Budget

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Budget Payroll Forum
American University

• October 13, 2004

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Agenda Items

• Introductions
• Federal Work Study Presentation by Michelle
  Harris
• Future Focus
• FY05 Operations
• Preparation for FY06-07 Budget Process
• New Initiatives

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Introductions

• Budget Office Staff
• Nana An, Executive Director of Budget and Payroll
• Sheila Beard, Director of Budget
• Marilyn Shields, Senior Budget Officer
• Lorna Watson, Budget Officer
• Joel Huttar, Budget Officer
• Michelle Carhart, New Budget Officer Beginning
  October 18, 2004

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Federal Work Study

• Presented by Michelle Harris
• Assistant Director of Financial Aid

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The History of the Program

• The federal work study program was created by the
  federal government in 1964 for part-time
  employment for low-income students.
• It is a campus-based federally funded employment
  program that provides paid jobs for students with
  financial need.

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Program Participation

• A school that wishes to participate in this
  program must sign a Program Participation
  Agreement .
• Under this agreement schools participating in
  this program must meet the following requirements
• Make FWS employment reasonably available, to the
  extent of available funds to all eligible
  students
• Award FWS employment, to the maximum extent
  practicable, that will complement and reinforce
  each recipients educational program or career
  goals.
• Assure that FWS employment may be used to support
  programs for supportive services to students with
  disabilities
• Inform all eligible students of the opportunity
  to perform community services and consult with
  local nonprofit, governmental, and
  community-based organizations to identify those
  opportunities.

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Allocation and Reallocation

• To apply for and receive funds from the
  Department of Education, a school must submit a
  FISAP each award year.
• The Department of Education allocates funds
  directly to schools each award year. The
  Department bases the amount of each allocation
  on statutory formulas and on the amount of funds
  appropriated by Congress for the program.
• If the FISAP is submitted by October 1, the
  Department provides AU with tentative allocation
  information by April 1.
• If a school does not use its total allocation of
  funds for campus-based programs, the school must
  return unexpended amounts to the Department.
• If a school returns more than 10 of its
  allocated funds for a given award year, the
  Department will reduce the schools allocation
  for the second succeeding award year by the
  dollar amount returned unless the Department
  waives this provision

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Allocation and Reallocation Contd

• Example If the school returns more than 10 of
  its 2002-2003 allocation, its 2004-2005
  allocation will be reduced by the dollar amount
  returned for 2002-2003.

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Awarding FWS to students

• To be eligible for FWS, a student must have
  financial need, that is, his or her Cost of
  Attendance (COA) must be greater than his or her
  Expected Family Contribution (EFC). Example COA
  EFC financial need.
• For the 2004-2005 Academic year, AUs cost of
  attendance for an undergraduate full-time student
  living on/off-campus is 38615
• If a student has financial need left after their
  other need-based financial aid awards have been
  determined, they are then awarded FWS the
  maximum award for undergraduate students is
  2000.00 and for graduate students 4000.00

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Accepting awards

• Students who have financial aid awards can accept
  their awards on the portal (my.american.edu)
• Incoming freshman will receive a paper acceptance
  letter, while continuing students are directed to
  the portal.
• Beginning of the semester, HR sends a letter out
  to all students with a FWS award informing them
  of the procedures for securing on-campus or
  off-campus employment.
• In late September, a letter is sent by the
  financial aid office to all students who have a
  FWS award that they must have secured a job by
  October 15th, otherwise their awards will be
  cancelled, and placed back in the pool. These
  funds can then be used to increase awards for
  those students who have secured a job, and have
  almost depleted their awards, or for those
  students who have now secured a job.

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Finding a job

• Students view online FWS job openings on HRs
  website http//www.american.edu/hr/fws.html
• Departments send requests for students to Human
  Resources FWS Administrator Cortney Ring
  extension 3557
• HR FWS Administrator uploads jobs online
• Open market system for students
• Students are interviewed and hired by departments.

