Office of Financial Aid

Office of Financial Aid

Central Washington University

Work-Study Personnel Action Form

(WSPAF) 2019-2020 Academic Year, 9/25/19 - 6/12/20

Student: Read Off-Campus Work-Study Instructions before completing. You will need access to your 2019-2020 Financial Aid

Award Letter to complete this form.

Student's Name: _______________________________________ CWU Student ID #: __________________________

Major: ___________________ Career Interest: __________________

I will not be 18 years old by my first day of work

The below amounts can be found on your 2019-2020 Financial Aid Award:

I have more than 1 off-campus job

Financial Need (COA ? EFC): $__________ Fed Direct Subsidized Loan (total): $__________

I have read and agree to all conditions described on my Financial Aid Award Letter and the CWU Drug-Free Workplace Policy Statement. I agree to keep confidential information as required per FERPA regulations. If I drop below full-time credits, I will inform my supervisor and reduce my work hours to 69 hours per month. I will stop working if I drop to less than half time credits or am suspended by Financial Aid. This form does not guarantee a Work-Study award. Awards are contingent upon available funding and financial aid eligibility.

_________________________________________________________________________________________________________

Student's Signature

Date

Employer: Read Off-Campus Work-Study Instructions before completing. SWV# (Statewide Vender Number): ____________

Department/Org.: ________________________ Email: ___________________________________________

Print Clearly

Employer's Address: _______________________________________________________________________

Address

City

State

Zip Code

Student's Job Title: _____________________________________ Job Description #: ___________________

Yes, Community Service

FWS ONLY:

America Reads

America Counts

Requested Begin Date: ____________ End Date: ____________ Hourly Wage Rate: $ ____________

Total Wages Requested (per quarter): $___________ $___________ $___________

Fall

Winter

Spring

I have read the Off-Campus Work-Study Instructions and Student Employment Supervisor's Manual at cwu.edu/student-employment and agree to monitor the student's employment in accordance with all applicable policies and regulations. I agree to provide proper supervision to the student. I agree to wait until this form is approved before allowing the student to work, and I understand that hours worked prior to approval will not be reimbursed. I will not schedule the student to work at a time when s/he is scheduled to be in class, including during finals weeks. If in a CWU campus job & a background check is necessary I have indicated so above and will process the request through CWU Human Resources. I will ensure that keys and other materials are returned when employment ends. I agree that any requests for reimbursement made after the fiscal year end on June 19, 2020 will not be honored for reimbursement.

________________________________________________________________________________________________________

Supervisor's Signature

Print Name Clearly

Supervisor's Phone

Date

FA USE ONLY

Award Type: Federal State

Award Total: ______________

FA Approved: ______________________________________

Reimbursement Rate: ____________ Date: __________________________

400 E University Way ? Ellensburg, WA 98926-7496 ? Office: 509-963-1611 ? Fax: 509-963-1788 Bouillon Hall, Room 106 ? Email: WorkStudy@cwu.edu ? Web: cwu.edu/financial-aid/work-study

Off-Campus Work-Study Program Overview

Students must complete the following steps before finding employment and returning the WSPAF. 1. Student complete the FAFSA. 2. Student must qualify for need-based financial aid to be eligible for Work-Study. 3. Student must have continued eligibility for financial aid per the Financial Aid Satisfactory Progress policy. 4. Student must be enrolled at least half-time (6 credits for Undergraduate and 9 credits for Graduate). 5. Student's Work-study award will not be made until the employer has submitted a completed WSPAF. 6. The student and their employer will be notified if the WSPAF is approved or denied. Student will be notified if a Financial Award has been made. 7. Note that requesting the WSPAF does not guarantee a Work-Study employment award will be made. Work-Study awards are made specific to the job the student finds and on a funds-available basis. 8. Students are now required to complete a Release of Information form to release their Financial Aid related information to their employer. 9. All communication about Work-Study can be directed to the WorkStudy@cwu.edu email. If you would like a phone call, please email to set up a call back appointment.

Student Instructions

Please Carefully Read

Before you find a job: 1. You must complete the FAFSA. 2. You must qualify for need-based financial aid to be eligible for Work-Study. 3. You must have received your 2019-2020 Financial Aid Award Letter in order to find out your financial need.

