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Adding Work Study for Graduate Students

Adding work study for grad students

Contents


Intro

Departments with work study student employees will enter the employee on a new hire or rehire bundle, or add employment to a current employee. (See the applicable transaction guide for assistance with these actions.) These instructions are to add the work study appointment and distribution to an existing employee record.

The department must include all the work study information in order for the correct work study split to occur for funding. Failure to establish the work study distribution properly can result in the department being charged 100% for the employee’s pay.

Resources

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Before you start

  • These instructions apply only to those NOT USING TRS (if reporting time in TRS use the instructions on the TRS Website for Work Study).
  • Complete the Work-Study Eligibility Form provided by the student employee, and return to Student Employment Center (SEC).
  • Verify that SEC has posted the award by checking the IFNW screen in PPS.

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Step-by-step

Step 1. Confirm Student Status on IGEN Screen
 

IGEN Screen

  1. Type IGEN in the Next Func field, type the employee’s ID number, name or SSN in the appropriate field, press Enter.
  2. Review the Student Status field and update as necessary. Code must be 4 (Graduate student) to be eligible for work study.
  3. If no changes made, navigate to EAPP screen (see next step).
  4. If update made on screen, press F5 to update. Make sure you see the message Update process complete in the message display area of the screen.

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Step 2. EAPP Screen – Add Appointment

If the employee does not have an appointment with your department with the correct title code for the work study award, continue with this step to add the appointment.  If the employee does have an appointment and distribution with your department with the correct title code, skip to step 4.

Tab or move cursor to the command (===>) line. Enter ADD A to add the appointment with a system generated appointment number. Press Enter.

EAPP Screen

Fields

Data Information

Appt

A system derived appointment number will automatically populate the Appt field.

Actions

Enter 13 for Additional Employment

Type

The type code for all academic appointments is 5

Basis

This is the number of months (either nine or eleven) that the appointee is expected to perform service.  Enter 11 for a GSR appointment.

Paid Over

This is the number of months over which the appointee will receive salary.  Enter 12 for GSR appointment.

Appt Begin

Enter the date the employee's appointment begins, formatted as mmddyy. 

Standard GSR appointment begin/end dates are:

  • Fall Quarter: 10/1 to 12/31
  • Winter Quarter: 1/1 to 3/31
  • Spring Quarter 4/1 to 6/30
  • Summer: 7/1 to 9/30

When appointing graduate students, standard dates should be used in order for eligibility requirements to be determined and student benefits to be provided.

Appt End

Enter the date on which the appointment is expected to end.

Dur

Leave this field blank

Dept

This field is system-derived

Title

Enter the 4-digit numeric title code for this position

% Full

Enter the percentage of time expected to be worked in the appointment. Graduate student work study is one unit = 25% appointment. The acceptable value for 25% is .25.

F/V

Enter F for the fixed schedule of the employee.

Rt

Enter the code that represents the rate:

  • A - Monthly
  • H - Hourly

The code entered must be compatible with the Rate/Amount on the distribution. Refer to the Description of Service (DOS) Code Table on the PPS web site.

Sch

Enter the code that represents the pay schedule on which the appointment is to be paid.

  • MO - Monthly
  • BW - Biweekly

Time

Enter Z for positive time reporting. Refer to PPS Time Codes for more information.

Lv

Enter the leave accrual code.  See Leave Accrual Codes for more information.

  • Tab or move cursor to the command (===>) line.

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Step 3. EAPP – Add Distribution

At the command line (===>) type ADD D, press Enter.

Fields

Data Information

Actions

Enter 13 for Additional Employment. Refer to the Personnel Action Code chart.

C/Acct/Sub-A/Obj/S-O/Project

Enter the full accounting unit (FAU) to which pay will be charged. The FAU must already be established in KFS. Required fields are C/Account/Object Consolidation (SUBS, SUBG, etc).

Note: Davis has four location codes, 3, L, H & S.

FTE

Leave this field blank

Dis %

Enter the percentage of time chargeable to this account. The percentage should be entered to the fourth decimal point; i.e. 100% is entered as 1.0000, 50% is entered as .5000, etc.

Pay Begin

Enter the date pay should start being charged to this FAU, or work study award.

Pay End

Enter the date pay should stop being charged to this FAU or the end date of the work study award.

Step

Enter the step associated with the title code and pay rate. This information is available in the Academic Salary Tables. Enter steps as a whole number, for example 1, 2, 3, etc.

O/A

Leave this field blank.

Rate/Amount

Enter the employee’s full monthly salary associated with the distribution.   The Rate/Amount entered must be compatible with the Rate Code entered in the Rt field on the appointment. For example: if the appointment rate code is A, enter the full time monthly amount as 2702.00 (100% rate).

DOS

(Description of Service) - Enter the code that represents the type of pay. This code defines the type of compensation.
The most common DOS code is REG. Refer to the Description of Service (DOS) Codes web page for more information.

PRQ

Leave this field blank.

WSP

Leave this field blank, see step 4

  • Tab or move cursor to the command (===>) line.

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Step 4. EAPP – Add WSP Distribution

  1. Since the Work Study Program does not pay benefit time earned by the employee, and the work study award may end prior to the end of the appointment, a second distribution without the work study code must be added to the appointment.
  2. At the command line (===>) type COPY add a space and the distribution number the employee is being paid on TO *.  Example: COPY 21 TO *
  3. The new distribution will be an exact copy of the first. In the first distribution, tab to the WSP field, type the code provided on the current year work study eligibility form from the work study office.
  4. Press Enter  to check for errors, press F5 to update. 
    Work study distributions will create an error message stating the distribution percentage exceeds the appointment percentage; for work study, this is expected.
  5. Enter the following in the Description of Content field of the ECOM screen: 
    • Title
    • Type of transaction - Adding Work Study Distribution
  6. Press F5 to complete the update.

Note: Based on the two distributions described above, PPS will automatically calculate the appropriate work study split to meet the award limit every month. Once the work study dollar limit has been reached, PPS will automatically charge the departmental account the remaining wages. Manual calculations are only required for vacation, sick leave, holiday pay and wages above the award amount.

Departments who hire work study students should monitor their work study earnings regularly. The IFNW screen should be reviewed to make sure the employee is still eligible for work study and to see if the employee has already reached the maximum allowable limit. Once the limit has been reached (i.e. the FYTD WSP Gross equals the current limit), departments will automatically be charged 100% of the employee's gross earnings.

IFNW Screen

The following chart explains the information found on the IFNW screen.

DEFINITIONS OF WORK STUDY DATA ON THE IFNW SCREEN

FY - Work Study Fiscal Year - The fiscal year to which the associated Work Study Limit applies. The format is YYZZ where: YY is the last two digits of the calendar year in which the fiscal year begins and ZZ is the last two digits of the calendar year in which the fiscal year ends. For example: "9697" equals fiscal year 1996-1997.

WSP - Work Study Program Code - Code indicating the Work Study Program for the associated work study limit.  This is on the Work Study Eligibility form.

Current Limit - Work Study Limit - The current maximum gross pay eligible to be split and charged to work study funds for the fiscal year.

Current As Of - Last Change Date - The date on which the current limit was established.

Prior Limit - Prior Work Study Limit - Value of the work study limit immediately preceding the current value.

Prior As Of - Prior Last Change Date - The date on which the prior work study limit was established.

FYTD WSP Gross - Work Study FYTD Gross - Fiscal year-to-date total of earnings subject to the work study split for the associated work study limit.

More information on hiring work study employees is available from the Student Employment Center website at jobs.ucdavis.edu.

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