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HRs Website for FWS jobshttp//www.american.edu/
hr/fws.html

•   HUMAN RESOURCES
• Search AU      Choose American University -
  Benefits- Campus Culture  and Environment-
  Rewards and Recognition- Work-Life Balance
  Career Opportunities - Full-time Faculty-
  Full-time Staff- Adjunct Faculty- Part-time
  Staff- Federal Work Study FAQs How We Hire
  Staff OrientationSchedule Contact HR   Federal
  Work Study Positions  
•  
• Federal Work Study Positions are currently
  available.
• For information about other part-time positions
  on campus, visit Career Opportunities.  
• To learn more about Federal Work Study at
  American University and in the DC area, use this
  page as your starting point.  Learn about all the
  Federal Work Study employment opportunities and
  information about the offices that can help guide
  you through your work study program, and more. 
  Choice is a powerful part of the work-study
  program at American University.  American
  University has developed an "open-market" system
  where students have the ability to apply and
  interview for the positions of their choice. If
  you have received a work study award as a part of
  your financial aid package, you can choose to
  work on-campus in a department of interest to you
  or off-campus in a traditional community service
  positions or tutor. The America Reads initiative
  can provide you with the opportunity to become
  involved in the lives of the areas youngest
  students by helping them enhance skills critical
  to their development. 
• Need more info? Call 202-885-3557 or e-mail
  fws_at_american.edu
• Resources Available to help you online now
• Federal Work Study Positions  for students who
  have been granted a Federal Work Study award.
  Student Guidebook  will help answer any
  questions you may have.  Career Center  offers
  resume assistance.  The Employer Guidebook is a
  resource for campus departments. 

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Examples of On-Campus jobs

• Position Dept. Location
• Assistant Teacher IIICHILD DEVELOPMENT CENTERMain
• Attendant IJACOBS FITNESS CENTERMain
• Attendant IIATHLETICS Main
• Attendant IIBIOLOGYMain
• Attendant IISCHOOL OF COMMUNICATIONMain
• Audio TechnicianWAMUBrandywine
• Audio TechnicianWASHINGTON COLLEGE OF LAWSpring
  Valley Law
• Computer Assistant IART-DESIGN PROGRAMMain
• Computer Assistant IIIART-DESIGN PROGRAMMain
• Computer Assistant IIICASMain
• Computer Assistant IIISCHOOL OF COMMUNICATIONMain
• Computer Assistant IIISCHOOL OF COMMUNICATIONMain
• Computer Assistant IIISCHOOL OF COMMUNICATIONMain
• Computer Support Specialist IICAPMain
• Computer TechnicianWAMUBrandywine
• Facilities AssistantUNIVERSITY CENTERMain

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Example of a FWS job

• Student Staff Assistant III
• Hiring Department ENR SRV-FINANCIAL AID
• Number of Positions Available 5
• Grade 2
• Number of Positions Filled 4
• GENERAL JOB DESCRIPTION
• In addition to the duties of Staff Assistant II,
  performs more advanced word processing, data
  entry, and maintains supplies. Assists with other
  nonclerical projects. May require basic use of
  database and spreadsheet software.
• COMMENTS
• Must be available to work from 9am to 2pm at
  least 3 days a week.
• OTHER INFORMATIONEmployment Type FWSCommunity
  Service
• Location Main
• Semester Fall Spring
• Minimum Hours Required 10
• Maximum Hours Required 20
• Wage Rate
• FOR INTERVIEWContact Michelle Harris
  Telephone [phone]
• Address Financial Aid BuildingFax (202)
  885-1129

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Hiring Process

• Supervisor completes online hiring process
• Online hiring done through my.american.edu
  portal, through online time reporting supervisor
  approval link
• Supervisor completes hiring form by entering AU
  ID and position number, wage and start date
• Supervisor submits the form and an electronic
  behind the scenes audit takes place automatically
  and immediately.
• HR receives hiring paperwork and completes hiring
  process
• Student begins to work

