Office of Student Financial Aid

Office of Student Financial Aid

Alumni Hall

One Saxon Drive

Alfred, NY 14802-1205

607×871-2159

FAX 607×871-×2252

www.alfred.edu

Alfred University

TO: All Federal College Work-Study Program
Student Employers

FROM: Financial Aid Office
Contact Person: Elena Wallace #2159

DATE: October 16, 2014

RE: 2015-16 ACADEMIC YEAR FEDERAL COLLEGE WORK-STUDY (CWS) PROGRAM
REQUEST FOR CWS POSITIONS AND CWS JOB DESCRIPTIONS

Attached is a 2015-16 Federal College Work-Study Position Request/Job Description Form. This form meets several needs. First, it is the form that all departments will use to request approval for 2015-16 CWS positions. Second, it satisfies federal regulations pertaining to job descriptions the University is required to maintain for each student and position. Third, it provides information needed to explain the position to students and will help them in their employment selection. Also, the form is used to notify our office of the positions departments wish to have posted on the AU Web.

INSTRUCTIONS FOR COMPLETING THE CWS
POSITION REQUEST/JOB DESCRIPTION FORM

1. Annual Filing of Forms

A form must be completed annually for each position for which departments intend to use CWS students. If several CWS students will be working in the same position under the same job title, it is not necessary to do a form for each student.

2. Complete All Items on Form

All items pertaining to the job description must be completed. This is necessary to satisfy federal regulations governing the CWS program and AU record-keeping responsibilities.

3. Supervisors

Only full-time, regular University employees are eligible to be designated as supervisors under the CWS program. AU students and temporary employees will not be approved as supervisors.

4. Wage Rates

University policy establishes the hourly base wage rate for all CWS positions at minimum wage which is $8.75. PLEASE NOTE: New York State Minimum Wage Rate will increase to $9.00 on December 31, 2015.

Employers wishing to pay more than the minimum wage for a student must classify such positions as Non-CWS as provided by HR guidelines.

5. Budget Unit Head Signature

The person responsible for the payroll account number must sign each form. This will be the budget unit head for your department.

6. Duplicate Form As Needed

7. Return Completed Forms to the Financial Aid Office by August 1, 2015

To avoid federal audit exceptions and subsequent liabilities, and to enhance budget control and expenditure projections for next year, we are maintaining the following procedures:

·  CWS Position Request/Job Description Forms Not On File

Beginning with the first payroll in September 2014 any CWS time sheets submitted for which a form is not on file will not be paid from CWS funds. These wages will be charged to the originating department's budget.

·  Submission of CWS Time Sheets

The untimely submission of CWS time sheets creates problems with monitoring the CWS budget and makes accurate expenditure projections impossible. Therefore, CWS program time sheets will only be accepted for hours worked during the current payroll period and the immediately proceeding payroll period. For example: If September 30th is the due date for timesheets for the payroll period of 9/13 – 9/26, we will also allow timesheets for the payroll period of 8/30 – 9/12 as timely filed. Any time prior to 8/30 would be deemed late filed and would be charged to the department’s budget.

·  Authorized Signatures for CWS Time Sheets

Only the signatures of the supervisor or department budget unit head indicated on the CWS Position Request/Job Description Form will be accepted on the CWS time sheets. Your department will coordinate with the Payroll Office to set up the supervisor for a student’s Web Timesheet.

NON-COLLEGE WORK-STUDY POSITIONS

If you wish to have the Financial Aid Office post on the AU Web the non-CWS student employment positions available in your department, complete a form for each position and check the non-CWS position box on the form.