1. 1 IPFW Supervisor’s FWS Workshop Welcome Fall 2010

2. 2 Overview of Session 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. 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. 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. 5 RJASEAR - Student Employment Auth.

6. 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. 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. 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. 9 Job Description Form

10. 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. 11 How to Post a Work Study Position Log 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.https://www.ipfw.edu/jobzone

12. 12 How to Post a Work Study Position Career Services Web Page www.ipfw.edu/jobzone www.ipfw.edu/workstudy

13. 13 Department Checklist

14. 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. 15 Human Resources Information Department 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. 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. 17 Non-Profit Organizations-cont Log 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.https://www.ipfw.edu/jobzone

18. 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. 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. 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. 21 Time Log-for audit purposes Located on Work Study Website-On Campus Employers FAQs

22. 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. 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. 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)

25. Work Study STUDENT Trainings Available 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

26. 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.nomination form Only students nominated by their supervisor will be eligible. 26

27. 27 Things to Remember Job Description Review RJASEAR for FWS accept status Human Resource forms Department Check List for all FWS students each and every semester Authorization to Work from Assistant Bursar

28. 28 Things to Remember-cont Pay dates and deadlines FWS awarded and accepted before employment begins Completed contract for off campus Organization Award limits

29. 29 Questions? Questions? ?

30. 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