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SOP Title: Manually Adding Federal Work Study

Document #:

{}

Revision #:

1.0

Effective Date:

MM/DD/YYYY

Author:

{NAME}

Reviewer:

{NAME}

Approver:

{NAME}

1.    Purpose

These procedures will guide {INSERT TEAM NAME} through list process(es)

2.    Scope

The {INSERT CLIENT TEAM NAME} will be impacted by this procedure.

3.    Roles and Responsibility

{INSERT ROLE or DEPT NAME} with a {define role} will be responsible for list action

{INSERT ROLE or DEPT NAME} will be responsible for list action share.

4.    Definitions

TERM

Definition

Term

Definition

5.    Procedure

5.1

...

Manually Adding a FWS Employer

Actors

...

  • User with appropriate permissions

  • Regent Award

Pre-

...

conditions

  • Student has

...

  • Federal Work Study (FWS) awarded

  • Student has been hired at an employer

Basic Flow

...

  1. User navigates to the Work Study tab

...

    1. Clicks ‘Add New Record’ under the Employers tab

      Image Added

...

    1. Adds department name

...

    1. Selects job type from dropdown or leave blank for regular, on-campus

...

    1. Adds the Pay Rate

...

    1. Chooses the Start and End dates

...

    1. Includes the Supervisory contact information [Name, Phone Number, Email Address]

...

    1. Clicks Save

      Image Added

Post-condition

  • Student has employer information added

...

Image Removed

...

5.2

...

Manually Adding

...

FWS Earnings

Actors

...

  • User with appropriate permissions

  • Regent Award

Pre-condition

  • Student has a FWS award

  • Student has

...

  • FWS earnings

  • Student has received Work Study earnings

Basic Flow

...

  1. User navigates to the student

  2. Selects Work Study tab

...

  1. , Earnings sub-tab

    1. Selects + Add New Record for the applicable payment period

...

Image Removed

Image Removed

...

    1. image-20240604-172911.pngImage Added

  1. Enters the Earnings information for the transaction record.

    1. Federal Award Year (FAY)

    2. Fund (e.g. Federal Work Study)

    3. Payroll Period End Date

    4. Paid Date (cannot be blank)

    5. Notes

    6. Gross Paid Amount

    7. Transaction ID (cannot be blank; max 20 characters)

      image-20240604-172546.pngImage Added

  2. Clicks Save

  3. Package the student, such as using the Modify Academic Plan (MAP) wizard

Post-condition

  • Student has earnings information added



Expand
titleChange Log

Date

Description of Change

Editor

May 17, 2024

Moved document to CZKB

H. Smith

June 4, 2024

Updated screenshots and Earnings Record content for current functionality in 6.7.3.0 patch 178.2098, Spring 2024

Jennifer Black