Federal Work-Study Liaison and Supervisor Orientation May 2018 Casey Emmett Federal Work Study Coordinator Federal Aid Programs University of Georgia Office of Student Financial Aid 220 Holmes/Hunter Academic Building • Athens, GA 30602-6114 • Phone: (706) 542-6147 • Fax: (706) 542-8217

What is Federal Work-Study Departments must designate a liaison who will be the contact person for the FWS Program. Departments must pay 25% of the FWS earnings of each student they hire. This cannot come from a federally-funded account. The departmental liaison will assist with hiring, monitoring earnings and hours worked, compliance, and FWS related assistance for students and supervisors. Federal Work-Study, or FWS, is a program of financial aid that is NEED-BASED and receives limited funding. It allows eligible students to work part-time on campus while enrolled at least half-time at UGA. It offers participating departments student workers at a lower cost due to the cost share.

Federal Work-Study Jane’s HOPE scholarship amount $ 6,000 To be considered for FWS a student must: Complete the Financial Aid Application Process before the FWS funds run out (end of February is usually the priority consideration deadline) Indicate his or her interest in work-study on the FAFSA. Demonstrate Financial Need that is at least $1500 greater than the sum of his or her scholarships and grants. Estimated 2 Semester Cost of Attendance 20,000 Jane’s EFC (from FAFSA) 3,000 Jane’s Financial Need 17,000 Jane’s HOPE scholarship amount $ 6,000 Jane’s Pell Grant amount $ 5,000 Jane’s Music School Scholarship $ 2,000 Jane’s Hometown Bank Scholarship $ 1,000 Sum of Jane’s Scholarships & Grants $ 14,000 At this Point Jane has $3000 more NEED than Scholarships and Grants, so she has “room” for FWS. However, if she were to receive an additional $2000 scholarship, she would no longer be eligible for FWS. TIMELINE Oct – Feb Students complete FAFSA. Students are awarded FWS March/April Departments submit position requests for consideration May Departments post jobs in OSFA Job Site June/July Remaining students are awarded and begin applying for FWS jobs June – Aug Interviewing & Hiring August 14th Students may begin work

Federal Work-Study Considerations FWS eligibility is not always guaranteed, and is contingent upon other factors If the student loses FWS eligibility, they are not allowed to work in a FWS capacity Common reasons for FWS ineligibility: -late addition of scholarship/grant -student drops below halftime enrollment -verification process

??? HOW AND WHEN DO STUDENTS BEGIN APPLYING FOR JOBS? When a student is awarded FWS, an automated e-mail is sent to the student’s UGA e-mail account instructing the student to log in to Athena and ACCEPT or decline the FWS award, if offered. When a student ACCEPTS his or her FWS award in Athena, he or she will receive an e-mail with instructions to log on to https://my.osfa.uga.edu to create a FWS Profile and begin applying for positions. WHAT SHOULD I DO TO BE READY FOR APPLICANTS? Post each position in the OSFA Job Site, found at https://my.osfa.uga.edu,using a detailed Job Description. Job descriptions must include all expectations, skills, duties, hours, and physical and transportation requirements needed to perform each task. Ensure that each position is assigned to the correct supervisor, and make sure all supervisors have appropriate access.

When you first go to https://my. osfa. uga When you first go to https://my.osfa.uga.edu, this is what you will see. Click here to Log In

When you click on log in, you will see..... Enter your UGA MyID and associated password. This is usually the first part of your UGA email address.

Once you log in, you will see..... Click on the FWS JOBS Tab

Notice the SECOND ROW OF TABS Notice the SECOND ROW OF TABS. You will use these to navigate in the FWS JOBS Website.

