Work Study Workshop

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Work Study Workshop

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Work Study Workshop

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

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