work study payroll information
Work Study Authorization Card
This is the source document used by the Payroll office to set up a work study employee on the payroll system. The Financial Aid office awards work study, and notifies the student in an award letter. The students will receive, with their award letter, a yellow postcard titled "College Work Study Authorization Card". The student needs to take this card to the department where they choose to work and have the department fill out the appropriate section. Information that must be included is the title of the position, hourly rate to be paid, employer's name, and department name. After this has been done, the student needs to bring the card to the Payroll office and complete the other payroll documents necessary to be set up as an employee. If the authorization card is not received prior to payday, Payroll will hold the paycheck until the card is turned into the Payroll office.
Students must obtain an authorization card for each department they are working in. Students can obtain additional cards from the Financial Aid Office.
Any questions regarding the title of the position, hourly rate to be paid, to other general work study questions should be directed to the Financial Aid office.
Work Study Timesheet
The work study timesheet must be completed by all work study employees. This form is used to track the actual hours worked by the employee and is the source document for the number of hours for which the employee will be paid that month.
- Signatures of both employee and supervisor are required.
- The work week begins on Saturday at 12:01 a.m. and ends the following Friday at midnight.
- The original time sheet is to be kept in the department for 4 years.
- The payroll office will not accept individual timesheets. Timesheets must be submitted to the department.
Work Study Input Sheet
The work study input sheets must be properly completed and turned into the Payroll Office by the established monthly deadline. The Payroll Office will publish deadlines for the fiscal year in the AVISO. Deadlines are also posted on the Payroll Homepage (www.usd.edu/payroll). In addition, the deadline is stamped at the top of the input sheets before they are distributed to the departments. Input sheets not received by 12pm on the day of the deadline will be assessed a late fee of $35.00.
The distribution code, at the top of the form, will begin with a WS on the work study input sheet.
Employee Name / Social Security Number
Please verify both of these items for accuracy. If the employee has a name change, he/she must come to the Payroll Office with their new Social Security Card before we can change their name in the computer system.
When a name does not appear on your input sheet that you expected to be there, it means that the College Work Study Authorization Card was not turned into our office prior to printing the input sheets. In this situation, you may add the employee to the input form with all of the following information:
- Name
- Social Security Number
- Rate of pay
- Hours worked
- Account number (including object code)
We will print a check for employees who are added to the input sheet; however, the paycheck will be held by the Payroll Office until the necessary paperwork is received.
AP TY
Appointment Type. You will not need to be concerned with this code. This code is used by the computer system to track how many different appointments a single individual has on campus.
P T
Pay Type. The following pay types are normally used on a work study input sheet, and one must be used when a new employee is added:
- "6" Student Hourly
- "8" Work study student or temporary employee working less than 90 days
- "9" Overtime Rate
Rate
This is the rate of pay which appears on the student’s work study card. You may change the rate of pay on the input sheet by crossing out the old rate and writing in the new rate. All rate changes must be accompanied by a memo to the Payroll Office and copied to Financial Aid with the student’s name, social security number, department, new rate of pay and effective date. If you change the rate on the input sheet, the employee’s paycheck will be held by the Payroll Office until notice is received from the department reflecting the new rate.
Hours
Total hours to be paid. This is taken from the employee’s timesheet. Please be careful when transferring data from the timesheet to the input sheet so the right employee gets credit for the right hours.
Account Number
Account the employee will be paid from. Work study account numbers are established by the Accounting Office and can not be changed by the department.
The last four digits of the account number is the object code. The following object codes are normally used on a work study input sheet, and one must be included when an employee is added to the input sheet:
- 1100 - Overtime
- 1150 - Work Study
Begin Date / End Date
The month the award began and will end, as specified by Financial Aid. The actual dates of the award are set each year according to the academic calendar and can be obtained from the Financial Aid Office. If a work study student works before the begin date or past the end date for their award, those hours need to be paid on an HPA. In addition, if a work study student exceeds their award amount, those hours must also be paid on an HPA. Please refer to the section "Calculating Work Study Award" for a description of how to utilize the input sheet to track awards.
Max Hours / Current Hours
The programming for these fields was not designed for use at this institution.
Max Amount
This column reflects the total amount of the work study award. Please note that a work study student may work in more than one department, but the amount reflected in this column applies to all jobs. This is very important to keep in mind when determining how much award a student has left because all jobs need to be considered.
Current Amount
This column reflects the total wages earned by the work study student for the particular department. This amount is based on the award period covered by the begin and end dates.
Dept Code
This field is not used at this institution.
Totals
Please add up the hours on the input sheet and enter the total hours for the department on this line.
Department Head Signature
Signature of the department head or his/her designee. A signature is required.
Please keep in mind that the Payroll Office receives approximately 200 input sheets each month. All of the input sheets need to be manually entered within a day to meet our other payroll deadlines. Because of this, we ask that you take your time when filling out the input sheets and make sure everything is correct and all required information is included. This will help cut down on the number of phone calls we need to make while we are entering the data. Departments that continually turn in input sheets that are not correctly filled in will receive them back to be properly completed. The corrected input sheets need to be returned to the Payroll Office by the established deadline for the month, or a late processing fee of $35 PER EMPLOYEE will be assessed.
Other Payroll Procedures:
Direct Deposit
Emergency Checks
Graduate Assistants
Hourly Employees
International Employees
Longevity
Overtime Compensation
Check Distribution
Payroll Deductions
Payroll Procedures (Terminated, Deceased, Leave without Pay, and Errors)
Salary Authorizations/Status Record (SA/SR)
Supplemental Pay
Work Study Information
