Federal Work-Study Liaison training may 2019

Quick Notes Position Requests will be determined next week 19/20 job descriptions can be submitted within coming weeks Copy and save current job descriptions to resubmit later

What is Federal Work-Study (FWS)? FWS is a federal campus-based program that provides part-time job opportunities to students FWS is considered need-based financial aid Students must demonstrate a certain amount of unmet need to qualify Unmet need= Estimated Financial Need – Estimated Financial Assistance FWS provides advantages to students and hiring departments Wages earned via FWS do not count in the EFC calculation on the FAFSA. Wages are partially subsidized by the Department of Education UGA departments pay 25% of wages, while the Department of Education pays 75% of the FWS employee’s wages 25% departmental match CANNOT come from a federally-funded account

Student Eligibility FWS employees must be enrolled at least halftime while classes are in session 6 hours for undergraduates (fall, spring and summer) 5 hours for graduates (fall and spring) 3 hours for graduates during the summer semester FWS employees cannot work more than 20 hours per week This includes ALL on-campus jobs a student may have FWS employees cannot work during scheduled class or exam time* *If a class or exam has been cancelled or the FWS employee is otherwise not required to attend, the FWS employee may work during scheduled class/exam time if she provides verifiable documentation to that effect PRIOR to reporting for work FWS employees must be otherwise eligible as determined by the Office of Student Financial Aid

Considerations FWS employees must maintain eligibility throughout the semester and academic year Must maintain halftime enrollment Must maintain adequate unmet need All financial resources, including scholarships and waivers, must be reported to the Office of Student Financial Aid Common Scenario: A FWS employee is awarded an outside scholarship a few months into the spring semester. The scholarship amount is greater than the remaining unmet need, therefore she no longer qualifies for FWS. The FWS employee must stop working (as a FWS classification) effective immediately FWS awards are not guaranteed and are contingent upon fund availability FWS employees cannot hold more than 1 FWS job at a time

Considerations The duration of a typical FWS job is the fall and spring semesters of the academic year Dates of work eligibility for the semester are always the first day of class through the last day of finals E.g. spring 2019 January 9th – May 8th FWS employees are allowed to work during breaks/holidays within semesters E.g. spring break FWS employees are NOT allowed to work during breaks not within semesters E.g. Christmas/winter break FWS employees should not exceed their maximum semester awards It is incumbent upon the department to ensure the FWS employee does exceed the award Office of Student Financial Aid’s official policy is that any wages earned in excess of the award not related to the late addition of a financial aid resource are covered 100% by departmental funds

Award Amounts and Wage Rates For the 2019-2020 academic year Minimum FWS award: $2,000 ($1,000 per semester) Maximum FWS award: $5,000 ($2,500 per semester) Wage rates fall within pay ranges determined by job categorization Entry: $8.00-$9.00 per hour Intermediate: $9.00-$10.00 per hour Specialized $10.00-$11.25* per hour * any rate above $11.25 per hour must be approved by FWS Assistant Director Categorizations are requested by the hiring department and approved by FWS Assistant Director Please visit the FWS Liaison Guidebook for more information regarding job categorizations and wage ranges

Wage Rates Effective starting with the 2019-2020 academic year FWS departments may pay FWS employees any pay rate falling within the applicable FWS position level pay range, provided the FWS department also pays any departmental non-FWS student employees in similar positions a comparable rate.  For more information regarding pay ranges, please refer to the Liaison Guidebook.

Liaison and Supervisor Roles

Role of Liaison The liaison is the primary contact person for the department Will receive all FWS correspondence and disseminate accordingly One liaison per department Ensures departmental compliance with FWS policies and procedures Responsibilities found here Must be university, non-student employee More information at the Liaison Page

Role of Supervisor The supervisor ensures work is performed in compliance with FWS policies and procedures Responsibilities found here Multiple supervisors per department Must be university, non-student employee

Useful Information Useful information found at the Liaison Homepage includes: FWS Liaison Guidebook Training presentations Hours Remaining Tracking Sheet FWS Sign in/Out Timesheet (OPTIONAL) Student Evaluation Form (OPTIONAL) Liaison, Supervisor and Student Responsibilities

Hours Remaining Tracking Sheet

Website Information and Navigation

FWS Website https://my.osfa.uga.edu/ Sign in with MyID and password Click the FWS JOBS tab

FWS Website Overview tab Essential functions include: Create a new job posting View applicants for job Request FWS contract for applicants View active FWS contracts Access Liaison Website Access Liaison Guidebook

Create New Job Posting Under the Job Postings tab Click Create New Job

Create New Job Posting Fill out each field Title of job # of positions within this job Which supervisor this job is assigned to Pay range (entry, intermediate or specialized) Duties and experience required Required/preferred skills Location of job Weekly schedule # of hours per week Contact information To the maximum extent practicable, a school must provide FWS jobs that complement and reinforce each recipient’s educational program or career goals.

