COLLEGE WORK STUDY TABLE
Control Table #29
Since the implementation of the current HR system, it has been necessary to contact SCS in order to change information on the college work study table. These changes are entered using an editor followed by the re-compiling of approximately 12 programs. Although these changes are usually effective with each new fiscal year, requests are received in a random order causing a repetition of the process a number of times, often after the new fiscal year has begun.
To make this process more flexible a new control table has been created to hold college work study (CWS) information. This table is date sensitive and will allow users to update CWS account info without having to coordinate changes with SCS.
To use this new table, it is first necessary to contact the security administrator for access to Functions 61 & 62, Screen 29.
HRMS CWS ProcessingDescription:
Two main components,
1) Employee's Job Screen
- Employee Type at the top of the Job Screen
- "Department" account number listed on the account line
- Earnings Type on the account line
2) CWS Control Table (Organization specific)
- Earnings Type
- Employee Type
- CWS account number
- Split percent
The CWS process checks the Employee Type and Earnings Type from the Job Screen, and if a match is found in theorganizations CWS table, then the process looks to the Split percent for that earnings & employee type and charges that percent to the CWS account number from the control table.
For example, if the Split is 75%, then 75% will be charged to the CWS account number and 25% to the "Department" account number.
All fringe charges are applied to the "Department" account number listed on the account line of the job screen.
Note: If the employee has maxed out on their college work study allotment from screen 36 (or does not have an allotment set up), all charges will be applied to the "Department" account from the job screen.
Job Screen (EMP TYPE = ST):
ACCOUNT ERN RATE
8361-820-1111 FW1 10.00
CWS Table (EARNINGS TYPE = FW1)
EMP-TYPE ACCOUNT # SPLIT
ST 8361-820-5555 75
For 10 Hours @ $10/hour the $100 would be charged:
$75.00 to CWS Acct 8361-820-5555
$25.00 to "Dept" Acct 8361-820-1111
To update, choose function 61 from the main HR menu, then page (F3) to the next screen.
Now enter the effective date, mark the table ("x"), enter the earnings type and organization ID.
Note: The earnings type must be defined on the earnings table for that organization before the process continues.
In this example, the employee type ST was entered previously. Employee type GA is to be added.
Here Employee Type GA has been added:
Currently, the data dictionary will only allow employee types ST and GA. The screen allows up to ten lines for future expansion.
The split must be between 0 and 100 percent.
The account number currently is not edited. This was done to allow the entry of new fiscal year information before the chart of accounts is updated. If requested, a warning could be programmed.
Finally:
When payroll processes, the pay period end date is used to retrieve the correct CWS information.
For handwritten checks, the account line end date is used to retrieve CWS information. This make it possible to issue checks in a new fiscal year to replace originals issued in the prior year.