Work Study Update To Payroll Window

This process takes all student rows from the Student Employment Master window with a Payroll Status of Add or Update and adds them to the Work Study Update table. Deleted rows (from the Student Employment window) are automatically added to the Work Study Update table with an action code of D for deleted.

The process first validates all the data being extracted. If any invalid data is found, the process is halted and an error report is generated. If no errors are found, the information is written to the Work Study Update table and the Payroll Status on the Student Employment Master window is changed to Sent. An audit report is then produced of all the rows written.

Enter the appropriate ID Number for which you want to run this update, and click OK.

How do I...

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.

1. Open the Work Study Update from Payroll window.

2. The window explains the process and prompts you to enter a destination file and directory path to export this information to PowerFAIDS.

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

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

5. If no errors are found, an audit report is produced and the Student Employment Master table and Student Award table are updated with the payroll values.