The page will open to this tab. Using the Tabs Use this tab to add or replace the Supervisors and to make them “Active” or “Inactive” The jobs tab allows you to see which of your job listings are active, pending approval, or inactive. You can edit job descriptions here, request that they be made active, or make them inactive. You also create a new job listing here. This is the default tab. The page will open to this tab. This tab takes you to the Liaison’s profile. It will list your name, e-mail address, Phone number, dept. number, name, and address. If you edit your information, please also send a new Liaison Information Form. Here you can view the profiles of students who have applied for your positions and create contracts when the supervisor has selected their hire. Use this tab to view contracts that have been created and/or approved. Once a contract has been approved, it will contain the student’s pay rate.

Taking action usually requires clicking on one of the following icons:

The Job Posting Tab will display all of your jobs: Active, Inactive and Pending

To Add a new Job.....  CLICK HERE

Creating a New Job Enter the information for the Job Description, and then click the CREATE button at the bottom of the page. The job will then be PENDING until it is approved by the FWS Coordinator.

Pending Job

Activated Job

Viewing the Applicants To view the details of an applicant’s profile, click “Review”.

Liaison Contact Information Form Be sure to have new liaisons fill out this form, or contact FWS coordinator to update new liaison/supervisor information

Creating a Contract To create a contract click on the “Applicants Tab.” Use the pull down menu to locate the correct job. The list of applicants will display below the job. Locate the correct student and click on “Create Contract”. The contract will be “Pending” until approved by the FWS Coordinator.

An approved contract will reflect the start and end work dates for the student, the student’s hourly wage, and the amount the student has been awarded per semester. Print this, along with the student’s class schedule, for their personnel file. The contract must be electronically signed by the student, the supervisor, and the FWS Liaison. An automatic e-mail will be sent to each party instructing them to log in and “sign” the electronic contract. In doing so, each party reads and acknowledges their RESPONSIBILITES in their role with FWS. A printed copy DOES NOT need to be sent to OSFA. The amounts and dates will NOT change after being electronically signed. The timestamp is used for audit purposes.

IMPORTANT!!! IMPORTANT THINGS TO NOTE PRIOR TO HIRE: Students are able to work during their scheduled class time if a class has been cancelled. It is the supervisor's responsibility to have documentation of class being cancelled prior to student working. IE: note from professor or email from professor. FWS students CANNOT work more than 20 hours per week (Thursday through Wednesday) per Board of Regents regulations. Occasionally, a student may be simultaneously employed elsewhere on campus in a non-FWS position. In this situation, the two supervisors (FWS and non-FWS) must communicate regularly to ensure the combined hours worked do not exceed 20 during the payroll work week (Thursday through Wednesday). Care should be taken that students do not exceed their semester award. Earnings in excess may be paid entirely from departmental funds. Departmental liaisons are encouraged to track students earnings using the Hours Remaining Tracking Sheet found here: http://osfa.uga.edu/fws/liaison.html

Creating a Federal Work-Study (WKSTY) Personnel document using WebDFS: From the WebDFS Main Menu choose “Add a new Personnel Document. In the Position field enter your 3 digit department number and the short title of WKSTY and use “L” and “A” for the position number and occurrence. Click the Create button. On the Employee Information page enter the student information from the I-9 and other paperwork you have collected from the student. Use your own department number as the primary department and your own Payroll Distribution Code. a. Payroll Status must be UGA Student UGA % time should be 50% or less Wage Type should be Non-Exempt In addition to the contract, a UGA personnel must be created in WebDFS and the student must complete the UGA Online Orientation and associated paperwork PRIOR TO their first day of work.

6. On Payroll Authorization page: Enter the account number from which student will be paid Object Code must be 78000 Begin and End dates and hours MUST match the begin and end dates and hours on the Filled Position page Hourly Wage will be $7.90 Budget Amendment: Do NOT prepare a budget amendment with the personnel If a budget amendment is needed then do a ‘Budget Amendment ONLY’ document to move the money. Be sure to use object code 78000 with the WKSTY L A position. 5. On the Filled Position page: a. Percent Time must be .50 or less Contract Code must be N Job Class Code – 22006 Appointment Begin Date 08/14/2017 Appointment End Date 05/03/2018

Once the Personnel has been submitted, the student will receive an email from HR regarding Onboarding. Please remember: A student MAY NOT begin working until all hiring paperwork has been completed. I-9 documentation must be completed by the 3rd business day from the start date.

