Key Considerations
Please monitor FWS students to ensure they are processing correctly. PAAs are not available for FWS students.
Retro time submitted for more than one pay period behind, will not be eligible for work student funds. Managers will need to ensure that students submit timesheets timely.
Direct supervisors have access to run Work Study status reports to check available balance for students. Managers should run reports to monitor remaining balance to prevent funds from being paid with department sources.
Please note that if FWS worktags are removed from the position for any reason, they cannot be added back later. Therefore, best practice is to terminate and create new student position to prevent processing errors. You will need to re-create the FWS position and move your student into it once they regain eligibility.
Items to consider if funding posts as non FWS, default funds.
- The student has earned their award in its entirety. This is indicated by the pay component – Student Enrolled O.
- The position is not marked as Federal Work Study eligible on the worker’s organization assignment. If a Federal Work Study (FWS) Eligible job is blank on the organization assignment, it means the Federal Work Study has not been designated.
- Did the student exceed 20 hours in a week? The excess of 20 hours would be charged to Student Enrolled (SC10030).
- Did the student submit corrections on time that were retroactive and the earnings are greater than one pay period behind? If so, earnings are considered ineligible for Federal Work Study and will pay on default funds.
- Did the student loose Federal Work Study Eligibility? Is the student enrolled at least half-time for the current term?
Appropriate funding must be assigned to Federal work study positions to ensure payroll expenses post correctly.
- Assign a costing allocation at the “Worker + Position” level. Use your department Worktags FD100 PLUS the Program value of “PG105383 – General Fund Work Study Match.” This Program Worktag is required for Federal Work Study to match the student’s salary expense.
https://admin.resources.osu.edu/workday/workday-for-core-users-finance/federal-work-study
Detailed instructions for running the Federal Work Study status report-
https://sfa.osu.edu/jobs/jobs-form-files/Federal%20Work%20Study%20Status%20Report%20Instructions.pdf
Manager Checklist for hiring a federal work study student
https://sfa.osu.edu/jobs/jobs-form-files/Federal_Work_Study_Hiring_Checklist.pdf
