IPFW Supervisor’s FWS Workshop

1. IPFW Supervisor’s FWS Workshop Welcome Fall 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. 5

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.

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… What it should include: • 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

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 13

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 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. 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-cont 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.

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 purposes Located 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)

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

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. • Only students nominated by their supervisor will be eligible.

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