Workstudy Maintenance Setup

Work Study allows the institution to keep track of jobs, hours, and salaries for those students who are assigned to the program. It’s ease of set up and use can quickly provide necessary information to ensure that students receive accurate credit.

Work Study Setup

There are several glossary tables that need to be populated before you can assign work study to students.

FINWSJobs – Enter all jobs that are available for work study participants. Detail about the jobs will be set up later.
FINWSPayFreq – These values will determine how often payment is dispersed, i.e. Weekly, Bi-weekly, etc.
FINWSPayUnit – This table is the payment rate, such as Hourly, Daily, etc.
FINWSStatus – This table is the status of the job, for example Open, Closed, Filled, etc.

The Workstudy Setup page must be completed in order to determine how Jobs, Workers, and Time Sheets will be created. There are three sections to this area:

Jobs Setup: Allows for specific requirements to be configured, such as doc tracking and award info.
Workers Setup: This configures the actions associated with creating a worker.
Time Sheet Setup: This configures the actions associated with creating a timesheet.

Note: Jobs must be created before workers can be assigned correctly. Changes made to existing jobs must be updated and the record closed before the changes will be applied.

Populating Workstudy Setup

From the CAMS Enterprise Home page, click Financial Aid >Setup >Workstudy Setup. The Workstudy Setup window opens.
In the Jobs Setup section, choose the items that are required by your institution.

Max Units Allowed Required – will make this field required on the Jobs setup detail window
Max Amount Allowed Required – will make this field required.
Award Type Required – will force the selection of an Award Type for a job. Students cannot be assigned to a job until Awards are linked to the job if this option is enabled.
Document Tracking Sequence Required (Not tied to Fin Aid Package) – will force the selection of a document group in the Document Group (Not tied to Fin Aid Package) drop-down.
Document Tracking Sequence Required (Tied to Fin Aid Package) – will force the selection of a document group in the Document Group (Tied to Fin Aid Package) drop-down.

In the Workers Setup section, choose the items that are required by your institution.

Allow Job Override – enable this to allow CAMS users to override the Pay Unit, Pay Rate, Max Units Allowed, and Max Amount Allowed fields for individual students in the Job detail.
Worker Record Can Change Job – if this is checked, a worker record can be moved from one job to the other. This will cause the current record to be inactivated and a new record to be activated.
Financial Aid Package Required – requires the selection of a Financial Aid Package.
Create Fin Aid Award When Worker Record Is Created – creates a Financial Aid record for the student upon creation of the worker record.
Existing Fin Aid Award Required When Worker Record Is Created – requires an existing financial aid award for the student in order for a Worker to be created using them. Note – If this is checked, an award cannot be created (see previous step) at the time the worker record is created – the Award and Financial Aid Status must already exist. It is recommended to use "Financial Aid Package Required" (above) when using this option.

In the Time Sheet Setup section, choose the items that are required by your institution.

Start/End Dates Required – requires that a start/end date be present on the timesheet.
Check Timesheet Overlap (by day) – if this is checked, multiple timesheets may be entered for the same date.
Check Document Tracking Sequence(s) Complete – this checks to make sure any Document Tracking Sequences that are required be completed before proceeding.
Update Fin Aid Award Amount – this, if checked, will result in related financial aid awards updating upon the timesheet being saved.
Disable Mass Add Button – allows for the mass addition of timesheets to be disabled.