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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
Work-Study Program

Welcome to the

On-Campus Employer

Work-Study Program


today s agenda
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

what is work study
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
what is work study4
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


  • 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

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
payroll process
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
payroll process8
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)
payroll process9
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
financial aid process
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
financial aid process11
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


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


  • 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
department s role
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
department s role15
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
wso s role
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
work study program17
Work-Study Program

Thank you

for joining