Introduction to FWS:

An overview

2017-2018

• Mary Fields: General questions, community partners

• mrf2n@virginia.edu

• 4-6273

• Ashley Rogers: Reconciliation

• amr6z@virginia.edu

• 3-5512

• Lisa Shuler: Oracle funding and budgeting

• lws5c@virginia.edu

• 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 2017-2018 is approximately $1.6MM

• 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.

• Undergrad max = $3,000 - $4,000; grad max = $5,000

• Maximum gross earnings include the 30% department contribution and

the 70% FWS contribution.

Reconciliation

Set up Labor Distribution

Set up Oracle HR

Submit FWS voucher and Handshake job description

Hire student after checking eligibility in UBI

Post position in Handshake

Complete online training

• Handshake

• https://virginia.joinhandshake.com/

• UBI

• https://qviewprod.admin.virginia.edu/QlikView/index.htm?

• Oracle and Labor Distribution

• http://www.hr.virginia.edu/other-hr-services/employee-

development/sys/is-tk/

• Recon@

• http://www.virginia.edu/recon/

• New FWS award for 2017-2018

• Graduate student FWS awards

• Failure to submit completed FWS voucher

• Minimum requirements for job descriptions

• FICA Exemption

• Part-time enrollment

• 20 hours per week maximum

• Late timesheets

• Overtime

• Dates of work-study program

• Oracle and Labor Distribution setup

Past Issue

• Departments would use last year’s work-study award resulting

in a major reconciliation headache for both the department and

SFS.

Current Solution

• The work-study award for 2017-2018 will be end-dated on

May 11, 2018.

Work-study award for 2017-2018: SR00243

Past Issue

• Limited FWS funding and periods of transition led to fluctuating

graduate student FWS eligibility.

Current Solution

• For 2017-2018, award FWS to graduate students upon

request. Grad students must express interest in FWS by

answering “yes” to the relevant FAFSA question.

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 compliant 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 22, 2017, you must submit the FWS voucher and job description before September 3, 2017, the last day of the pay period which includes the student’s start date.

Past Issue

• Many FWS job descriptions did not include all of the following:• 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 rejected and your PTAEO will not be linked. 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 work-study 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.

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

• University Wage Authorization states that student employees

may work a maximum of 20 hours per week.

Current Solution

• It is the department’s responsibility to comply with this

component of wage authorization.

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 22, 2017

• Last day: May 11, 2018

• Students enrolled for fall only• First day: August 22, 2017

• Last day: December 15, 2017

• Students enrolled for spring only• First day: January 17, 2018

• Last day: May 11, 2018

• No work-study during summer

• Can work during breaks up to 40 hours per week

• Why is the voucher and job description important?

• Why are the role code/ position number important?

• What is the Federal Work-study award number?

• What is the Work-study dates this year?

• What percentage of work-study wages should be charged to your department PTAEO?

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

• FWS role codes

• Undergraduate = 89337

• Graduate = 89333

• America Reads = 89324

Wage-Other

Wage

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%

• Requesting UBI Responsibilities in ESHARP

• Select the “UBI” button from the Integrated System page

http://its.virginia.edu/integratedsystem/

• Select the drop down menu for “Category” and select “Work

Study”. Open the “Work_Study_Module. qvw” for the Access

point.

• Student WS Award

• Reconciliation

• Labor Audit

• Labor Audit displays Offered and Accepted Work-Study Award amounts, actual Work-Study wages as shown in LD and SIS, and the difference between the totals in the two systems. The distribution of W-S Wages by Award Type (Department vs Work Study) is shown by Employee. In addition, W-S Wages are shown by Employee, by Project Owning Org, Date, Award Type, Award Number, Project Number, and Assignment Number.

• Central Audit

• Central Audit compares W-S Wage Earnings shown in LD and SIS, and highlights differences. In addition, W-S Wages are compared to Award Offered & Accepted Amounts, to highlight the 'Aid Year Remaining Amount'.

• Savings Audit

• Savings Audit shows both 'Wages, WS*' and 'Wages, Student' Expenditure Types, to identify opportunities to reclassify wages as W-S earnings.

http://sfs.virginia.edu/internal/fwsadmin

http://its.virginia.edu/esharp/

Mary Fields • mrf2n@virginia.edu

Ashley Rogers • amr6z@virginia.edu

Lisa Shuler • lws5c@virginia.edu