1.         Open the Work Study Update from Payroll window.

2.         From the Award Year for Update drop-down, select the appropriate award year.

Work study earnings for multiple financial aid award years cannot be imported in the same external disbursement file. Work study earnings must be imported one financial aid award year at a time.

Hover over the Information icons for more information.

3.         From the POEs to Process field, select the periods of enrollment to be included in the update to payroll process.

Only those POEs associated to the selected Award Year for Update and mapped to Payroll in the POE Cross-reference table are available. If you do not see a particular POE, it is either not defined in the POE definition table or not mapped to the Payroll module.

To select more than one at a time, press Crtl + click.

4.         In the Destination file for export to PowerFAIDS field, select or browse to... The directory path appears.

5.         Click OK to run the process or Cancel to exit the process. The audit report is created, the export file is created, and the following payroll information is updated in Financial Aid Manager:

o     Actual Amount and Actual Hours on the Student Employment Master table

o     Total Earned on the Student Award table

If errors are found, a report is generated and the process is halted.

6.         Access the Data Integration Tools window in PowerFAIDS:

a.    From the Import Data section or Import wizard, select External Disbursement.

b.    Select the file created by the Work Study Update from Payroll to import the file into PowerFAIDS.

c.     Complete the import.

This process can also be accessed from the right-click menu on the Student Employment Master window.

1.    Set up the appropriate configurations in PowerFAIDS.

2.    Open the Financial Aid Configuration window, and set the Calculate Awarded Hours or Wages to the default value for your organization.

3.    Open the Work Study Department Control window, and assign an account code and a percent for each Work Study Department.

4.    Open the POE Definition window, and be sure each POE has a defined date range.

5.    Open the POE Cross Reference window, and add a PA module row set up for each POE used.

6.    Open the Fund Master window, and create a row for Work-Study and set the Account/Check column to No Transfer.

7.    Since Student Awards rows must exist, run a simulated actual disbursement through FAM. No batch will be generated to the Business Office because you set the Account/Check column to No Transfer (see Step 6).

8.    Transfer the work-study student to the Student Employment Master table via the Transfer Student Award to Student Employment window. Assign the Work Study Department and Pay Rate or Awarded Hours, depending on the default setting in the Calculate Awarded Hours or Wages column (see Step 2). You may also assign a Supervisor ID, but it can also be assigned later in the Student Employment Master window.

9.    Send these new rows to Payroll in one of two ways:

a.    To send all rows, open the Work Study Update to Payroll window. A dialogue box opens, which explains the process and prompts you for an ID Number. If a single ID Number is not entered, the process will run for all rows on the Student Employment Master table with a payroll status of Add or Update.

b.    To send an individual row, open the Student Employment Master window. From the individual student record, right-click and choose Work Study Update to Payroll.

10.  Click OK to run the process or Cancel to exit the process.

11.  If errors are found, a report is generated and the process is halted.

12.  If no errors are found, an audit report is produced and the Payroll Status column on the Student Employment Master window is changed to 'Sent'.

13.  After a Payroll is run, the data from the Payroll module will need to be updated to the Financial Aid module. See How to Process the Work Study Update from Payroll.