You will process the time for students who have work-study in the same manner as non-work-study recipients. Please note:
OFF-CYCLE PAYROLLS WILL NOT CHARGE TO WORK-STUDY. If the hours are eligible to be paid from work-study you must submit them on time, through the regular payroll process.
Departments are responsible for tracking the student’s earnings against their award. Once the award maximum is reached, additional earnings will charge against the department.
To assist you with this task, access COGNOS and run the following report: FA:Work Study Departmental Auditing:001. You will be asked to provide the term and the name of your department. For more information about the COGNOS reporting tool contact the individual responsible for providing computer support to your area.
After each payroll has been processed, verify that the student’s earnings did not charge to your department’s ff/cc.
If you believe your department’s ff/cc has been charged in error for work-study wages, please perform the following review BEFORE contacting financial aid:
Run the following COGNOS report: FA:Work Study Departmental Auditing:001. Verify that the student’s name appears on your roster with a corresponding work-study award.
Verify that the hiring paperwork was submitted correctly, within established deadlines.
Verify that hours were reported only through the regular payroll process.
THEN, contact Student Financial Aid at (269) 387-6752 as soon as possible so we may evaluate the situation.
Not all charges are eligible for reimbursement from work-study. If reimbursement is deemed appropriate, it will appear in GLOW by the end of the financial aid year.
Unused awards will automatically carry forward to the next term IF:
the term receiving the carry forward is within the same financial aid year (Summer 2 – Fall – Spring - Summer 1).
the term receiving the carry forward also includes a work-study award.
For more assistance contact the work-study coordinator at (269) 387-6752.
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