study Program AY = Academic Year Used interchangeably: Participation period, Employment Period, Program Period
- 3. What is Work-Study? Program Purpose Work-Study is a need based Federal subsidy program It is designed to offer students the opportunity to earn money through part-time employment to help defray educational costs To the maximum extent practicable, jobs under the program should help students gain experience in a field related to their course of study Program Benefits Students gain valuable work experience; potentially reduce student loan borrowing, and reduce family contribution Employers’ Work-Study payroll is subsidized by the program How does the Work-Study program work? Eligible students are awarded a given amount of funding for the entire participation period (summer or academic year) A student’s award represents the entire amount that the student may earn under the program Your department covers 50% of every dollar the student earns and Work-Study covers the remaining 50% (up to his/her maximum allocation) Example: your department hires a student with a $2000 award Student works 15 hours at $10/hr = $150 earnings $75 paid by department & $75 paid by WS program Student’s remaining award = $1850 ($2000 - $150 earned) Assuming this student earned his entire award, your department would have paid $1000 and the Work-Study program would have paid $1000 for a total of $2000
- 4. What is Work-Study? Employment Conditions Job Descriptions Must be detailed to permit WSO to determine if position qualifies under program Must clearly define job functions to assist student to determine if job is related to his/her course of study Must establish clear work expectations to avoid misunderstandings (employer should also articulate work expectations during hiring process) Rate of Pay Must be reasonable given the type of work performed Must be comparable to rate of pay for other similar positions Work-Study must not displace University employees May not replace employees on leave, strike, etc… Employed to assist faculty permitted so long as the job is in line with the faculty member’s official University responsibilities Work must be supervised Carefully monitor work schedule, performance and communicate expectations
- 5. Website Calendar Program begin/end dates (summer & Academic Year) Placement deadline Agreement Prerequisite to accessing WSJB Requires UCLA Logon Identifies major program participation requirements Must be signed by two distinct persons Must be faxed to WSO at ext 65530 to activate access Must be renewed annually Work-Study Job Bulletin (WSJB) Job Requisitions Creating Retrieving Tips for preparing job requisition
- 6. Website WSJB continued Referral Forms Searching Submitting Student not authorized until ORF is submitted No ORF may be submitted after the placement deadline Student forfeits Work-Study funding Terminating Permits student to be rehired Confirming placement Students should be listed under their job requisition’s roster Earnings updated biweekly Pay rate increases Updating pay rate on job requisition is permitted but not required if the rate of pay will be increased for a Work-Study participant
- 7. Payroll Process EDB Appointments/Distributions Two distributions are recommended WSP Codes must be designated on EAPP Limit and WSP code on EWSP New hires Re-hires If a student holds more than one university position (one Work-Study and one non-Work-Study), his/her combined appointments must NOT exceed 49% Students may NOT hold more than one Work-Study position simultaneously Pay and Title Codes Recommended 4919 to 4922 No GSR (use SRA instead) Pay raises permitted End the distribution with the old rate and enter a new distribution with the new rate
- 8. Payroll Process Time Record Requirements Weekly Hour Limit 20 hours limit per week (40 for biweekly pay cycle) Must not permit student to work during his/her scheduled class time Excess Hours Departments responsible for paying 100% of hours worked in excess of the 20 hour weekly limit Signatures Valid time records must contain student and supervisor signatures Late Time records Departments responsible for paying 100% of hours worked on time records submitted more than 30 days beyond the end of a pay period Delivery Students should not be permitted to submit time record to payroll personnel Supervisor should personally deliver or arrange delivery of time records to payroll personnel (not to be delivered by student participant)
