Finding Text
Federal Program Information: Federal Work-Study Program (ALN: 84.033)
Criteria or Specific Requirement
(Including Statutory, Regulatory or
Other Citation):
N. Special Test and Provisions – Disbursements To or On
Behalf of Students – Federal Work Study – Before an
institution makes an initial disbursement of FWS
compensation to a student for an award period, the
institution must notify the student of the amount of funds the
student is authorized to earn, and how and when the FWS
compensation will be paid (34 CFR 675.16(a)(3)). The
institution must also establish and maintain program and
fiscal records that include a certification by the student’s
supervisor, an official of the institution or off-campus agency,
that each student has worked and earned the amount being
paid. The certification must include or be supported by, for
students paid on an hourly basis, a time record showing the
hours each student worked in clock time sequence, or the
total hours worked per day (34 CFR 675.19(b)(2)(i)).
Condition: For certain students selected for testing, the University was
unable to support that students were notified of the terms of
their award prior to disbursing FWS compensation.
Cause: Administrative oversight with respect to FWS compensation.
Effect: Students were not properly notified of the terms and
conditions of their FWS compensation in accordance with
federal regulations.
Questioned Costs: None.
Context: For 4 of 13 students selected for testing, the University was
unable to provide documentation supporting that students
were properly notified of the terms and conditions of their
FWS compensation.
Identification of Repeat Finding: No similar findings noted in the prior year.
Recommendation: We recommend the University enhance its procedures over
FWS compensation to ensure that students are properly
notified of the terms of their compensation.
Views of Responsible Officials and Planned Corrective Actions:
In an effort to maximize the utilization of student aid, current
student workers were reviewed for FWS eligibility. Those
students identified were awarded the FWS funds without
being notified though they did indicate they were interested
in FWS funds. The Financial Aid Office and Human Resources
will collaborate to ensure that work study students are not
allowed to start work until they have followed proper hiring
procedures within the PeopleAdmin system. The Financial Aid
office is also modifying the way this award will be offered in
2024-2025. The Financial Aid office will add this award to the
automated process when students are first packaged. At that
time, they will need to accept or decline the offer. From
acceptance, the student will be prompted to complete a
short training video on acquiring a University job. Upon
completion of the video the students will be provided an
automated link to the PeopleAdmin system where they will
have access to the open jobs on campus. The Financial Aid
office will receive an automated confirmation from the
PeopleAdmin system that all necessary documents and
training have been completed. The Financial Aid office will
assign an individual to oversee this process.