Generate Federal Work-Study Earnings

Note: Users performing this task must have the System administrator / CMC: Federal work study administrator role.

You can use the following options to generate Federal Work-Study (FWS) earnings for an employee assigned to Federal Work-Study Positions with the Student role.

Prerequisites

Prepare the following items before you generate Federal Work-Study earnings:

  • Navigate to Human resources > Compensation > Fixed compensation > Fixed compensation plans and ensure that the Fixed compensation plan that is used to calculate the Federal Work-Study earnings has the following configurations:

    • (Recommended) Set the Pay rate conversion field to Hourly.

    • Set the Anthology Payroll use field to Base wage.

  • Navigate to Module > Anthology Payroll > Setup > Parameters, select Use HR Compensation Module, and set the String value to Yes.

  • Create an earning code for FWS under Anthology Payroll > Setup > Earnings > Earnings > Earning code and set the Salaried impact to Additional.

  • (Recommended) Configure and use a separate Pay group for FWS and assign it to the position.

  • Navigate to Human resources > Setup > Integration with external systems > Update data for federal work study payroll and run the Update Data for Anthology Payroll Batch Job to ensure that the latest values are populated for the fields in the Earning statement header section on the Federal Work-Study earning statements page.

Generate Federal Work-Study Earnings Option

  1. Select the required Legal entity.

  2. Navigate to Student Accounting > Federal work study > Federal work study earning statements.

  3. Select the required earning statement number.

    — OR —

    Select the required earning statement number.

  4. Under Generate, select Earnings.

    The earning lines are generated and added to the Earning statement lines section.

Generate Federal Work-Study Earnings Batch Job

  1. Select the required Legal entity.

  2. Navigate to Student Accounting > Periodic tasks > Federal work study earnings processes, and select the Generate federal work study earnings batch job.

  3. In the Parameters section, select appropriate values in the Pay group and Pay period dates fields.

  4. (Optional) In Records to include, select Filter and select the workers that must be included.

  5. (Optional) In Run in the background, configure the recurrence for the batch job.

  6. Select OK.

    The Generate FWS earnings batch job is configured.

The generated FWS earnings are displayed in Student Accounting > Federal work study > Federal Work-Study Earning Statements.

Notes:

  • When the award balance is insufficient, the earning lines are generated using the overflow earning code. For more information, refer to Generate Earning Lines Using the Overflow Earning Code.

  • If the earning lines are regenerated for the same pay period, the Payment status and the award balance of the already generated earning lines are updated as explained in the following table.

    When the Payment status is... The Payment status of the earning line is...
    New Not updated.
    Processed Not updated.
    Validated and Sent to Payroll is Success. Not updated.
    Validated and Sent to Payroll is not equal to Success. Updated to New, and the pending amount is reverted on the Student awards page.
    On Hold Updated to New, the Description field is cleared for the earning line, and the award balance is reverted on the Student awards page.