Financial Administration

New Department Code
for
2003-2004 Work Study Students

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The department code for Federal Work Study awards changes each academic year. Departments MUST define correct labor distributions in employee maintenance each year. The new department code for fiscal year 2003-2004 federal work study awards is 513584. The department code for the institutional award continues to be 523601. The EAS Oracle funding source is HW00023.

Department's are reminded that every supervisor's first responsibly is to insure that their employees are compensated accurately and on a timely basis.

In order to assist the University meet Federal Reporting Requirements, and to insure departments are charged correctly, there are specific requirements for reporting Work Study hours using the Time Reporting System. These requirements are outlined below. Please refer to the Time Reporting System Supervisor's Handbook for detailed information on requirements applicable to ALL employees.

Questions regarding the Time Reporting System should be directed to Payroll Services at (202) 994-9303.

EMPLOYEE MAINTENANCE:

Employee Maintenance is found on the back menu of the Time Reporting System (Ctrl/G). Select employee maintenance, then select Change/Inquire employees. At the first screen of employee maintenance, enter either the employee's social security number or press enter and at the name field type in the employee's last name (remember to use all capital letters).

Remember, all Work Study employees must be assigned to unit W.

In order for the Work Study award to pay 75% of the wages, the labor distribution MUST be completed. On screen 6, select item 1 to change and enter Y to distribute hours. The distribution screen will appear. Pay category is always TH, job class is always 1, and the percentage of hours is 75% to the Work Study award and 25% to either the home department or the department funding the wages. The Banner department codes for the 2003/2004 academic year's Work Study awards are:

Federal Award:	513584
Institutional Award:	523601

Questions regarding the appropriate codes should be referred to Student Employment.

For additional information, refer to the Time Reporting System Supervisor's Handbook, Section IX - Employee Maintenance, page 61.

PAY REPORTS:

After confirming that all hours are complete and correct, run a pay report to electronically transmit time and attendance to Payroll. Transmission of time occurs when the Create Interface option is set to Y (yes). The first page of the pay report will contain the message "Interface Data Created" confirming the transmission. A copy of the Department Totals page, with a "Supervisor's Approval" signature must be sent (or faxed: 994-9301) to the Payroll Office. For additional information, refer to the Time Reporting System Supervisor's Handbook, Section VIII - Running Pay Reports, page 47.

ESTABLISHING UNIT W:

Departments hiring Work Study students for the first time will need to define unit W for their department. Units are defined through department maintenance. Department maintenance is item 14 on the TRS back menu (Ctrl/G). To define a unit, first select department maintenance, then select Change/Inquire departments. Next, enter the home department code on the department maintenance screen. At the select item to change prompt, select the next available unit field. Type in W, press enter and then type in a description. Press Enter to define the unit. Refer to the Time Reporting System Supervisor's Handbook, Section X - Establishing Units, page 71.

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| Payroll Policies and Procedures |

Last Update : December 30, 2003