[Msoadm] Required Work Study Corrections-Please Take Action by 12/15/2021

[Bobbi A McCracken]

Dear Colleagues,

Due to a series of errors, the Work Study funding split for academic year 2122 was not available in the UCPath system for the first three biweekly payrolls for fall (Pay Period End Dates 10/02/2021, 10/16/2021 and 10/31/2021);  therefore, the general ledger did not include any funding splits for student employees with Work Study.  Starting with payroll period ending with 11/13/2021, the Work Study setup is complete and active in the UCPath system, and processes have been put in place to prevent a reoccurrence of this situation.

Unfortunately, for previously processed payroll transactions related to Biweekly Pay Period End Dates 10/02/2021, 10/16/2021 and 10/31/2021, corrections cannot be automated due the complexity of the data.  Departments must apply work study funding splits for eligible student employees to avoid negatively impacting the student's financial aid by requesting salary cost transfers by no later than 12/15/2021. However, there are two types of transactions and each requires different handling:  1)  The first type is the one with a work study program already setup on the position and job record; and 2) The second type is for transactions of eligible employees' job records that do not have a work study program setup.  Please carefully review the attached information as it will assist departments with processing the required corrections.

*        SCT Processing - Work Study guide.  This brief guide provides instructions for correcting both types of transactions referenced above.

*        A list of all eligible employees whose work study setup was incomplete during the three impacted biweekly pay periods. There are two main tabs in the file:

o   First tab "WorkStudy_AY2122_PreviousSetup" contains a list of employees and payroll transactions that can be requested via the SCT Tool and processed by the respective SSC.

o   Second tab "WorkStudy_AY2122_RequireSetup" contains a list of employees and payroll transactions that requires first submitting a request via ServiceLink for work study program setup for each employee eligible position; once the work study setup is complete, salary cost transfers can be requested using the attached form "Complex SCT Manual Request Form". Note: the form has changed, and this form must be submitted via email to ucrfsfeedback at ucr.edu<mailto:ucrfsfeedback at ucr.edu>.

*        SCT Manual Request Form:  note this form has been updated and should be used for all future exceptional, manual salary cost transfers going forward.

*        SuperDOPE SCT Supporting Documentation Template.  This information is required to be submitted with all SCT Manual Requests.

Please coordinate corrections with the appropriate staff in your department according to the guidance provided to ensure work study funding splits are applied on all eligible student employee jobs and recover departmental resources.

If you have any questions, please reach out to Financial Aid or Payroll Coordination at the following emails:

Financial Aid:   workstudy at ucr.edu<mailto:workstudy at ucr.edu>

Payroll Coordination: ucrfsfeedback at ucr.edu<mailto:ucrfsfeedback at ucr.edu> subject "Work Study SCT"

We apologize for the inconvenience caused by this situation and appreciate your support to correct these transactions that  impact both departmental ledgers and your student employee's financial aid.

Sincerely,

Bobbi McCracken, Associate Vice Chancellor and Controller
Jose Aguilar, Director of Financial Aid

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