Student Employment Programs at Purdue University
STUDENT EMPLOYMENT
PROCEDURES
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STUDENT EMPLOYMENT
TRAINING AGENDA
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General Student Employment Information
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Details of the Federal Work-Study procedures and Payroll
Authorization Form (PAF)
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How to Set-up/Change Federal Work-Study
•
Cost Distributions in Success Factors
•
Student Employee Procedures Handbook
•
Question and Answer Session
INTRODUCTION
There are two self-help, student work programs available to
students at Purdue. The programs are:
•
Federal Work-Study (FWS) – Administered by the Division
of Financial Aid
•
Job Location and Development (JLD) – Administered by
the Center for Career Opportunities
FEDERAL WORK-STUDY (FWS)
Purdue University Federal Work-Study
•
Seeks to help students pay for educational costs through
the use of part-time employment
•
Seeks to complement the educational programs of the
students to the maximum extent possible
FEDERAL WORK-STUDY (CONT.)
Federal Work-Study jobs may be:
•
On- or Off-campus
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Community service or non-community service jobs
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Off-campus jobs should be with public agencies or
private non-profits
JOB LOCATION AND
DEVELOPMENT-MOVED TO CCO
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The Job Location and Development (JLD) program
locates and develops off-campus employment
opportunities for students during and between periods of
enrollment
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The purpose of JLD is to provide a reasonable
opportunity to find employment for
any
student who
desires to work
STUDENT EMPLOYEES
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Most students work 10-15
hours per week
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Some research shows that
working students (who limit
their work hours) often get
better grades!
FEDERAL WORK-STUDY ELIGIBILITY
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Undergraduate enrolled at least half-time
(6 hrs) in a degree seeking program
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Have demonstrated/available Need
STUDENT ELIGIBILITY (CONT.)
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Maximum eligibility for the Academic Year (AY) is
$3,000 for both new students and returning students
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Max eligibility for Fall Only/Spring Only is $1,500
STUDENT ELIGIBILITY (CONT.)
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Federal Work-Study students with an AY award may
earn Work-Study funds during periods of non-enrollment
such as:
•
October Break
•
Holiday Break Between Fall/Spring semesters
•
Spring Break
STUDENT’S WAGE
•
70% paid through federal funds
•
30% paid through employer
funds
•
100% can be paid through
federal funds for special
programs (e.g. Elementary
Reading/Math tutors)
STUDENT EMPLOYEES
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Can’t be paid for non-work
hours: vacation, holiday, sick
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Students can’t work flex-time
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Can’t have pay garnished for
any item other than amounts
owed for attendance during an
award period
STUDENT EMPLOYEES (CONT.)
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Should not work over 40 hrs/week, and
must
be paid for
all hours worked at an hourly rate
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Undergrads can’t be paid via stipends
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Students working in two departments:
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Should not work more than 40 hrs./week
combined
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Departments could be a
sked to split the overtime costs
STUDENT EMPLOYEES (CONT.)
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Must not displace current
employees
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Must be paid for all hours worked
(can’t volunteer their services)
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May earn academic credit as well
as compensation for FWS jobs
EMPLOYER DUTIES
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During interview process, verify if student is FWS
eligible
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The student can verify this on their phone in myPurdue
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Authorized business office personnel may access Cognos
query
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https://www.purdue.edu/dfa/aid/workstudy/
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EMPLOYER DUTIES
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Go to the Payroll Authorization Form (PAF) template
located at
https://www.purdue.edu/dfa/form/PAF%20Template
%20Revised%207-19-22.pdf
•
Complete the PAF, including the Job Description >
Save As "First Initial, Last Name, PERNER" > Email
the PAF to
workstudy@purdue.edu
.
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Supervise & Track students’ hours/earnings
WHY CARE IF STUDENT IS FWS ELIGIBLE?
•
It can save your departments a lot of money. The
Feds pay 70% of the student wage
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The U.S. Dept. of Education can reduce Purdue’s
annual allotment by the amount of any unused funds
from the previous year
EMPLOYER DUTIES (CONT.)
