1. Federal Work-Study
Liaison training may 2019

2. 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

3. 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

4. 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

5. 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

6. 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

7. Award Amounts and Wage Rates
For the 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

8. Wage Rates
Effective starting with the 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.

9. Liaison and Supervisor Roles

10. 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

11. 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

12. 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

13. Hours Remaining Tracking Sheet

14. Website Information and Navigation

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

16. 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

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

18. 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.

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

20. 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

21. 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

22. 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 with instructions regarding signing the contract electronically

23. OneSource

24. 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
UGA Financial/Budget Management System
UGAJobs

25. 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

26. 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.

27. 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
combo code will be posted on FWS Liaison Responsibilities
OneSource Decision Matrix for Pay Period Cost Reallocations
How to fix funding under different circumstances

28. 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

29. OneUSG Connect Punch Timesheet
Should say ‘Elapsed Timesheet’

30. Audit Information

31. 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
as attachment to FWS Assistant Director
KABA users should have similar options to submit required information

32. 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

33. Contact Information
Casey Emmett, Assistant Director of Federal Work-Study Fund Management
220 Holmes/Hunter Academic Building, Athens, GA

34. Questions?