Generate Federal Work Study Earnings

Note: Users performing this task must have the System administrator / CMC: Federal work study administrator role.

You can use the following options to generate the earnings from federal work study for an employee assigned to Federal work study Position(s) with the Student role.

Prerequisites

  • Ensure that the Fixed compensation plan (under Human resources > Compensation > Fixed compensation > Fixed compensation plans) that is used for calculating the Federal work study earnings has the following configurations:

    • (Recommended) Set the Pay rate conversion field to Hourly.

    • Set the Anthology payroll use field to Base wage.

    • Navigate to Module > Anthology Payroll > Setup > Parameters > Use HR Compensation Module option and set the String value as Yes.

    • Create an earning code for Federal Work Study (under Anthology Payroll > Setup > Earnings > Earnings > Earning code) and set the Salaried impact to Additional.

    • It is recommended to configure and use a separate Pay group for Federal work study and assign it to the position.

  • Run the 'Update Data for Anthology Payroll' Batch Job (under Human resources > Setup > Integration with external systems > Update data for federal work study payroll) to ensure latest values are populated for the fields in the Earning statement header section in the Federal Work Study Earning Statements page.

Using the Generate Option in the Federal Work Study Earnings Page

  1. Select the required Legal entity.

  2. Navigate to the Federal Work Study earning statements page (under Student accounting > Federal work study > Federal work study earning statements).

  3. Select the required earning statement number from the list.

    - OR-

    Click the required earning statement number.

  4. In the Federal Work Study Earning Statement page, click Earnings under Generate.

    The earning lines are generated and added in the Earning statement lines section.

Using the 'Generate Federal Work Study Earnings' Batch Job

  1. Select the required Legal entity.

  2. Navigate to the Generate federal work study earnings batch job (under Student accounting > Periodic tasks > Federal work study earnings processes).

  3. In the Parameters section, select appropriate values in the Pay group and Pay period dates fields.

  4. (Optional) In the Records to include. click Filter and select the workers that must be included.

  5. (Optional) In the Run in the background section, configure the recurrence for the batch job.

  6. Click OK.

    The Generate federal work study earnings batch job is configured.

The generated Federal work study earnings are displayed in the Federal Work Study Earning Statements Page (under Student accounting > Federal work study > Federal work study earning statements).

Note:

  • When the award balance is insufficient, the earning lines are generated using the overflow earning code. For more information, see Generating Earning Lines Using Overflow Earning Code.

  • If the earning lines are regenerated for the same pay period, the Payment status and the award balance of the already generated earning lines is updated as explained in the following table.

    When the Payment status is...The 'Payment status' of the earning line is...
    Newnot updated.
    Processednot updated.
    Validated and the Sent to Payroll is Success.not updated.
    Validated, and the Sent to Payroll is not equal to Successupdated to New and the pending amount is reverted in the Student awards page.
    On Holdupdated to New, the Description field is cleared for the earning line, and the award balance is reverted in the Student awards page.