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Financial Aid Student Employment Programs: FWS & SSE. Hiring Department Administrative Training 2009-2010 Academic Year. Important Changes Beginning Fall 2009. Overview. Changes Two programs-FWS and SSE Federal Work Study (FWS) USF Summer Student Employment (SSE)

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Financial Aid Student Employment Programs: FWS & SSE

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Financial Aid Student Employment Programs:FWS & SSE

Hiring Department

Administrative Training

2009-2010 Academic Year


Important ChangesBeginning Fall 2009


Overview

  • Changes

    • Two programs-FWS and SSE

      • Federal Work Study (FWS)

      • USF Summer Student Employment (SSE)

    • FWS spending authority allocations

    • Appointment Processing changes

  • Decentralized Process

    • Financial Aid

    • Vice President/Dean Area (The VP area for USFSP is the Chancellor)

    • Career Center

    • Hiring Department

    • Human Resources

    • Payroll - Tampa


Financial Aid Student Employment Programs

  • Federal Work Study (FWS)

    • Awarded to students for fall & spring

    • Need based financial aid program

    • Federal and institutional funds

    • Spending authority allocations

  • USF Summer Student Employment (SSE)

    • Awarded to students for summer

    • Need based financial aid program

    • Institutional funds

    • No summer spending authority allocations


Federal Work Study (FWS)

  • Part-time student jobs during fall & spring semesters – federal and institutional financial aid requirements

  • Students awarded funds based on eligibility for financial aid-maximum award $4,500

  • Students must accept FWS award and be appointed to a job by 3rd week of fall classes, or FWS award cancelled

  • Both on-campus and community service jobs (Tampa Only)


USF Summer Student Employment(SSE)

  • Part-time jobs during summer semester-institutional financial aid requirements

  • Separate application sent to qualified students

  • Students awarded funds based on eligibility for financial aid –maximum award $2,250

  • On-campus positions only

  • Students must be enrolled at least half-time in USF summer classes to qualify


Spending Authority - USFSP

  • Each VP area is allocated spending authority for fall/spring FWS funds – notification target date by the end of June

  • The USFSP Chancellor is considered our VP area.

  • When USFSP receives the spending authority, each Vice Chancellor and Executive Team members will determine which departments have priority to fill FWS positions.

  • As with USF Tampa and the other regional campuses, FWS spending authority cannot be exceeded

    • VP area accountable for overages


Coordinated Process Involving:

Student

Financial Aid

Vice President/Dean Area

Career Center

Hiring Department

Human Resources

Payroll – Tampa


Role of Student

  • Apply for the FAFSA by the USF Priority Processing Date of March 1stof every year.

  • Verify FWS/SEE eligibility to Hiring Department

    • Complete a “Purple Sheet” (Student Eligibility Form) with Financial Aid.

    • Accept FWS/SSE award on OASIS, print out for hiring department.

    • Schedule of Classes, and print out for hiring department.

  • Search Recruit-A-Bull database in the Career Center for job listings


Role of Financial Aid

  • Manage FWS funds and ensure compliance with federal requirements

  • Provide financial aid information to the Provost to help determine spending authority for VP areas 

  • Notify VP areas of spending authority

  •  Award funds to qualified students & Cancel FWS awards not accepted by students

  • Provide Student Employment Pre-Authorization (Purple Sheet) to Students


Role of Financial Aid (cont’d)

  • Monitor continued student eligibility & adjust FWS awards when necessary

  • Monitor payroll reports and departmental expenditures and spending authority

  • Manage and reconcile FWS/SSE expenditures

  • Report FWS expenditures to the U.S. Department of Education


Role of Financial Aid (cont’d)Student Eligibility Requirements for FWS/SSE

  • Degree seeking

  • Enrolled at least half-time – USF classes

  • Minimum of 2.0 USF CGPA to be awarded funds

  • Meet financial aid eligibility requirements

    • Maintain satisfactory academic progress (SAP)

    • Have financial need as measured by the FAFSA & the financial aid cost of attendance

