View
46
Download
0
Category
Preview:
DESCRIPTION
IPFW Supervisor’s FWS Workshop. Welcome Fall 2010. 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 - PowerPoint PPT Presentation
Citation preview
1
IPFW Supervisor’s FWS Workshop
WelcomeFall 2010
2
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
3
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
4
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
5
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.
6
7
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
8
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:
9
Job Description Form
10
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
11
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.
12
How to Post a Work Study Position Career Services Web Page www.ipfw.edu/jobzone www.ipfw.edu/workstudy
13
Department Checklist
14
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
15
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
16
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
17
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.
18
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
19
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
20
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
21
Time Log-for audit purposesLocated on Work Study Website-On Campus Employers FAQs
22
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
23
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.)
24
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
25
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
27
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
28
Things to Remember-cont
Pay dates and deadlinesFWS awarded and accepted
before employment beginsCompleted contract for off
campus OrganizationAward limits
29
Questions?
? ?
30
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
Recommended