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Audits

• Once a student has begun working it is their
  responsibility to ensure that they do not exceed
  their FWS allocation
• The financial aid office and HR assists them in
  two ways, once a student has reached 75 of their
  earnings an email is sent to the student and also
  their supervisor notifying them of this. Another
  email is sent to the student and supervisor once
  the student has earned 90 of their award.
• At the 75 notification level, if there are FWS
  funds remaining, and the student still has unmet
  financial need, their awards will be increased.
  If the awards are increased, the student and HR
  is notified of the increase.

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Recent Administrative Changes to the program

• For the 2004-2005 academic year, graduate
  students will now be allowed to participate in
  the Federal Work Study Program. In the past
  students were awarded FWS, when they requested
  it.
• This year the academic units were allocated
  budgets for 60,000.00 each. This number was
  derived based on our FWS budget for the academic
  year and availability of funds.
• As was mentioned earlier, the allocation was
  received in October, and the decision to offer
  graduate students federal work study was made
  after the allocation was already received.
• Next year, we anticipate that we will have
  sufficient funds from the Department of Education
  to provide a larger allocation to the academic
  units.

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Frequently Used Telephone Numbers

• Federal Work Study Administrator Phone   
  202-885-3795 e-mail    fws_at_american.edu
  Fax        [phone] Location Sports
  Center Annex Career Center, Off-Campus
  Community Service Phone      [phone]
  Fax          [phone] Location   Butler
  Pavilion, 5th Floor The staff of the Career
  Center can help you with resume writing and with
  finding part-time and full-time off-campus jobs,
  co-ops, and internships. Its library and computer
  facilities are available to all AU students. 
  Community Service Office, Off-Campus Tutoring
  Phone      [phone] or [phone] 
  Fax          [phone] Location    200
  Mary Graydon Center The D.C. Reads Coordinator
  can help you find a tutor site and provide you
  with the necessary training.  Office of
  Financial Aid Phone      [phone]
  Fax          [phone] Location  
  Financial Aid Building

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Future Focus

• What offices would you like to see make a
  presentation regarding their operation?
• What processes would you like discussed/explored
  at future forums?
• Would any of you like to make a presentation
  about your office/services?

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FY05 Operations
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FY05 Operations
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FY05 Operations
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FY05 Operations

• Three-Year Desktop Replacement Plan
• A base funding of 1M each year
• 1/3 of full-time faculty (laptop, docking station
  and monitor)
• 1/3 of full-time staff (desktop PC and monitor)
• One shared network laser printer for every ten
  employees
• Standardized hardware and software configurations
  at contracted prices
• Eliminate PC departmental chargebacks with the
  chargeback budget centralized in e-operations
• Annual allocations will change

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FY05 Operations

• Desktop Technology Replacement

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FY05 Operations
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FY06- 07 Budget Process

• Town hall meetings in October, 04 and March, 05
• Faculty Senate/Staff Council/Student
  Confederation/University Council
• Enrollment projections due to the Provosts
  office
• by Nov. 1st
• Board of Trustees meetings on Nov. 4 5
• Budget call letter from Dr. Ladner to the
  Presidents Cabinet in mid-November
• Budget proposal due to Dr. Ladner and the Budget
  Office by Jan. 7th

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New Initiatives

• Process Improvements - Completed
• XIVR - Details behind IV transactions that are
  posted to GL by student accounts (revenue or
  expense)
• XFAR - Detail behind financial aid transmissions
  to GL
• Tuition Reconciliation - Details tuition revenue
  by course number or GL (with drill down to
  student) to ensure revenue was posted correctly

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New Initiatives

• Process Improvements Ongoing
• Electronic budget change
• New unit notification and acknowledgement
• On-line position changes and position creation

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Questions?
Budget Payroll Forum