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Verify hours entered into Success Factors
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Set-up proper Cost Distribution for student:
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Start of employment eligibility period
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EMPLOYER DUTIES (CONT.)
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:
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Complete a Purdue University FWS Program
Participation Agreement with the Office of the Bursar
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Complete the Payroll Authorization Form, including job
description, and submit to workstudy@purdue.edu
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The off-campus employer will receive a bill for all
earnings not covered under FWS funds at the end of
each eligibility period (Academic Year & Summer)
FINDING FWS STUDENTS
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Off-Campus employers should advertise online through:
•
Center for Career Opportunities 765-494-3981
https://www.cco.purdue.edu/Employers/HireStudentsand
Alumni#PostaJob
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On-Campus employers should advertise online through:
1.
Success Factors
purdue.edu/studentemployment/site/StudentHiring/Job
Postings.html
OFF-CAMPUS EMPLOYER REMINDERS:
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You must be a non-profit/not-for-profit or government
agency and perform work for national or community
welfare to hire FWS eligible students
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You must sign a written program participation
agreement with FWS-Purdue University
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The Off-Campus employer
, not Purdue University, is
the employer of record
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Contact the Office of the Bursar-FWS,
workstudy@purdue.edu
to verify student eligibility
NEW: FWS ELIGIBILITY VERIFICATION
BUSINESS OFFICE PROCEDURES
•
Go to Cognos and follow path: Team Content > Boiler
Insight > Department Content > West Lafayette >
Student > EMAR > Federal Work Study Report - Payroll
and FA Data > File: Report view of Federal Work Study
Award & Employment Details
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Access to this report is to approved personnel. Work
with your Business Office/Payroll Team Lead to verify
FWS eligibility
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Complete a search using the student PUID
NEW FWS ELIGIBILITY VERIFICATION CONT’D
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The report will confirm if the student is FWS eligible and if the
award has been accepted.
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If the award has not been accepted, instruct the student to
accept their award in their myPurdue portal.
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After confirming acceptance > go to the Payroll Authorization
Form (PAF) template located at
https://www.purdue.edu/dfa/form/PAF%20Template%20Revised
%207-19-22.pdf
•
Complete the PAF, including the Job Description > Save As
"First Initial, Last Name, PERNER" > Email the PAF to
workstudy@purdue.edu
.
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If the student is not FWS eligible (the student should not be on
the report list) > Complete your normal student hiring process.
FEDERAL WORK-STUDY PAF INFORMATION
•
Please fill-in the PERNR # on the appropriate
line AFTER the student is successfully set up in
Success Factors
•
Off-Campus employers are to fill out the
PERNR # with 0 or NA.
EXAMPLES OF STUDENT POSITION TITLES
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Food Service Worker I
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Secretary III
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Lab Assistant V
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Student Clerical Worker II
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DEFINITION OF COMMUNITY SERVICE
S
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Services that are designed to improve the quality of life
for community residents, particularly low-income
individuals, or to solve particular problems related to their
needs. Some examples are:
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Health care
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Child Care
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Literacy training
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Education
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Housing/Neighborhood improvement
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Crime prevention
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Emergency preparedness
JOB DESCRIPTION
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Example of information for the Job Description section
of the PAF
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COST DISTRIBUTIONS
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Federally funded program – cost distribution accuracy
EXTREMELY IMPORTANT
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Payroll clerk sets up CD using T-Code “PA30” in Success
Factors
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Correct start and end dates (academic period)
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Cost distribution split for FWS
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70% - Federal Work-Study Fund/IO
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30% - Departmental or other source of funding
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HOW TO SET UP SOURCE OF FUNDING IN
SUCCESS FACTORS – STEP 1
1.
Enter T-Code “PA30”
2.
Enter InfoType “27”
3.
Enter department funding source at 100%
(IT27 will always be 100% on the
department)
HOW TO SET UP SOURCE OF FUNDING IN
SUCCESS FACTORS – STEP 2
1.
Enter T-Code “PA30”
2.
Enter InfoType “14”
3.
