FEDERAL WORK STUDY PROGRAM CALIFORNIA STATE UNIVERSITY, EAST BAY

1. FEDERAL WORK STUDY PROGRAMCALIFORNIA STATE UNIVERSITY, EAST BAY 2012 / 2013 WORKSHOP FOR FWS OFF CAMPUS LOCATED & OFF CAMPUS FUNDED EMPLOYERS AND NON-PROFIT ‘CS’ AGENCIES

2. TYPES OF EMPLOYERS / OFF CAMPUS FWS AGREEMENTS • CALIFORNIA STATE UNIVERSITY, EAST BAY TYPICALLY UTILIZES TYPE A or B AGREEMENTS EXPRESSLY WRITTEN FOR CSU CAMPUSES • TYPE A EMPLOYERS ARE GENERALLY F.I.C.A. EXEMPT AGENCIES [State, County, City, Districts] • TYPE B EMPLOYERS ARE NOT F.I.C.A. EXEMPT • BOTH TYPES MUST OFFER ‘CS’ ELIGIBLE FWS POSITIONS AND MEET ELIGIBILITY TEST FOR CSUEB ‘CS’; WE DO NOT SIGN FWS AGREEMENTS WITH OFF CAMPUS NON-CS EMPLOYERS, OR ‘FOR PROFIT’ EMPLOYERS OR GROUPS AT THIS TIME

3. EMPLOYER CO-PAY OR MATCH • TYPE A AND B FWS EMPLOYERS ARE RESPONSIBLE FOR A 25% to 35% CO-PAY OR ‘MATCH’ OF THEIR STUDENT SALARIES, DEPENDING UPON THE TYPE OF ‘CS’ OPPORTUNITY BEING OFFERED • THE FEDERAL PROGRAM COVERS 65% to 75% OF APPROVED FWS STUDENT EARNINGS, AGAIN DEPENDENT UPON THE CS TYPE OF OPPORTUNITY FOR STUDENTS

4. ADMINISTRATIVE FEE • THE UNIVERSITY ADDITIONALLY CHARGES A 15% ADMINISTRATIVE FEE TO ALL OFF CAMPUS FUNDED FWS EMPLOYERS REGARDLESS OF ‘TYPE’ • EMPLOYERS ARE BILLED IN ARREARS BY THE UNIVERSITY ACCOUNTING OFFICE BASED ON ACTUAL STUDENT EARNINGS

5. PAYMENT TO STUDENTS • TYPE A EMPLOYERS--YOUR STUDENTS ARE PAID BY AND THROUGH USUAL CAMPUS PAYROLL SYSTEMS VIA PEMSA/FA/FWS OFFICE • TYPE B EMPLOYERS--YOUR STUDENTS ARE PAID DIRECTLY BY YOUR AGENCY AND SHOULD BE TREATED AS AGENCY EMPLOYEES

6. REIMBURSEMENT PROCESSES – TYPE A • TYPE A EMPLOYERS--WILL BE BILLED GENERALLY ‘QUARTERLY IN ARREARS’ FOR THE 25% to 35% MATCH, PLUS THE 15% ADMIN FEE BY THE UNIVERSITY ACCOUNTING OFFICE. • FOR EXAMPLE, JULY/AUGUST/SEPTEMBER STUDENT EARNINGS WILL BE BILLED IN LATE OCTOBER AFTER THE HOURS ARE WORKED, PROCESSED THROUGH OUR LOCAL SYSTEMS, AND THE STUDENT HAS ALREADY BEEN PAID BY THE CAMPUS PAYROLL SYSTEMS.

7. REIMBURSEMENT PROCESSES – TYPE B • TYPE B EMPLOYERS—WILL BILL THE UNIVERSITY ON TIME SHEET AND INVOICE FORMS PROVIDED FOR THE 65% to 75% FEDERAL SHARE MINUS THE 15% ADMINISTRATIVE FEE • AFTER PEMSA/FA/FWS OFFICE APPROVAL, THE INVOICE IS SUBMITTED TO THE UNIVERSITY ACCOUNTING OFFICE FOR PAYMENT DIRECTLY TO THE AGENCY— REIMBURSEMENT TIME LINES VARY

8. REVIEW--PART I • TYPE A vs TYPE B FWS EMPLOYERS / NEW AGREEMENTS STARTING FY 2012/13 • 65-75%/25-35% FEDERAL/CO-PAY MATCH • 15% UNIVERSITY ADMINISTRATIVE FEE TO ALL OFF SITE FUNDED EMPLOYERS • PAYMENT ‘TO STUDENT’ PROCESSES • REIMBURSEMENT PROCESSES TO EMPLOYERS / UNIVERSITY AND TYPICAL TIMELINE EXPECTATIONS

