Work-Study Training
and Updates
2015-2016
• Edrina Allen: FWS vouchers, linking projects, Oracle and Labor Distribution
• [email protected]
• 4-4242
• Robert Barrett: Student eligibility, CAVLink, pay rates, work-study coordinators
listserv
• [email protected]
• 4-4491
• Ashley Rogers: New to the FWS team!
• [email protected]
• 3-5512
• Lisa Shuler: Reconciliation
• [email protected]
• Donna Webster: Discoverer SIS training
• [email protected]
• Who sets the rules?
• Federal Department of Education
• University Wage Authorization
• Student Financial Services (SFS)
• Who has to follow the rules?
• All hiring departments, even SFS!
• What happens if I don’t follow the rules?
• No access to work-study funds
• Where does the money come from?
• Department of Education (the federal one) – UVA receives an allocation
of funds from DOE. This funding covers 70% of a student’s wages.
• University departments – the hiring department contributes 30% of a
student’s wages.
Example:
If you hire and pay a student $10.00/hour, your department will contribute
$3.00/hour and the federal allocation will cover the remaining $7.00/hour.
• How much does UVA get?
• Our federal allocation for 2015-2016 = $1,622,309
• Moved 25% to a federal grant program leaving $1,216,731 in FWS
funding
• How much does a student get?
• SFS determines a student’s annual award.
• The annual award represents the maximum gross earnings that a
student can earn under the FWS program.
• Maximum gross earnings include the 30% department contribution and
the 70% FWS contribution.
Complete online training
Post position in CAVLink
Hire student after checking eligibility in Discoverer SIS
Submit FWS voucher and CAVLink job description
Set up Oracle
Set up Labor Distribution
Reconciliation
• CAVLink
• https://virginia-csm.symplicity.com/
• Discoverer SIS
• http://www.hr.virginia.edu/other-hr-services/employeedevelopment/sys/sis-tk/
• Oracle and Labor Distribution
• http://www.hr.virginia.edu/other-hr-services/employeedevelopment/sys/is-tk/
• Recon@
• http://www.virginia.edu/recon/index.html
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New FWS award for 2015-2016
Graduate student FWS awards
Failure to submit completed FWS voucher
Minimum requirements for job descriptions
FICA Exemption
Part-time enrollment
Late timesheets
Overtime
Dates of work-study program
Oracle and Labor Distribution setup
FWS training
Past Issue
• Departments would use last year’s work-study award resulting
in a major reconciliation headache for SFS.
Current Solution
• The work-study award for 2015-2016 will be end-dated on
May 15, 2016.
Work-study award for 2015-2016:
SR00236
Past Issue
• Limited FWS funding and periods of transition led to fluctuating
graduate student FWS eligibility.
Current Solution
• For 2015-2016, award FWS to graduate students upon
request.
Please note that graduate student awarding policies will be
subject to change from year to year.
Past Issue
• Departments would pay students from the work-study award without
submitting a FWS voucher and/or job description.
Current Solution
• Departments must submit a completed FWS voucher and job description
within the pay period of the student’s start date. Otherwise, the department
may not pay the student from the work-study award until the next pay
period.
Example
If the student’s start date is August 25, 2015, you must submit the FWS voucher
and job description before September 6, 2015, the last day of the pay period
which includes the student’s start date.
Past Issue
• Most FWS job descriptions did not include all of the following:
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Name and address of employer
Job purpose
Responsibilities and duties
Qualifications
Start and end date
Wage rate or range
Current Solution
• Job postings with insufficient information will be returned to the
department. Non-compliance will result in the department paying
100% of the student’s wages from their award until a complete job
description is submitted.
• SFS may be auditing job descriptions throughout the year, so you may
be asked to update if we contact you.
Past Issue
• Students would be hired into a faculty or staff position and a workstudy position.
• This is problematic because work-study earnings are exempt from
FICA but the faculty or staff earnings are not exempt. The payroll
system is not able to handle this.
Current Solution
• Make sure your students know that they cannot accept a work-study
position and a faculty or staff position or any other position that is
not exempt from FICA.
• Otherwise, your department will be responsible for 100% of the
student’s earnings.
• Notice included in the 2015-2016 Student FWS Handbook posted on
financial aid website.
Past Issue
• University Wage Authorization states that only full-time students
enrolled in a degree program may be hired as student
employees. Full-time is defined as enrollment in at least 12
hours per term.
Current Solution
• It is the department’s responsibility to comply with this
component of wage authorization. SFS does not monitor student
enrollment when awarding FWS.
Past Issue
• A student submits timesheets after the deadline for a pay
period.
Current Solution
• The hiring department is responsible for 100% of the student’s
wages.
Past Issue
• Students or departments may wish for a student to work more
than 40 hours per week during a break.
Current Solution
• Departments may not use work-study funds to pay overtime.
• Students enrolled for both fall and spring
• First day: August 25, 2015
• Last day: May 13, 2016
• Students enrolled for fall only
• First day: August 25, 2015
• Last day: December 13, 2015
• Students enrolled for spring only
• First day: January 20, 2016
• Last day: May 13, 2016
• No work-study during summer
• Can work during breaks up to 40 hours per week
Past Issue
• Setting up student incorrectly led to time consuming
reconciliation by SFS.
Current Solution
• Departments are responsible for 100% of wages if student is
set up incorrectly.
• Job type: Wage-Other
• Compensation type: Wage
Wage-Other
Wage
• FWS role codes
• Undergraduate = 89337
• Graduate = 89333
• America Reads = 89324
Labor Distribution
70%
30%
Project
Your department
Your department
Task
101
Your department
Award
SFS work-study award
Your department award
Organization
Your department
Your department
Expenditure Type
Wages, WS student 70%
Wages, WS student 70%
http://sfs.virginia.edu/internal/fwsadmin
Edrina Allen • [email protected] • 4-4242
Robert Barrett • [email protected] • 4-4491
Ashley Rogers • [email protected] • 3-5512
Lisa Shuler • [email protected]
Donna Webster • [email protected]