Find a job. Check the Job Board located on the first floor of Bouillon Hall, the Wildcat Career Network or inquire directly with employers. You will find the Wildcat Career Network by going to: > Human Resources (link located at the bottom of the CWU home page) > Career Opportunities > Wildcat Career Network (highlighted in blue). If you need assistance during your job search, contact Career Services located in Bouillon Hall, Room 206, career@cwu.edu or by phone at (509) 963-1921. You are encouraged to find and pursue employment with employers that will give you career-related experience. It is your responsibility to find a job. Financial Aid does not find jobs or place students in jobs. It is recommended that students directly contact employers and ask for an interview. Because many employers do not always post open jobs, you are strongly encouraged to directly inquire where you want to work. Each employer will conduct their own interview process. Work-Study students are in high demand by employers, so use that to your advantage to find a job that provides career-related experience. Work Study will pay a large portion of your wage if you are eligible to receive Work-Study.

Get hired. Complete the WSPAF and Release of Information form. If you are hired, you and your off-campus employer will complete the WSPAF and any other employment paperwork at their location. We are also requiring you to complete and return a Release of Information form. Please return this form before you begin work. You can find this form on the Financial Aid website under "Forms." Your employer/supervisor will provide the information needed to complete it. This form must be returned to CWU Financial Aid

400 E University Way Bouillon Hall ? Ellensburg, WA 98926-7496 ? Office: 509-963-1611 ? Fax: 509-963-1788 Bouillon Hall, Room 106 ? Email: WorkStudy@cwu.edu ? Web: cwu.edu/financial-aid/work-study

CWU Office of Dean of Student Success in Bouillon, Room 204 by you and signed by you in the presence of a CWU Designee/Staff or Notary Public. You must have your 2019-2020 Financial Aid Award letter available when filling out the WSPAF with your employer. From your award letter, you will need to record the two amounts for "Financial Need (COA ? EFC)" and total "Fed Direct Subsidized Loan" in the corresponding spaces on the WSPAF.

You may find the amount for "Financial Need (COA ? EFC)" under "Aid Eligibility Overview," on the third page of your award letter.

You may find the amount for total "Fed Direct Subsidized Loan" under "Loans & Work-Study" on the second page of your award letter.

Please contact a Financial Aid counselor if you have questions about how to interpret your award. Please only record your CWU Student ID Number, not Social Security Number, on the WSPAF, Time

Sheets and any other forms. This is for your safety. Your employer will scan the original WSPAF and send it to WorkStudy@cwu.edu. The employer will keep

the original WSPAF for their records. It is important to note that no Work-Study Award will be made until your employer has returned the completed WSPAF. The Work-Study Program Coordinator calculates how much Work-Study you will need to work the hours you and your employer requested. Example: 15 hours/week @ $10.00/hour x 30 weeks =$4,500. Work-Study Program Coordinator reduces loan or changes loan type, only if necessary to accommodate the Work-Study award. We DO NOT reduce/change your loan(s) until we make the Work-Study award. We NEVER reduce grants or scholarships to award Work-Study, only loans. Students do not have to make a separate request to reduce loans, unless that is what you want to do depending on your Work-Study award. Work-Study Program Coordinator awards Work-Study employment. Now the award will display on your financial aid account, showing the Work-Study award and any changes to your loan(s). You will receive a Financial Aid notice when your award is made. The award amount is the 100% GROSS amount you can earn per quarter, not just the Work-Study share. Work Study Program Coordinator sends an email to you and your employer that your WSPAF has been approved or denied. Your start date is either the start date listed on your WSPAF, the Monday of the first week of classes in September, or the WSPAF approval date, whichever is LATER. You begin work. Please monitor your earnings to make sure you don't exceed your quarterly award amount. This quarterly award amount can be found on the WSPAF (Total Wages Requested). You will receive a paycheck for your earned hours according to your off campus employer's payroll schedule. Your off campus employer must pay you in full before Financial Aid reimburses the employer for a portion of the student's earnings. You must be paid at least once per month, and your employer must pay you for all hours worked, even if the hours will not be reimbursed. You cannot volunteer additional hours to any employer who has hired you for pay, per the federal Fair Labor Standards Act of 1938. You will receive a W-2 form after the end of the calendar year to use in preparing your tax forms from CWU or from your off-campus employer. Note: Work-Study earnings are taxable as earned income. However, when you fill out a FAFSA to apply for the following year's financial aid, you will list the WorkStudy earnings separately. When your file is reviewed, Work-Study wages are not counted as income.

