wsworkshop

Slide1: 

Financial Aid Office Federal Work Study Workshop 2006 - 2007

Topics: 

Topics Work Study 101 The Toolkit Work Study Go Live!

What Makes A Student Eligible For Work Study?: 

What Makes A Student Eligible For Work Study? Must demonstrate financial need through the Free Application for Federal Student Aid (FAFSA). Be a citizen or an eligible non-citizen. Not be in default or owe a repayment to any federal aid program received for study at any other institution. Be fully admitted and enrolled at least half time in a degree-seeking program. Maintain satisfactory academic progress.

Work Study Wages: 

Work Study Wages Undergraduate - $3,000 per year Graduate - $4,500 per year Effective as of Fall of ‘06-’07

Work Study Toolkit: 

Work Study Toolkit Work Study Dept ID Job Code Proper Access Panthersoft Financials Blank Time Cards Angel’s Contact angarcia@fiu.edu 305-348-4136

Work Study Dept ID: 

Work Study Dept ID How Do I Find My Work Study Department ID Number? Run Query: FIU_TE_DEPT_PROJ_LOOKUP

Work Study Dept ID: 

Work Study Dept ID Enter First 6 digits of your department account followed by a % When the results are available, you will notice that the first departments, usually ending in less than 100, will all start with FWS (Federal Work Study). If you do not see a FWS account for your department then you’ll need to create a work study account.

Establishing a Panthersoft Dept ID / Proj ID: 

Establishing a Panthersoft Dept ID / Proj ID

Financials Page Access: 

Financials Page Access

Enter Your Panther ID / Submit: 

Enter Your Panther ID / Submit

If this information is correct, Continue: 

If this information is correct, Continue

Slide18: 

Select The Following Access Codes 012 STEP 3 (Access Requested) (Mark the Access Codes you are requesting and press continue.)

Slide19: 

Enter the Work Study Department ID in “Dept.ID From” and again in “Dept.ID To”, then press“ENTER” and Press on Continue

Slide20: 

Print out Access Request Form Supervisor Signature Fax signed copy along with Confidentiality Agreement form to FAX 305-348-1909 ATTN: Hector Pagan.

Training: 

Training

Work Study Go Live!: 

Work Study Go Live!

Slide27: 

Finding A Job New students will visit the NEW 2006-2007 Work Study Job list via their Panthersoft account. Returning students will be re-assigned to their previous job "ONLY" if requested by the hiring department in the External Award Management Page , found when accessing the Financials System.

Slide29: 

Hiring Procedures Interview the student and make sure that he/she has the required skills to perform the assigned duties. NO OBLIGATION TO INTERVIEW! Request a copy of the student's class schedule before arranging the student's work schedule. Student (s) are not allowed to work during classes. Establish a clearly defined work schedule that will be convenient to both student and employer. Please take into consideration midterms and finals. Inform the student of his/her exact duties and responsibilities of the job.

I’m Hired! When Do I Start?: 

I’m Hired! When Do I Start? Sign-On packet completed Placement form signed and delivered

Requesting Students: 

Requesting Students

Slide40: 

768201

Slide41: 

Work Study Dept ID Number

Slide42: 

Press To Enter Student

Slide44: 

Paperwork Turn In New Students: When the prospective employee and the employer have agreed upon employment, please complete the following steps: Check the “Hired Box”. Complete the Authorized by section “ Project Leader/Dept. Supervisor”, “Title” and “Telephone Number”. Print a copy of the Placement Form, sign and mail it to the Payroll department. Another copy of the signed Placement Form needs to be delivered together with the completed sign-on package to the Employment Section of the Office of Human Resources during the daily schedule indicated bellow: Save a copy of the Placement Form for your records.   Please be aware that in order for the employee to be added to the University payroll, the sign-on package, employment documents, completed I-9 Form with appropriate documentation, and Loyalty Oath must be received in the Office of Human Resources by the appropriate payroll deadline. The list of acceptable documents may be obtained by visiting the following website:   www.fiu.edu./personnel/forms.tm Click: I-9 List of acceptable documents    THE HIRING DEPARTMENT WILL BE RESPONSIBLE FOR ISSUING THE FIRST SET OF TIME CARDS TO NEW STUDENTS. ( 1 – 2 Pay Periods )

