Work Study Payments COVID-19 EXCEPTION
We Have Two Objectives 1. Support the academic experience as much as possible. 2. Comply with Federal Regulations.
Student Eligibility o Any student who chooses to work remotely, can continue to work. o Work Study students who can no longer work, are eligible for the COVID- 19 payment. o Non-Work Study students who can no longer continue to work cannot be paid for not working. o Students who have not used their work study funds yet, are not eligible for the COVID-19 payment. o Work Study students who worked in the fall and not in the spring, are not eligible. o We cannot pay more than the amount of remaining work study.
Work Study Payments for Lost Wages Any work study student who is not able to continue working after the University moved its operations online (March 16) will be paid for their lost wages. If a student is able to continue working, but chooses not to work, they should not be paid through the COVID-19 exception.
Paying Biweekly Student Employees
Paying Biweekly Employees Since we don’t know for sure how many hours a student would have worked between now and the end of the term, we are using the first 9 weeks of the term to estimate the next 7 weeks. There are 17 weeks in the Spring term: Jan 6 – Mar 8 = 9 weeks Mar 9 – Mar 15 = spring break Mar 16 – May 2 = 7 weeks
Spring Term 2020 Spring March 16 – May 2 (7weeks) Jan 6 – March 8 (9 weeks) Break Duke operations go online
How is the Payment Amount Calculated? Rather than use the full 9 weeks for everyone, we took into account which month the student started working. Jan = 4 weeks Feb = 4 weeks Mar = 1 week If a student started working in Jan, the full 9 weeks is used in the calculation. If they started in Feb, we only used 5 weeks, and March = 1 week.
Total Expected Earnings (spring earnings to date ÷ # of weeks employed) x 7 weeks Example: Student earned $467 during the months of February and March. They have $700 of their work study award remaining. ($467 ÷ 5 weeks) x 7 weeks= $653.80 Because the calculated payment doesn’t exceed the remaining work study amount, the student is entitled to full $653.80 of unearned wages. If the remaining work study had been less than expected earnings, the student would be limited to the remaining work study amount.
Hours per Week Calculation To simplify the process, we will provide the number of hours to report to the student. expected earnings ÷ hourly pay rate ÷ 7 weeks = # of hours per week (round up to the nearest hour) Using the previous example, ◦ Total unearned wages to be paid = $653.80 ◦ Student’s hourly rate of pay = $10.50 ◦ Hours reported each week = 8.89, round up to 9 h hours/week eek ◦ .
Use Your Best Judgment If the calculated hourly schedule is less than what you believe the student would have worked, please use the higher # of hours. We want students to get the money they deserve. Note: If the additional payment exceeds the student’s work study balance, the overage will be charged back to the department.
Getting the Payment to the Student The student will be required to complete a time card for each of the four pay periods from March 16 – May 2. Exception: If the calculation equates to 1 hour/week, they can record all their time in a single pay period.
Paying Monthly Employees
Paying Monthly Employees Students paid a salary should have a monthly payment amount that is fairly consistent. The number we will provide you will be the last monthly payment amount. Their April ril COV OVID-19 19 payment t will be equal to their regular monthly payment. No need to calculate hours.
Information About the Payment Amounts
Information Regarding Students with Multiple Employers
Our Email List All of this information will be sent to the Payroll Reps. Please make sure the correct Payroll Rep is listed for your Org Key. https://finance.duke.edu/payroll/re plist
Next Steps • Get the word out to all the people who supervise work study students. • Provide department the information they need to calculate the hours for students on biweekly work study employees • Communicate with your work study student workers. • Time cards are due March 29. • Biweekly paid students receive their first payment April 10.
This presentation can be accessed using this url htt ttps://tinyurl.com/DukeW eWS
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