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Adding a Work Study Distribution

When a current student employee has an approved work study award, the department needs to add a new distribution in their existing appointment, you will process the transaction on the EAPP screen.

Contents


Intro

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 employees and departments 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 EPD1 Screen

  1. Type EPD1 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 3 (Undergraduate student) or 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 - Navigate to EAPP Screen

Type EAPP in the Next Func field, add the employee's ID number, name or SSN in the appropriate field and press Enter to access the employee record.

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Step 3 - The EAPP - Create a New Appointment

  1. 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 5.
  2. Tab or move cursor to the command (===>) line. Enter ADD A to add the appointment with a system generated appointment number. Press Enter.

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 undergrad student appointments is 4 (Casual/Restricted).

Basis

Leave this field blank. Used for Academic & Partial Year Career appointments only.

Paid Over

Leave this field blank. Used for Academic appointments only.

Appt Begin

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

Appt End

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

Dur

Duration of Employment Codes.  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. For example, the acceptable value for 25% is .25.

F/V

Enter F or V for the fixed or variable schedule of the employee.

Rt

Enter H for Hourly rate. 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 BW for Biweekly pay schedule.

Time

Enter Z for reporting time worked as Positive. 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 4. The EAPP: Create a New Distribution

  • Tab to the command line (===>) and type ADD D, press Enter to add a new distribution.

Fields

Data Information

Actions

Leave this field blank.

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. Only enter for career positions that are permanently funded (paid from SUBS).

Dis %

Enter the percentage of time chargeable to this account. Each distribution line percentage (work study and non-work study) should be the same as the appointment percentage. The total of the distributions will not add up to the appointment percentage. The percentage should be entered to the fourth decimal point; i.e. 25% is entered as .2500, 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

Leave this field blank. There are no steps for hourly wages.

O/A

Leave this field blank.

Rate/Amount

Enter the employee’s hourly 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 H, enter the hourly amount as 8.5000.

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 5.

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

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Step 5 - The 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.
    At the command line (===>) type COPY add a space and the distribution number the employee is being paid on TO *.  Example: COPY 11 TO *
  2. 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.  
  3. 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.
  4. Enter the following in the Description of Content field of the ECOM screen:
    • Title Code
    • Type of Transaction - Adding Work Study Distribution
  5. Press F5 to complete the update and move to the PAM comments screen.

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 holiday, vacation, sick leave, and overtime not chargeable to the work study distribution.

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.

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: "1516" equals fiscal year 2015-2016.

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.

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Step 6 - The ECOM Screen

PAN Comments

Enter the following in the Description of Content field of the PAN Comments screen:

  • Title Code
  • Type of transaction - in this case adding work study
  • Notation of pre-approved exceptions (if applicable)

Note: If the Preparer phone or email is incorrect, please add the correct info to your comment.

  • Press F5 to finish the update in PPS and send the PAN.

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Step 7 - The IDOC (Employee Document)

  1. See instructions for printing IDOC using the web-based process on the PPS website.
  2. The first five digits of Social Security Numbers (SSN) have been masked on all IDOCs.
    To satisfy the requirement for the employee to verify that their social security number is correct, departmental personnel are now required to have the employee verify the SSN entered in PPS. Have the employee look at the ITAX screen and verify that their SSN is correct. Make sure any discrepancies are cleared before having the employee sign the IDOC.
  3. Review IDOC with employee and obtain the employee's signature.
  4. Provide a copy to the employee, retain a copy for department files.

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