CWU Financial Aid

400 E University Way Bouillon Hall ? Ellensburg, WA 98926-7496 ? Office: 509-963-1611 ? Fax: 509-963-1788 Bouillon Hall, Room 106 ? Email: WorkStudy@cwu.edu ? Web: cwu.edu/financial-aid/work-study

Employer Instructions

Please Carefully Read

Work Study Student Employer Overview Students must complete the WSPAF or Work Study Personnel Action Form for Off-Campus Work-Study to gain employment with a CWU contracted employer. It is the student's responsibility to find a job as Financial Aid does not place students in jobs. Students search for an off-campus Work-Study job on the Job Board located on the first floor of Bouillon Hall, the Wildcat Career Network or inquire directly with employers. Students are encouraged to find employment that allows them to pursue a career interest. There is a large advantage to hiring a Work-Study eligible student to work for your organization. WorkStudy will reimburse a large percentage of a Work-Study eligible student's wages. Employers are required to conduct their own interview process. Employers should have the student complete the I-9 and W-4 forms, and should retain these for their payroll records. Copies of I-9 and W-4 forms do not need to accompany the WSPAF. Students with Federal Work-Study awards cannot have Federal Work-Study wages garnished. Contact us if you receive a garnishment order.

Hiring a Work Study Student Employee The student or the employer may download the WSPAF and Release of Information for from the CWU website. Complete the WSPAF with the student upon hire. A completed Release of Information form is a requirement for students working for an off-campus employer. This form releases the student's information pertaining to their Financial Aid (file status, award types and amounts, disbursement status) to their employer. You'll need to provide dates the student's information will need to be released for (academic year or terms the student plans to work), the names of any people who may inquire about the student (such as a Fiscal/Budget Analyst and supervisor), the addresses of these individuals and their relationship to the Central student. This form must be returned to CWU Office of Dean of Student Success in Bouillon, Room 204 by the student and signed by the student in the presence of a CWU Designee/Staff or Notary Public. Employers will scan the original WSPAF and email the scanned copy to WorkStudy@cwu.edu. Please keep the original WSPAF for your records. You will be notified by email if the student's WSPAF has been approved or denied.

Expectations of Employer Please track the student's earnings or have the student track them. This is important because their earnings cannot exceed their quarterly award amount. This quarterly award amount can be found on the WSPAF (Total Wages Requested). You may pay students on your payroll schedule and students must be paid for all hours worked even if the hours will not be reimbursed. You must pay the student in full at least once per month before Financial Aid will reimburse a portion of the student's earnings. Please fill out the Invoice Vouchers at least monthly and send to CWU Financial Aid. The CWU Student Time Sheets and Invoice Vouchers must match each other exactly for a reimbursement to be processed. o Note: Invoice Voucher instructions have changed for the 2019-2020 academic year. We are now asking Employers to fill out a separate Invoice Voucher for each student and include the student's CWU Student ID number (not Social Security Number), the term the invoice voucher is for (i.e. Fall), and pay period dates. *Note: There are term dates for the 2019-2020 academic year included below.

CWU Financial Aid

400 E University Way Bouillon Hall ? Ellensburg, WA 98926-7496 ? Office: 509-963-1611 ? Fax: 509-963-1788 Bouillon Hall, Room 106 ? Email: WorkStudy@cwu.edu ? Web: cwu.edu/financial-aid/work-study

o If there are adjustments or corrections we make to the Invoice Voucher during the reimbursement process, we will send an email explaining the changes to the Student's supervisor or email provided on the student's WSPAF.

o We are no longer requiring the original Invoice Vouchers and Time Sheets to be mailed to us. Please email WorkStudy@cwu.edu a scanned copy of the original Invoice Voucher and Time Sheets and keep the originals for your records.

o Continue to print and sign the Invoice Vouchers and Time Sheets in ink. We do not accept electronically generated signatures.

Students are able to start work on either the start date listed on the student's WSPAF, the Monday of the first week of classes in September or the WSPAF approval date, whichever is LATER.

Term Dates for the 2019-2020 Academic Year: Fall Term: 09/25/2019 ? 12/13/2019 Winter Term: 01/07/2020 ? 03/20/2020 Spring Term: 03/31/2020 ? 06/12/2020

Disclaimer: Any requests for reimbursement made after the fiscal year end on June 19, 2020, will not be honored for reimbursement. All communication about Work-Study can be directed to the WorkStudy@cwu.edu email. If you would like a phone call, please email to set up a call back appointment. Thank you!

CWU Financial Aid

400 E University Way Bouillon Hall ? Ellensburg, WA 98926-7496 ? Office: 509-963-1611 ? Fax: 509-963-1788 Bouillon Hall, Room 106 ? Email: WorkStudy@cwu.edu ? Web: cwu.edu/financial-aid/work-study

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