Website Heading
Skip navigation and go to page content

Federal Work Study Home

FWS Job Search
 

Financial Aid Home

FEDERAL WORK-STUDY PROGRAM
Summer Employment

 

General FWS Information

What class code TIMESHEET is used to record hours worked in the "academic year"?

A timesheet with class code (or job code) 1871 (1872 for off-campus) is to be used to record hours worked and forwarded to Payroll.

Is enrollment verification required?

Yes, beginning with the September pay period, you are required to confirm enrollment of your employed students and, thereafter, each month prior to submitting timesheet with class code 1871 (1872 for off-campus) to Payroll.

Summer Program- General Information

Summer Employment I- June
Summer Employment II- July and August

  1. Do students need to be enrolled in summer school?

    No. Academic enrollment during June, July, or August is not a requirement for FWS employees to work in the summer.

  2. What class code timesheet do I use to record summer hours?

    Use a timesheet with class code 1875 (1876 for off-campus) to record hours worked and send to Payroll. IRS regulations require deductions for Medicare (1.45%) to be made from summer earnings; a 7.5% retirement deduction is also taken from summer wages, so Payroll uses these codes to initiate the deduction process.

  3. What are my other FWS hiring options?

    Two other employment options are available for JULY/AUGUST (Summer II):

    Hiring a returning student who previously worked in your office but may have exhausted their prior year allocation or weren't Certified for June employment or to hire a new student who has been awarded FWS funds for the academic year. These students can begin "advance earning" a maximum of twenty percent (20%) of their 2012/2013 FWS allocation on July 1, just like your continuing employees.

  4. When should I advertise my FWS job?

    To recruit for available jobs for summer or the academic year, NOW is the time to post your job. Students will learn of your position by viewing a listing of available jobs on the webpage.

Summer I: June Employment

  1. Is my FWS student eligible to work?

    Review the remaining eligibility for each of your students to determine whether their unearned FWS awards are enough to allow them to work during June. Students may earn up to their remaining 2011/2012 eligibility for June.

  2. What is the process for hiring a FWS student for JUNE employment?

    Because June is a non-enrollment period, student employee earnings are subject to Medicare and retirement deductions. Be sure to use class code 1875/1876 to ensure that payroll takes the deductions.

  3. You will be using one of two methods for June:

    • Process a "rehire" for a student who worked last summer. They already have a job code of "1875" in the CMS database
    • Process a "concurrent job" for students who do not have a job code of "1875" in the CMS database. Most transactions will be to assign a concurrent job because many students will not have worked last summer.

    COMPLETE A "REHIRE" TRANSACTION

    If the student is already in the CMS database with an 1875 job code, you will "rehire" the student, the process is the same as below (concurrent process) with one exception:

    When you search for the students you are appointing using 1875 as the job code, on the student search results page you will "select" the prior 1875 position which will be displayed. You will then be on the student rehire page and you will proceed with "processing the appointment" completing steps 2d to step 8.

    ASSIGN A CONCURRENT JOB

    • Confirm eligibility of the student by reviewing your student's remaining FWS balance.
    • Access CMS http://www.fullerton.edu/cms/training/docs/hr.html
    • Navigate to the correct page, "process student workers"
    • Search for the student. Enter your department number, use 1875 as the job code and enter the student's CWID
    • On the Student Search Result page, "add" a concurrent job, click "CONCURRENT"
    • Process the appointment
    • Use the drop down menu for "duration of appointment".
    • Select "June 2012 to August 2012".
    • Enter your "agency" and "unit" number.
    • Next, enter Compensation Data. (Select the pay "range" from the drop down menu and enter the pay rate). At this point, you have two choices:
    • Pay same rate or rate within same pay range. Use your keyboard to enter a pay rate within the same range or continue at the same rate within the range. (You may increase the pay rate at this time. Be sure to complete a (FWS) Student Employment Performance Evaluation form if you increase the rate).
    • Select a pay rate in a different range. If you have revised the responsibilities for the position, indicate new position title and select a different range and use your keyboard to enter a new pay rate.
    • Save
    • Complete the top section of the "Student Worker Confirmation Ticket".
    • In the allocation place, enter the amount for June followed by the 2011/12 allocation.
    • Enter 2011/12 for Award Year
    • Write the Position Title on the "Ticket" in the area provided. The title will correspond with the range of pay assigned.
    • Obtain "wet signature" from the authorized person in your department
    • Forward the original "Student Worker Confirmation Ticket to the Office of Financial Aid.
    • Once the "Student Worker Confirmation Ticket" is received, the Office of Financial Aid will review your request.
    • After approval by the Office of Financial Aid, you will receive an email confirmation stating that the student is approved for FWS employment and you are authorized to generate a timesheet. Our office will then forward the confirmation ticket to Payroll. The student is now authorized to work

  4. What is the deadline for submitting a June timesheet?

    On-Campus Employers
    Rapid Time entry for the June pay period is from July 2-5. Timesheets and CD048s are due in Payroll on Monday, July 9.