9. HOW TO BE CONSIDERED • COMPLETE AND RETURN OFF CAMPUS FUNDED FWS APPLICATION WITH ALL SUPPORTING DOCUMENTS AND ATTACHMENTS AS REQUESTED • BEGIN WORKING ON JOB ANNOUNCEMENT FLYERS • SUBMIT MATERIALS EARLY and/or BY THE PRIORITY DEADLINE DATE (4/15) • WE DO NOT ACCEPT ADDITIONAL EMPLOYERS AFTER JUNE 30TH

10. JOB SELECTION • STUDENTS SELECT THE JOBS THEY ARE INTERESTED IN FROM CAMPUS JOB WEB SITE (MAKE YOUR JOB INTERESTING) • OFFICIAL JOB DESCRIPTIONS ARE REQUIRED FOR ALL JOBS LISTED AND FILLED WITHIN THE FWS PROGRAM (ALL SUBJECT TO OUTSIDE AUDIT) • COLORFUL JOB FLYERS POSTED ON CAMPUS ATTRACT ADDITIONAL STUDENT ATTENTION TO YOUR POSITION • BE SURE TO INCLUDE SPECIFIC DETAILS ON CONTACT INFORMATION SO STUDENTS CAN FIND YOU EASILY FROM YOUR JOB DESCRIPTIONS / FLYERS

11. WHAT IS COMMUNITY SERVICE? • DEFINITION OF “COMMUNITY SERVICE” JOBS AT CSU EAST BAY FOR FWS, AND RELATED EXAMPLES OF JOB TASKS • AMERICA READS CHALLENGE • AMERICA COUNTS CHALLENGE • FAMILY LITERACY PROGRAMS • NO CHILD LEFT BEHIND / RACE TO THE TOP • TYPES OF PROGRAMS / AGENCIES AND JOBS AND TASKS WE ARE LOOKING FOR (HAND’S ON AND DIRECTLY WITH YOUR CLIENTS / USERS; NOT BEHIND THE SCENES, NO FUNDRAISING, ETC)

12. STUDENT ALLOCATIONS • FA ELIGIBLE STUDENTS MAY BEGIN EACH AWARD YEAR WITH A FWS ALLOCATION OF $800/QUARTER FOR EVERY QUARTER • COMMUNITY SERVICE POSITIONS MAY BE INCREASED, PENDING STUDENT ‘NEED’ AND IF FUNDING IS STILL AVAILABLE, TO $1K/QUARTER -- AFTER EMPLOYER NOTIFICATION FORM IS FORWARDED TO PEMSA / FAO / FWS PROGRAM OFFICE

13. NOTIFICATION OF HIRE • INTERVIEW STUDENTS WHO MAY APPEAR / RESPOND TO YOUR AD • MAKE SURE YOU HAVE A CURRENT “FWS HIRING AUTHORIZATION FORM” OR ‘eHAF’ FROM CSUEB • RETURN FWS NOTIFICATION FORM TO PEMSA/FAO/FWS PROGRAM OFFICE—SA3405, AT CSUEB FOR EVERY STUDENT HIRED • WE WILL AUTOMATICALLY REVIEW CS STUDENT FILE FOR AN INCREASE WHEN POSSIBLE AND IF FUNDS ARE AVAILABLE

14. REVIEW--PART II • HOW TO BE CONSIDERED AS AN OFF SITE FWS EMPLOYER • JOB SELECTION BY STUDENTS • WHAT IS COMMUNITY SERVICE? • STUDENT ALLOCATIONS AND POSSIBLE INCREASES / DECREASES • EMPLOYER NOTIFICATION OF HIRE TO FWS ADMINISTRATOR @ CSUEB

15. QUESTIONS? • HOW CAN WE ASSIST YOU IN BECOMING AN OFF SITE / OFF CAMPUS FUNDED ‘CS’ APPROVED FWS EMPLOYER • MARKETING YOUR JOB(S) TO FIND SUITABLE ELIGIBLE STUDENT WORKERS FOR YOUR WORK NEEDS • WE PROCESS PAYROLL SEVEN UNIQUE WAYS WITH ON AND OFF CAMPUS FWS EMPLOYERS AND FEDERAL TRACKING REQUIREMENTS WITHIN THE FWS PROGRAM • WORKING WITH STUDENTS WHO HAVE A SECOND FWS JOB • BEST WAYS TO CONTACT US: JAN GIOVANNINI-HILL FWS ADMINISTRATOR 510-885-3357 jan.giovannini-hill@csueastbay.edu SA3405 • WE TRULY APPRECIATE ALL THAT YOU DO FOR OUR STUDENTS!