Work-Study Supervisors
- Based on the COVID-19 national emergency, federal work-study (FWS) students are allowed to work remotely until further notice. Students may work their regular number of scheduled hours and record their time and hours worked using the regular procedure in e-Time (PeopleSoft HR). Managers are responsible for ensuring that each student completes assigned work. Managers are expected to follow University work from home expectations recently communicated.
- As federal regulations require the presence of a supervisor, you will need to check-in with your students regularly and document the time/date. You must also develop a system to document the work being performed in the e-time employee and/or manager comment section (*see sample below). This will be critical in the event of a federal audit, which requires we retain the documentation for 3 academic years following 2019-2020 or until June 30, 2024. If you have questions regarding documentation of supervision and work performed, please email Karen LaPoint, klapoint@clarkson.edu.
- Federal regulations allow some federal work-study students who are unable to work remotely to receive a paycheck even if not working. If a student worked since February 9th (pay period end dates of Feb 22; Mar 7; or Mar 21), the student will be paid based on those pay periods at the hourly wage rate specified by their manager in the e-Time system. Some departments still have a need for remote work jobs that can still be done.
- If the student has earned all of their federal work-study award for the FY 19-20 and has no additional unmet need, the University will not be able to pay any additional federal work-study funds.
- For students who will be paid while not working, emails will be sent to FWS supervisors showing the eligible student hours for the above-referenced pay periods and the proposed biweekly hours to be paid. If exceptions need to be considered, please email Karen LaPoint, klapoint@clarkson.edu. Otherwise, supervisors do not need to take any action. We have developed a process to administer this.
- Students being paid through University wages must work remotely/social distancing or will not be able to receive funds. Students on research project/grant guidance should be directed to Shannon Robinson (srobinso@clarkson.edu) as previously communicated Supervisors of non-federal work-study student workers need to follow the same guidance above for documenting pay.
Below is a sample of the electronic timecard. Daily, this tracks as the students clock in/out, allows the approver to override if the student forgets to clock in/out, etc. Please document the work being done by the student in the Employee and Manager Comments. This also shows if a student is FWS eligible by providing their individual remaining balance. Additionally, it alerts the approver if the budget they’d like to use is out of FWS funds.