Enter Start/End dates & 70% funding source
(FWS IO)
HOW TO SET UP SOURCE OF FUNDING IN
SUCCESS FACTORS – STEP 3
1.
Enter T-Code “PA30”
2.
Enter InfoType “15”
3.
Enter “Date of Origin” (this is the start date, date must fall within the award
eligibility period)
4.
Enter award amount
5.
Steps 1-4 should be completed per eligible term (Fall & Spring)
MONITOR EARNINGS
Need Help?
Bursar Work Study Questions
workstudy@purdue.edu
Federal Work-Study Account Clerk
workstudy@purdue.edu
Cassondra Rucker– Associate Bursar - Accounting
rucker2@purdue.edu
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REVISIONS TO THE PAYROLL
AUTHORIZATION FORM
Changes to Student Eligibility Amount:
•
Increase
,
Decrease
, or
Cancel
Eligibility- Student may no
longer have eligibility or may have decreased eligibility due to
aid greater than need. Student may also have received
additional eligibility.
•
Reduce Work-Study to Earnings to Date (ETD)- Student may
have a 2
nd
job, may have quit a job, or have used up all
eligibility.
•
New Eligibility Amount will always include any ETD.
•
Payroll Clerks will receive an email message with any
changes to the new eligibility section from DFA. FWS/Bursar
will also receive notification.
BUSINESS OFFICE STAFF DUTIES
Bi-Weekly Procedures
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Supervisors/Payroll Clerks should monitor Earnings-to-
Date in department (*
With Success Factors, cost
distribution is no longer manually stopped. When the
student’s FWS award has reached it’s max, it will
automatically flip to department funds at 100%.
*)
•
FWS eligibility ends on the date corresponding with the
end of the
semester
•
Any hours worked after that date must be paid entirely
on department funds or other funding source
•
Student must sign up for Direct Deposit, paper checks
are no longer issued
•
If a student chooses not to sign up for Direct Deposit
they can receive their earnings via pay card
SCHEDULE OF PAY PERIODS
BUSINESS OFFICE RESPONSIBILITIES
•
It is the department’s responsibility to make sure that
the student is properly set-up to be paid on the Federal
Work-Study account
FWS/BURSAR RESPONSIBILITIES
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Hovde Hall, 610 Purdue Mall, Room 5
(765) 494-5373,
workstudy@purdue.edu
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Sets up Off-Campus Agency accounts
•
Maintains earnings records for Off-Campus FWS
students
•
Payroll Clerk for all Off-Campus FWS employers
•
Verifies PAFs submitted and CDs entered
STUDENT EMPLOYMENT RESPONSIBILITIES
(CONT.)
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765-494-5070
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Notifies employers & FWS/Bursar of eligibility changes
•
Counsels students on employment concerns
•
Works the Work-Study wait list to redistribute FWS after
mass cancel (if funds available)
STUDENT RESPONSIBILITIES
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:
•
Locate & secure a job
•
Inform employer of FWS eligibility at the time of the
interview
•
Take the job seriously, work hard, & perform at their best
•
Follow Purdue, department, & employer policies
•
Enter hours worked in Success Factors
•
Discuss problems with supervisor and, if additional
assistance is needed, contact DFA
QUESTIONS/CONCERNS - CONTACT
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(765) 494-5373,
workstudy@purdue.edu
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HELPFUL ACRONYMS
AY - Academic Year
CS - Community Service
DFA – Division of Financial Aid
EOE – Equal Opportunity Employer Statement
ETD – Earnings to Date
FAFSA- Free Application for Federal Student Aid
FWS – Federal Work-Study
PAF- Payroll Authorization Form (Purdue DFA)
Purdue University offers two student work programs - Federal Work-Study (FWS) and Job Location and Development (JLD). FWS helps students pay for educational costs through part-time employment, while JLD provides off-campus job opportunities without financial need or academic standing requirements. Student employees work around 10-15 hours per week, balancing work and education to potentially improve their grades. Eligibility for FWS requires filing the Free Application for Federal Student Aid.
