Background for Work Study

You can award work study and Federal Work Study (FWS) for a student.

Disbursements

Work study awards are different from other financial aid because work study disbursements are never posted to the ledger card for the student.

  • Disbursements in the form of payments are made directly to the student.

  • Disbursements are never scheduled for work study.

  • The student is paid as work is performed.

You can use the batch method to post one or more work study payments. You can also post groups of work study disbursements by campus, fund source, and period ending date. The batch post option for work study disbursements is disabled when Anthology Student is integrated with Anthology Finance & HCM.

Integration with Anthology Finance & HCM

If Anthology Student is integrated with Anthology Finance & HCM, you can view work study awards in Anthology Finance & HCM. Financial aid must be configured to integrate with Anthology Finance & HCM. The following properties are displayed in the Award sections of a student or employee record and in the HR/Payroll record:

  • FWS Award Year (including start and end date of the award year)

  • Fund Source

  • Gross Award Amount

  • Amount Disbursed

  • Award Balance

  • Status

Work study award management and packaging is done only in Anthology Student. The records are read-only in Anthology Finance & HCM. When work study awards are packaged in Anthology Student, the information is propagated to Anthology Finance & HCM.

When the payroll has been processed for a student in Anthology Finance & HCM, the following information is available in Anthology Student:

  • Date - The date on which the worker was paid.

  • Payment period end date - The end date of the payroll period.

  • Hours worked by the employee - The number of hours worked by the worker.

  • Check number - The check number of the payment made to the worker.

  • Gross amount paid - The amount paid to the worker.

  • Academic year sequence - The academic year sequence associated with the academic year for which the funds are awarded.

The Awards page is updated as payments are made to the student in Anthology Finance & HCM. It is also updated if a check is voided in Anthology Finance & HCM. Anthology Student does not allow modifications to the payments that have been received from Anthology Finance & HCM. The academic year is populated based on the academic year to which the current award is associated.

If a payment that was already sent to Anthology Student is voided, Anthology Finance & HCM sends an update to Anthology Student so that the Check Number field in Anthology Student indicates the void status. Voiding a check will update the check number as Null. A payment record is inserted in Anthology Student when earnings are generated in Anthology Finance & HCM. This is done without the check number. Once the payment is posted in Anthology Finance & HCM, the check number is updated against the payment record in SIS. If a new check is cut to replace the lost check, the new check information is also available in Anthology Student.

When an award is reassigned, the new academic year start date and end date are updated against every transaction in Anthology Finance & HCM. Since this is non-financial data, the updates will occur even for posted transactions.

There is an Amount Disbursed (Past) field in Anthology Finance & HCM when work study awards were awarded before Anthology Finance & HCM going live. The opening balances of FWS awards may not correctly reflect awards that were previously paid out. In these cases, an administrator can specify the Amount Disbursed (Past) amount on the Awards form in Anthology Finance & HCM. The previously disbursed award will be subtracted:

Gross Amount - Amount Disbursed - Amount Disbursed (Past)

The Amount Disbursed (Past) field will be imported during the data import. The Amount Disbursed (Past) field is read-only for non-administrator users.