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IPFW Supervisor’s FWS Workshop

WelcomeFall 2010

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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

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What is FWS?Career Services – Supervisor’s Guide &

Job Postings http://www.ipfw.edu/workstudy-dev/

oncampusemployers/guide.shtml Need-based

Federally funded, 25% institutional matching funds

Part-time employment for students

Develop employment skills

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FWS Eligibility 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

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RJASEAR - Student Employment Auth.

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 (curdg@ipfw.edu) asking for a FWS eligibility confirmation.

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The Job Description…

Establish a detailed job description for all FWS positions-separate from online version

Maintain on file at the hiring department

Job descriptions are subject to audit and must be readily available

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The Job Description…

Employer Information- On Campus - Off Campus

Job Title Purpose/primary function of the

student’s job

Duties and responsibilities Qualifications Wage rate or range Primary and alternate

supervisors

What it should include:

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Job Description Form

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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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How to Post a Work Study Position

Log in at: https://www.ipfw.edu/jobzoneClick 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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How to Post a Work Study Position Career Services Web Page www.ipfw.edu/jobzone www.ipfw.edu/workstudy

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Department Checklist

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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 InformationDepartment 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-contLog 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 :– 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 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 schedule-time log can be found on web

NO OVERTIME charges to Work Study

Keep job description and wages current

Review RJASEAR bi-weekly for amount paid-to-date-RJISEWH (will show details of payperiods)—in process of being updated

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Time Log-for audit purposesLocated on Work Study Website-On Campus Employers FAQs

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Time Cards

Time card must be returned to HR with the following information:– 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)

Work Study STUDENT TrainingsAvailable every semester and

we have posted the PowerPoint on the work study website.

Topics Covered: Professional Dress, Communication Skills, Ethics,

Phone Etiquette, Cell Phone / Computer Abuse, Confidentiality, Campus Resources, References, Required Paperwork, etc.

FERPA Quiz and Agreement

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Student Employee of the Year Award

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 12th-18th and the winner will be announced April 15 2009 and presented with a plaque and $250 award.

Only students nominated by their supervisor will be eligible. 26

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Things to Remember

Job DescriptionReview RJASEAR for FWS

accept statusHuman Resource formsDepartment Check List for all

FWS students each and every semester

Authorization to Work from Assistant Bursar

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Things to Remember-cont

Pay dates and deadlinesFWS awarded and accepted

before employment beginsCompleted contract for off

campus OrganizationAward limits

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Questions?

? ?

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Contact Information

Bursar’s Office – Contracts & Accounting

- Shawna Squibb, 481-6331

Career Services – Job posting- Marla Brenneke, 481-6596

- Christina Mosteller, 481-6598

Financial Aid Office – Student FWS eligibility

- Gerald Curd, 481-6243

Human Resources - Payroll- Kirk Tolliver, 481-6679