Important Reminder to Supervisors of College Work-Study Student Employees - Student Award Balances: The College at Brockport

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Important Reminder to Supervisors of College Work-Study Student Employees - Student Award Balances

This is an important reminder to supervisors of college work-study student employees. It is essential that you monitor your students award balances to avoid unnecessary delays in students pay.

As we near the end of the semester, it is more important than ever to monitor your College Work-Study student awards. If you allow a student to exceed his/her award amount, the excess must be charged to your Temporary Service department account.

This process is not automatic — in order to make a smooth transition without causing a delay in pay, you will need to complete a Transition Form (see link below). This should be done in advance of the student exhausting the award.

***Please refer to the Student Payroll Calendar to ensure you do not miss important due dates*** Example: for the pay period 03/05/2020 through 03/18/2020, you can see that the referral (or in this case, Transition form) is due on 03/05/2020. If you wait until the end the pay period to send the transition form, the students pay will be delayed.

If you have been carefully monitoring the earning of your WS students, you will know when the award is close to being exhausted and you can complete the Transition Form by the deadline. To assist you in monitoring the award, the Time and Attendance system (TAS) issues a warning message when the student’s award balance is close to or exceeds the allowed award amount. As the supervisor, it is your responsibility to check for award balance warnings as you approve your student timesheets.

Examples of TAS warnings:

1) Student is close to exhausting; you should complete the Transition Form immediately:

Validation Warnings (Will not prevent saving.)

Total Payment and Pending TAS Payment amounts of $2000.92 are close to or exceed the Award amount of $2250.

2) Student has already exhausted the award:

Validation Warnings (Will not prevent saving.)

Total Payment and Pending TAS Payment amount of $2430.99 for the selected Commitment is close to or exceeds the Commitment amount of $2250.

Please remember: Timesheets that contain hours in excess of the allowed award should never be approved. Instead, the following steps must be taken:

1) If the transition form was completed in a timely manner, the Temporary service timesheet will be available in TAS. The excess hours must be removed from the WS timesheet and entered on the TS timesheet. Both timesheets may then be approved.

2) If the Transition Form has not been completed, send it immediately. Excess hours from the WS timesheet must be removed prior to approval. The TS timesheet will be available in the next payroll period to submit the excess hours. Pay for the TS portion will be delayed.

Remember: If you do not remove the excess hours from the WS timesheet before submitting it, the Payroll Office will deny the timesheet. The supervisor is responsible for all corrections

Contacts:

Work-Study: Debbie Looney, dlooney@brockport.edu Temporary Service: Karen Simpson, klsimpso@brockport.edu


Links:

Contact:

Work-Study: Debbie Looney, dlooney@brockport.edu; Temporary Service: Karen Simpson, klsimpso@brockport.edu

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