MONITOR FWS DEPARTMENTAL CEILING

It is the responsibility of the department supervisor to monitor the FWS expenditures. The Student Financial Aid Office will help in monitoring the ceiling by sending the Student Employment Report to the department after each payday.

1. Compare the amounts listed under "Departmental Expenditures" with department records to see if there are any discrepancies.

2. Note the "Department Ceiling Balance." Check to see that the department is appropriately scheduling student employees to ensure that funds will last as needed for the remainder of the fiscal year. Remember this report is based on payroll information which is two weeks behind actual hours worked.

4. Because payroll information is two weeks behind, supervisors must set up a system for monitoring their student employees' up-to-date earnings. This will ensure FWS earnings will not exceed the departmental ceiling. To assist with this monitoring, a "Record of Earnings Sheet" was designed for departments use and may be obtained by contacting the Student Financial Aid Office.

5. Exceeding the departmental ceiling is viewed as a supervisory problem and may result in a decrease of future FWS allocations to the department. In the case of an off-campus agency, the Federal Work-Study Contract may be terminated.

6.  The department may make an additional ceiling request that is a one time increase designed to get you through the year or a special project.  The department may also make a request for an increase in your original base fund.  This request can only be made in the spring for the next fiscal year. 

FY09 FWS Departmental Funding Request Form