Managing Work-Study

This chapter provides an overview of work-study and discusses how to:

Manage work-study jobs.
View the student's work history.

Understanding Work-Study

Managing work-study requires a bridge between the institution's payroll department and the financial aid office to provide an overall view of student employment. Students that are classified as employees are identified and accessed in the institution's payroll department to track compensated wages. Wages may come from various forms of employment such as academic, staff, or work-study. Once each type of compensation is identified, the information is updated and can be viewed within Financial Aid. This allows the institution to report and monitor student earnings to ensure that total earnings do not exceed the work-study award.

work-study is an important part of a financial aid package for students. The federal work-study program provides jobs for undergraduate and graduate students with financial need, enabling them to earn money to pay educational expenses. Students receive work-study awards from participating institutions after filing a Free Application for Federal Student Aid (FAFSA) to determine their financial need. Students can be employed by the institution; by a federal, state, or local public agency; by private nonprofit organizations; or by private organizations. The program encourages community service work and work related to the student's course of study.

The minimum requirement to access a work-study placement record is an accepted work-study award. The hiring department then records the student’s placement on the Work-Study Placement page. After placement, you can review the placement records of students who are active as employees.

Managing Work-Study Jobs

This section discusses how to:

Assign a work-study job.
View job summary information.
View award summary.
View earnings summary.
View general job information, work location, and compensation.
View salary components.

Pages Used to Manage Work-Study Jobs

Page Name	Object Name	Navigation	Usage
Work Study Placement	STDNT_WRKSTUDY_AWD	Financial Aid, Awards, View Work Study Approval, Work Study Placement	Assign a work-study job to an approved student and verify that the student has a posted work-study award.
Job Summary	STDNT_WS_JOB_SEC	Click the Student Job Summary link on the work-study Placement page.	View the student’s job information from PeopleSoft Enterprise Human Resources.
Award Summary	FA_EARNINGS1	Financial Aid, Awards, View Award Earnings Summary, Award Summary	View the student's total award package and the status of each award. This page lists each of the student's awards, providing the financial aid item type, career associated with the award, and the offered, accepted, authorized, and disbursed amounts.
Award Detail	AWARD_DETAIL_SEC	Click the Award Details link on the Award Summary page.	View offered and accepted amounts, net disbursement balance, and authorized and disbursed amounts.
Earnings Summary	FA_EARNINGS2	Financial Aid, Awards, View Award Earnings Summary, Earnings Summary	View a student’s campus earnings. Campus earnings information includes hours worked and gross earnings in year-to-date, month-to-date, and quarterly amounts.
Job Information	JOB_SUMMARY	Financial Aid, Awards, View Campus Jobs, Job Information	View job information, work location, and compensation.
Salary Components	COMP_JOB_SUMM_SEC	Click the Components link on the Job Information page.	View compensation rate and frequency and other payment information.

Assigning a Work-Study Job

Access the Work Study Placement page.

Item Type

Displays the item type number description for the work-study award.

Award Status

Displays acceptance of work-study award by student.

Offered

Displays the amount of work-study earnings offered to the student.

Accepted

Displays the amount of work-study earnings that the student accepted.

Disbursed

Displays the amount of work-study earned by the student.

Placement Status

Select the value that indicates the current status of the student's job placement. Options are:

Appointment Terminated: The student is no longer in the work-study job.

Earned Maximum for Award: The student has earned the annual awarded work-study maximum.

Eligible for Placement The student is eligible for placement.

Not Placed in Position: The student is not placed in a work-study position.

Placed in Position: The student is placed in a work-study position.

Placement Date

Enter the date the hiring department enters the placement status.

Community Service Indicator

Indicates if the student’s job fulfills the community service requirement for your institution. Options are:

Community Service: Fulfills a community service requirement.

Not Community Service: Does not satisfy the community service requirement.

Note. The following fields become available when the student's placement status is Eligible for Placement, Placed in Position, or Appointment Terminated.

Empl Rcd Nbr (employment record number)	Select the employment record number that corresponds to the assigned job.
Rcd Effective Date (record effective date)	Enter the date when the student’s employment record was initialized.
Effective Sequence	Enter the sequence number for that particular employment record number.
Department	Displays the department of the student’s job. This value comes from the employment record.
Job Code	Displays the job code for the student’s job. This value comes from the employment record.
Student Job Summary	Click to access the Job Summary page and view the student’s job information.

Viewing Job Summary Information

Access the Job Summary page.

Viewing Award Summary

Access the Award Summary page.

Authorized/Disbursed Tab

Select the Authorized/Disbursed tab.

Award Detail

Click to access the Award Detail page.

Viewing Earnings Summary

Access the Earnings Summary page.

Viewing General Job Information, Work Location, and Compensation

Access the Job Information page.

Job Information Tab

Select the Job Information tab.

Work Location Tab

Select the Work Location tab.

Compensation Tab

Select the Compensation tab.

Components

Click to access the Salary Components page.

Viewing Salary Components

Access the Salary Components page.

Controls Tab

Select the Controls tab.

Changes Tab

Select the Changes tab.

Conversion Tab

Select the Conversion tab.

Viewing the Student's Work History

For information on viewing a student’s work history, refer to your Human Resources documentation.

Item Type	Displays the item type number description for the work-study award.
Award Status	Displays acceptance of work-study award by student.
Offered	Displays the amount of work-study earnings offered to the student.
Accepted	Displays the amount of work-study earnings that the student accepted.
Disbursed	Displays the amount of work-study earned by the student.
Placement Status	Select the value that indicates the current status of the student's job placement. Options are: Appointment Terminated: The student is no longer in the work-study job. Earned Maximum for Award: The student has earned the annual awarded work-study maximum. Eligible for Placement The student is eligible for placement. Not Placed in Position: The student is not placed in a work-study position. Placed in Position: The student is placed in a work-study position.
Placement Date	Enter the date the hiring department enters the placement status.
Community Service Indicator	Indicates if the student’s job fulfills the community service requirement for your institution. Options are: Community Service: Fulfills a community service requirement. Not Community Service: Does not satisfy the community service requirement.