EDB MANUAL

UCLA Payroll Services

A guide for departments to use when adding or changing employee records on the Employee Data Base (EDB).
EDB MANUAL, SECTION B - GENERAL INFORMATION

B7.0 EDB WORK STUDY EMPLOYEES


Departments hiring work study student employees need to process the new hire to include all the appropriate work study information in order for the work study split to occur. Failure to establish the work study new hire properly can result in the department being charged 100% for the employee’s pay. In addition to the normal information processed for a new hire, the following 3 actions need to be taken for the work study split to occur:

  1. The student status field on the EPD1 screen must be coded either 3 (UCLA Undergraduate) or 4 (UCLA Graduate).
  2. A valid work study program code must be entered on the employee’s distribution on the EAPP screen.
  3. The work study limit information from the work study referral form must be entered on the EWSP screen at the time of hire.

The Financial Aid office recommends that two distribution lines be set up for the employee when establishing the appointment on the EAPP screen for the work study new hire. The first distribution should include the Work Study Program Code and the account/fund number the department’s work study portion of the employee’s pay (i.e., 50%) should be charged to. The second distribution line should NOT include the Work Study Program Code, but should include the account/fund number the department wants any non-work study payment charged to. Examples of employee pay not covered by work study funds are: hours worked over 20/week, or sick leave, or holiday pay. The example below shows two distributions established for the work study student, distribution 11 with the work study program code and distribution 12 without the work study program code.

 PPEAPP0-E1595                 EDB Entry/Update               07/15/YY 10:22:21
 07/08/YY 00:20:03        Appointments/Distributions           Userid:  ABCDE   
 ID: 900222596 Name: BLUES,BERTHA D                              Pri Pay: MO    
        PAF Gen No:   11                                         Page   1 of  1
 Appt   Actions  Pgm Typ Bas Pd Ovr   Appt Begin  Appt End Dur Dept    FLSA SubL
  10              1   4                 0929Y1     0612Y2      361000  0    GN 
 Title                              Grade %Full F/V Ann/Hr Rate  Rt Sch Time Lv 
 4673 CLERK                               0.21   V     8.8100    H  BW   Z   F  
                                                                                
 Dist  Actions L Acct   CC   Fund  PC     S                          FTE  Dis % 
  11           4 660250      75042        2  ACCOUNTING                   0.2000
       Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP           
       1001Y1     0613Y2   1.0          8.8100     REG             F            
                                                                                
 Dist  Actions L Acct   CC   Fund  PC     S                          FTE  Dis % 
  12           4 660250      75042        2  ACCOUNTING                   0.0100
       Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP           
       1001Y1     0613Y2   1.0          8.8100     REG                          
                                                                                
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The Work Study Program Limits screen (EWSP) needs to be completed at the time the new hire is processed for the work study student. The EWSP screen is included in the Staff New Hire bundle. For graduate work study students, after the new hire is processed using the Academic New Hire bundle, you will need to remember to go to the individual EWSP screen to enter the limits information. The information needed to complete this screen comes directly from the Work Study Referral Form given to the employee by the Financial Aid Office (see sample below).

If the work study student does not have a Work Study Referral form and the employee is a new employee (i.e. not on the EDB), please contact the Financial Aid Office immediately. After the Work Study Program Limits screen is completed initially by the department, any subsequent changes to the work study limit throughout the year are processed by the Financial Aid Office. Limits for employees who are rehired or who are continuing work study students will be updated automatically by the Financial Aid office through an interface between the Financial Aid, Student Records, and the Personnel/Payroll systems.

 PPEWSP0-E0907                 EDB Entry/Update                01/13/YY 16:05:04
 11/18/YY 00:16:43        Work Study Program Limits            Userid:  ABCDE   
 ID: 900222596 Name: BLUES,BERTHA D                               Pri Pay: MO  
                                                                                
 Fiscal Year     WSP    Department                                     Limit    
    Y1Y2          F                                                     1800    
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
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The chart below provides information on how to complete each of the fields on the EWSP screen.

Entering Data on the EWSP Screen
(From the online Work Study Referral Form)
Field Label Additional Information
Fiscal Year The fiscal year to which the associated Work Study Limit applies. The format is YYZZ where: YY is the last two digits of the calendar year in which the fiscal year begins and ZZ is the last two digits of the calendar year in which the fiscal year ends. For example: " <% Dim d_today,d_added d_today=Date d_added=DateAdd("yyyy",-1,d_today) Response.Write Right(Year(d_added),2) Response.Write Right(Year(d_today),2) & """ %> would be entered for fiscal year <% Response.Write """ & Year(d_added) & "-" Response.Write Year(d_today) Response.Write """ & "." %>
WSP Code indicating the Work Study Program for the associated work study limit.
Department THIS FIELD IS LEFT BLANK AT UCLA. If the limit was for only one department, this code would identify the department to which the work study limit applies.
Limit Maximum gross pay eligible to be split and charged to work study funds for the associated Work Study Program and fiscal year.


Departments who hire work study students should monitor their work study earnings.   The IFNW screen in EDB Inquiry should be reviewed regularly to make sure the employee is still eligible for work study and to see if the employee has already been paid the maximum allowable work study earnings. Once the limit has been reached (i.e. the FYTD WSP Gross equals the current limit), departments will automatically be charged 100% of the employee's gross earnings. The EDB preparer in the department should end the work study distribution for an employee at that time.

 PPIFNW0-I0911                    EDB Inquiry               08/30/YY 14:09:03
 08/30/YY 13:39:15                Work Study                   Userid: ABCDE 
 ID: 400519154 Name: STUDENT,SUSIE                            LAD:  08/30/YY
 Hm Dept: 356500 ACCOUNTING Emplmt Status: I Pri Pay: BW                   
                                                                                
                         ---- Current ----    ----- Prior ----- FYTD WSP
 FY WSP Dept     Limit     As Of      Limit     As Of       Gross       
 -----   ---   ------    -----    --------    -----    --------    ---------    
  0607    F              01800    09/25/06                          1800.00     
  0708    F              01800    08/30/07                                      
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                

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The following chart explains the information found on the IFNW screen.

Definitions of Work Study Data on the IFNW Screen
FY - Work Study Fiscal Year - The fiscal year to which the associated Work Study Limit applies. The format is YYZZ where: YY is the last two digits of the calendar year in which the fiscal year begins and ZZ is the last two digits of the calendar year in which the fiscal year ends. For example: "0708" equals fiscal year 2007-2008.
WSP - Work Study Program Code - Code indicating the Work Study Program for the associated work study limit.
Dept - Work Study Department Code - This field is not used at UCLA.
Current Limit - Work Study Limit - The current maximum gross pay eligible to be split and charged to work study funds for the fiscal year.
Current As Of - Last Change Date - The date on which the current limit was established.
Prior Limit - Prior Work Study Limit - Value of the work study limit immediately preceding the current value.
Prior As Of - Prior Last Change Date - The date on which the prior work study limit was established.
FYTD WSP Gross - Work Study FYTD Gross - Fiscal year-to-date total of earnings subject to the work study split for the associated work study limit.


More information on hiring work study employees is available from the work study office.  The work study office website address is http://www.financialaid.ucla.edu/Undergraduate/Work-Study-and-Jobs.

A sample of the PPP5302 showing the work study split can be found in the PPS Manual, Section D1.3.  The PTR Manual,  Section D5.3 contains two examples of how to process corrections for work study code errors.


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