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 employees 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:
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 departments work study portion of the employees 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 Next Func: ID: Name: SSN: ===> F: 1-Help 2-Jump 3-PrevMenu F: 8-Forward 9-Update 12-Exit
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 Next Func: ID: Name: SSN: ===> F: 1-Help 2-Jump 3-PrevMenu F: 9-Update 12-Exit
The chart below provides information on how to complete each of the fields on the EWSP screen.
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 Next Func: ID: Name: SSN: ===> F: 1-Help 2-Browse 3-PrevMenu F: 9-MainMenu 12-Exit
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.