- 9. Payroll Process Adjustments Use the RX/LX process to adjust Work-Study student earnings for any of the following Excess hours Earnings in excess of award (NOT overmax-see below for additional details) Non-split earnings Earnings split to the incorrect program Never process expense transfers for Work-Study earnings as these transactions do not update the payroll system correctly For Overmax situations it is critical that your department consult WSO prior to processing any adjustment Fiscal Year-end Process See Accounting year-end closing calendar for Work-Study payroll deadlines XX pay cycles Avoid using XX pay cycles—earnings not updated properly in payroll (exception: final year-end paycheck processing) Limit Updates Limits updated on a biweekly basis via Financial Aid Management system to Payroll interface Limits updated only for student’s whose appointments exist in EDB
- 10. Financial Aid Process Application Flow March 2 nd is the priority filing deadline Students missing the deadline are not considered for Work-Study funding April 30 th —students wishing to be considered for summer Work-Study must submit summer application (via MyFAO) May 15 th —approximate summer eFAN release date ORF is not available until award is accepted on eFAN June 15 th —approximate release date for AY eFANs Note: Work-Study is non-transferable between participation periods Impact of other aid on Work-Study funding Work-Study is a need based award. Student’s program eligibility may be reduced or cancelled based on: Receipt of external scholarships Conversion of Work-Study to loan Award changes generate updated eFAN It is important to maintain ongoing communication with students to ascertain any changes to their Work-Study program eligibility
- 11. Financial Aid Process FAO receives FAFSA Student files application by April 30th Student files FAFSA (priority deadline Mar 2) Summer eFANs released (mid May) No summer aid Work-Study eligibility evaluated Student accepts WS award on eFAN Online referral generated (2-4 days after WS acceptance) Campus dept accesses & submits online referral Summer aid Establish (or update) student’s EDB record (use two distributions-one with WSP code & one without) Student’s WS eligibility is activated Begin paying student under program (within eligible dates-see WS calendar ) Academic Year eFANs released (mid June)
- 12. Accounting Review Payroll Expense Distribution Report Department FAU Work-Study FAU Biweekly Accruals Records Retention 3 years maximum Invalid Accounts Report FS0323A Taking action to correct edits on this report will depend on the FAU involved If FAU involves a current Work-Study fund (see WSP Codes guide), no action necessary If FAU does not involve a current Work-Study fund, consult WSO for guidance
- 13. Audit Purpose To ensure compliance with: Federal program guidelines & regulations University policies and procedures Types of audits Department of Education UCLA Internal Audit Work-Study Office Scope Agreements signatures, dates, renewal Student program eligibility Time Records Weekly limit—20 hours per week Accuracy of hours paid Signatures (student and supervisor) Correct and prompt payment to student Earnings Did not exceed award eligibility Placement records Including Job requisition, Online Referral Form, WSO communications Recommended—keep placement documents with employee’s personnel file 3 years retention
- 14. Department’s Role Carefully review On-Campus Employer Work-Study program Guide Establish/renew and submit Departmental Work-Study Agreement Subscribe to Newswire (recommend sign up by two or more individuals) Post jobs on the online via the WSJB Submit Online Referral Forms (ORF) in accordance with program guidelines Students not authorized to participate in program until ORF is submitted Enter appointments in EDB Monitor Time Records 20 hours maximum per week Process time records within specified payroll deadlines Ensure effective communication among all parties involved Inform students of their responsibilities Review Student Guide to Federal Work-Study Program Time records, work performance, enrollment status, award changes Inform Supervisors/Payroll Personnel/Department Managers of their roles Review and understand On-Campus Employer Guide Monitoring participants’ work performance Time record requirements Inform WSO of any personnel change
- 15. Department’s Role Training At least two people should know WS administration procedures Monitor Work-Study website for updates and current happenings Participate in annual workshop Disseminate Newswires Distribute to all persons involved in administering WS program Promptly respond to WSO requests
- 16. WSO’s Role Provide general participation and placement assistance Review and validate WSJB user agreements Review and validate job requisitions Establish, update, and communicate Work-Study program calendar Distribute program updates as needed Inform departments of awards changes Provide guidance with Work-Study payroll adjustment processing Create and distribute newswire to departments Hold Annual Work-Study workshop
- 17. Work-Study Program Thank you for joining us