Transcript Document

IPFW Supervisor’s
FWS Workshop
Welcome
Fall 2011
1
Overview of Session

What is FWS?

The Job Description

Pay Rate and FWS Eligibility

How to Post a Work Study Position

Hiring Procedures

Non-Profit Organizations

Human Resources Information

Record Keeping

Time Cards

Employer Responsibilities

Things to Remember

Questions
2
What is FWS?
Career Services – Supervisor’s Guide & Job Postings
http://new.ipfw.edu/dotAsset/112212.pdf

Need-based

Federally funded, 25% institutional
matching funds

Part-time employment for students

Develop employment skills
3
FWS Eligibility

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Applied for federal aid by completing
the current year FAFSA
Must be enrolled at least 6 credit hours
FWS restricted to current enrollment
period
Can not work during class time
Maximum 20 working hours per week
Must have FWS Accepted Award
- Accept status on RJASEAR = A
4
RJASEAR - Student Employment Auth.
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What if there is not an award?

A student can have FWS eligibility but
not have an award on RJASEAR.

Student should know if they have unmet
need that would allow a FWS award.

If you are considering a student who
doesn’t have an award on RJASEAR for
an open position then send an e-mail to
Gerald Curd ([email protected]) asking for
a FWS eligibility confirmation.
6
The Job Description…

Establish a detailed job description for all
FWS positions-separate from online
version

Maintain on file at the hiring department
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Job descriptions are subject to audit and
must be readily available
7
The Job Description…
What it should include:

Employer Information
- On Campus
- Off Campus
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Job Title
Purpose/primary function of the student’s
job
Duties and responsibilities
Qualifications
Wage rate or range
Primary and alternate supervisors
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Job Description Form
9
Pay Rate and Hours Available Weekly

Student Pay Scale on Human Resources
website under Supervisor Resources

Determining hours available to work each
week.
* Semester Award/Hour Rate = Total Hours
Available
$1,500/$7.00 = 214.3
* Next take total hours/by number of weeks
214.3/16 = 13.4 hours per week
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2011-12 Student Pay Scale
Human Resources Web Site – Supervisor Resource
11
How to Post a Work Study Position
Log in at: https://www.ipfw.edu/jobzone
Click on the “for employers” link.
If you have never used JobZone and you would like to create an
account, click on the “Register” tab. If you have used a
NACElink service at another university in the past, you can log in
using the same username and password.
(your username is your email address)
Complete all fields indicated with a red star*
EXAMPLE: GPA. is a required field. If there is no GPA.
requirement for the position you are posting, you can list 0.00.
12
How to Post a Work Study Position

Career Services Web Page
www.ipfw.edu/jobzone
www.ipfw.edu/workstudy
13
Department Checklist
14
Hiring Procedures
Email Shawna Squibb with student name, pay
rate, beginning date
 Authorization to Work must be received from
Shawna prior to pay being charged against FWS
Funds
 Complete Personnel Action form

• If new hire, change in pay, or additional appointment
• Enter one of the following account numbers in the
Comments box (along with your departments 25%)
–
–
–
–
2093001000 61019000 – FWS, Regular
2093001000 61019001 – FWS, Reading Tutor
2093001000 61019002 – FWS, Math Tutor
2093001000 61019003 – FWS, Community Service
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Human Resources Information

Department is responsible for having
students complete the following forms.
These should be delivered to Payroll prior
to the end of the first week of
employment:
– Form W-4, WH-4
– Employee Info Form 13FW, Self ID Form
– Form I-9, Direct Deposit
• Supporting documents required
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Non-Profit Organizations
Send a detailed job description to the
Financial Aid Office for approval
 Upon approval, mailed an assessment
form from FAO to be completed by
Organization
 Organization returns assessment form
and detailed job description to FAO

