Manage Work-Study

You can use the Awards tab on the Awarding page to add, edit, or cancel work-study and Federal Work-Study (FWS) for a student.

There can be instances where additional work-study payments are needed when a student works more hours than anticipated. When the limit is configured, you can still add additional payments up to $300.00 by increasing the value of the Amount and adding additional payments.

You can cancel a work-study award if the payments for the award cannot have been made.

Prerequisites

You must have:

  • Common - Student - View authorization

  • Financial Aid - Student Award - New, Edit, and View authorization

If your institution has configured permissions for fund sources, you must also be in a staff group that has permission to edit the fund source. Refer to Fund Source Security.

To set the status of the award to Approved, you must also be in a staff group that has permission to approve the fund source. If you do not have permission, the award is saved with a status of Estimated. 

The student must not be in a financial aid hold group.

If your institution has configured the campus so that it does not allow awards or payments if the cost of attendance is $0, the student must also have a cost of attendance greater than $0. If your institution has configured the fund source to use institutional charges instead of COA, the institutional charges minus the net funding scheduled should be greater than $0.

If the fund source is configured to require a remaining need, the student must have a remaining need greater than $0.

If the fund source for the award is configured to be Title IV and your institution has configured the campus to require: 

  • An ISIR on file to add a Title IV award, the student must have an ISIR on file

  • A verified ISIR to save a Title IV award with a status of Approved, the student must have a verified ISIR on file at your institution

To add a work-study payment, the award must have a status of Estimated, Pending Approval, or Approved

To edit or delete a payment, it should not have been made by Anthology Finance & HCM

You should be familiar with the Background for Work-Study.

Access Method

Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > Awards tab.

Procedure to Add or Edit Work-Study

Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

  1. Select the year in the Academic YearClosed The academic year configured by your institution and associated with the record. list.

  2. If this is the first award added for the student, select the Packaging MethodClosed The packaging methods used for your financial aid programs. They contain the guidelines for your programs (such as the grade levels to which they apply and the minimum and maximum amounts that can be awarded for the fund sources). The list contains the packaging methods configured for the campus, grade level, award year, and dependency model for the student. Students that are configured with the Unsupported Dependent check box enabled are packaged with Unsubsidized Stafford loans only, despite the value displayed in the Packaging Method field..

  3. Select the New button and specify the values in the dialog.

    Award YearClosed The financial aid award year associated with the record.

    Disbursement Schedule Closed The name of the schedule that defines disbursement dates for campuses and fund sources. Disbursement schedules are defined by your institution. Your institution can configure the fund source for an award to require a disbursement schedule. A disbursement schedule can be selected when awarding financial aid only if the academic year start date for the student falls within the academic year start date of the disbursement schedule. On the New Award form, the Disbursement Schedule drop-down is enabled only when you select awards of type Grant, Loan, or Work-Study.

    Gross AmountClosed The gross amount the student is eligible to receive for the fund source before any fees. For Direct loans, this field is read-only of the origination status of the loan is Accepted, Batched to Send, or Pending Approval.

    Source Closed The fund source associated with the award which the refund is scheduled against. If your institution is using fund source security, you must have permission to work with the fund source.

    StatusClosed The status of the award. The values are Estimated, Pending Approval, Approved, and Canceled. The Approved option is available only if: - You are in a staff group with permission to approve the fund source. - The student does not have pending ISIR corrections. - The institution does not use a servicer (such as Global Financial Services) to process financial aid.

    Type of AidClosed The source of the aid.

  4. Select the Proceed button.

  5. Specify or change the values.

    AmountClosed The award amount in dollars. For some awards, a default amount is set. For example, for a Pell grant, the amount is calculated by COD from the student's FAFSA.

    Status Closed The status of the award. The values are Estimated, Pending Approval, Approved, and Canceled. The Approved option is available only if: - You are in a staff group with permission to approve the fund source. - The student does not have pending ISIR corrections. - The institution does not use a servicer (such as Global Financial Services) to process financial aid.

  6. If Anthology Student is not integrated with Anthology Finance & HCM or you did not select a disbursement schedule when you added the award and you need to add a payment, select the Add Payment button.

    If you need to delete a payment, select the payment in the list, and select the Delete Payment button : 

    Academic Year Closed The academic year configured by your institution and associated with the record.

    Check NumberClosed The check number and, if applicable, reference number used for the transaction. This is displayed only if you select Check as the Payment Method.

    Date Closed The date when the payment was made.

    Gross Amount PaidClosed The gross amount the student is eligible to receive for the fund source before any fees. For Direct loans, this field is read-only of the origination status of the loan is Accepted, Batched to Send, or Pending Approval.

    HoursClosed The hours worked by the student.

    Period End Date Closed The end date of the period. The default is the current date.

    Term Closed Specifies the term associated with the record. Terms are configured by your institution.

    If Anthology Student is integrated With Anthology Finance & HCM, the following columns are also displayed in the list of payments.

    Check DateClosed If a student satisfies the satisfactory academic progress (SAP) policy requirements, but receives a GPA for the payment period that falls below the value in this field, the student is not making SAP.

    Earned DateClosed If a student satisfies the satisfactory academic progress (SAP) policy requirements, but receives a numeric average for the payment below the value in this field, the student is not making SAP.

  7. Select the Save button in the dialog.

  8. If you want to save and: 

    • Continue making changes, select the Save button

    • Close, select the Save & Close button

Anthology Student: 

  • Validates the amount so that it does not exceed the maximum allowed for the award or maximums configured by your institution (such as limiting awards to the student cost of attendance)

  • Any authorization limits configured for the general ledger

If your institution has configured an automatic promotion process or document triggers, they are initiated after you save the award.

Procedure to Cancel Work-Study

  1. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

  2. Select the Academic Year.

  3. Select the record for work in the list.

  4. In the Status field, select Canceled.

  5. Select the Save button on the toolbar. Anthology Student changes the status of the award to Canceled, but the record remains in the list.

 

This feature applies to U.S. compliance only.