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Viewing the Work Study Job Extension Table in HRS


This table ties into the job data information. When a new student is hired, the work study eligibility and funding status for that job must be designated. Campus financial aid offices can use this table to update the campus-level default settings for these fields. This guide will explain the Work Study Extension Table for Student Help.

Process Considerations:

  • Financial Aid sends files to HRS for Work Study Awards (i.e. August is when the biggest amount of files is sent.  Additional files are sent throughout each session as needed.)
  • The file submitted by Financial Aid searches for a name match to add the Work Study record to. If the Student does not exist in the system, it sets up a Person of Interest (POI) with an Unknown type and includes the Name, SS#, DOB, Gender.

Note: A batch process runs after each bi-weekly Payroll confirmation and matches Student Help earnings with Work Study Awards automatically, as long as the Work Study Extension box is checked.  This distributes the Work Study funding.

  • Info that the Financial Aid file automatically uploads into the system:
    • Award Year/Session
    • Award Amount/Award Balance
    • Institution
    • Effective Date
    • End Date
1. Navigate to: Payroll NA> Payroll Processing USA>UW Work Study> Work Study Job Extension Table

2. All student help employees will have a Work Study Extension Table record automatically created for them upon hire, even if they do not have a work study award. To view the employee's information, enter the employee's Empl_ID and click the Search button
work study award job extension entry
3.  The employee's existing Work Study page will be displayed.
  • Most campuses will also have the Work Study Job Type default of “On Campus” (or a version of). If the Work Study Student Help is different than the default (ie: America Reads), a new effective dated row must be inserted and the drop down needs to be changed to reflect the correct Work Study Student Help type. 
  • The Job Type will determine the federal share of funding during the distribution process.
  • Most campuses will have the “Work Study Funded” box checked, except UWEAU, UWLAC, UWSTO, UWSTP.  The best practice is to leave that checkbox as is, unless you have been instructed by your campus to check or uncheck this box. 
Work Study Replace
4.  The Work Study Extension Table may need to be updated, based upon each individual campus process.  Smaller campuses may have their Financial Aid offices handle the Work Study Extension Table, but it varies by campus.

Get Help

  • Click HERE to contact UW Shared Services or HERE for the Office of Technology Services (OTS) Helpdesk if you have any issues with these instructions.

Keywords:HR Human Resources Job Position Student Template Hire Work Study training PY, Payroll PY, Payroll   Doc ID:16850
Owner:kate i.Group:UW–Shared Services
Created:2011-02-09 19:00 CDTUpdated:2020-11-30 10:54 CDT
Sites:UW-La Crosse, UW–Shared Services
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