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Non-Profit Organizations-cont
Log in at: https://www.ipfw.edu/jobzone
Click on the “for employers” link.
If you have never used JobZone and you would like to create an account,
click on the “Register” tab. If you have used a NACElink service at another
university in the past, you can log in using the same username and
password.
(your username is your email address)
Complete all fields indicated with a red star*
EXAMPLE: GPA. is a required field. If there is no GPA. requirement for
the position you are posting, you can list 0.00.
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Non-Profit Organizations-cont
Contact Assistant Bursar at 260-481-6331 for
confirmation of accepted FWS award
 Organization with contract will be provided the
following :
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– Personnel Action form if student is new hire
– Forms W-4, WH-4, I-9, 13, time card, time log and
schedule of biweekly pay dates
– Billing for 25% of the term award
– All paperwork and payment to be returned to the
Bursar’s Office with copy of billing
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Non-Profit Organizations-cont
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If the Organization qualifies for 100% federal
coverage, no billing is prepared
Organization’s responsibility to verify the
student’s work study eligibility
Term award can not be exceeded
Unearned fall award can be carried forward to
the spring term
IPFW will return all unused money at the end of
the spring term
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Record Keeping
Department’s responsibility to keep bi-weekly
time log and review student’s class scheduletime log can be found on web
 NO OVERTIME charges to Work Study
 Keep job description and wages current
 Review RJASEAR bi-weekly for amount paidto-date-RJISEWH (will show details of
payperiods)—in process of being updated

21
Time Log-for audit purposes
Located
on Work Study Website-On Campus Employers FAQs
22
Time Cards
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Time card must be returned to HR with the
following information:
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–
–
–
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Complete name
Proper work dates
Signature of student and supervisor
Total number of hours worked per day and week
Time cards received by HR after the due date
may delay a paycheck until the next scheduled
payday
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Employer Responsibilities
•
Make sure the student has completed all
hiring documents (W-4, WH-4,
I-9, Form 13) prior to student beginning
employment
Ensure Authorization to Work is obtained
from Assistant Bursar prior to beginning of
Work Study Employment
• Provide student with a basic job orientation
and cover department employment policies
(dress code, job duties, expectations,
schedules, breaks, what to do if ill, how to
request time off, etc.)
•
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Employer Responsibilities-cont
•
Show the student how to:
– Complete time card and daily time log
– Submit time card according to bi-weekly pay
schedule
•
Provide feedback on job performance
(weekly review, written evaluation each
semester)
25
Work Study STUDENT Trainings
We have posted the PowerPoint on the
work study website.
 Topics Covered:
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Professional Dress, Communication Skills, Ethics, Phone
Etiquette, Cell Phone / Computer Abuse, Confidentiality, Campus
Resources, References, Required Paperwork, etc.

FERPA Quiz and Agreement
– Contact Christina: 16598 [email protected] for in-person training
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Student Employee of the Year Award
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The selection committee will evaluate all nominations based on the
following criteria:
– Teamwork, collaboration, commitment, excellence in attitude,
initiative and creativity, problem solving
Complete and submit the nomination form by April 7th to Marla
Brenneke, Career Services, KT 109. National Student Employment
week is April 9th-15th and the winner will be announced April 11
2012 and presented with a plaque and $250 award.
Only students nominated by their supervisor will be eligible.
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Things to Remember
Job Description
 Review RJASEAR for FWS accept status
 Human Resource forms
 Department Check List for all FWS
students each and every semester
 Authorization to Work from Assistant
Bursar

28
Things to Remember-cont
Pay dates and deadlines
 FWS awarded and accepted before
employment begins
 Completed contract for off campus
Organization
 Award limits

29
Questions?
??
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Contact Information

Bursar’s Office – Contracts & Accounting
- Shawna Squibb, 481-6331
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Career Services – Job posting
- Marla Brenneke, 481-6596
- Christina Mosteller Hall, 481-6598
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Financial Aid Office – Student FWS eligibility
- Gerald Curd, 481-6243
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Human Resources - Payroll
- Kirk Tolliver, 481-6679
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