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Federal Work Study Orientation and Training . Office of Financial Aid and Scholarships Colleen Lindbeck – Assistant Director. Funding and Awarding. Funding Annual from the US Department of Education Trends UMBC’s impact Awarding

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Federal Work Study Orientation and Training


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    1. Federal Work Study Orientation and Training Office of Financial Aid and Scholarships Colleen Lindbeck – Assistant Director

    2. Funding and Awarding • Funding • Annual from the US Department of Education • Trends • UMBC’s impact • Awarding • Students who complete FAFSA by priority filing date (submitted by February 14th and received at UMBC by March 1st) with UMBC school code listed AND demonstrate need • Office of Financial Aid and Scholarships over awards based on expectations • Declined Admission • Declined awards • Position not secured by September 15 • Earnings not up to award

    3. Employer Handbook Highlights • Student Eligibility • SAP (Page 2, Appendix) • Employment of Minors(Page 3) • Automatic forfeit of award(Page 4) • Awards are semester specific (Page 6) • Salary Guidelines • Wage Suggestions (Page 6) • Assigning Hours (Page 7) • Monitoring Student Earnings (Page 7)

    4. Employer Handbook Highlights continued • Time sheets – breaks (Page 8) • Award decrease (Page 8) • Maintenance of Records (Page 9) • University Policies and Procedures (Page 10) • Questions frequently asked by students (Page 10)

    5. 2008 – 2009 Payroll Procedures Step 1 • Identify vacant student position number(s) for your department • If position number(s) needed: • Request through Position Management • Go to: http://www.umbc.edu/peoplesoft/support/HR/UMBC_Position_Request_Form.doc (Appendix A) • Complete form and submit to Bobbie Joe Peach in Human Resources • Email: BPeach@umbc.edu • Phone: x. 5-2479 • If requesting more than one position: • On the top of the Position Request Form indicate # of positions requesting • Approver of the Position Request Form must initial the # of positions as an approval • Position Request Forms are generally turned around within the same day of receipt • EXCEPT for blackout period = 3-4 day period, usually the week UMBC employees get paid

    6. 2008 – 2009 Payroll Procedures Step 2 • Once student is interviewed and selected for hiring: • Department/student completes Federal Work Study Hiring Form (Appendix B) • Employer submits Federal Work Study Hiring Form for authorization and signature to: The Office of Financial Aid and Scholarships: Attn: FWS • Employer waits for signed Federal Work Study Hiring Form to be returned. Office of Financial Aid and Scholarships will return the authorized form within 5 business days. • If a department needs the authorized form sooner due to payroll deadlines you may: • FAX the form to x.5-1094 OR • Hand deliver to the Office of Financial Aid and Scholarships • The student is NOT authorized to work and/or earn FWS funds until this form is signed and returned to the department. • Once hired, the employer must provide the student with the 2008-09 Federal Work Study Terms And Conditions (Appendix C)

    7. 2008 – 2009 Payroll Procedures Step 3 • Employer should follow UMBC payroll procedures to initiate the student worker on the employing department’s payroll. Step 4 Reimbursement Process • Every 30 days employer will submit the following to the Office of Financial Aid and Scholarships for reimbursement of student wages: • Completed and signed 2008-09 FWS Request for Reimbursement of Wages (Appendix D) - ONE PER STUDENT • History EE Pay with the pay periods and amounts highlighted for which the department is requesting reimbursement. (Appendix E) **Please note: a student can be employed by more than one department (as long as they are not both Federal Work Study). Please be sure to highlight only your department’s earnings for the student.

    8. 2008 – 2009 Payroll Procedures The History of EE Pay can be run through the following navigation: • MyUMBC Administration Financial Retriever and Reports UMBC History of EEPay Dist. • Create a Run Control Enter Employee ID

    9. 2008 – 2009 Payroll Procedures Note: • The Office of Financial Aid and Scholarships will process and return the Request for Reimbursement of Wages within 5 business days. • The student’s remaining FWS eligibility will be noted in the FA Office Use Only section at the bottom of the form. • The Office of Financial Aid and Scholarships will also process a Journal Entry (JE) (Appendix F) to move the expense of the student’s wages from the department’s budget to the FWS account. We will provide the employer with a copy of the submitted JE and completed Request for Reimbursement of Wages. Step 5 • The payroll preparer should forward a copy of the processed Journal Entry to the department Business Manager or person responsible for reconciling the department budget.

    10. 2008 – 2009 Payroll Procedures Step 6 Confirmation of Payment • Departments will be able to verify the processed Journal Entry and that the expense of the student’s earnings has been moved out of the department’s budget. However, the History of EE Pay and/or the Statement of Payroll Charges Reports will NOT reflect any adjustments. This can be viewed in Retriever through the following navigation: • MyUMBC Business Services Financial Retriever and Reports Retriever Reports Detail Report Actuals

    11. 2008 – 2009 Payroll Procedures Business Managers Please Note: • All FWS reimbursements will be posted to account #8010100 for ALL DEPARTMENTS. This means that account #8010100 will have a credit balance at the end of the year. This will represent all reimbursements that have been processed for FWS students and an overall credit to your department budget. • Account #601200 (All Students), the account that departments are using to pay the FWS student up front, will have a deficit at the end of the year. This will represent the FWS wages your department paid (prior to reimbursement). • The credit in Account # 8010100 will not necessarily = the deficit in Account # 601200 if the department pays other students who are NOT FWS students from Account # 601200. *************************************************************************************** NOTE! Total dollar of processed journal entries = credit balance in Account # 8010100.

    12. 2008 – 2009 Payroll Procedures Student Office of Financial aid and Scholarships Payment for FWS earnings (ACCOUNT #601200) Reimbursement of FWS wages (ACCOUNT #8010100) Department

    13. IMPORTANT NOTES • Please be sure to review the entire 2008-2009 FWS Employer Handbook for more detailed information • The Handbook, Payroll Procedures and all forms are located on line at www.umbc.edu/financialaid. Click on Types of Aid, then Employment • Additional People Soft references can be found at http://www.umbc.edu/peoplesoft/

    14. Contacts Colleen Lindbeck, Assistant Director csly@umbc.edu ext 5-8148 Stephanie Johnson, Director sjohn@umbc.edu ext 5-1517

    15. Questions?