20072008 Federal WorkStudy Program

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2007-2008 Federal Work-Study Program

• Karen Bailey
• Assistant Director of Financial Aid
• Student Employment Office
• Jennifer Ward
• Senior Secretary
• Student Employment Office

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What is the Federal Work-Study Program?

• Federal Work-Study (FWS) stimulates and promotes
  part-time employment opportunities for
  students.
• The federal share of a students wage is 70,
  while the institutional share is 30.
• A work-study student is limited to earning 100
  of his or her FWS award amount (the 70/30 split
  is used for accounting purposes only).

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Hours Schedules

• FWS students are permitted to work a maximum of
  20 hours per week during periods of enrollment
  and 40 hours per week during breaks and
  holidays.
• To ensure students do not exhaust their award
  within the first few weeks, use the formula in
  the handbook
• Award Per Semester Pay Per Hour Eligible
  Working Hours Per Semester
• Eligible Hours Number of Weeks Per Semester
  Suggested Hours Per Week
• EXAMPLE
• Student awarded 5000/year, 2500/semester in FWS
  aid. Position pays 12/hour.
• 2500 12 208 hours student can work per
  semester
• 208 hours 16 weeks in the semester 13
  hours/week

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Please Note!

• Students are allowed to be employed in only one
  FWS job at a time!
• Exception Students are able to work two FWS jobs
  if one is the Emory Reads program, part of the
  America Reads Challenge.
• Students are able to work a FWS job in
  conjunction with a non-FWS job (a position with
  100 departmental funding).

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Qualifications for FWS Employment

• Must be enrolled for at least 6 credit hours as a
  regular, degree-pursuing student
• Must maintain satisfactory academic progress as
  defined by the OFA
• Must be either a citizen or permanent resident of
  the U.S.
• Must have financial need
• Please note that students work-study awards are
  subject to change, and in some instances are
  decreased or canceled mid-year. The decision to
  award work-study funding to a student always
  rests solely with the Office of Financial Aid.
  In the event that a students award is decreased
  or canceled, the department will be responsible
  for 100 of earnings outside the modified award.

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3 Components of FWS Hiring

• MonsterTrak
• OPUS
• Kronos

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MonsterTrak

• An accurate MonsterTrak job listing is required
  for each FWS student worker.
• Hiring Managers are not authorized to hire a
  student in OPUS prior to the job posted in
  MonsterTrak being approved by the Student
  Employment Office.
• To access MonsterTrak, login through the Student
  Employment webpage
• www.emory.edu/FINANCIAL_AID/student_employment/emp
  loyer-login.php

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MonsterTrak Login

• Login using the direct phone number of the main
  departmental contact person for FWS, using
  hyphens.
• Example Student Employment would use
  404-727-6030
• Your password is your 4-digit departmental
  account number.
• Example Student Employment, department number
  U196000, would use 1960

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The contact information defaults to the main
contact person for the department, but can be
changed. In the job description section, all
boxes must be filled out not just the ones in
red. Job title a real title, such as office
assistant, not work-study student. Job
reference name of your department Openings may
use one MonsterTrak listing for multiple jobs,
for example 4 Job type always select
part-time Job category always select Education,
Training, and Library Job sub-category always
select Administration Post Secondary Job city
always Atlanta Job state always Georgia
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Job state always Georgia Job country always
United States On/off campus always select
on-campus How to apply phone, fax, or
email Start date type the actual date the
student will start working, such as
09/01/2007 Semester available fall, spring,
summer When to apply type a date or
ASAP Days/hours Duration of job type
flexible, as set by employer, and/or not to
exceed 20 hours per week Salary type and actual
amount or range, such as 9.00/hour or
7.50-9.00/hour Email contacts actual email
address Website type an actual web
address Company description state the purpose of
the position - The Financial Aid Office assists
students in receiving federal and some
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Qualifications state the minimum qualifications
a student must have to obtain the position, for
example Undergraduate. Will train. Duties and
responsibilities state the job duties a student
will be expected to perform, such as filing,
preparing mailings, data entry Employment type
select Off-campus work study, On-campus
non-work study, or On-campus work study. Post
listing on date job listing will be
visible Remove and archive listing on date job
listing will no longer be visible. Remember to
remove and archive once position is filled.
Preview your job and check for errors before
submitting the listing to the holding bin. Upon
approval from the Student Employment Office, the
listing will move from the holding bin and become
active.
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MonsterTrak

• Now you know how to create, edit, and archive job
  postings on MonsterTrak!
• Once you have created your finalized job posting
  and submitted it to the holding bin, you can
  expect the Student Employment Office to have the
  job active within two business days.
• If you need help with anything related to
  MonsterTrak, please feel free to contact the
  Student Employment Office.