  • U.S. citizen or eligible non-citizen


Role of Career Center

  • Advertise student employment job openings to campus via web-based job listing service

    • Career Connections

    • USFSP: Recruit-A-Bull

  • Refer students to hiring departments to apply for jobs

  • Assist departments in filling student employment vacancies


Job Description

  • Hiring Departments are required to have a job description for each student employment position

  • Hiring departments are required to use Recruit-A-Bull to post jobs & can use their listing as record of job description (*if it contains required elements)

  • Job posting must be completed to include critical job description elements and must be attached to appointment paperwork before funding will be released for position

  • Job descriptions are an audit requirement


Components of Job Descriptions

  • Employer information

  • Job title

  • Purpose/primary function of the student’s job

  • Duties and responsibilities

  • Qualifications

  • Job Category

    • General Support

    • Reading Tutors/Community Service (Tampa only)

    • Specialists and Technicians

  • Reference(s) to departmental policies

  • Wage rate or range

  • Primary and alternate supervisors


Job Description (cont’d)if using job posting as it appears in Recruit-A-Bull


Job Description (cont’d)if using job posting as it appears in Recruit-A-Bull


Advertising Your Job(s)

  • Post your vacancies on “Recruit-A-Bull” via the Career Center website

    • www.stpt.usf.edu/career/

  • Post your vacancies on “Career Connections” via the Career Center website (USFSP positions can be posted here as well)

    • www.career.usf.edu

  • Can view your job listing online, use posting as job description, and students can self-refer resumes to you

  • When position is filled, make job posting inactive and “report a hire” in Recruit-A-Bull


Recruit-A-Bull

Click here to access information on how to create an account, post a job, search student resumes, inactivate an account, and report a hire


Refer to the Appendix in Handbook

  • Sample job description as listed in:

    • Career Connections (Tampa):

    • Recruit-A-Bull (St. Pete)

  • Sample job posting as listed in:

    • Career Connections (Tampa):

    • Recruit-A-Bull (St. Pete)


Role of Hiring Department

New Hires

  • Create/update FWS job description & post through Recruit-A-Bull

  • Ensure student awarded FWS funds – obtain copy of OASIS printout showing FWS award, Purple Sheet and Class Schedule.

  • Interview, hire and appoint according to USF hiring policies

    • Attach a copy of OASIS printout showing FWS award, and

    • Attach copy of position description posting from Recruit-A-Bull


Role of Hiring Department (cont’d)

Reappointments

  • Ensure FWS job description is posted in Recruit-A-Bull, but marked “inactive”.

  • Ensure student awarded FWS funds – obtain copy of OASIS printout showing FWS award

  • Interview, hire and appoint according to USF hiring policies

    • Attach a copy of OASIS printout showing FWS award, and

    • Attach copy of position description posting from Recruit-A-Bull


Role of Hiring Department (cont’d)

  • Ensure student does not work during scheduled class hours

  • Ensure student does not work more than 20 hrs/week and no overtime

  • Have student document continued eligibility between fall and spring semester

    • Enrolled spring semester in at least 6 hrs of USF classes

    • Financial Aid Satisfactory Academic Progress status must be “eligible” after mid-December calculation


  • Pay Range Guide

    • General Support

      • $7.50– $9.00

    • Reading Tutors/Community Service (Tampa only)

      • $9.00 – $10.00

    • Specialists and Technicians

      • $8.50 – $12.00


    No Mid-Year Pay Increases

    • No mid-year pay increases are permitted

      • Beginning of Academic Year Only

        • i.e. every Fall a returning student can be considered for a raise

    • Recommended raise increment for returning student workers should not exceed $0.25


    General SupportPay Range $7.50 - $9.00 per hour

    • Clerical duties such as filing, record keeping, operating office machines, typing, etc.

    • General receptionist duties such as answering phones, scheduling appointments, referrals, etc.

    • General duties such as desk duties, assisting students, security, facilities maintenance, running errands, operating equipment, etc.

