Work-Study Program

1. Work-Study Program Welcome to the On-Campus Employer Work-Study Program Workshop

2. 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 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

3. 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

4. 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

5. Website Calendar • Program begin/end dates (summer & Academic Year) • Placement deadline Agreement • 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

6. Website 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

7. Payroll Process EDB • 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

8. 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)

9. Payroll Process Adjustments • 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

10. 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

11. 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

12. Accounting 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

13. Audit Purpose • To ensure compliance with: • Federal program guidelines & regulations • University policies and procedures • Types of audits • Department of Education • UCLA Internal Audit • Work-Study Office Scope • 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

14. 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

15. 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

16. 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

17. Work-Study Program Thank you for joining us