Work-Study Program

1
Work-Study Program

• Welcome to the
• On-Campus Employer
• Work-Study Program
• Workshop

2
Todays Agenda

• Work-Study Guidelines
• Website
• Payroll Process
• Financial Aid Process
• Accounting
• Audit
• Departments Role
• WSOs 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 students 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
• Students 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 members
  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

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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
  requisitions 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

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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

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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 cyclesearnings 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 students whose
  appointments exist in EDB

10
Financial Aid Process

• Application Flow
• March 2nd is the priority filing deadline
• Students missing the deadline are not considered
  for Work-Study funding
• April 30thstudents wishing to be considered for
  summer Work-Study must submit summer application
  (via MyFAO)
• May 15thapproximate summer eFAN release date
• ORF is not available until award is accepted on
  eFAN
• June 15thapproximate 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. Students
  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

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Financial Aid Process
Student files FAFSA (priority deadline Mar 2)
No summer aid
Summer aid
FAO receives FAFSA
Work-Study eligibility evaluated
Student files application by April 30th
Summer eFANs released (mid May)
Academic Year eFANs released (mid June)
Begin paying student under program (within
eligible dates-see WS calendar)
Online referral generated (2-4 days after WS
acceptance)
Student accepts WS award on eFAN
Establish (or update) students EDB record (use
two distributions-one with WSP code one without)
Campus dept accesses submits online referral
Students WS eligibility is activated
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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 limit20 hours per week
• Accuracy of hours paid
• Signatures (student and supervisor)
• Correct and prompt payment to student
• Earnings
• Did not exceed award eligibility

14
Departments 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

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Departments 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
WSOs 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

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Work-Study Program

• Thank you
• for joining
• us