    You will continue contributing the required 25% matching funds throughout the summer and into the academic year; however, the Payroll deadline for June timesheet submission is July 9.

    If this deadline is NOT met, the 75% FWS or FEDERAL contribution will be lost to your department and Payroll will process funds from your Student Assistantaccount or 100% of your employee's wages. This is an important deadline because of year-end closing activities. NO EXCEPTIONS CAN BE MADE.

    Off-Campus Employers
    All Federal Work-Study reimbursement information must be submitted to Student Financial Services Accountant, CP-307, by 5:00 p.m. on June 7, 2012. All items must be complete and signed for reimbursement. This includes the timesheet, invoice, and the acknowledgement or receipt of payment for time worked.

    If this deadline is NOT met, you will be responsible for paying 100% of your employee's wages. This is an important deadline because of year-end closing activities. NO EXCEPTIONS CAN BE MADE.

  5. What is the maximum amount a FWS employee can earn in June?

    Up to the remaining amount of the FWS award, provided he/she does not work more than 40 hours per week.

  6. What is the maximum number of hours a FWS employee can work during summer?

    40 hours per week.

  7. What if my currently employed student is needed for work in June and his/her name is not on the certification list.

    Unfortunately, there is limited funding for June employment. If a student does not have enough remaining eligibility to work, one option may be to hire the student under the Student Assistant program.

Summer II: July/August Employment

  1. I'm not hiring a student for June, is the hiring process different?

    Yes, there is a slight difference. You do not have to confirm eligibility by reviewing a Certification list and you may employ ANY student that has been awarded funds for the new academic year. You may hire a student to begin work in July or to begin in September. Students who are hired to begin work in July are "advance earning" their academic year allocation. Use job code of "1875" for students who begin work in July/August and job code of "1871" for students who start work after August 15.

    • Confirm eligibility of the student by reviewing the award amount posted on the student "Award Summary" from TITAN Online. The student will bring this document to the employment interview.
    • Use CMS, Student Worker Hire Process. (Refer to CMS training materials and process a "new" hire)
    • When processing the appointment, Use the drop down menu for appropriate "duration of appointment"
    • Select "June to August 2012" and use Job Code 1875 or
    • Select "August 2012 to May 2013" and use Job Code of 1871
    • Save
    • Complete the top section of the "Student Worker Confirmation Ticket".
    • In the allocation place, enter the FWS award dollar amount (allocated) to the student for the 2012/13 academic year. You will obtain this information from the "award summary" provided by the student at the interview.
    • Enter 2012/13 for Award Year
    • Write the Position Title on the "Ticket" on the line provided. This will correspond with the range of pay on the Confirmation Ticket.
    • Obtain "wet signature" from the authorized person in your department
    • Forward the original of the "Student Worker Confirmation Ticket and Appointment Notification" form.
    • Once the "Student Worker Confirmation Ticket" is received, the Office of Financial Aid will review your request.
    • After approval by the Office of Financial Aid, you will receive an email confirmation stating that the student is approved for FWS employment and you are authorized to generate a timesheet using 1871 (1872 for off-campus) for the academic year beginning August 2012 or 1875 for any period between July and August 2012. Financial Aid will then forward the original "Ticket" to payroll.
    • Provide a copy of the "Confirmation Ticket" to the student and advise them to sign in with Payroll Services.
    • The student is now authorized to work
    • Enter 2012/13 for Award Year

  2. What is the monetary limit to the funds that can be earned in July and August?

    Your FWS employee can begin work on July 1 for the new academic year and will be "advance earning" a maximum of twenty percent (20%) of their 2012/2013 FWS allocation. For example: the maximum allocation for the academic year is $4,500. 10% of $4,500 is $450.00. $450.00 is the monthly maximum a student can earn during July and during August.

 

End of content: footer below
University Logo  
This page is maintained by the Cal State Fullerton department of Financial Aid. Report problems to fa@fullerton.edu
California State University, Fullerton ©2009. All Rights Reserved.