Work-Study Training

and Updates2019-2020

•Overview of the Federal Work-study Program

•Overview About UVA Career Center &

Handshake

•Workday - Hiring a Federal Work-study

Student

•Labor Distribution Setup & Element Type

Setup

•Resources for UVA Departments

• Who sets the rules?

• Federal Department of Education

• University Wage Authorization

• Student Financial Services (SFS)

• Who has to follow the rules?

• All hiring departments, even SFS!

• What happens if I don’t follow the rules?

• No access to work-study funds

• Where does the money come from?

• Department of Education – UVA receives an allocation of funds from DOE.

This funding covers 75% of a student’s wages.

• University departments – the hiring department contributes 25% of a

student’s wages.

Example:

If you hire and pay a student $10.00/hour, your department will contribute

$2.50/hour and the federal allocation will cover the remaining $7.50/hour.

• How much does UVA get?

• Our federal allocation for 2019-2020 = $2,000,000

• Moved 25% to a federal grant program leaving $1,500,000 in Federal

Work-study (FWS) funding

• How much does a student get?

• SFS determines a student’s annual Federal Work-study (FWS) award.

• The annual award represents the maximum gross earnings that a

student can earn under the FWS program.

• Maximum gross earnings include the 25% department contribution and

the 75% FWS contribution.

• About the Career Center

• The UVA Career Center engages and supports students in the discovery and pursuit of meaningful lives. This includes preparation and application for internships and employment, part-time and full-time, on-Grounds and externally.

• Student Opportunities

• Many students visit the UVA Career Center to inquire about on-Grounds employment. Students are directed to search Handshake using the “on campus employment” option. Students initiate applications for available positions in Handshake which directly connects them to Workday to complete the application.

• Handshake

• Handshake is managed by the UVA Career Center and is a centralized resource for student employment.

• Handshake or Workday?

• Departments

• Initiate PAID on-Grounds student opportunities in Workday. This includes federal work study, general wage, and internship positions that are paid.

• Review student applications for PAID positions in Workday.

• Post NON-PAID student opportunities in Handshake. This includes volunteer positions, regular internships and those for academic credit.

• Review student applications for NON-PAID positions in Handshake.

• Use Handshake to register for UVA Career Center job and internship career fairs.

• Students

• Utilize Handshake as their “one-stop shop” to find and initiate application for PAID and NON-PAID student opportunities on-Grounds.

• Note that once students click on “Apply Externally” from Handshake, they are immediately connected to Workday where they complete and submit applications.

Monitor in UBI

Reconciliation

Set up Labor Distribution

Submit FWS voucher and job description by email to uvaworkstudy@virginia.edu

Hire student and check Work-study (WS) eligibility in Workday

Workday will send information to Handshake

Complete recruiting process in Workday

• Workday

• https://workday.hr.virginia.edu/

• Work-Study UBI

• https://virginia.service-

now.com/its?id=itsweb_kb_article&sys_id=90022971dbd5d3804f32

fb671d9619bc/

• Oracle Labor Distribution

• https://foc.virginia.edu/sites/foc.virginia.edu/files/LDTrainingGuide

Workday.pdf

• Recon@

• https://recon.vpfinance.virginia.edu/index

• New FWS award for 2019-2020

• Graduate Student FWS Awards

• Failure to submit completed FWS voucher

• Minimum requirements for job descriptions

• FICA Exemption (Students working with no enrollment)

• Part-time enrollment

• Late timesheets

• Overtime

• Dates of work-study program

• Labor Distribution setup

• Workday course Student Hiring and Faculty Payments

Past Issue

• Departments would use last year’s work-study award resulting

in a major reconciliation headache for both the department &

SFS. This means you must add new lines in LD.

Current Solution

• The work-study award for 2019-2020 will be end-dated on

May 8, 2020.

Work-study award for 2019-2020: SR00258

Past Issue

• Limited FWS funding and periods of transition led to fluctuating

graduate student FWS eligibility.

Current Solution

• For 2019-2020, award FWS to graduate students upon

request.

Please note that graduate student awarding policies will be

subject to change from year to year.

Past Issue

• Departments would pay students from the work-study award without submitting a FWS voucher and/or job description.

Current Solution

• Departments must submit a completed FWS voucher and job description within the pay period of the student’s start date. Otherwise, the department may not pay the student from the work-study award until the next pay period.

Example

If the student’s start date is August 27, 2019, you must submit the FWS voucher and job description before September 1, 2019, the last day of the pay period which includes the student’s start date.

Past Issue

• Most FWS job descriptions did not include all of the following:• Name and address of employer

• Job purpose

• Responsibilities and duties

• Qualifications

• Start and end date

• Wage rate or range

Current Solution

• Job postings with insufficient information will be returned to the department. Non-compliance will result in the department paying 100% of the student’s wages from their award until a complete job description is submitted.

• SFS may be auditing job descriptions throughout the year, so you may be asked to update if we contact you.

Past Issue

• Students would be hired into a faculty or staff position and a work-study position.

• This is problematic because work-study earnings are exempt from FICA but the faculty or staff earnings are not exempt. The payroll system is not able to handle this.

