UVA Student Financial Services
FEDERAL WORK-STUDY AUDIT
2011-2012
Student Financial Services has selected your department for a Federal Work-Study audit. The
purpose of this audit is to ensure compliance with federal laws and regulations and to evaluate the
efficiency and effectiveness of the work-study program at the University of Virginia.
There are two parts to this audit. During the first part of the audit, Student Financial Services will
review the questions listed in Part A. This will occur from our office in Carruthers Hall . The second
part of the audit will be conducted during a visit to your department at a scheduled date and time.
We are sending this information in advance as notification of the information we will be reviewing
during both parts of the audit. We will also notify you of the dates when the audits will occur.
Your department will receive the results of the audit and we will work with you to resolve any issues
identified during our review. You will also be asked to notify our office once you have resolved
these issues.
We thank you for your cooperation and look forward to working with you.
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FEDERAL WORK-STUDY AUDIT
PART A:
INTERNAL REVIEW
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Page 2
INTERNAL REVIEW
1) Who has the department hired as work-study students for 2011-2012?
2) Is the student’s pay rate consistent with the recommended rate in the Employees Handbook?
3) Is there a completed work-study voucher on file with Student Financial Services for each
student?
COMMENTS:
 Meets requirement
 Needs improvement
4) Is there a job description available for each work-study voucher on file for each student?
COMMENTS:
 Meets requirement
 Needs improvement
5) Based on the expenditure detail reports, are the dates and award splits correctly for all students
assigned to this organization?
COMMENTS:
 Meets requirement
 Needs improvement
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INTERNAL REVIEW: HR ASSIGNMENT
1) For 2011-2012, are the following students set up with the correct Role Code?

Student A – role code should be
COMMENTS:
 Meets requirement
 Needs improvement

Student B – role code should be
COMMENTS:
 Meets requirement
 Needs improvement

Student C – role code should be
COMMENTS:
 Meets requirement
 Needs improvement

Student D – role code should be
COMMENTS:
 Meets requirement
 Needs improvement
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INTERNAL REVIEW: FS WS Monthly Reconciliation
1) For 2011-2012, is the Award and Expenditure Type correct in the Work-study (WS) monthly
reconciliation for this organization? List only the problem students.

Student A: Award = _______________
Expenditure Type = __________________
COMMENTS:
 Meets requirement
 Needs improvement

Student B: Award = ________________
Expenditure Type = ___________________
COMMENTS:
 Meets requirement
 Needs improvement

Student C: Award = _______________
Expenditure type = ____________________
COMMENTS:
 Meets requirement
 Needs improvement
2) For 2011-2012, are there any students set up with the work-study Award who are not eligible?
COMMENTS:
 Meets requirement
 Needs improvement
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INTERNAL REVIEW: PAYROLL
1) Does the pay rate in the Integrated System (IS, Oracle) match the pay rate on the work-study
voucher for the students identified? If the pay rate in IS,Oracle does not match the pay rate on the
work-study voucher, is there a Pay Rate Adjustment Request form on file with Student Financial
Services?

Student A:
COMMENTS:
 Meets requirement
 Needs improvement

Student B:
COMMENTS:
 Meets requirement
 Needs improvement

Student C:
COMMENTS:
 Meets requirement
 Needs improvement

Student D:
COMMENTS:
 Meets requirement
 Needs improvement
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2) Students are not allowed to earn more than their allocated Federal Work-Study award. At any
point during the academic year, did the students identified below earn more than their allocated
award?
Work-Study students for 2011-2012

Student A:
COMMENTS:
 Meets requirement
 Needs improvement

Student B:
COMMENTS:
 Meets requirement
 Needs improvement

Student C:
COMMENTS:
 Meets requirement
 Needs improvement
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FEDERAL WORK-STUDY AUDIT
PART B:
ON-SITE DEPARTMENT REVIEW
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ON SITE REVIEW: HIRING
1) Please provide a list of students your department has hired as a work-study student for 20112012.
2) Your department is required to keep a copy of the work-study voucher and job description for
each work-study student hired for three years. Please provide a copy of the work-study voucher and
job description for the following students:
Work-Study students for 2011-2012
 Student A:
 Meets requirement
COMMENTS:
 Needs improvement

