Work Study Program manual - American University of Beirut Study Program manual for... · Title:...

Work Study ProgramManual for Continuing Students

As a prerequisite you are kindly advised to read the WSP rules and regulations through the below link :

http://www.aub.edu.lb/sao/workstudy/Pages/Rules%20and%20Regulations.aspx

Make sure that Continuing Student has filled the online WSP application once its open on Banner

Go to AUB I procurement

Go to Non-Catalogue request

Category: write “ % student “ and choose the category related to the type of work the student will be performing Quantity: number of hours per the semester 80 x number of months ex 80 x 4 = 320 Unit Price: 6000 or 7000 depending on the type of work the student is assigned to. Currency: always LBP.

Press Add To Cart

Fill the data as per below screenshot:

Description: should contain the name and ID of the continuing student term and Department and (continuing) within the same description line

example of description with mandatory information:

“Maroun Sfeir ID 201654647 for IT department , Spring 17 (continuing) ”

Please press on view cart and checkout.

Inventory Item: NOpress checkout

Deliver to location: SWS-SSD

To check the account combination please press on Edit Lines

Press Accounts

Press on the seven segments combination to be able to edit it.

Make sure the account is 55404

Press SUBMIT

Process after submission

Requisition status: In Process

• You will receive an automated email notification titled workflow mailer to indicate that Ms. Ramzieh Saad accepted or rejected the student selection as per the WSP rules and regulations eligibility and application status

• Once Ms. Ramzieh approves, the requisition will continue in its normal approval sequence.

This is an example of the location of the notification that will be received from Ms. Ramzieh under your worklist.

Requisition Status: Approved

• Ms. Ramzieh will create the PO • Mr. Johnny Kanaan will approve the PO as Student

Affairs Financial Officer. • Comptroller will approve the PO

Requisition Status: Approved

• After full approval, You will see an icon next to the requisition for monthly receiving.

Receiving Process (After the PO is approved)After the requisition is approved - Go to I procurement - Press on receiving - Press on receive items

Under Receipt Quantity box put the number of hours the student worked during each month

The quantity per month should not exceed 80 hours for Fall and

Spring Terms and 60 hours during Summer TermPress Next

Please specify the name of the month the

receipt pertains to in the receipt Comment BOXPress Next

You will get the below warning: if you have already exceeded the time for doing the receiving

Solution: press Next again

Common error and Solution

Press submit

After submission go to main receiving page press on requisition number, click on details, print the below sheet.

- Highlight the line related to the hours that are to be paid. - Write the month of payment on the printed paper. - Send the hard copy with the time sheet signed by the student and supervisor to Ms. Ramzieh (Kindly note that the time sheet is attached within the original email).

End of Semester PO Closure

• At the end of the Term, once the student has finished Work, please make sure that the student has been fully paid for the total number of months of WSP.

• Send an email to Ms. Ramzieh to close the student related PO (Name of the Student and PO Number).

• This will ensure the student full payments and will release any remaining money related to the hours reserved and unused to be used in the following semesters.

WSP Contact Information For reference please contact:

Ms. Ramzieh Saad • Ext: 3177• Email:rs19@aub.edu.lb

Mr. Johnny Kanaan• Ext: 3187• Email: jk63@aub.edu.lb