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Work-Study Program - PowerPoint PPT Presentation

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Work-Study Program. Welcome to the On-Campus Employer Work-Study Program Workshop. Today’s Agenda. Work-Study Guidelines Website Payroll Process Financial Aid Process Accounting Audit Department’s Role WSO’s Role Legend: WSO = Work-Study Office ORF = Online Referral Form

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Work-Study Program

Welcome to the

On-Campus Employer

Work-Study Program


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Today’s Agenda

  • Work-Study Guidelines

  • Website

  • Payroll Process

  • Financial Aid Process

  • Accounting

  • Audit

  • Department’s Role

  • WSO’s Role


    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

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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 student’s 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

      • Student’s 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

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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 member’s official University responsibilities

  • Work must be supervised

    • Carefully monitor work schedule, performance and communicate expectations

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  • Program begin/end dates (summer & Academic Year)

  • Placement deadline


  • 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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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 requisition’s 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


  • 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)

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Payroll Process


  • 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 cycles—earnings 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 student’s whose appointments exist in EDB

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Financial Aid Process

Application Flow

  • March 2nd is the priority filing deadline

    • Students missing the deadline are not considered for Work-Study funding

  • April 30th—students wishing to be considered for summer Work-Study must submit summer application (via MyFAO)

  • May 15th—approximate summer eFAN release date

    • ORF is not available until award is accepted on eFAN

    • June 15th—approximate 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. Student’s 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)

Summer aid

No 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) student’s EDB record

(use two distributions-one with WSP code & one without)

Campus dept accesses & submits online referral

Student’s WS eligibility

is activated

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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

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  • To ensure compliance with:

    • Federal program guidelines & regulations

    • University policies and procedures

  • Types of audits

    • Department of Education

    • UCLA Internal Audit

    • Work-Study Office


  • Agreements

    • signatures, dates, renewal

  • Student program eligibility

  • Time Records

    • Weekly limit—20 hours per week

    • Accuracy of hours paid

    • Signatures (student and supervisor)

    • Correct and prompt payment to student

  • Earnings

    • Did not exceed award eligibility

  • Placement records

    • Including Job requisition, Online Referral Form, WSO communications

    • Recommended—keep placement documents with employee’s personnel file

    • 3 years retention

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Department’s 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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Department’s 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

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WSO’s 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