2019-20
STATE WORK STUDY PROGRAM MANUAL
FOR FINANCIAL AID ADMINISTRATORS
2019-20
JUNE 2019
Washington Student Achievement Council PO Box 43430 Olympia, WA 98504-3430 wsac.
State Work Study
Washington Student Achievement Council Staff
BECKY THOMPSON
Director of Student Financial Assistance
Phone (360) 753-7872 Email beckyt@wsac.
MARLA SKELLEY
Associate Director for Compliance
Phone (360) 753-7851 Email marlas@wsac.
JEFFREY POWELL Program Administrator
Phone Email
(360) 753-7621 jeffreyp@wsac.
DEBBIE JACKSON Program Manager
STATE WORK STUDY
Phone (360) 753-7848 Email debbiej@wsac.
Fax 1-855-480-8718 Email sws@wsac.
Washington Student Achievement Council 917 Lakeridge Way SW PO Box 43430
Olympia, WA 98504-3430 wsac.
Portal website: Financial Aid Counseling: opportunitypathways.
Students and Parents:
Agency phone number: (360) 753-7800 Agency fax number: (360) 753-7808
STATE WORK STUDY 2019-20 PROGRAM MANUAL
TABLE OF CONTENTS
Program Updates .............................................................................................................................i Program Timeline........................................................................................................................viii
CHAPTER 1 ? INSTITUTIONS
ELIGIBILITY .................................................................................................................................... 1 Agreement to Participate.................................................................................................... 1
POLICIES & PROCEDURES......................................................................................................... 1 Satisfactory Academic Progress....................................................................................... 1
TECHNICAL ASSISTANCE .......................................................................................................... 4 REPORTS & RECORDS................................................................................................................. 5
Program Review..................................................................................................................... 5 Records Retention ................................................................................................................. 5 Unit Record Report ............................................................................................................... 5 SWS Data Compilation ......................................................................................................... 6 Public Institution Fiscal Reporting ................................................................................. 6 Private Institution Fiscal Reporting ............................................................................... 6 MAINTENANCE-OF-EFFORT .................................................................................................... 6 INSTITUTIONS AS EMPLOYERS .............................................................................................. 6
CHAPTER 2 ? STUDENTS
ELIGIBILITY .................................................................................................................................... 7 Washington Residency ........................................................................................................ 7 Financial Need ........................................................................................................................ 7 Foster Youth ............................................................................................................................ 8 Half-time Enrollment in Eligible Program ................................................................... 8 Satisfactory Academic Progress....................................................................................... 8 Theology Exclusion ............................................................................................................... 8 Aid Repayment/Default ...................................................................................................... 8
AWARDING...................................................................................................................................... 9 Conditions of Award............................................................................................................. 9 Washington State Aid ? Conditions of Award............................................................. 9 Need Analysis Adjustment ................................................................................................. 10 Coordination with Other Resources............................................................................... 10 Monitoring Eligibility ........................................................................................................... 10 Over-Awards............................................................................................................................ 10
FULL-TIME STATE WORK STUDY .......................................................................................... 11 Eligibility ................................................................................................................................... 11 Summer Term Need Analysis............................................................................................ 11 Savings Requirement ........................................................................................................... 11
STUDENT RESPONSIBILITIES ................................................................................................. 12 Interviews................................................................................................................................. 12 Employment Obligations .................................................................................................... 12 Changes in Eligibility............................................................................................................ 12
CHAPTER 3 ? EMPLOYERS
ELIGIBILITY .................................................................................................................................... 13 Positions Offered by the Employer ................................................................................. 13 Institutions as Employers................................................................................................... 14 Full-time Equivalents and Work Study ......................................................................... 14 Out-of-State Employers....................................................................................................... 14 International Employers..................................................................................................... 14 Religiously Affiliated Employers ..................................................................................... 14
EMPLOYER SELECTIONS ........................................................................................................... 14 Employer Handbook ............................................................................................................ 15
EMPLOYER CONTRACT .............................................................................................................. 15 Business Profile ...................................................................................................................... 15 Institutions as Employer of Record ................................................................................ 15 Employer Contract Submission........................................................................................ 15 Online Contract and Job Description Renewal Process .......................................... 15 IRS W-9 and 1099 Forms.................................................................................................... 16 Terminating the Employer Contract .............................................................................. 16 Mediating Employer Conflicts .......................................................................................... 16
