Setup Considerations: Work-Study

What It Is

Work-Study enables you to maintain funds and employment for students with financial need. You can assign and manage standard work-study funding from award assignment automatically through payroll processing. Predefined work-study costing rules allow payroll accounting to account for work-study funding. You can identify the pay groups that include work-study workers so that Workday can efficiently process work-study pay.

Business Benefits

Setting up Work-Study enables you to easily configure when students can earn money from work-study funds ensuring accurate financial aid processing.

Use Cases

A student accepted their Federal Work-Study (FWS) award on July 15, and starts as a worker on August 1 in a position that is eligible for work-study. The accepted FWS award is for the Fall academic period, which starts August 20 and ends on January 14. The pay periods are bi-weekly. The student receives earnings for any hours worked for all completed pay runs for pay periods with the end dates that are within the Fall academic period as a work-study payment up to the accepted amount.

When you set up the FWS award item with a payment limit of Academic Period Amount
, the work-study earnings are limited to the accepted amount for the academic period. When you set up the FWS award item with a payment limit of Annual Amount
, the work study earnings would be based on the total accepted amount for the award year.

Workday identifies Work-study earnings by the worktags for award item, financial aid award year, and academic period on payroll accounting journal lines.

Questions to Consider

Questions	Considerations
When are students eligible to earn money from work-study funds?	When creating a student award item for work-study, consider the eligibility conditions for payments and how you want to allocate the funds. Also consider if you want Workday to calculate any remaining work-study maximum amounts for a student by award year or by academic period. A student can get hired into a work-study position before accepting their work-study award, but they must accept the award before you can pay them with work-study funds. If a student is hired before accepting the award, they are paid with non-work-study funds.
How do I create pay groups for work-study workers?	You can include work-study workers in any pay group, including pay groups with workers who aren't participating in work-study. Use the Maintain Payroll Work-Study Options task in HCM to identify the pay groups that include work-study workers.
How do I set up job profiles for work-study jobs and positions?	Create job profiles and link them to work-study jobs and positions. You can also set and apply hiring restrictions to the profiles.
How can I handle multiple costing allocations?	Workday supports allocation sets that select a work-study costing allocation based on a position’s job classification. Example: A student works a standard federal work-study position with a 75% federal and 25% institutional share along with a reading or math tutor position for which the federal share is 100%. You can associate each position’s job application with its appropriate costing allocation in the work-study allocation set.
How do I configure the payment limit for work-study awards?	Use the Create Student Award Item task and configure the Payment Limit option on the Work-Study tab. When you configure the award item for work-study with the payment limit of Academic Period Amount , Workday limits the maximum work-study amount to the amount awarded for the academic period. When you configure the award item for work-study with the payment limit of Annual Amount , Workday limits the maximum work-study amount to the amount awarded for the award year.

Recommendations

Identify the pay groups that include work-study workers on the

Maintain Payroll Work-Study Options

task.

Requirements

Create pay component groups in Payroll for work-study earnings.

Create costing allocations to define the percentage of a student's work-study earnings that the government or institution covers.

Create allocation sets to associate costing allocations with job classifications.

Limitations

Workday pays only 1 work-study award at a time. After exhausting the first award, Workday begins paying the next award in the subsequent pay period. Workday processes work-study awards in this order:

State

Federal

Institutional

You can limit the funding that comes from work-study awards by an annual amount or academic period amount based on the student's accepted package amount.

While each award my be limited by annual amount of academic period amount, awards associated with multiple positions may not be separately limited by each position.

Tenant Setup

No impact.

Security

Domains	Considerations
Job Profile: Work-Study in the Jobs & Positions functional area.	Enables you to set up and report for work-study on job profiles.
Set Up: Job in the Jobs & Positions functional area.	Enables you to define characteristics of jobs and positions.
Student Data: Financial Aid Period Record in the Financial Aid functional area.	Enables you to access periodic data required for financial aid packaging and processing.
Set Up: Payroll (Calculations - Payroll Specific) in the Core Payroll functional area.	Enables you to set up payroll work-study options.
Set Up: Student Award Items in the Financial Aid functional area.	Enables you to create and edit student award items.
Worker Data: Employment Data in the Staffing functional area.	Enables you to secure the task separately from the section, enables certain work populations to use the task, and honors security to the data itself.
Worker Data: Work-Study in the Financial Aid functional area.	Secures the Work-Study Eligible field when initiating a hire of a student. Example: A Federal Work-Study (FWS) flag on the initial Hire event.

Business Processes

The Hire Event
business process enables you to hire workers.

Reporting

Reports	Considerations
Find Student Work-Study Allocations	Find student work-study allocations based on name and allocation percentage.
Hire Student	View and hire work work-study eligible students for open positions.
Ineligible Student Employees	View student employees that are not long eligible to work.
View Payroll Work-Study Options	View work-study options such as pay groups.
View Work-Study Allocation Set	View work-study allocation sets.
Work-Study Eligible Students	View a student's work-study eligibility status.

Integrations

Integrations	Considerations
COD Campus Based Inbound	Brings in COD response files from the Department of Education (ED) related to students' Federal Work-Study earnings for a calendar year.
COD Campus Based Outbound	Sends out information to the ED about students' Federal Work-Study earnings paid in a calendar year.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Features	Considerations
Financial Aid Packaging	Student award items are the crux of financial aid packaging. They provide the information necessary to process financial aid, such as determining award amounts and assessing eligibility. They also automate the packaging process.
Student Financials	You can configure student work-study award items with: Eligibility conditions and allocations for work-study payments. Payment limits. Worktags that specify accounting details.
Total Financial Assistance	The Total Financial Assistance (TFA) report on student profiles gives a comprehensive overview of a student's financial aid. Once Workday assigns award items to a student, whether in a financial aid package or as an individual award, you can see the details on the report. You can also use the report to adjust the amount, and add or remove an award.
Workday Human Capital Management	You can create job profiles and link them to work-study jobs and positions.
Workday Payroll	You can assign and automatically manage standard work-study funding from award assignment through payroll processing. Predefined work-study costing rules allow payroll accounting to automatically account for work-study funding.