Welcome
Federal Work Study
Holly Wilson & Candace Washington
Overview
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Awarding of FWS funds
Creating Job Posts
Hiring a Student
Timesheets
Error Reports
eReports
Questions
What is Federal Work Study?
• A form of federal financial aid, like federal grants and
loans.
• Unlike scholarships, grants or loans, FWS does not pay
toward a student’s statement of account directly.
• Student works a restricted amount of hours for FWSapproved employers, earning a bi-weekly paycheck that
may be used for indirect educational expenses.
Awarding of Federal Work Study
• Students fill out their FAFSA by the priority date of February 15th
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Awarded FWS in Mid-April to end of May
• Only awarded to students with the greatest need
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Initial Expected Family Contribution (EFC) determined by the FAFSA cannot
exceed $1500 the first time awarded
Fun Fact: As of July 2015, there are approximately 44,700 undergraduates at
main campus; 1,600 – 1,700 have been awarded FWS.
• Students must accept their award from their Student Center
• $1000 per semester
Federal Work Study Eligibility
• To be paid with FWS funds, a student must fulfill the
following requirements:
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Be enrolled at least half time
Have tuition for that term paid in full
Can only work a maximum of 20 hours a week
Cannot work during scheduled class times
Be meeting federal financial aid requirements (SAP)
Eligibility requirements are listed in the FWS On-Campus Employee Manual,
downloadable at SFA.OSU.EDU/Jobs/Employers
How to Post a Position to the Job Board
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Work with your FWS Departmental Contact to manage existing posts
and to create new ones
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There can be only one contact who can access the job board per department
There is no “read-only” access that we can offer supervisors
To create a post and a new position in the HR system, your
Departmental Contact will need to know the following:
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Job Title – try to choose something that would be meaningful to students
Job description – avoid vague language such as “duties as assigned”
Qualifications – the more specific, the better your applicant pool will be
Number of position openings
Name of supervisor who will be working directly with the students
Application instructions – should include contact information for the individual
who will be doing the hiring
How is the pay rate determined?
• The Pay Rate Range for FWS positions are determined
by the FWS Office
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New positions are assigned a pay range based on the duties and
qualifications listed in the post
Once established, pay ranges should never be changed on the job board,
as the range is related to the position number in the HR system.
Changing rates arbitrarily renders the position number and job title
meaningless over time
Caveat: if an older FWS position contains a pay range that is largely
different than what regular wage earning students doing similar work in
the same department are making, reassessment of the range is
appropriate. Please let us know: sfa-jobs@osu.edu
How is the pay rate determined?
• Consider the following when
creating a new position:
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The duties you need the student to
perform and the skillsets they
should have
Refer to the FWS Pay Range
Sheet available online at
SFA.OSU.EDU/Jobs/Employers
for what the likely pay range may
be for the position
What regular wage earning
students doing similar work in your
department earning
Job Board and Referral Form
• Students may access the
FWS job board about two
days after accepting their
award.
• After they find a job that
interests them, they will
print the job referral form
and contact the supervisor
listed.
Job Board and Referral Form
• The student and supervisor will schedule an interview.
• If hired, the student and supervisor sign the referral form.
• The supervisor chooses a pay rate from the range listed on the
referral form, and writes it on the form.
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This is best practice for
on-campus hiring.
The presence of the form is
confirmation that the
student has a work-study
award.
It is a federal regulation
that FWS positions be
posted so that all eligible
students have the
opportunity to apply.
Hiring Students
• Supervisors work with their HR representative within their
department and follow procedures as they would for any new hire
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Using the position number on the referral form will help reduce errors
that result in the student being hired as a regular wage earner by mistake
• When assigning an hourly rate
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You may choose any rate within the range displayed on the referral form
Tip: By choosing the lower rate within a range, you can choose to provide
your student with incremental merit increases over time, up to the
maximum rate listed in the range
• To provide an incremental rate increase to your student, contact your
HR representative
• If you want to pay a student more than the range will allow, it is time
to hire the student into a position with a higher pay range
Tip: Balance the desire to pay a student the highest rate possible with the
understanding that the higher the rate of pay, the faster they will use up
their award
Timesheets
• All FWS students are to complete timesheets weekly.