View Applicants Under Applicants tab Select job from dropdown menu Click Review next to applicant’s name

View Applicants Scroll to view entire profile Profiles act as resumes Indicate intent to interview This does NOT alert the student of the interview If intend to hire, click Request Contract All contract requests are reviewed and approved by FWS Assistant Director

View Contracts Under Contracts tab View active and cancelled contracts for FWS employees View individual contract information by clicking the magnifying class icon next to FWS employee’s name To request a contract cancellation, contact the FWS Assistant Director

View Contracts Information includes: Award amounts Student information The award amount is a ‘snapshot’ of the student’s award at the time the student was loaded into the system. This amount is not updated and will no reflect any changes to the award amounts Student information Employer information Electronic signatures obtained When a contract is approved, the liaison, student and supervisor (if applicable) will each receive an email with instructions regarding signing the contract electronically

OneSource

OneSource Main Procedures FWS employees are hired twice FWS procedure UGAJobs procedure Direct Hire Position funding must be manually entered in OneUSG Connect 75% FWS/25% Departmental OneUSG Connect oneusgsupport@uga.edu 706-542-0202 UGA Financial/Budget Management System onesource@uga.edu UGAJobs hrweb@uga.edu 706-542-2222

UGAJobs Create position for employee Create posting Each FWS employee needs a position, or “seat”, to be placed into Create posting Generates a link which is sent to student when intended to hire Student “applies” for positon “Providing payroll information” Create Hiring Proposal Helpful links: Post a UGA Staff Position Personnel Action System Matrix UGAJobs Position Management Resource Manual

Switching from FWS to STUWK FWS employees are Pay Group 18W Regular student employees are Pay Group 18T To change employee from FWS to STUWK, create a new “seat” New “seat” will have 100% departmental funding Employee can be in 2 seats, but only paid for 1 Must ensure time is recorded under correct “seat” E.g. employee is sitting in FWS seat. During the winter break, employee moves to STUWK seat. Winter break ends, so employee moves back to FWS seat.

OneUSG Connect Funding the position NavBar > Manager Self Service > Position and Funding > Submit Position Funding Request Departmental combo code = 25% of Distribution FWS combo code = 75% of Distribution 2019-2020 combo code will be posted on FWS Liaison Responsibilities OneSource Decision Matrix for Pay Period Cost Reallocations How to fix funding under different circumstances

Time Entry Physical timesheets are available, but NO LONGER REQUIRED Hours must be entered or approved by supervisor or appropriate party Hours must be approved by university, non-student employee that can verify the hours recorded are correct This should always be someone with direct knowledge of the FWS employee’s work performance and schedule BATCH approval is not an acceptable form of approval When using timesheet in OneUSG Connect, use PUNCH timesheet When on PUNCH timesheet, you’ll see ELAPSED timesheet at the top Need to see In time and Out time for each day worked Helpful links: OneUSG Connect Standard Operating Procedures (SOPs) UGA HCM Overview

OneUSG Connect Punch Timesheet Should say ‘Elapsed Timesheet’

Audit Information

Audit Every department is audited every fall and spring semester 3 strike policy Strike 1- warning Strike 2- meeting with FWS Assistant Director Strike 3- FWS position allocations revoked Audits typically require timesheet information When on PUNCH timesheet: select ‘Print Timesheet’ Save as PDF Email as attachment to FWS Assistant Director KABA users should have similar options to submit required information

Audit What we’re looking at: Are hours being reported correctly? TIP- if using OneUSG Connect timesheet, make sure the PUNCH timesheet is being used Is the FWS employee being paid correctly? TIP- ensure FWS employee has 18W pay group and hourly wage matches FWS contract TL Reconciliation Report provides the above information Is there any class/exam and work overlap? If so, is there supporting documentation? TIP- require FWS employee to provide class schedule AFTER drop/add ends Is the FWS employee working in excess of 20 hours per week or maximum award? TIP- assign a consistent work schedule and use Hours Remaining Tracking Sheet

Contact Information Casey Emmett, Assistant Director of Federal Work-Study Fund Management ugafws@uga.edu 706-542-4855 220 Holmes/Hunter Academic Building, Athens, GA 30602-6114

Questions?