Student B:
COMMENTS:
 Meets requirement
 Needs improvement

Student C:
COMMENTS:
 Meets requirement
 Needs improvement

Student D:
COMMENTS:
 Meets requirement
 Needs improvement
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3) For the students identified above, do the job descriptions contain the following items?
Work-Study students for 2011-2012

Student A:
□ name and address of student’s
employer
□ purpose of student’s job
□ job wage rate or range (See appendix
A in the Employer Handbook for
recommended FWS pay rate)
□ student’s job responsibilities and
duties
□ beginning and end dates of
employment
□ job qualifications
□ name of the student’s supervisor
COMMENTS:
 Meets requirement
 Needs improvement

Student B:
□ name and address of student’s
employer
□ purpose of student’s job
□ job wage rate or range (See appendix
A in the Employer Handbook for
recommended FWS pay rate)
□ student’s job responsibilities and
duties
□ beginning and end dates of
employment
□ job qualifications
□ name of the student’s supervisor
COMMENTS:
 Meets requirement
 Needs improvement
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Work-Study students for 2010-2011

Student A:
□ name and address of student’s
employer
□ purpose of student’s job
□ job wage rate or range (See appendix
A in the Employer Handbook for
recommended FWS pay rate)
□ student’s job responsibilities and
duties
□ beginning and end dates of
employment
□ job qualifications
□ name of the student’s supervisor
COMMENTS:
 Meets requirement
 Needs improvement

Student B:
□ name and address of student’s
employer
□ purpose of student’s job
□ job wage rate or range (See appendix
A in the Employer Handbook for
recommended FWS pay rate)
□ student’s job responsibilities and
duties
□ beginning and end dates of
employment
□ job qualifications
□ name of the student’s supervisor
COMMENTS:
 Meets requirement
 Needs improvement
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ON SITE REVIEW: TIMESHEETS
1) Students are not permitted to work more than 20 hours per week when class is in session. Please
provide a copy of the work schedule for the following students:
a)
b)
c)
2) Please provide a copy of the timesheet for the current pay period and a copy of the last pay
period for the students listed above. Do the dates on the work schedule correspond to the dates on
the pay stubs?

Student A:
 Meets requirement
COMMENTS:
 Needs improvement

Student B:
COMMENTS:
 Meets requirement
 Needs improvement

Student C:
COMMENTS:
 Meets requirement
 Needs improvement
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3) Time sheets should not be signed by the student in advance of hours worked. Are the time sheets
signed by the student on the actual date the document is completed?

Student A:
COMMENTS:
 Meets requirement
 Needs improvement

Student B:
COMMENTS:
 Meets requirement
 Needs improvement

Student C:
COMMENTS:
 Meets requirement
 Needs improvement
4) Time sheets should not be signed by the supervisor in advance of hours worked. Are the time
sheets signed by the supervisor on the actual date the document is completed?

Student A:
COMMENTS:
 Meets requirement
 Needs improvement
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
Student B:
COMMENTS:
 Meets requirement
 Needs improvement

Student C:
COMMENTS:
 Meets requirement
 Needs improvement
5) Work-study students should not work prior to completing the work-study voucher. Does the date
on the work-study voucher proceed the first day of work according to the timesheet?

Student A:
COMMENTS:
 Meets requirement
 Needs improvement

Student B:
COMMENTS:
 Meets requirement
 Needs improvement

Student C:
COMMENTS:
 Meets requirement
 Needs improvement
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ON SITE REVIEW: RECONCILIATION
1) Please provide the name of the individual who reviews and approves the monthly reconciliation
for your work-study students.
2) Does your department have any work-study students with more than one assignment? If so, what
process has been established to ensure that the student does not earn more than his/her allocated
amount of work-study?
COMMENTS:
 Meets requirement
 Needs improvement
3) How is your department currently monitoring the potential for a student to earn more than
his/her allocated work-study award?
COMMENTS:
 Meets requirement
 Needs improvement
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