Employer Responsibilities: 

Employer Responsibilities Verify the Panthersoft Dept ID, Project Leader, Contact Person, and telephone numbers on the FWS Placement form. If there is an error, please notify the Financial Aid office immediately. Certify and submit individual time cards to the Payroll Dept. in a timely manner. This is a must; it will allow you to keep accurate records of the student’s earnings.

Employer Responsibilities (cont.): 

Employer Responsibilities (cont.) Monitor student's weekly hours to prevent student from earning in excess of his/her FWS award. If the Department fails to monitor the student's hours and student exceeds allocation, the Department is responsible for paying the student from its own sources. Keep accurate records of any updates made on student's allocation. Attempt to resolve employment grievances involving FWS employees.

Slide47: 

Federal Work Study Placement form indicates the maximum number of hours per week the student should be allowed to work to earn the full award by the end of each term. Students are not allowed to use the next term or new academic year FWS allocation prior to the beginning of the next semester / year. Working additional hours means that FWS award will deplete before the end of the term. Hours worked must be reported to payroll on a bi-weekly basis. Financial Aid Office may grant authorization for students to work when classes are not in session. However, the authorization is subject to student's future enrollment plans and remaining allocation for current the term.

Wage Information: 

Wage Information Hours pay for hours worked. Breaks and lunch not paid. Paid biweekly and wages subject to Federal, State and local taxes.

Conditions of Employment: 

Conditions of Employment Performance Standards > Federal Work Study employees are subject to the same personnel policies set for all FIU employees > Those who fail may be dismissed from program Job Transfers > Not allowed during the academic year > With justification, transfers may be approved One Department Only > Students cannot use work study between two different departments.

Americans with Disabilities Act (ADA): 

Americans with Disabilities Act (ADA) Students access to any job should not be limited because of any disabilities. Employers are responsible for providing reasonable accommodations consistent with the qualifications required for the work performance. Supervisors that need assistance with accommodations may contact the Office of Equal Opportunity Employment.

Disciplinary Actions: 

Disciplinary Actions Communicate, meet with student and discuss areas of deficiency. Supervise: If problem continues then terminate. Document (3 copies) Department/Student/Financial Aid Office.

Termination: 

Termination http://www.fiu.edu/orgs/finaid/fws/termination.htm Immediately for gross misconduct, dishonesty, intoxication, disorderly conduct, etc. Must request and complete a Termination form on the web. Department will complete the Termination form on the web, print a copy of the form, sign, keep a signed copy of the form as a record, give signed copy to student and a signed copy to the H/R dept.

 Important Telephone NumbersFinancial Aid Office: Adelfa Ukenye / ukenyea@fiu.edu Angel Garcia / angarcia@fiu.edu Controller’s Hector Pagan / Paganh@fiu.edu (305) 348-3079Placements /Time Cards / PaychecksAnnabel Mesa / Anabel.Mesa@fiu.edu (305) 348 - 1428  AMERICANS WITH DISABILITIES ACT (ADA)Office of Disability Services University Park Campus: (305) 348 - 3532Biscayne Bay Campus: (305) 919 - 5345: 

Important Telephone Numbers Financial Aid Office: Adelfa Ukenye / ukenyea@fiu.edu Angel Garcia / angarcia@fiu.edu Controller’s Hector Pagan / Paganh@fiu.edu (305) 348-3079 Placements /Time Cards / Paychecks Annabel Mesa / Anabel.Mesa@fiu.edu (305) 348 - 1428 AMERICANS WITH DISABILITIES ACT (ADA) Office of Disability Services University Park Campus: (305) 348 - 3532 Biscayne Bay Campus: (305) 919 - 5345