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Hiring a FWS Student

• Students must not begin to work prior to
• The hiring manager having entered the student
  into OPUS, and an OPUS approval having been
  received by the hiring manager.
• All hiring paperwork having been been completed,
  routed to, and received by Human Resources Data
  Services, with approval email sent from Data
  Services to the hiring manager.

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Hiring Paperwork

• First time FWS students will need to complete the
  I-9, tax forms W-4 and G-4, and a Direct Deposit
  form.
• The hiring manager will hire the student via OPUS
  and send the paperwork directly to HR Data
  Services with an OPUS cover sheet.
• Rehired students must complete tax paperwork and
  an I-9 if they have not been employed at Emory
  for 120 days or more.

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Hiring Paperwork

• The Direct Deposit form must be submitted with a
  voided check. If a student refuses to use Direct
  Deposit, please call the Payroll Office to
  discuss Cash Pay options.
• To employ a student under 18 years of age, an Age
  Certification Form was required to be submitted
  to the Student Employment Office historically
  however, due to changing regulations, please
  contact Data Services for current instructions.

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Kronos

• The Kronos Workforce Timekeeper System is a
  web-based application used to track employee time
  and attendance.
• Students are responsible for clocking in and out
  of Kronos by dialing 3-6666 at the beginning and
  end of each shift.
• It is suggested that a designated phone line be
  specified for students to use for clocking
  purposes to help avoid possible time fraud.
• Informal timesheets (handwritten) should be kept
  as a back-up in case of issues with the Kronos
  program or forgotten clock ins/outs. If a
  student forgets to clock in or out, he or she
  must notify the timekeeper.

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Kronos Instructions

• Students are identified in Kronos by a 9-digit ID
  number, consisting of a students 7-digit
  employee ID number plus a 2-digit record number.
  Students with multiple jobs will have multiple
  record numbers. Please be sure students are
  using the correct number for each job.
• To clock in or out, students call 3-6666 from
  their designated phone line, then enter the
  9-digit number, followed by a 1 to clock in and
  a 9 to clock out.
• Students may check their hours worked by calling
  TSIS (Time Status Inquiry System).

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Kronos Instructions

• Each student will be given a Kronos information
  card by his or her timekeeper. The card will
  include
• The students 9-digit ID
• The name, phone number, and email of the
  timekeeper
• Instructions on clocking and checking hours
  worked
• The phone numbers for Kronos and TSIS

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Important Notes about Kronos

• Kronos rounds to the nearest 15 minutes, based on
  7.5 minute intervals. For example, 907 would
  round to 900, and 908 would round to 915.
• Students working 6.5 or more consecutive hours on
  any given day must show a 30 minute break for
  that day. When hiring a student in OPUS, you may
  adjust the Pay Configuration option to
  automatically deduct a 30 minute, 45 minute, or 1
  hour lunch once the 6.5 hour limit is reached.
  Please remind students that they are required by
  law to have this break!
• Students working non-traditional hours and
  weekend hours must send an email to their
  supervisor and cc the Student Employment
  Office prior to working these hours.

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Important Notes about Kronos

• Student employee numbers are confidential. No
  one should clock in or out for another person.
• If a student makes a mistake while clocking, they
  can either hit the key twice or simply hang up
  before the thank you message.
• When a student misses a clock in or clock out,
  Kronos will send a notification email to the
  students email address automatically. Please
  advise students to check their Emory email
  accounts regularly!