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The timesheet approval process for on-campus students is the same as it
would be for any OSU employee who is paid bi-weekly.
• REMINDER – Students Must Be Paid for Hours Worked
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Students cannot exceed 20 hours per week and be paid with work-study
funds. It is the supervisor’s responsibility to monitor this limit.
If the student holds more than one position, their combined hours cannot
exceed 20 hours a week. It is the student’s responsibility to monitor
this limit, but realistically they may need the help of their supervisors to
do so.
Overtime can never be paid using work-study funding – including
academic break periods.
Exceeding either the hour or the award limit will result in the entire
amount of earnings for that pay period to be charged to the
departmental account.
Payroll Errors
• Not enrolled half time
• Fees not paid
• Exceeded allotted hours
• Exceeded FWS award
• Not SAP eligible
• Not a FWS student
• Error reports are sent to the work-study contact associated
with the position number for that student.
In this example, all three of these students have the error No FWS Shared Record Found.
This means that:
• These students were not awarded with work-study OR
• These students were awarded, but did not accept their work-study award OR
• These students were hired into regular wage earning positions
Payroll Error Report Key
• Reports are sent by email, which contains a key:
If your research on why your
student failed eligibility is
inconclusive or unwarranted,
let us know at
sfa-jobs@osu.edu.
My student is almost out of funding!
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Work with your FWS Departmental Contact weekly to monitor
eReports
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eReports updates FWS balances for each student biweekly after payroll runs
Warning message will appear when students are less than $500 of their max earnings
Detailed job aid can be found at SFA.OSU.EDU/Jobs/Employers
When students are less than $500 of their max earnings, contact us
at sfa-jobs@osu.edu:
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If we have funding available, we will increase the student’s award if possible.
Reasons we may not be able to increase an existing award:
• No additional funding available
• Student is not eligible for additional need-based aid
• Student has been awarded up to their cost of attendance
• Take Aways…
• Build good relationships with your FWS Departmental
Contact
• Always use the Job Referral Form when hiring
• Monitor student hour and award limits for eligibility
• Most resources, job aids, calendars, and manuals can be
found at SFA.OSU.EDU/jobs/employers
• When in doubt, it’s okay to contact us!
Questions?
Thank you for your attention!
Candace Washington
Assistant Director
washington.203@osu.edu, (614) 292-0277
Holly Wilson
Federal Work Study Program Staff Assistant
wilson.1143@osu.edu, (614) 247-8364
You are here
for a graduate
degree.
THE GRADUATE
SCHOOL IS HERE
TO HELP.
Graduate Appointments
Different types of GAs and Fellows have various
eligibility requirements
Other Titles Include:
Graduate Supplemental Fellow (MUST accompany a
primary record)
External Supplemental Fellow
Student Associate (only when student is not enrolled to
bridge gaps between graduate appointments)
Fee Payment/Hire Deadlines
Effective dates of hire drive many key processes: late
fees, payroll deduction
Student fees are typically due one week prior to the
start of the term, which coincides with the GA/Fellow
hire deadline
Graduate Appointment Dates
Various Dates:
Appointment dates – set by the Graduate School, are
the effective dates of hire in PeopleSoft
Service dates – when work is actually performed
Pay dates – last working day of each month on appt.
Off-cycle appointment dates, including late hires and
early terminations, require written Graduate School
approval (may affect fee authorization eligibility)
Minimum Stipend & FTE
Minimum Stipend: $1,500/month for 50% appointment
(other FTEs must be prorated)
Reviewed for potential adjustment annually
Audited and enforced
AMCP guidelines should be followed for continuing
students
Appointments with FTEs other than 50% require
Graduate School approval (Samuel)
General Rules
 Additional pay
Must be requested in advance
Affects total FTE
International students may not be permitted
 Leaves
Eligibility: completed two consecutive terms at 50% FTE
Short-term (up to two week, approved by the unit)
Leave of absence (up to six weeks, approved by the unit)
Grad Fee Authorization Basics
 Students must be enrolled in the appropriate number of credit
hours AND be in a GFA eligible appointment to receive their fee
authorization
 A fee authorization is one unit and cannot be pro-rated
 Late hires/early terminations may affect fee authorizations
 Fees default to be charged to the funding source where the
stipend is paid; overrides can be entered until approx. week 6
of the term
Graduate School Contacts
 Samuel Jordan, Director of Registration Services
jordan.194@osu.edu
614-247-7257
 Lori Bowman, HR/Finance Manager
bowman.978@osu.edu
614-247-7290
www.gradsch.osu.edu
Questions?