Current Solution

• Student must be enrolled in classes to be FICA Exempt• Make sure your students know that they cannot accept a work-study position

and a faculty or staff position or any other position that is not exempt from FICA.

• Otherwise, your department will be responsible for 100% of the student’s earnings.

• Notice included in the 2019-2020 Student FWS Handbook posted on financial aid website.

• Student FICA Tax Exemption policy https://uvapolicy.virginia.edu/policy/HRM-008

Past Issue

• University Wage Authorization states that only full-time students

enrolled in a degree program may be hired as student

employees. Full-time is defined as enrollment in at least 12

hours per term.

Current Solution

• It is the department’s responsibility to comply with this

component of wage authorization. SFS does not monitor student

enrollment when awarding FWS.

Past Issue

• A student submits timesheets after the deadline for a pay

period.

Current Solution

• The hiring department is responsible for 100% of the student’s

wages.

Past Issue

• Students or departments may wish for a student to work more

than 40 hours per week during a break.

Current Solution

• Departments may not use work-study funds to pay overtime.

• Students enrolled for both fall and spring• First day: August 27, 2019

• Last day: May 8, 2020

• Students enrolled for fall only• First day: August 27, 2019

• Last day: December 17, 2019

• Students enrolled for spring only• First day: January 13, 2020

• Last day: May 8, 2020

• No work-study during summer

• Can work during breaks up to 40 hours per week

• Provides assistance in posting student wage and federal work-study positions in Workday. Ensures job descriptions are work-study compliant.• Who can post student/work-study positions in Workday?

• Supervisor (Preferred) – Must have “JM” supervisory org

• Supervisor’s Delegate

• Talent Flex Recruiter

• Screens applications against minimum qualifications• Who can view applications?

• Supervisor – Can see all applications in “review” step and will receive Workday notification when applicants moved to “manager screen”

• Supervisor’s Delegate

• UVA Recruiting Hiring Assistant (if assigned to requisition)

• Search Committee Chair/Members (if assigned to requisition)

• Sources candidates upon request

• Consults on policy and procedures• University Wage Authorization: https://provost.virginia.edu/wage-authorization

*While UVA Student Hiring Support role can initiate a student requisition, they cannot modify or add any job description details.

• Who initiates work-study hires in Workday?• Supervisor

• Supervisor’s Delegate

• UVA Student Hiring Support role

• How is a work-study hire initiated in Workday?• UVA Student Employment Hiring Guide – Document containing step-by-step instructions

• Supervisor Organization - Always select a Job Management supervisory organization (indicated by “JM” in its name) when hiring a student. If you do not have a JM supervisory org, contact your HR Business Partner.

• Pre-Verify Student Employment Eligibility -Before initiating a student hire in Workday, you should always begin by searching for the “Pre-Verify Student Employment Eligibility” report. This allows you to select a student and a job profile and ensure the student is eligible (based on enrollment, class level, and Federal Work Study eligibility) for the selected job. The report will then take you directly to the “Hire Student” task.

• Student Employee Background Check Policy: Please contact the HR Solution Center at askhr@virginia.edu prior to initiating a hire to request a background check if a student will have contact with patients or minors.

• Student Hours: Student workers are allowed to work no more than 20 hours/week between all of their jobs.

• Federal Work Study • Students must have been offered a Federal Work Study (FWS) award to be hired into a Federal Work

Study job profile. Their eligibility is updated in Workday automatically daily. Ensure you follow all Student Financial Services guidelines related to students funded through the FWS program, including creating a compliant job requisition and submitting a FWS Voucher to SFS prior to hire. Otherwise, the department/unit may be responsible for 100% of the student’s wages. More information can be found in the FWS Employer Handbook at http://sfs.virginia.edu/internal/fwsadmin.

Past Issue

• Setting up student incorrectly led to time consuming

reconciliation. Clearing wages from LD suspense is painful.

Current Solution

• LD made easy

Labor Distribution 75% 25%

Project Your department Your department

Task 101 Your department

AwardSFS work-study award

SR00258Your department award

Organization Your department Your department

Expenditure TypeWages, WS UVA Stdnt

75%

Wages, WS UVA Stdnt

75%

Federal Work Study Administratorshttp://sfs.virginia.edu/internal/fwsadmin

UVA Career Center

https://career.virginia.edu/

Workday Training

https://workday.hr.virginia.edu/

Open Labs for Hiring Federal Work-study Sessions

SFS Federal Work-study Team• Mary Fields • mrf2n@virginia.edu

• Scott Miller • sm4be@virginia.edu

• Ashley Rogers • amr6z@virginia.edu

• Lisa Shuler • lws5c@virginia.edu

UHR Talent Flexibility Services• Janet Turner-Giles • jmt4q@virginia.edu

• Brandi Shifflett • brc2s@virginia.edu

UVA Career Center• Jonathan Freeman • jf2sw@virginia.edu

• Angie Wooten • anw5r@virginia.edu

Workday and Technical Training

• askhr@virginia.edu• Sue Simpkins • wss2ds@virginia.edu

•Questions?