Federal Work Study Earning Statements Page

When integrated with Anthology Payroll, use this form to view, generate, and validate the Federal work study earnings for a worker with the Student role.

Access Method

  • Click Modules > Student accounting > Federal work study > Federal work study earning statements - To view all federal work study earning statements.

  • Click Modules > Student accounting > Federal work study > Federal work study earning statements > click on an 'Earning statement number' - To view and update the details of the selected federal work study earning statement.

Roles and Privileges

  • CMC: Federal work study administrator - To view and generate Federal work study earnings for a worker with the Student role.

  • CMC: Federal work study manager - To view Federal work study earnings for a worker with the Student role.

Task(s) that use this Form

The following tables provide descriptions of controls on this page.

Buttons

Button

Description
New Displays a new form to create federal work study earnings.
Save Saves the federal work study earning statement details.
Delete Deletes the selected federal work study earning statement.

Federal work study earnings tab

Button

Description
Generate

 
Earnings Generates federal work study earnings for the earning statement(s). For details, see Generate Federal Work Study Earnings.
Process  
Validate earnings statement Validates the federal work study earning lines against the student awards linked to the worker with the Student role, for the earning statements. For details, see
Mark as Processed

Updates the Payment status of the selected earning lines as Processed.

This option is enabled for the Federal work study earning lines (where Federal work study is Yes) that have the following field values:

  • Payment status = New

  • Source = Manual entry

  • Earning code = FWS earning code

Fields

Fields displayed for the Earning statements list page

The following table lists the fields displayed for the Earning statements list page.

Field

Description
Earning statement number The earning statement number.
Worker The worker name associated with the earning statement.
Personnel number The ID of the worker.
Pay group The pay group associated with the Position that is used for generating the earnings.
Pay cycle The pay cycle associated with the pay group that is used for generating the earnings.
Pay period The pay period associated with the Pay period cycle of the Pay group for a Position of the worker.

Fields displayed for an Earning statement record

The following table lists the fields displayed for an Earning statement record.

Field

Description
Earning statement header Section
Worker The worker name associated with the earning statement.
Pay group The pay group associated with the position that is used for generating the earnings.
Pay cycle The pay cycle associated with the pay group that is used for generating the earnings.
Pay period The pay period associated with the pay period cycle of the pay group for a position of the worker.
Pay period dates The start and end date of the pay period for generating the earnings.
Earning statement number The earning statement number.
Note An editable text box to add notes.
Earning statement lines Section  
Earnings date The date for which earning is generated. This date is populated from the associated calendar and the dates must occur in the pay period that is specified for the earnings statement.
Position The associated worker position.
Earning code The earning code associated with the Position.
Description The description of the earning code.
Quantity

The amount of work performed by the worker.

Note: This field displays values up to 5 decimal places, such as: 0.00000

Unit type The unit type of the earning code.
Rate The hourly rate configured in the Fixed Compensation plan of the position assigned to the worker.
Amount

The amount generated for the earning line. It is a product of the Quantity and Rate field values.

Note:

  • This field displays values up to 2 decimal places, such as: 0.00. If the amount is received from Anthology Student, the received amount is sent to Anthology Payroll otherwise, the amount reflects the calculated data based on the rate multiplied by the quantity.

  • When an amount is received from Federal Work Study, the received amount is sent to payroll. In cases where the received amount is 0, the value 0 is sent to Anthology Payroll. When no data is received, a blank is sent to Anthology Payroll to indicate the absence of information.

  • It is important to note that when a blank is encountered, the system displays the value 0, but the blank itself is sent to Anthology Payroll.
Payment status The payment processing status. This field cannot be edited and it can have one of the following values:

  • New - It is the default status, and indicates that earning lines have been generated, or manually added.

  • Validated - Indicates the generated earning lines are validated against the Federal Work Study awards assigned to the Position of an employee.

  • Processed - Indicates the earning lines that were sent to Anthology Payroll have been processed and an update has been received from Anthology Payroll.

    Note: Earning statements / Earning lines with the Payment status as Processed cannot be edited or deleted.

  • On Hold - Indicates the award balance is insufficient for processing the earning lines.
Automatically generated for award overflow By default, this field will be unchecked. When the overflow earning code is applied on the earning line, this field will be automatically checked.
Line details Section
Accounting date The earning date corresponding to the selected earning line.
Source The source of the earning line. It can have one of the following values:

  • Position schedule - Indicates the earning lines are generated from the schedule attached to the position.

  • Imported - Earning lines are imported from an external source.

  • Manual entry - Earning lines are manually added to the earning statement.
Federal work study

Indicates whether the earning line is associated with the Federal work study earnings.

  • No - Indicates the earning line is not associated with the Federal work study earnings.

  • Yes - Indicates the earning line is associated with the Federal work study earnings.
Line Modified

If this check box is selected, the earning line was generated by an automated process and was manually changed.

Note An editable text box to add notes for the earning line. This field also displays validation errors for the earning line against an award.