Financial Aid Office

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Financial Aid Office Federal Work Study
Workshop 2006 - 2007
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Topics

• Work Study 101
• The Toolkit
• Work Study Go Live!

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What Makes A Student Eligible For Work Study?

• Must demonstrate financial need through the Free
  Application for Federal Student Aid (FAFSA).
• Be a citizen or an eligible non-citizen.
• Not be in default or owe a repayment to any
  federal aid program received for study at any
  other institution.
• Be fully admitted and enrolled at least half time
  in a degree-seeking program.
• Maintain satisfactory academic progress.

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Work Study Wages

• Undergraduate - 3,000 per year
• Graduate - 4,500 per year
• Effective as of Fall of 06-07

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Work Study Toolkit

• Work Study Dept ID
• Job Code
• Proper Access
• Panthersoft Financials
• Blank Time Cards
• Angels Contact
• angarcia_at_fiu.edu
• 305-348-4136

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Work Study Dept ID

• How Do I Find My Work Study Department ID Number?
• Run Query FIU_TE_DEPT_PROJ_LOOKUP

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Work Study Dept ID

• Enter First 6 digits of your department account
  followed by a
• When the results are available, you will notice
  that the first departments, usually
• ending in less than 100, will all start with
  FWS (Federal Work Study).
• If you do not see a FWS account for your
  department then youll need to create a
• work study account.

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Establishing a Panthersoft Dept ID / Proj ID
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Financials Page Access
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Enter Your Panther ID / Submit
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If this information is correct, Continue
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Select The Following Access Codes 012
STEP 3 (Access Requested) (Mark the Access Codes
you are requesting and press continue.)
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Enter the Work Study Department ID in
Dept.ID From and again in Dept.ID To, then
pressENTER and Press on Continue
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• Print out Access Request Form
• Supervisor Signature
• Fax signed copy along with Confidentiality
  Agreement form to FAX [phone] ATTN Hector
  Pagan.

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Training
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Work Study Go Live!
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Finding A Job

• New students will visit the NEW 2006-2007 Work
  Study Job list via their Panthersoft account.
• Returning students will be re-assigned to their
  previous job "ONLY" if requested by the
  hiring department in the External Award
  Management Page , found when accessing the
  Financials System.

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Hiring Procedures

• Interview the student and make sure that he/she
  has the required skills to perform the assigned
  duties.
• NO OBLIGATION TO INTERVIEW!
• Request a copy of the student's class schedule
  before arranging the student's work schedule.
  Student (s) are not allowed to work during
  classes.
• Establish a clearly defined work schedule that
  will be convenient to both student and employer.
  Please take into consideration midterms and
  finals.
• Inform the student of his/her exact duties and
  responsibilities of the job.

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Im Hired! When Do I Start?

• Sign-On packet completed
• Placement form signed and delivered

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Requesting Students
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768201
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Work Study Dept ID Number
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Press To Enter Student
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• Paperwork Turn In
• New Students When the prospective employee
  and the employer have agreed upon employment,
  please complete the following steps
• Check the Hired Box.
• Complete the Authorized by section Project
  Leader/Dept. Supervisor, Title and Telephone
  Number.
• Print a copy of the Placement Form, sign and mail
  it to the Payroll department.
• Another copy of the signed Placement Form needs
  to be delivered together with the completed
  sign-on package to the Employment Section of the
  Office of Human Resources during the daily
  schedule indicated bellow
  
• Save a copy of the Placement Form for your
  records.
•  Please be aware that in order for the
  employee to be added to the University payroll,
  the sign-on package, employment documents,
  completed I-9 Form with appropriate
  documentation, and Loyalty Oath must be received
  in the Office of Human Resources by the
  appropriate payroll deadline. The list of
  acceptable documents may be obtained by visiting
  the following website 
  www.fiu.edu./personnel/forms.tm
  Click I-9 List of acceptable documents  THE
  HIRING DEPARTMENT WILL BE RESPONSIBLE FOR
  ISSUING THE FIRST SET OF TIME CARDS TO NEW
  STUDENTS. ( 1 2 Pay Periods )

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Employer Responsibilities

• Verify the Panthersoft Dept ID, Project Leader,
  Contact Person, and telephone numbers on the FWS
  Placement form. If there is an error, please
  notify the Financial Aid office immediately.
• Certify and submit individual time cards to the
  Payroll Dept. in a timely manner. This is a
  must it will allow you to keep accurate records
  of the students earnings.

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Employer Responsibilities (cont.)

• Monitor student's weekly hours to prevent student
  from earning in excess of his/her FWS award.
• If the Department fails to monitor the student's
  hours and student exceeds allocation, the
  Department is responsible for paying the student
  from its own sources.
• Keep accurate records of any updates made on
  student's allocation.
• Attempt to resolve employment grievances
  involving FWS employees.

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• Federal Work Study Placement form indicates the
  maximum number of hours per week the student
  should be allowed to work to earn the full award
  by the end of each term.
• Students are not allowed to use the next term or
  new academic year FWS allocation prior to the
  beginning of the next semester / year.
• Working additional hours means that FWS award
  will deplete before the end of the term.
• Hours worked must be reported to payroll on a
  bi-weekly basis.
• Financial Aid Office may grant authorization for
  students to work when classes are not in session.
  However, the authorization is subject to
  student's future enrollment plans and remaining
  allocation for current the term.

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Wage Information

• Hours pay for hours worked. Breaks and lunch not
  paid.
• Paid biweekly and wages subject to Federal, State
  and local taxes.

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Conditions of Employment

• Performance Standards
• gt Federal Work Study employees are subject to the
  same personnel policies set for all FIU
  employees
• gt Those who fail may be dismissed from program
• Job Transfers
• gt Not allowed during the academic year
• gt With justification, transfers may be approved
• One Department Only
• gt Students cannot use work study between
  two different
• departments.

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Americans with Disabilities Act (ADA)

• Students access to any job should not be limited
  because of any disabilities.
• Employers are responsible for providing
  reasonable accommodations consistent with the
  qualifications required for the work performance.
• Supervisors that need assistance with
  accommodations may contact the Office of Equal
  Opportunity Employment.

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Disciplinary Actions

• Communicate, meet with student and discuss areas
  of deficiency.
• Supervise If problem continues then terminate.
• Document (3 copies)
• Department/Student/Financial Aid Office.

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Termination

• http//www.fiu.edu/orgs/finaid/fws/termination.htm
  
• Immediately for gross misconduct, dishonesty,
  intoxication, disorderly conduct, etc.
• Must request and complete a Termination form on
  the web.
• Department will complete the Termination form on
  the web, print a copy of the form, sign, keep a
  signed copy of the form as a record, give signed
  copy to student and a signed copy to the H/R
  dept.

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Important Telephone
NumbersFinancial Aid Office Adelfa Ukenye
/ ukenyea_at_fiu.edu Angel Garcia /
angarcia_at_fiu.edu Controllers
Hector Pagan / Paganh_at_fiu.edu (305)
348-3079Placements /Time Cards /
PaychecksAnnabel Mesa / Anabel.Mesa_at_fiu.edu
(305) 348 - 1428 AMERICANS WITH
DISABILITIES ACT (ADA)Office of Disability
Services University Park Campus (305) 348 -
3532Biscayne Bay Campus (305) 919 - 5345
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