1. Welcome to 2018 - 2019 work study orientation

2. 2018-2019 Work-Study Orientation
Student Financial Aid Services – Leslie Hammes, Zach Thompson, DeeDee Bohman or
Where is FA located?
Human Resources – or
Where is HR located?
Today’s Agenda
Getting Started & Building a Job History
What Work Study Means to You
Pay Rates & Job Referrals
Work Schedule & Job Changes
Work Study & Taxes
HR & Payroll

3. 2018-2019 Work-Study Orientation
Getting Started
You should have Accepted the work study award
You should have selected a position from the Job Directory
Referral sheets are available today for those who selected jobs
If you haven’t selected a position your referral sheet will be available in the Student FA Services Office
Building a Job History
Work study should be treated like any other employment
Be responsible and Communicate with your Supervisor
Consider your Supervisor a professional reference for your resume

4. What Work Study Means to you
Work Study is a set award $ amount
You only receive the amount you earn through working
You will receive a paycheck from Payroll
You don’t have to earn the award evenly
You can’t earn more than the awarded amount
If you receive late gift aid, you may lose eligibility
You aren’t paid for days you don’t work – holiday, vacation or sick days
Pay rates are submitted by the Supervisor
Minimum pay rate is the federal minimum wage ($7.25/hr)
Rates are based on skills and experience required for the job
Rates are subject to approval
How many hours/week can you work?
$ award ÷ pay rate ÷ # weeks you plan to work
$2000 ÷ $7.25 ÷ 30 = 9.2 hours per week
You would earn approximately $ / pay period

5. Work Study referral sheet
Find the contact listed in the top section
If they aren’t the Supervisor they will refer you to the correct person
Meet with the Supervisor
Discuss the job duties, work hours, and expectations

6. Work Study referral sheet
Determine an Anticipated Start Date and set your work schedule
Complete a Criminal background Check if required for position
Complete I9 with Human Resources
Show your Work Authorization Card to your Supervisor
Show up on the first day ready to begin work!
Inform your Supervisor if you are ever unable to work as scheduled

7. What else happens? Supervisor / Department will submit an EPAF
Student Financial Aid Services will approve the EPAF
You will receive an once you are an employee in the payroll system
An Employee tab will appear in Vandal Web – W4, web time entry, W2, 1098T, and employment history information

8. Job changes? You may change jobs if necessary
Ask your current Supervisor for options in that area
Review the job directory in Vandal Web for open positions
When picking a position, consider your class schedule, their open hours, and your expectations
Find the Job Change Request Form
Complete G5 under General Forms
Pick up a new Referral Sheet the business day following your selection of a your position

9. Work study and taxes Work Study is taxable income
A W2 will be available by January 31. Unless you request it electronically it will be mailed to the I9 address
Consult a tax professional or the IRS for details about taxable income
Include work study earnings as “Wages” on the FAFSA and then have them deducted in the “Additional Financial Information” section
Save receipts for fees, books, and supplies
You may be able to deduct them
All scholarship and/or grant aid in excess of expenses paid is taxable income
Consult a tax professional or the IRS for details about educational provisions = and search for “Student”
1098T will be available from Student Accounts by February 28

10. Human Resources information
E-Verify Contact information
I-9
Child Labor Form for anyone under 18
Work Authorization Card

11. Human Resources & payroll
After Criminal background Check is completed & you verify your start date:
Ensure you have proper documents to complete I-9 (details on next slide)
Take your Referral Sheet to HR -> 415 W. 6th Street (next to Taco Time and across from Patty’s Kitchen)
Fill out New Employee paperwork -> when complete you will receive a Work Authorization Card
Take your Work Authorization Card to your Supervisor
Complete any required New Employee Training
Sign up for Direct Deposit & set up tax deductions (W4)
Completed in Vandal Web on Employee Tab
Accounts Payable & Payroll require separate direct deposit authorizations

12. I9 verification – original documents only
Photocopies will
be made of provided documents

13. Human Resources & payroll
Your Department may require:
An application, an interview, a reference check
Additional forms or signatures
Satisfactory results from a Criminal Background or Driving Background Check
You need to:
Give your Supervisor the referral sheet and set an Anticipated Start Date
Complete the Criminal background Check and confirm start date
Go to HR -> Complete I9 to receive Work Authorization Card
Show Work Authorization Card to Supervisor
Record hours in Vandal Web using web time entry
Submit time sheet ON TIME
Take required trainings
Your Supervisor will:
Sign your Referral Sheet
Add you into the Payroll system
Communicate time sheet deadlines
Review and approve electronic timesheet

14. Frequently asked payroll questions
When will I get my first paycheck?
2 week pay lag – 1st check two or more weeks after submit 1st timesheet
Submit timesheet by required deadline
Many students won’t get the first paycheck until late September – depends on date began working
What is my timesheet?
Use your timesheet to keep an accurate record of hours worked
UI uses an online timesheet (Web Time Entry)
Vandal Web under “Employee” tab then “Payroll” – Note: EPAF must post first
How often do I submit my timesheet?
You should log your time in and out each day you work
Submit your timesheet every two weeks by the posted deadline
How do I know when to submit my timesheet?
If your Supervisor doesn’t communicate a deadline, ASK them!

15. Frequently asked paycheck questions
What if the timesheet deadline is on a non-workday?
You are responsible for submitting a timesheet even if you aren’t at work or school
We recommend you submit on your last work day prior to longer breaks
What happens if I forget to submit my timesheet?
It must be manually created
It will be added to your next regular check
You will have to wait an additional two weeks
How will I be paid?
Employees are paid via direct deposit
How do I update my contact information?
Vandalweb.uidaho.edu
Personal Information / Address Menu -> Update Address(es) and Phone(s)
Update W2 Address if needed – complete -> select W2 Address Changes

16. Student financial aid services
See the Work Study Coordinator for:
Issues with you job you have been unable to resolve with your Supervisor
Changing jobs if you are unable to earn your full award in your present position
Appeals if you lose work study due to additional scholarship aid
You must re-apply for Financial Aid annually!
FAFSA Available date – October 1st
FAFSA Priority date – December 1st
Eligibility is calculated annually based on submitted FAFSA information
If you miss the annual Priority date you won’t be offered work study or SEOG

17. beams BEAMS (Better Education About Money for Students) Areas of Focus
Financial Wellness
Student Debt Management
Student Loan Repayment
Presentations to living and student groups, residence halls, and classes
iGrad
Counsel students regarding repayment options
One-on-one counseling for students available
More information at

18. Contact us
Phone:
Academic year hours: 9:30 – 5 Pacific time
Summer hours: 9:30 – 4:30 Pacific time

19. Associate directors Laurie Barker - Scholarships
Leslie Hammes – Work Study, Satisfactory Academic Progress, and Loans
Derek Moore – FAFSA and Special Circumstances

20. Fa counselors A – E Meggie Cafferty F – K Katie Doman
L – Q Lina Romero
R – Z Daniel Carlos