College Work-Study Payroll Procedures
A Guide for Employing Departments at The Catholic University of America
If a student is not awarded FWS on his/her Aid Notification Letter it is either because he/she does not meet the Federal Title IV requirements or did not complete the application process before the University allocates all its available FWS funds.
Once the Financial Aid Office notifies Payroll to discontinue the student's payment from the work-study program, the employing department will be responsible for paying the remaining balance over the work-study allocation. Any amount over the student allocation that is charged to the Federal Work Study account will be reversed to the individual department account throughout the year.
Those who are new to the CUA payroll must also complete an I-9 in the Human Resources Office (or with a Student Employment Coordinator). No one can be paid until the I-9 has been completed.
Departments should not assume that a student has done his or her paperwork. They should wait until they receive an e-mail notification of the student's start date, pay rate, and allocation (award).
After the student has picked up the authorization from the Career Services Office and has it signed by his or her supervisor, he or she must deliver it to the Career Services Office. The student may not begin work until the Career Services Office, which will record the work start date, hourly pay rate, and award amount, has processed the authorization.
Career Services then sends the authorization to the Human Resources Office, which verifies that an I-9 is already on file or holds the authorization for the student to complete an I-9, either in HR or with a Student Employment Coordinator. When the I-9 has either been verified or completed, HR enters the assignment into the Human Resources System and gives the authorization to the Payroll Office for further processing.
Payroll verifies the data entered into the Human Resources System by the Human Resources Office, enters the award amount, and ensures that Federal and State taxes and the workers compensation benefit are set up in the system. A copy is made of the fully-processed authorization, with the work start date and the Human Resources System assignment code highlighted, and mailed to the departmental representative who signed the authorization. Doing so assures the employing unit that the authorization has been fully processed and provides information needed for preparing time sheets.
The college work-study recap time sheet is a pre-printed form which contains employee ID#, employee name, position number, rate and period covered. If the employee is not listed on the recap timesheet please contact the payroll department at ext. 5512.
Time sheets are normally due on the first working day after the close of the pay period; the non-exempt payroll schedule distributed at the beginning of the University's fiscal year gives the time sheet due dates for the entire fiscal year. We are better able to handle last-minute problems if the bulk of the time sheets come to us on the scheduled due date.
Time sheets can be turned in anytime on the due date prior to 12:00 p.m.
Late time sheets will be accepted, however there is no guarantee they will be processed due to time constraints.