THE OFFICE OF
ACADEMIC AFFAIRS
HR SERVICE CENTER
Student Hire Process
July 27, 2015
HRA Workflow
HRA Submitted
Appropriate information and documentation attached
Unit HR – Level 1 and 2 Approvers
Reviews HRA submission
SC HR Specialist – Final Approvers
Reviews HRA – sends to HR Associate for entry
HRA Review – Student Hires
Pay rate
• Hourly rate $8.10 - $13.00
• Minimum stipend for GA
• FWS range on referral form
Position Number
• Match FWS form
• Verify title
Standard hour considerations
Weekly maximum hours:
• Academic year – 28 hours
• Off term – 38 hours
International Students and
FWS – 20 hours
• Graduate Students - 20 hours
(Grad School approval needed for any
amount other than 50%FTE)
Personal email address:
Best contact for DocuSign
(buckeyemail, gmail, yahoo, etc.)
HRA Submission – Additional Information &
Documentation
FWS
• Signed referral form including
position, supervisor, funding,
and pay rate
GA
• Signed GA appointment
document including service
dates, pay dates, stipend
amount, and standard hours
• Attached approval from the
Graduate School (if needed)
Other student appointments
• Signed offer letter (recommended)
• Background check (if needed)
• Motor vehicle check (if needed)
• Minor documentation (if needed)
THE OFFICE OF ACADEMIC AFFAIRS
Service Center New Hire Process for Students
HRA Submitted and Approved
HR Associate sends out welcome email and
DocuSign.
Welcome Email includes information about
DocuSign and Service Center Appointment.
Steps for Employee
Visit Service Center – Fill out final
paperwork and review new hire packet
Complete DocuSign
Final Steps
HR Associate enters hire into system
HR Associate sends final follow up email
to student employee and supervisor
THE OFFICE OF ACADEMIC AFFAIRS
Student Hire Timeline
Hire HR Action request will begin the hire process
Please provide the following notice for student hire
requests:
• 10 business days – background check required.
• 3 business days – no background check required
Complete hire process timeline will vary based on
student response and availability
THE OFFICE OF ACADEMIC AFFAIRS
Service Center Steps
Determine student
employee’s next
steps
• Review OSU work history.
• Hiring documents needed.
Send Welcome
Email
• Includes all steps required prior
to beginning work.
• Sent to employee, supervisor,
and HR Professional.
Send DocuSign
Packet
• Packet contents based on
employee appointment type and
work history.
THE OFFICE OF ACADEMIC AFFAIRS
Welcome Email – New Hire Example
Good morning!
Congratulations on your upcoming student position! I will be working with your department to assist you through the new hire steps leading
up to your first day of work. All steps must be completed before you may begin working in your new student employee role.
Here are your next steps:
DocuSign Electronic Hire Packet: The hire packet from DocuSign, our secure hiring system, will be sent to your email shortly. (If you do
not receive the email please check your spam folder.) Please be aware that as you begin to complete your documents, this system will
time out after 30 minutes. If you currently forward your OSU email to a non-OSU email address,
Set up an appointment to visit the service center: Please visit
https://oaahrservicecenter.acuityscheduling.com/schedule.php?calendarID=135795 to set up an appointment to complete your final
hiring documents, including the I-9, on or before your first day of work.
This visit will take approximately 15 minutes. We are located in Bricker Hall, Room 395 and our street address is 190 N. Oval Mall,
Columbus, OH 43210.
Parking is available in the Union or Tuttle garages. For your convenience here is a link to the campus map:
http://www.osu.edu/map/.
Employment Eligibility Verification (I-9) Form: During your visit to the service center, you will be completing the I-9 form. Please
note that as a part of this form, identification documents will be required to establish your identity and eligibility to work in the United
States. Examples of acceptable documents for the I-9 Form are provided below and the full list is attached.