TIMEKEEPING RESPONSIBILITIES Remember to include all appropriate dates, signatures, and supervisor initials. Each student must sign-in/out each day with their supervisor. Having a “fixed” and established schedule at the beginning of the term will assist in consistency. All appropriate signatures are required on the form, prior to payroll submission each pay period.

At the end of each pay period, enter the student’s hours worked into the spreadsheet for easy tracking based on their awarded amount.

Liaison Responsibilities NOTE: FWS LIAISONS AND SUPERVISORS MUST BE UNIVERSITY, NON-STUDENT EMPLOYEES. The best source of information for FWS Liaisons is the Liaison Guidebook. Please refer to the Guidebook for details on these and other FWS topics. Primary Contact As the primary contact to the Office of Student Financial Aid (OSFA), the liaison will receive and relay information from the OSFA FWS Coordinator to FWS supervisors in his or her department. Questions and concerns from departmental FWS supervisors will be routed through the designated FWS Liaison to the FWS Coordinator. Job Listing Only the liaison or supervisor for the department can create a job listing on the FWS hiring web site. For complete instructions on creating or revising an FWS job listing, please refer to the Liaison Guidebook. To create or edit a job listing, the FWS Liaison must sign in using his or her UGA MyID at https://my.osfa.uga.edu. The Liaison must add the supervisor of each job to the Liaison's Supervisor Access List using the supervisor's UGA MyID and phone number. Both the Liaison and the supervisor will have access to the applicant profiles. The supervisor must interview and select the candidate and then notify the liaison. Contract, Personnel Document and Budget Amendment The Liaison is responsible for creating the FWS contract in the FWS job site and for creating a UGA personnel document and payroll authorization in WebDFS. NOTE: The 25% departmental match cannot come from a federally-funded account. When Creating the UGA FWS Personnel Document The object code is 78000. The short title for FWS workers is WKSTY. The "percent time" is 50% or less. The Job Class Code is 22006. The Liaison uses the department's home code and account number. The hourly rate for FWS workers is $7.90 per hour and cannot be subsidized. The authorization will be for the full hourly wage. Your department will initially pay 100% of the student's pay, but 75% will be refunded to your account each pay period. FWS Pay and Award Limits Liaisons MUST ensure that FWS students do NOT work in excess of their Maximum Amount to Earn per semester or beyond the semester work dates. Both are listed on the FWS Contract, however liaisons are notified directly of changes to students awards throughout the semester. We suggest that the Liaison use the Hours Remaining worksheet to keep track of the students work hours. IMPORTANT: If a student is allowed to work beyond his or her Maximum Amount, 100% of the total hourly gross pay will be charged to the departmental account, instead of the normal 25%. Liaisons are also responsible for seeing that the FWS are paid for all hours worked. Orientation and hiring paperwork Liaisons are responsible for confirming first-time FWS students complete the Online Orientation provided through UGA's Human Resources (HR) web site, http://www.hr.uga.edu/onboarding.html. All required forms should be submitted immediately after hiring. Any delays in submitting documents to HR or Payroll may prevent the student from being paid on time. None of the paperwork produced during the Online Orientation is sent to OSFA. Other Important Items FWS students may not earn FWS monies between semesters without prior approval from OSFA. Each sign-in/sign-out sheet must be signed by both the FWS student and the student’s supervisor, and must be kept on file for five years following separation of each FWS student. Please review the Guidebook for full details regarding items covered on this page, as well as other items which were not included. Contact the FWS Coordinator should you note any discrepancies between this page and the Guidebook.

BOOKMARK THIS PAGE!!! http://osfa.uga.edu/fws/liaison.html