1. 2016-2017

2. Mary Fields: General questions, community partners mrf2n@virginia.edu 4-6273 Robert Barrett: Student eligibility, pay rates, work-study coordinators listserv, voucher monitoring rab2fd@virginia.edu 4-4491 Ashley Rogers: Reconciliation amr6z@virginia.edu 3-5512 Lisa Shuler: Oracle funding and budgeting lws5c@virginia.edu

3. 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

4. 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.

5. How much does UVA get? Our federal allocation for 2016-2017 = $ 1,591,513 Moved 25% to a federal grant program leaving $1,193,635 in FWS funding 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.

6. Reconciliation Set up Labor Distribution Set up Oracle HR Submit FWS voucher and Handshake job description Hire student after checking eligibility in Discoverer SIS Post position in Handshake Complete online training

7. Handshake https://virginia.joinhandshake.com/ Discoverer SIS http://www.hr.virginia.edu/other-hr-services/employee- development/sys/sis-tk/ Oracle and Labor Distribution http://www.hr.virginia.edu/other-hr-services/employee- development/sys/is-tk/ Recon@ http://www.virginia.edu/recon/

8. New FWS award for 2016-2017 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

9. Past Issue Departments would use last year’s work-study award resulting in a major reconciliation headache for SFS. Current Solution The work-study award for 2016-2017 will be end-dated on May 14, 2017. Work-study award for 2016-2017: SR00240

10. Past Issue Limited FWS funding and periods of transition led to fluctuating graduate student FWS eligibility. Current Solution For 2016-2017, 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.

11. 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 23, 2016, you must submit the FWS voucher and job description before September 4, 2016, the last day of the pay period which includes the student’s start date.

12. 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.

13. 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.

14. 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.

15. 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.

16. 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.

17. 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.

18. Students enrolled for both fall and spring First day: August 23, 2016 Last day: May 12, 2017 Students enrolled for fall only First day: August 23, 2016 Last day: December 16, 2016 Students enrolled for spring only First day: January 18, 2017 Last day: May 12, 2017 No work-study during summer Can work during breaks up to 40 hours per week

19. 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?

20. 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.

21. Job type: Wage-Other Compensation type: Wage FWS role codes Undergraduate = 89337 Graduate = 89333 America Reads = 89324 Wage-Other Wage

22. Labor Distribution70%30% ProjectYour department Task101Your department AwardSFS work-study awardYour department award OrganizationYour department Expenditure TypeWages, WS student 70%

23. SIS Discoverer Report: FA_Work Study

24. Start with an ESHARP Request http://its.virginia.edu/esharp/

25. Work Study UBI tool:

26. Example by Expenditure Organization

27. http://sfs.virginia.edu/internal/fwsadmin http://its.virginia.edu/esharp/

28. Mary Fields mrf2n@virginia.edu Robert Barrett rab2fd@virginia.edu Ashley Rogers amr6z@virginia.edu Lisa Shuler lws5c@virginia.edu