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Timekeeper Responsibility

• Work with HR Reps to provide proper pay rules and
  pay codes
• Help resolve disputes
• Monitor timecards
• Edit timecards as needed
• Communicate with supervisors regarding edits
• Approve timecards
• Run, print, and file reports
• Train new student employees
• Ensure compliance with FWS

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Timekeeper Responsibility

• Daily
• Edit punches on timecards
• Record approval of edits
• Fridays (1st week of pay period)
• Run pay report and review
• Fridays (2nd week of pay period)
• Continue resolving errors
• Payroll Mondays
• Make final edits and record approval
• Approve timecards by 1200 noon
• Run, print, and file final pay report

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Student Wages

• Use these pay scales as a guideline -the decision
  is at the discretion of the supervisor
• Returning students should have increased
  responsibility and pay
• Provide a career ladder for students and
  incentive to excel.
• Undergraduate Payscale
• Pay Level 1 7.50
• Pay Level 2 8.00
• Pay Level 3 8.50
• Pay Level 4 9.00
• Graduate Payscale
• Pay Level 5 11.00
• Pay Level 6 11.50
• Pay Level 7 12.00
• Pay Level 8 12.50

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Maintaining FWS Files

• Proper label
• OPUS address page
• OPUS summary page
• Data Services approval email
• MonsterTrak job listing
• Evaluations
• Kronos Pay Report and Manual Timesheet for each
  pay period
• Misc. communications with student and/or Student
  Employment Office
• Must store files for 3 years!

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Monitor Earnings

• Once a student has earned the entirety of his or
  her FWS award, the department is responsible for
  100 of all subsequent earnings.
• Student Employment will send out a letter once a
  student is within 400 of his or her maximum.
• It is the supervisors responsibility to closely
  monitor earnings to ensure student does not
  exceed maximum.
• Use the suggested hrs/wk formula to pace earnings
• Track earnings using supervisor spreadsheet from
  CD
• Have student track award using timesheet packet
• Once maximum is reached, student must be
  terminated from the FWS position. Departments
  have the option to rehire student into a non-FWS
  position and thus pay 100 of the students
  wages.

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Other Notes

• Increased awards
• Please contact the Student Employment Office to
  determine eligibility.
• Evaluations
• Must be completed by the supervisor at the end
  of each academic year and at the time of
  termination. Please file in the students FWS
  file folder departmentally. Please do not
  forward to the Student Employment Office.

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Terminations

• Changing FWS Assignments
• Student email supervisor and cc Student
  Employment Office.
• Terminate the student, then notify student once
  process completed.
• Termination must show in Data Services before new
  department can hire student.
• Involuntary Termination
• Should give student two weeks notice.
• Exception Extreme policy violation calls for
  termination without advance notice and immediate
  notification to Student Employment.
• All involuntary terminations should be reported
  to Student Employment by completion of Evaluation
  Form.
• Appeals/grievance procedures which cannot be
  resolved between student and supervisor must be
  handled by the Student Employment Office.
• Equal Opportunity
• Emorys Equal Opportunity policy applies to all
  University employees, including student employees.

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Student Employee Rights

• Info regarding award/pay/hours
• A specific job description
• Defined work schedule
• Adequate training
• Safe/sanitary work environment
• Supervision and review of work performed
• Explanation of clocking and pay procedures
• A missed work policy
• A procedure for expressing concerns

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Student Employee Responsibilities

• Learn student employee policies
• Understand responsibilities and standards
• Arrange a work schedule and adhere
• Notify supervisor immediately regarding missed
  work
• Accurately document hours
• Perform tasks efficiently and timely
• Inform the Office of Financial Aid of changes in
  financial situation, a second job, or
  irregularities in the award or earnings.

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Supervisor Responsibilities

• Adequately inform students regarding hours,
  workload, policies, employment duration, and pay.
• Complete hiring/termination process in a timely
  manner.
• Do not allow students to work until authorized to
  do so
• Discuss any performance issues
• Proper timekeeping
• Annual evaluation of each student
• Monitor earnings of FWS students to ensure
  maximums are not exceeded
• Terminate student once maximum award is reached.

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Final Notes

• FWS students may not displace regular employees.
• FWS jobs may not be religiously or politically
  involved.
• Any change of personnel (timekeeper, supervisor,
  etc.) must be reported to the Student Employment
  Office.
• FWS students do not accrue sick/vacation, are not
  paid for holidays or overtime, should not work
  more than 20 hours per week during enrollment,
  and should not work outside normal business
  hours.
• FWS are covered under Workers Compensation and
  the Universitys auto policy (need valid
  license/permission).
• FWS students may start working on the first day
  of class and end working on the last day of
  finals for the school of enrollment. A student
  may need to stop working early if his/her
  work-study award is exhausted before end date.

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Thank you for joining us today!