STUDENT FINANCIAL SERVICES OFFICE
September 16, 1993
KEY ADMINISTRATORS/KEY SUPPORT STAFF
DEPARTMENTAL TIMEKEEPERS
SUBJECT: FEDERAL/STATE/INSTITUTIONAL WORK-STUDY PROGRAMS
REFERENCE: PPM 250-6.1, STUDENT EMPLOYMENT WORK-STUDY
The following information is provided for you regarding the 1993-94 Work-Study Programs:
SPLIT: The department portion will remain at 40%. This
departmental percentage is subject to change during the year due to revisions in funding or student need.
PROGRAM
DATES: Students may begin work on Monday, September 20, 1993,
and may continue through Saturday, June 18, 1994, or until their Work-Study awards are earned, whichever occurs first.
REVISIONS: Our office does not anticipate converting additional
earnings or loans to Work-Study for the 1993-94 academic year.
JOB POSTING: Work-Study funded jobs will now be available on a new
phone in system called TELE-JOB through the Part-Time Employment Program. Departments must specify to the Part-Time Employment Program which employment requisitions are for positions funded with any type of Federal funds, including Federal Work-Study.
WORK-STUDY
DESIGNATION: When employing students on the Work-Study Program,
departments must indicate "F" for Federal Work-Study, "S" for State Work-Study or "I" for Institutional Work- Study on the Personnel Action Form (PAF) in the W S P box. Failure to properly code the W S P box will result in 100% of the student's earnings being charged to the department. Also, the same W S P coding must be included on specials and adjustment PTRs. It is the responsibility of the departments to carefully review their monthly ledgers to ensure that their payroll documents have been key entered correctly. Problems with payroll key entry should be directed to the Payroll Office at the extensions listed below.
PAYROLL CAP: The Work-Study Program Cap was implemented in the
payroll system last year. This Payroll Cap prevents a charge to the Work-Study program if the student has reached the maximum the student is permitted to earn. This will result in 100% of the earnings beyond the Cap being charged to the department. Please review your monthly ledgers to identify students who have been paid 100% department funds even though employed on Work- Study. Questions about the cap for individual students should be directed to the appropriate Student Financial Services Office at the numbers listed on the reverse side of this notice.
AWARD
AMOUNT: The Work-Study award amount appearing on the Financial
Aid Award Letter is the gross earnings amount. This amount includes the department's portion. It is unlawful to require the Work-Study recipient to repay or otherwise be responsible for meeting the department's portion. Please be aware that award amounts often change during the year because of revisions to the student's award. Additionally, a Work-Study award may be suspended during the year if the student fails to meet all of the requirements for continuing on the Work-Study program. Also be aware that the student may have been previously employed by another department on Work-Study funds and may have already earned a portion of his Work- Study award. If you have any questions regarding the current Work-Study award amount, please call the appropriate SFS office at the extension listed below.
NO TIME
PROJECTION: Regulations do not allow the projections of earnings
beyond the date the time sheet is signed and submitted.
WORK
HOURS: Students employed on Work-Study may work up to 40 hours
per week.
Sick leave, vacation or holiday pay may not be paid on any Work-Study funds per Federal, State and Institutional regulations.
The work schedule should be a mutual agreement between the employer and the employee. Questions regarding employee performance, schedule, etc., should be directed to the Part-Time Employment Program, x44472.
MONTHLY
AUDIT: Immediately after each pay period, please forward a copy
of the completed University PTR to the appropriate SFS unit at the mail codes listed below with the breakdown of hours worked on a daily basis, departmental and student signatures, and dates.
Regulations require that Student Financial Services perform a detailed audit of Work-Study earnings. The University Payroll Time Report (PTR) is considered the common time sheet. Our office will not accept individualized departmental timesheets.
Student Financial Services will audit payments made on the Work-Study program funds and request copies of missing or incomplete PTRs. If a copy of the requested PTR is not submitted by the date requested, then the charge for the prior Work-Study payment associated with the requested PTR will be reversed and applied to your department account at 100%. The department will be notified when this occurs. Departments who repeatedly fail to follow the Work-Study procedures will be excluded from hiring Work-Study students. Please note that the original PTR should always be forwarded to Payroll. For audit purposes, Student Financial Services requires a photocopy and not the original PTR.
COMPLIANCE: Failure to comply with the Work-Study regulations may
result in the termination of Work-Study employees in your department.
GENERAL INFO
SESSIONS: Two informational meetings will be held to answer
questions about the Work-Study Program. The first meeting will be held on Friday, September 24, from 10:30 a.m. to 11:30 a.m. The second meeting will be held on Monday, September 27, from 2:00 p.m. to 3:00 p.m. Both meetings will take place in the Santa Barbara/LA Room at the Price Center with Phyllis Walker, Pearl Trinidad, and Ann Klein. We request that a representative from your department choose a convenient date to attend.
CONTACTS: Contact Accounting at x44075, mail code 0953, with
questions regarding operating ledger information.
Contact the Part-Time Employment at x44472, mail code 0335, for information regarding personnel/employment forms.
Contact Payroll at x42269 (A-K) or x43245 (L-Z), mail code 0952, with questions regarding payroll procedures.
Contact Student Financial Services at the appropriate extensions and mail codes listed below if you have any questions about a student's Work-Study award or about our audit procedures. We recommend that you retain a copy of the student's job referral and make a note in each student's personnel file as to which college he/she attends.
FIFTH COLLEGE SFS 42550 MAIL CODE 0013 MUIR COLLEGE SFS 43808 MAIL CODE 0013 REVELLE COLLEGE SFS 43806 MAIL CODE 0013 MARSHALL COLLEGE SFS 43805 MAIL CODE 0013 WARREN COLLEGE SFS 44686 MAIL CODE 0013 GRADUATE SFS 43807 MAIL CODE 0013 SCHOOL OF MEDICINE SFS 44664 MAIL CODE 0621
THOMAS M. RUTTER
Director
Student Financial Services