Financial Aid Office

1
Financial Aid Office Federal Work Study
Workshop 2007 - 2008
2
Topics

• Work Study 101
• The Toolkit
• Work Study Go Live!

3
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.

4
Work Study Wages

• Undergraduate - 4,500 per year
• Graduate - 7,000 per year
• Effective as of Fall of 07-08

5
Work Study Toolkit

• Work Study Dept ID
• Job Code
• Proper Access
• ADP Timekeeper/ Approver Access
• Panthersoft Financials
• Melissas Contact
• Melissa.Palomino_at_fiu.edu
• 305-348-4136

6
Work Study Dept ID

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

7
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 youll need to create a
• work study account.

8
(No Transcript)
9
(No Transcript)
10
(No Transcript)
11
Establishing a Panthersoft Dept ID / Proj ID
12
Financials Page Access
13
(No Transcript)
14
(No Transcript)
15
(No Transcript)
16
(No Transcript)
17
Enter Your Panther ID / Submit
18
If this information is correct, Continue
19
Select The Following Access Codes 012
STEP 3 (Access Requested) (Mark the Access Codes
you are requesting and press continue.)
20
Enter the Work Study Department ID in
Dept.ID From and again in Dept.ID To, then
pressENTER and Press on Continue
21

• Print out Access Request Form
• Supervisor Signature
• Fax signed copy along with Confidentiality
  Agreement form to FAX [phone] ATTN Hector
  Pagan.

22
Training
23
(No Transcript)
24
(No Transcript)
25
(No Transcript)
26
(No Transcript)
27
Work Study Goes Live!
28
Finding A Job

• New students will visit the NEW 2007-2008 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 on the 2007-2008 Federal Work
  Study Department Request , that will be sent via
  email.

29
How to Set Up a Job Code

• Contact Melissa Palomino, Work Study Assistant,at
  melissa.palomino_at_fiu.edu
• She will send you a Job Table. (next slide)
• Complete and email it back to her.
• Upon receipt, a Job Code number will be assigned
  to you, you will receive an email confirmation .
• Lastly, the position will be displayed on our
  Work Study Website.

30
(No Transcript)
31
How to Update your Job Code

• Contact Melissa Palomino, Work Study Assistant,
  at melissa.palomino_at_fiu.edu with the changes
  that you would like to make to an existing Job
  Code.
• Upon receipt changes will be made the Master Job
  Table.
• Lastly, the position will be updated on our Work
  Study Website.

32
(No Transcript)
33
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.

34
Im Hired! When Do I Start?

• Sign-On packet completed
• Placement form signed and delivered

35
(No Transcript)
36
(No Transcript)
37
(No Transcript)
38
(No Transcript)
39
Requesting Students
40
(No Transcript)
41
Requests

• Email completed 2007-2008 Department Request form
  to Melissa.Palomino_at_fiu.edu as an attachment. Do
  not fill in the FOR FINANCIAL AID USE ONLY box.
• Requests will be processed and entered into
  Financials by Financial Aid office. FOR
  FINANCIAL AID USE ONLY box will be completed and
  form will be resent to departments.

42

• 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
  ENTERING HOURS WORKED IN ADP SYSTEM IN A TIMELY
  MANNER AND MUST MONITOR STUDENTS EARNINGS TO
  INSURE THAT IT DOES NOT EXCEED THE AWARD AMOUNTS.
  ANY EARNINGS IN EXCESS OF THE AWARD AMOUNTS WILL
  BE THE RESPONSIBILITY OF THE EMPLOYER.

43
Placements
44
Employer Responsibilities

• Verify the Organization Code, Building Code,
  Manager ID, Panthersoft Dept ID, Project Leader,
  and Contact information on the FWS Placement
  form. If there is an error, please notify the
  Financial Aid office immediately.
• Enter and approve worked hours in ADPs TimeSaver
  in a timely manner (Only the Federal Work Study
  supervisor should be allowed to enter and certify
  students hours. This is a must it will allow
  you to keep accurate records of the students
  earnings.

45
(No Transcript)
46
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.

47

• Will issue TimeSaver logins for new Federal Work
  Study Students after Placement form and Sign-On
  package are received and processed.
• New Students will not have an Employee ID until
  Placement Form is processed. It should be left
  blank.

48

• 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.

49
(No Transcript)
50
Wage Information

• Only hours worked are paid. Breaks and lunch not
  paid.
• Paid biweekly and wages subject to Federal, State
  and local taxes.

51
Conditions of Employment

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

52
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.

53
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.

54
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.

55
(No Transcript)
56
Important Telephone
NumbersFinancial Aid Office Adelfa Ukenye
/ ukenyea_at_fiu.eduJennifer Rivera /
Jennifer.Rivera5_at_fiu.eduMelissa Palomino /
Melissa.Palomino_at_fiu.edu Controllers
Hector Pagan / Paganh_at_fiu.edu (305)
348-7553Placements /Time Cards /
PaychecksLeeann Gameiro / gameriol_at_fiu.edu
[phone] AMERICANS WITH
DISABILITIES ACT (ADA)Office of Disability
Services University Park Campus (305)
348-3532Biscayne Bay Campus (305)
919-5345
57
(No Transcript)