US passport
Driver’s License and Social Security Card
Driver’s License and Birth Certificate
Foreign Passport, I-20, and I-94 card
- You can print the electronic version of your I-94 card at https://i94.cbp.dhs.gov/I94/request.html
Once you complete these steps, you will receive an email confirming you are ready to work. Please let me know if you have any questions
in the meantime.
Thank you!
THE OFFICE OF ACADEMIC AFFAIRS
Student Employee’s Steps
Complete
DocuSign
Packet
• Student completes electronic
DocuSign Packet.
Schedule
Service Center
Appointment
• Student schedules an
appointment to visit the
Service Center.
Completes
Service Center
Appointment
• Completes all necessary
hiring forms
• includes bringing required
identification documents.
THE OFFICE OF ACADEMIC AFFAIRS
DocuSign Example:
Designates required fields
Confirm appears when all
required fields are complete
THE OFFICE OF ACADEMIC AFFAIRS
Acuity Scheduling Website for Service Center Appointments:
Calendar provides all
available appointment times
for the HR Associate
assisting with the hire
process beginning next day.
THE OFFICE OF ACADEMIC AFFAIRS
Appointment Confirmation:
THE OFFICE OF ACADEMIC AFFAIRS
Final Steps
New Hire
Information
Packet
• Review at Service Center
Visit.
• Sent electronically in follow up
email.
Final
Follow Up
Email
• Sent to student, supervisor
and department HR
Professional.
• This confirms student is ready
to begin work.
THE OFFICE OF ACADEMIC AFFAIRS
Final Follow Up Email Example
Hello,
Thank you for completing your DocuSign hire packet and Service Center
visit. Attached is a new hire checklist and new employee information packet;
please review and let me know if you have any questions. You will have
access to Employee Self Service and eTimesheet beginning tomorrow.
This completes your hiring process, and you may now begin working in your
new student employee role.
Thank you!
Stephanie Gluck
HR Associate
Office of Academic Affairs HR Service Center
395 Bricker Hall, 190 N. Oval Mall, Columbus , OH 43210
614.247.8009 Office
gluck.13@osu.edu
THE OFFICE OF ACADEMIC AFFAIRS
Additional Information
Group Paperwork Sessions Available:
• Contact your HR Associate to schedule a date and time prior to
submitting student hire request.
• Available at your location or Bricker Hall.
Hire process status updates available in HR Action
requests.
Discuss supervisor timesheet preferences with student.
THE OFFICE OF ACADEMIC AFFAIRS
OAA HR Service Center Contacts:
HR Specialists – Contact for assistance with HR Action requests
and approval, transaction planning, commitment accounting and
direct retro distributions, policy interpretation, HR reporting
Ben Moore (Moore.1365@osu.edu, Ext. 2-3018)
Units: Graduate School, Enrollment Services and Undergraduate Education,
Office of Human Resources, Office of International Affairs, and Office of
Research
Chrissy Sprouse (Sprouse.28@osu.edu, Ext. 7-6018)
Units: John Glenn College of Public Affairs, University Libraries, Office of the
CIO, OSU On-Line, OAA Administration, Office of Diversity and Inclusion,
Office of Outreach and Engagement, and Wexner Center for the Arts
THE OFFICE OF ACADEMIC AFFAIRS
HR Associates– Contact for assistance with HR Action entry, new
hires during background check and employee hire process,
timekeeping and leave, payroll questions, PeopleSoft entries
Stephanie Gluck (Gluck.13@osu.edu, Ext. 7-8009)
Units: Enrollment Services and Undergraduate Education, John Glenn College
of Public Affairs, and Office of Research.
Alyssa Kitchen (Kitchen.103@osu.edu, Ext. 2-5421)
Units: University Libraries, Office of International Affairs, Office of the CIO, and
OSU On-Line
Diane Pocius (Pocius.4@osu.edu, Ext. 2-3831)
Units: Graduate School, OAA Administration, Office of Human Resources,
Wexner Center for the Arts, Office of Diversity and Inclusion, and Office of
Outreach and Engagement.
HR Service Center Manager
Allyse Degenhardt (Degenhardt.6@osu.edu, Ext. 7-4268)
THE OFFICE OF ACADEMIC AFFAIRS
Questions?