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Presentation Transcript
STUDENT EMPLOYMENT PROCEDURES 2022-2023
STUDENT EMPLOYMENT STUDENT EMPLOYMENT TRAINING AGENDA General Student Employment Information Details of the Federal Work-Study procedures and Payroll Authorization Form (PAF) How to Set-up/Change Federal Work-Study Cost Distributions in Success Factors Student Employee Procedures Handbook Question and Answer Session
INTRODUCTION There are two self-help, student work programs available to students at Purdue. The programs are: Federal Work-Study (FWS) Administered by the Division of Financial Aid Job Location and Development (JLD) Administered by the Center for Career Opportunities
FEDERAL WORK-STUDY (FWS) Purdue University Federal Work-Study Seeks to help students pay for educational costs through the use of part-time employment Seeks to complement the educational programs of the students to the maximum extent possible
FEDERAL WORK-STUDY (CONT.) Federal Work-Study jobs may be: On- or Off-campus Community service or non-community service jobs Off-campus jobs should be with public agencies or private non-profits
JOB LOCATION AND DEVELOPMENT-MOVED TO CCO The Job Location and Development (JLD) program locates and develops off-campus employment opportunities for students during and between periods of enrollment Student eligibility is not based on financial need or academic standing requirements like FWS The purpose of JLD is to provide a reasonable opportunity to find employment for any student who desires to work
STUDENT EMPLOYEES Primary Intent: to obtain an education Most students work 10-15 hours per week Some research shows that working students (who limit their work hours) often get better grades!
FEDERAL WORK-STUDY ELIGIBILITY Student must file the Free Application for Federal Student Aid (FAFSA) by April 15, 2022 Undergraduate enrolled at least half-time (6 hrs) in a degree seeking program Have demonstrated/available Need
STUDENT ELIGIBILITY (CONT.) Maximum eligibility for the Academic Year (AY) is $3,000 for both new students and returning students Max eligibility for Fall Only/Spring Only is $1,500
STUDENT ELIGIBILITY (CONT.) Federal Work-Study students with an AY award may earn Work-Study funds during periods of non-enrollment such as: October Break Holiday Break Between Fall/Spring semesters Spring Break
STUDENTS WAGE 70% paid through federal funds 30% paid through employer funds 100% can be paid through federal funds for special programs (e.g. Elementary Reading/Math tutors)
STUDENT EMPLOYEES Can t be paid for non-work hours: vacation, holiday, sick Students can t work flex-time Hours can t accumulate over several pay periods Can t have pay garnished for any item other than amounts owed for attendance during an award period
STUDENT EMPLOYEES (CONT.) Should not work over 40 hrs/week, and must be paid for all hours worked at an hourly rate Undergrads can t be paid via stipends Students working in two departments: Should not work more than 40 hrs./week combined Departments could be asked to split the overtime costs
STUDENT EMPLOYEES (CONT.) Must not displace current employees Must be paid for all hours worked (can t volunteer their services) May earn academic credit as well as compensation for FWS jobs
EMPLOYER DUTIES During interview process, verify if student is FWS eligible The student can verify this on their phone in myPurdue Authorized business office personnel may access Cognos query https://www.purdue.edu/dfa/aid/workstudy/ Complete the onboarding process (Student Quick Hire) in Success Factors
EMPLOYER DUTIES Go to the Payroll Authorization Form (PAF) template located at https://www.purdue.edu/dfa/form/PAF%20Template %20Revised%207-19-22.pdf Complete the PAF, including the Job Description > Save As "First Initial, Last Name, PERNER" > Email the PAF to workstudy@purdue.edu. Supervise & Track students hours/earnings
WHY CARE IF STUDENT IS FWS ELIGIBLE? It can save your departments a lot of money. The Feds pay 70% of the student wage The U.S. Dept. of Education can reduce Purdue s annual allotment by the amount of any unused funds from the previous year
EMPLOYER DUTIES (CONT.) Verify hours entered into Success Factors Set-up proper Cost Distribution for student: Start of employment eligibility period End of employment eligibility period Please track your student earnings-to-date for reference (We cannot guarantee that we can increase student s eligibility).