ADMINISTRATIVE REQUIREMENTS ..................................................................................... 16 Civil Rights Laws .................................................................................................................... 16 Interview................................................................................................................................... 17 Supervision .............................................................................................................................. 17 Employee Evaluation ........................................................................................................... 17 Vulnerable Populations....................................................................................................... 17 Working in Private Homes ................................................................................................. 17 Reimbursable Hours Worked ........................................................................................... 17 Sick Leave Hours.................................................................................................................... 17 Rest and Meal Breaks ........................................................................................................... 18 Payment to Student .............................................................................................................. 18 Unemployment Compensation......................................................................................... 19 FICA............................................................................................................................................. 19 Industrial Insurance (Workers' Compensation) ....................................................... 19 State Retirement Membership ......................................................................................... 20 Military Leave ......................................................................................................................... 20 Wage Garnishment................................................................................................................ 20 Record Keeping ...................................................................................................................... 20
CHAPTER 4 ? JOBS & WAGES
JOB DESCRIPTIONS ...................................................................................................................... 21 Public Institution Job Descriptions................................................................................. 21 Private Institution Job Descriptions............................................................................... 21 Private Institution Position Numbers............................................................................ 22 Classification Codes for all Institutions......................................................................... 22
JOB PLACEMENT PRIORITIES ................................................................................................. 22 Elements of an Excellent Placement .............................................................................. 23
ACADEMIC CREDIT ...................................................................................................................... 23 RESTRICTIONS ON PLACEMENT AND COMPENSATION .............................................. 23
Displacement........................................................................................................................... 23 Relationship to Formula Staffing..................................................................................... 24 Rate of Pay................................................................................................................................ 24
CHAPTER 4 ? JOBS & WAGES (CONTINUED)
COMPARABILITY .......................................................................................................................... 24 General Comparability Provisions .................................................................................. 25 Washington State Human Resources Classifications............................................... 25 Public Institutions ? Documenting Non-Comparability ......................................... 25 Exempt Academic and Tutorial Placements................................................................ 27
MAXIMUM HOURS REIMBURSED .......................................................................................... 27 Cooperative Education/Internship ................................................................................ 27 Multiple Position Restrictions .......................................................................................... 28
TYPES OF WORK PROHIBITED ............................................................................................... 28 EMPLOYER REIMBURSEMENT RATES ................................................................................ 28
Employer Share of Student Compensation.................................................................. 29 Limitation on the FWS Program as Employer Match .............................................. 29
CHAPTER 5 ? REIMBURSEMENTS
Initial Reserve ......................................................................................................................... 30 Supplemental Fund Requests ........................................................................................... 30 Return of Funds...................................................................................................................... 30 Responsibility for Over-Commitment ........................................................................... 30 Monitor Expenditures.......................................................................................................... 30 EMPLOYER REIMBURSEMENT ? PRIVATE INSTITUTIONS......................................... 30 ELECTRONIC TIME SHEET REIMBURSEMENT................................................................. 31 Submission of Initial Backup Records ........................................................................... 31 Certifying Official ................................................................................................................... 31 Sample Certification & Authorization............................................................................ 31 Sample Certification ............................................................................................................. 32 SECURING STATE FUNDS ? PUBLIC INSTITUTIONS ...................................................... 32 Cash Requests/Expenditure Reports............................................................................. 32 Time Sheets.............................................................................................................................. 32 Net Deductions ....................................................................................................................... 33 Payer of Record for Off-Campus Employer ................................................................. 33 TIME SHEET REIMBURSEMENT............................................................................................. 33 EMPLOYER REIMBURSEMENT RATES ................................................................................ 34 Employer Share of Student Compensation.................................................................. 34 Limitation on the FWS Program as Employer Match .............................................. 34
CHAPTER 6 ? RESOURCES
Resources Table of Contents .................................................................................................... 35 Portal User Administration....................................................................................................... 36 Employer Contract & Employer Business Profile ............................................................ 37 Religious Affiliation Questionnaire........................................................................................ 41 Job Description with Instructions .......................................................................................... 43 Job Classification Code List ....................................................................................................... 45 Employer Information Change Request............................................................................... 47 Time Sheet with Instructions................................................................................................... 48 Time Sheet Edits & Errors ......................................................................................................... 50 Performance Evaluation Sample............................................................................................. 53 Institution Codes........................................................................................................................... 55 SWS Laws (RCW) & Rules (WAC)........................................................................................... 56
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