Federal Work Study Orientation and Training

1
Federal Work Study Orientation and Training

• Office of Financial Aid and Scholarships
• Colleen Lindbeck Assistant Director

2
Funding and Awarding

• Funding
• Annual from the US Department of Education
• Trends
• UMBCs impact
• Awarding
• Students who complete FAFSA by priority filing
  date (submitted by February 14th and received at
  UMBC by March 1st) with UMBC school code listed
  AND demonstrate need
• Office of Financial Aid and Scholarships over
  awards based on expectations
• Declined Admission
• Declined awards
• Position not secured by September 15
• Earnings not up to award

3
Employer Handbook

• Highlights
• Student Eligibility
• SAP (Page 2, Appendix)
• Employment of Minors (Page 3)
• Automatic forfeit of award (Page 4)
• Awards are semester specific (Page 6)
• Salary Guidelines
• Wage Suggestions (Page 6)
• Assigning Hours (Page 7)
• Monitoring Student Earnings (Page 7)

4
Employer Handbook

• Highlights continued
• Time sheets breaks (Page 8)
• Award decrease (Page 8)
• Maintenance of Records (Page 9)
• University Policies and Procedures (Page 10)
• Questions frequently asked by students (Page
  10)

5
2008 2009 Payroll Procedures

• Step 1
• Identify vacant student position number(s) for
  your department
• If position number(s) needed
• Request through Position Management
• Go to http//www.umbc.edu/peoplesoft/support/HR/U
  MBC_Position_Request_Form.doc (Appendix A)
• Complete form and submit to Bobbie Joe Peach in
  Human Resources
• Email BPeach_at_umbc.edu
• Phone x. 5-2479
• If requesting more than one position
• On the top of the Position Request Form indicate
  of positions requesting
• Approver of the Position Request Form must
  initial the of positions as an approval
• Position Request Forms are generally turned
  around within the same day of receipt
• EXCEPT for blackout period 3-4 day period,
  usually the week UMBC employees get paid

6
2008 2009 Payroll Procedures

• Step 2
• Once student is interviewed and selected for
  hiring
• Department/student completes Federal Work Study
  Hiring Form (Appendix B)
• Employer submits Federal Work Study Hiring Form
  for authorization and signature to
• The Office of Financial Aid and Scholarships
  Attn FWS
• Employer waits for signed Federal Work Study
  Hiring Form to be returned. Office of Financial
  Aid and Scholarships will return the authorized
  form within 5 business days.
• If a department needs the authorized form sooner
  due to payroll deadlines you may
• FAX the form to x.5-1094 OR
• Hand deliver to the Office of Financial Aid and
  Scholarships
• The student is NOT authorized to work and/or earn
  FWS funds until this form is signed and returned
  to the department.
• Once hired, the employer must provide the student
  with the 2008-09 Federal Work Study Terms And
  Conditions (Appendix C)

7
2008 2009 Payroll Procedures

• Step 3
• Employer should follow UMBC payroll procedures to
  initiate the student worker on the employing
  departments payroll.
• Step 4
• Reimbursement Process
• Every 30 days employer will submit the following
  to the Office of Financial Aid and Scholarships
  for reimbursement of student wages
• Completed and signed 2008-09 FWS Request for
  Reimbursement of Wages (Appendix D) - ONE PER
  STUDENT
• History EE Pay with the pay periods and amounts
  highlighted for which the department is
  requesting reimbursement. (Appendix E)
• Please note a student can be employed by more
  than one department (as long as they are not both
  Federal Work Study). Please be sure to highlight
  only your departments earnings for the student.

8
2008 2009 Payroll Procedures

• The History of EE Pay can be run through the
  following navigation
• MyUMBC
• Administration
• Financial Retriever and Reports
• UMBC History of EEPay Dist.
• Create a Run Control
• Enter Employee ID

9
2008 2009 Payroll Procedures

• Note
• The Office of Financial Aid and Scholarships will
  process and return the Request for Reimbursement
  of Wages within 5 business days.
• The students remaining FWS eligibility will be
  noted in the FA Office Use Only section at the
  bottom of the form.
• The Office of Financial Aid and Scholarships will
  also process a Journal Entry (JE) (Appendix F) to
  move the expense of the students wages from the
  departments budget to the FWS account. We will
  provide the employer with a copy of the submitted
  JE and completed Request for Reimbursement of
  Wages.
• Step 5
• The payroll preparer should forward a copy of the
  processed Journal Entry to the department
  Business Manager or person responsible for
  reconciling the department budget.

10
2008 2009 Payroll Procedures

• Step 6
• Confirmation of Payment
• Departments will be able to verify the processed
  Journal Entry and that the expense of the
  students earnings has been moved out of the
  departments budget. However, the History of EE
  Pay and/or the Statement of Payroll Charges
  Reports will NOT reflect any adjustments.
• This can be viewed in Retriever through the
  following navigation
• MyUMBC
• Business Services
• Financial Retriever and Reports
• Retriever
• Reports
• Detail Report Actuals

11
2008 2009 Payroll Procedures

• Business Managers Please Note
• All FWS reimbursements will be posted to account
  8010100 for ALL DEPARTMENTS. This means that
  account 8010100 will have a credit balance at
  the end of the year. This will represent all
  reimbursements that have been processed for FWS
  students and an overall credit to your department
  budget.
• Account 601200 (All Students), the account that
  departments are using to pay the FWS student up
  front, will have a deficit at the end of the
  year. This will represent the FWS wages your
  department paid (prior to reimbursement).
• The credit in Account 8010100 will not
  necessarily the deficit in Account 601200 if
  the department pays other students who are NOT
  FWS students from Account 601200.
• 
  
• NOTE!
• Total dollar of processed journal entries
  credit balance in Account 8010100.

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2008 2009 Payroll Procedures
Office of Financial aid and Scholarships

• Student

Payment for FWS earnings (ACCOUNT 601200)
Reimbursement of FWS wages (ACCOUNT 8010100)
Department
13
IMPORTANT NOTES

• Please be sure to review the entire 2008-2009 FWS
  Employer Handbook for more detailed information
• The Handbook, Payroll Procedures and all forms
  are located on line at www.umbc.edu/financialaid.
  Click on Types of Aid, then Employment
• Additional People Soft references can be found at
  http//www.umbc.edu/peoplesoft/

14
Contacts

• Colleen Lindbeck, Assistant Director
• csly_at_umbc.edu
• ext 5-8148
• Stephanie Johnson, Director
• sjohn_at_umbc.edu
• ext 5-1517

15
Questions?