EMPLOYER DUTIES (CONT.) Off-Campus FWS Employers: Complete a Purdue University FWS Program Participation Agreement with the Office of the Bursar Complete the Payroll Authorization Form, including job description, and submit to workstudy@purdue.edu The off-campus employer will receive a bill for all earnings not covered under FWS funds at the end of each eligibility period (Academic Year & Summer)
FINDING FWS STUDENTS Off-Campus employers should advertise online through: Center for Career Opportunities 765-494-3981 https://www.cco.purdue.edu/Employers/HireStudentsand Alumni#PostaJob On-Campus employers should advertise online through: 1. Success Factors purdue.edu/studentemployment/site/StudentHiring/Job Postings.html
OFF-CAMPUS EMPLOYER REMINDERS: You must be a non-profit/not-for-profit or government agency and perform work for national or community welfare to hire FWS eligible students You must sign a written program participation agreement with FWS-Purdue University The Off-Campus employer, not Purdue University, is the employer of record Contact the Office of the Bursar-FWS, workstudy@purdue.edu to verify student eligibility
NEW: FWS ELIGIBILITY VERIFICATION BUSINESS OFFICE PROCEDURES Go to Cognos and follow path: Team Content > Boiler Insight > Department Content > West Lafayette > Student > EMAR > Federal Work Study Report - Payroll and FA Data > File: Report view of Federal Work Study Award & Employment Details Access to this report is to approved personnel. Work with your Business Office/Payroll Team Lead to verify FWS eligibility Complete a search using the student PUID
NEW FWS ELIGIBILITY VERIFICATION CONTD The report will confirm if the student is FWS eligible and if the award has been accepted. If the award has not been accepted, instruct the student to accept their award in their myPurdue portal. After confirming acceptance > go to the Payroll Authorization Form (PAF) template located at https://www.purdue.edu/dfa/form/PAF%20Template%20Revised %207-19-22.pdf Complete the PAF, including the Job Description > Save As "First Initial, Last Name, PERNER" > Email the PAF to workstudy@purdue.edu. If the student is not FWS eligible (the student should not be on the report list) > Complete your normal student hiring process.
FEDERAL WORK-STUDY PAF INFORMATION Please fill-in the PERNR # on the appropriate line AFTER the student is successfully set up in Success Factors Off-Campus employers are to fill out the PERNR # with 0 or NA.
EXAMPLES OF STUDENT POSITION TITLES Food Service Worker I Secretary III Lab Assistant V Student Clerical Worker II Work-Study is not an acceptable job position title
DEFINITION OF COMMUNITY SERVICES Services that are designed to improve the quality of life for community residents, particularly low-income individuals, or to solve particular problems related to their needs. Some examples are: Health care Child Care Literacy training Education Housing/Neighborhood improvement Crime prevention Emergency preparedness
JOB DESCRIPTION Example of information for the Job Description section of the PAF Essential duties: 50% will be to file, answer phones, wash glassware, re-shelve books, run errands, serve as receptionist, etc. Responsibilities: 50% maintain confidentiality, able to work independently, maintain computer system, etc. Necessary skills: type 35 wpm, able to lift 50 lbs., MS Office experience, etc.
COST DISTRIBUTIONS Federally funded program cost distribution accuracy EXTREMELY IMPORTANT When in doubt contact Bursar Office Payroll clerk sets up CD using T-Code PA30 in Success Factors Correct start and end dates (academic period) Cost distribution split for FWS 70% - Federal Work-Study Fund/IO 30% - Departmental or other source of funding No OTHER odd splits should be used for FWS
HOW TO SET UP SOURCE OF FUNDING IN SUCCESS FACTORS STEP 1 1. Enter T-Code PA30 2. Enter InfoType 27 3. Enter department funding source at 100% (IT27 will always be 100% on the department)
HOW TO SET UP SOURCE OF FUNDING IN SUCCESS FACTORS STEP 2 1. 2. 3. Enter T-Code PA30 Enter InfoType 14 Enter Start/End dates & 70% funding source(FWS IO)
HOW TO SET UP SOURCE OF FUNDING IN SUCCESS FACTORS STEP 3 1. 2. 3. Enter T-Code PA30 Enter InfoType 15 Enter Date of Origin (this is the start date, date must fall within the award eligibility period) Enter award amount Steps 1-4 should be completed per eligible term (Fall & Spring) 4. 5.
