WORK STUDY PAYROLL PROCESSING EXPECTATIONS (effective FS2005): Beginning with FS2005, work study appointments must include two lines of funding on the earnings distribution (JED) that represent a work study line of funding and a departmental line of funding:
1) Hires/Rehires must include two lines of funding of the PAF will be returned to the originating department.
2) For existing appointments, the second departmental line of funding needs to be added as a new personnel actions are processed. Therefore, any maintenance PAFs that are processed on existing work study jobs must include at least two lines on the JED ot those PAFs will be returned as well.

Departments will continue to receive a report from Financial Aid which includes those students who are within $150 of their semester's award maximum. Financial Aid will also continue to monitor for those students who:

* Are paid as work study when they have not received an award for work study for the current term.

or

* Continue to receive work study earnings after they have reached the maximum for the current term.

If Financial Aid determines that a student is receiving work study when they have not been awarded it for the current term, they will notify the department and immediately delete the work study row from the JED on that job record. In the event that the work study student is paid in excess of the award, Financial Aid will notify the departmental staff, and the Dicvision Fiscal Officer, of the occurrence and allow them time (approximately 2 weeks) to process a PCE to move the expense to a departmental line of funding - the student should then not receive any further work study earnings during the current term. If this does not occur, Financial Aid will process the PCE to move the expense and remove the work study line of funding from the JED and the department will be notified of the action.

The Fair Labor Stardards Act prohibits employers (including schools) from accepting voluntary services from any paid employee. Any student employed under Federal Work Study must be paid for all hours worked. If you do not have a work study referral form from the student prior to employment, do not assume the student has a work study award. If you have a question concerning a student's eligibility for work study, please contact Cheri Marks (882-2751) in the Finacial Aid Office.

FORMS: A work study student must not begin work before you have received a Federal Work Study Referral form from the student and the following documents have been completed (for Transfers, see Transfer Referral section):

A: Personnel Action Form (PAF) -(UM 270)

Field 3) EMPLID
will be assigned by Payroll

Field 5) Effective Date
use starting date of a employment

Field 11) Student Job Codes are:
8881 for Student Assistant -Clerical
8882 for Student Assistant -Crafts & Trade
8883 for Student Assistant -Professional
8884 for Student Assistant -Service
8885 for Student Assistant -Technical

Field 36) Business Units for MoCode
COLUM for CH107
UMSYS for CH107
HOSPT for CH107

Field 37) Department
CFINAIDS for CH107
AUNVRELA for A0330
HCOTFIN for H1355

Field 38) Job code
List the job code from Field 11

Field 41) MoCodes
CH107 for Columbia Campus
CH107 for UM System
CH107 for University Hospital

Field 42) Account
707100 for Columbia Campus
707100 for UM System
707100 for University Hospital

Field 43) Earnings Code will be WST

B: Application for Student Employment -(UM 52)
C: Federal and State Withholding Tax Forms -(W-4)
D:Personal Data Form (PDF) -(UM 272)
E: Employment Verification -(I-9)
F: Direct Deposit Form -(UM 32B)
G: Bi Weekly Time Record-Non Benefit Eligible -(UM 13NB)

MONITORING EARNINGS: The fall/winter award normally is divided equally between the fall and winter sessions. The department and the Financial Aid Office (FAO) share the responsibility of monitoring earnings to insure students do not exceed the award limit specified each session. The FAO will send a notice when students are within $150 of their award for fall or winter semesters.

When a student reaches his/her award limit, the department is responsible for paying 100% of the student's wages.

Any change in the amount of the students work study award after referral by the Work Study Employment Office will be communicated to the employing departments contact person by the FAO.

During interims and after a student has reached the award limit, he/she may be transferred to departmental funding without the approval of the Financial Aid Office.

INTERIM EARNINGS: Students should not be paid from Work Study funds for hours before or after an academic session. An exception would be during the interim period between the fall and winter sessions. Students who have not earned their total fall award could apply it to interim earnings. An exception to this rule could also occur if a department relies upon work study student labor immediately prior to the start of the Fall semester. However, any exception must be approved by the Financial Aid Office. Departments must submit a written request to the Financial Aid Office in 11 Jesse.

CHANGE OF ADDRESS FORM: Whenever a student transfers to a job in your area, a Change of Address (UM 282) must be completed for accurate mailing of W-2 forms, payroll checks, and employee earning statements.