payroll: Federal Work Study Guidance

[BAO Payroll Office News]

Federal Work Study Guidance During COVID-19 outbreak
The US Department of Education has provided guidance that allows institutions to continue making federal work study payments to students who are unable to continue working due to COVID-19.  Units should only pay their federal work study students for the hours they work or would have worked if they weren't prevented from doing so due to COVID-19.
Students should fill out their timesheet to reflect the hours they would have been scheduled for but were unable to work.
Units responsibilities

  *   Identify their student employees who would have been scheduled to work during Spring term if not for COVID-19.
  *   Run the "Work Study" report in PWIPAYR or use Banner form RSACWSE to find if there is still a federal work study balance for those student employees.
  *   Assist those student employees with filling out their timesheet.
  *   After the student's supervisor has reviewed and approved their timesheet, a comment should be added to their timesheet that says "This student is a participant in the federal work study program.  They did not perform job related responsibilities and are not obligated to do so under the DOE's guidance on COVID-19".
  *   During time entry, units should use earn code RW5 for any hours the student was or would have been scheduled for but did not work, due to COVID-19.  Units should continue using RWS for hours worked.
  *   Units will need to remove all departmental indices from the labor distribution block for earn code RW5.  100% of the RW5 wages should be charged to the federal work study grant.  Account code remains 10503.  All wages paid for hours worked, earn code RWS, will continue to have the 25/75 split.
  *   IMPORTANT - Monitor the federal work study balances to ensure that the student is not paid more money than their remaining award balance.
Students responsibilities

  *   Complete, sign, and submit timesheet with hours worked and hours scheduled but not worked due to COVID-19.

Please direct to questions to Mike Kasahun, mikek at uoregon.edu<mailto:mikek at uoregon.edu>
Thank you,
The Payroll Office

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