FWS FUNDING SETUP IN SUCCESS FACTORS Need Help? Bursar Work Study Questions workstudy@purdue.edu Federal Work-Study Account Clerk workstudy@purdue.edu Cassondra Rucker Associate Bursar - Accounting rucker2@purdue.edu
REVISIONS TO THE PAYROLL AUTHORIZATION FORM Changes to Student Eligibility Amount: Increase, Decrease, or Cancel Eligibility- Student may no longer have eligibility or may have decreased eligibility due to aid greater than need. Student may also have received additional eligibility. Reduce Work-Study to Earnings to Date (ETD)- Student may have a 2nd job, may have quit a job, or have used up all eligibility. New Eligibility Amount will always include any ETD. Payroll Clerks will receive an email message with any changes to the new eligibility section from DFA. FWS/Bursar will also receive notification.
BUSINESS OFFICE STAFF DUTIES Bi-Weekly Procedures Time cards prior to Success Factors Go Live date shouldbe retained by department according to university retention policy Supervisors/Payroll Clerks should monitor Earnings-to- Date in department (*With Success Factors, cost distribution is no longer manually stopped. When the student s FWS award has reached it s max, it will automatically flip to department funds at 100%.*)
SCHEDULE OF PAY PERIODS FWS eligibility ends on the date corresponding with the end of the semester Any hours worked after that date must be paid entirely on department funds or other funding source Student must sign up for Direct Deposit, paper checks are no longer issued If a student chooses not to sign up for Direct Deposit they can receive their earnings via pay card
BUSINESS OFFICE RESPONSIBILITIES It is the department s responsibility to make sure that the student is properly set-up to be paid on the Federal Work-Study account
FWS/BURSAR RESPONSIBILITIES Federal Work-Study Account Clerk Hovde Hall, 610 Purdue Mall, Room 5 (765) 494-5373, workstudy@purdue.edu Bursar Work Study Questions workstudy@purdue.edu Sets up Off-Campus Agency accounts Maintains earnings records for Off-Campus FWS students Payroll Clerk for all Off-Campus FWS employers Verifies PAFs submitted and CDs entered
STUDENT EMPLOYMENT RESPONSIBILITIES (CONT.) Division of Financial Aid: www.purdue.edu/dfa Russell Tragesser, Assistant Director of Federal Grant and Work Study programs, shawr@purdue.edu 765-494-5070 Toni Brown, Financial Aid Admin, brow2283@purdue.edu Notifies employers & FWS/Bursar of eligibility changes Counsels students on employment concerns Works the Work-Study wait list to redistribute FWS after mass cancel (if funds available)
STUDENT RESPONSIBILITIES The student employee should: Locate & secure a job Inform employer of FWS eligibility at the time of the interview Take the job seriously, work hard, & perform at their best Follow Purdue, department, & employer policies Enter hours worked in Success Factors Discuss problems with supervisor and, if additional assistance is needed, contact DFA
QUESTIONS/CONCERNS - CONTACT Office of the Bursar - Federal Work-Study Account Clerk (765) 494-5373, workstudy@purdue.edu Division of Financial Aid Toni Brown, Financial Aid Admin, brow2283@purdue.edu Russell Tragesser, Assistant Director of Federal Grant & Federal Work Study programs, shawr@purdue.edu 765-494-5070
HELPFUL ACRONYMS AY - Academic Year CS - Community Service DFA Division of Financial Aid EOE Equal Opportunity Employer Statement ETD Earnings to Date FAFSA- Free Application for Federal Student Aid FWS Federal Work-Study PAF- Payroll Authorization Form (Purdue DFA)