    • Courier duties such as mail sorting, pick-up, loading, etc.

    • General physical labor such as moving furniture, set-up, delivery, outdoors, etc.


    General Support – USFSP Pay Scale Guide

    Salary Scale:

    • $7.50 – New Hire

    • $7.75 -  One (1) year experience at USFSP with prior acceptable work record from department

    • $8.00 – Two (2) years experience at USFSP with prior acceptable work record from department

    • $8.25 -  Three (3) years experience at USFSP with prior acceptable work record from department


    Specialists and TechniciansPay Range: $8.50 - $12.00 per hour

    • Specialized office support and customer service duties that require complex processing and communication skills.

    • Computer skills such as upgrading equipment, database management, use of specialized software programs, etc.

    • Laboratory skills such as preparing/performing laboratory experiments, cleaning equipment, preparing solutions, use of specialized machinery/technology, etc.

    • Research skills such as collecting information, using specialized software programs, advanced data entry, etc. Please see page 6, “Federal Guidelines for Types of Work Students Can and Cannot Perform” for a detailed list of work type exclusions.


    Specialists and Technicians –USFSP Pay Scale Guide

    Salary Scale

    • $8.50 – New Hire

    • $8.75 – One (1) year experience at USFSP with prior acceptable work record from department

    • $9.00 - Two (2) years experience at USF SP with prior acceptable work record from department

    • $9.25 – Three (3) years experience at USFSP with prior acceptable work record from department 


    2 Hiring Scenarios: You are notified that you have $9,000 allocation (Spending Authority to hire students)

    Hire 2 new GS students and allow each of them to work and earn $4,500.

    Hire 3 continuing ST students and allow 1 to work $4,480 and the other 2 to work $2,160

    (1 over both Fall & Spring and 2 Fall Only)

    Allow 1 student (with 1 year of experience) to work 16 hours/week at $8.75/hour

    16 hours X 32 weeks X $8.75 = $4,480

    Allow 2 students (with 2 years of experience) to work in fall only 15 ½ hours/week at $9.00/hour

    15 ½ hours X 16 weeks X $9.00 = $2,160

    $2,160 X 2 students = $4,320

    Total for all students: $4,480 + $4,320= $8,800 (within $9,000 allocation)

    • Allow both to work 18.75 hours/week at $7.50/hour

    • 18.75 hours X 32 weeks X $7.50/hour = $4,500 each student


    Key Points to Remember

    • FWS employees are “real” employees

    • Ensure employee is eligible each semester for student employment

    • Hiring department is responsible for preventing over-expenditures and is financially accountable

    • USF is subject to continued federal and state audits for student employment funds

    • Link to handbook:

      • Tampa: http://usfweb2.usf.edu/usfpers/fwsp/home.htm

      • St. Petersburg: http://www.stpete.usf.edu/finaid/0910USFSPFA_Student_Employment_Programs_Handbook.docx


    Role of Hiring Department (cont’d)

    • Prepare/Certify payroll

    • Pay Distribution Code: 64266 for all FWS students.

    • Timely submission of timesheets following established FWS pay periods – no alternate pay schedules

    • Pay and reconcile FWS earnings biweekly

    • Monitor student’s FWS award amount for reductions

    • Monitor the FWS spending authority for your department

    • Complete an evaluation for each FWS employee: Refer to Student Employment Handbook for a sample of an evaluation form, or on the Human Resources Forms page.


    GEMS Report (FWS Balances By Department)


    GEMS Reports

    FWS Balances by Department

    • To access this GEMS report use the following path:

    • Home>Workforce Administration>Workforce Reports>USF Reports>FWS Balances by Dept

    • This will include a list of all the department’s FWS/SSE students, their name, Employee ID, total award amount, amount of award used, and the remaining award balance. (There are instructions on page 33 of the handbook).


    GEMS Reports

    Payroll Posting Ledger

    This query is available through GEMS and will assist in tracking Student Award Allocations.

    The public query name is U_Payroll_Posting_Ledger. The department will input the parameters as needed, such as date range, department, and Fund (28000).

    You can save the query in Excel format which may make it easier for tracking totals. (For more details see page 33 of the handbook).


    Role of HR

    • Ensure compliance with laws, rules, policies

    • Advise hiring departments on appointments

    • Maintain and provide appointment data

    • Create active employment record in GEMS


    FWS/SSE Employment Policies

    Students hired under the FWS, or SSE are also University employees with all the accompanying rights and responsibilities

    • EEO

    • Sexual harassment

    • Americans with Disabilities Act

    • Career employee displacement

    • Nepotism

    • Social Security card

    • Work hours and schedule


    Employment Policies, cont.

    • Breaks

    • Fair Labor Standards Act (FLSA)

    • Conflicts and complaints

    • Reappointments

    • Leaves

    • Workers compensation

    • Dress codes

    • Dual employment


    Appointing the FWS Employee for the Hiring Department

    • Making an FWS appointment is a multi-part process

      • Verify enrollment , including grade level, academic standing and Satisfactory Academic Progress

      • Verify and document award amount with OASIS printout, and attach to appointment papers

      • Attach a copy of the position description/job posting for HR

      • Document in the remarks section of the appointment form that you have verified appropriate enrollment and the existence of a sufficient FWS award


    HR Sign-up

    • Send new employees and rehires who have not worked at USF for more than one year

    • Use offer letter templates on HR Forms page

    • Employee comes to HR on or before their first day of work

      • http://www.stpete.usf.edu/adminservices/human_resources/forms/LettersofOffer.htm


    Terminating the FWS Employee

    • Future termination date is input with original appointment

    • Appointments may be terminated early

      • Unauthorized absences

      • Refusal to work

      • Falsifying information

      • Inability to perform tasks

      • Violations of student code of conduct or USF policy

      • Exhaustion of FWS or SSE funds


    Role of Payroll - Tampa

    • Pay employees timely and accurately

    • Ensure compliance with federal and state laws as well as University regulations and policies

    • Maintain and provide payroll-related data to employees, benefit providers, leadership and governmental regulatory agencies

    • Distribute payroll expenses timely and accurately


    Paying a FWS/SSE Employee

    • Eligible student employee with a valid FWS/SSE award

    • Appointment Status Form

    • Active record in GEMS

    • Timesheets

      • Available on the HR Website

  • Web-based Certs Application


  • Understanding the Steps in Paying a FWS Employee

    • GEMS Biweekly Processing Schedule

      • Available on the University Payroll Website

  • Direct deposit

  • Separation of duties

    • Preparer

    • Certifier


  • Online Resources

    • Talent Management Website

      • How to Prepare Payroll HRPRP

      • How to Certify Payroll HRPRC

        http://usfweb2.usf.edu/usfpers/pa.htm

        OR

        http://www.stpete.usf.edu/adminservices /human_resources/TrainingandWorkshops.htm

  • Payroll Certification Process section of COMPASS Business Procedures

    • Also in FWS Handbook


  • Understanding the Steps in Paying a FWS Employee

    • No overtime scheduling allowed for FWS

    • FICA Taxes

    • Underpayments and Overpayments

    • Payroll Processing Deadlines


    Pay Distribution Process

    • Biweekly review of distribution information

      • FWS/SSE student worker appointment

      • Payroll activity

      • Award information

      • Account information


    Pay Distribution Process

    • Reconciliation

      • Correct number of hours

      • Correct rate of pay

      • Charged to the correct account

  • Payroll Expenditure Transfers

  • GEMS Pay Distribution GEM400 Training - available as needed


  • USFSP Contacts Financial Aid-Erin Dunn, edunn1@mail.usf.eduCareer Center, Katie Ramsberger, kramsber@spadmin.usf.eduHuman Resources, Barbara Fleischer Bfleisch@spadmin.usf.eduPayroll-Tampa, Shelly Ford, sford@admin.usf.edu


    QUESTIONS?


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