Using College Work Study Interface
Contents
1. ya Employment Authorization Status Validation RTVAUST 7 2 1 Active Activity Status Description Indicator Date au authorized ToWerk o wo Prausasa gt Move Movedto Different Postion o fis un 2002 Rese Resigned From soo o 21 auG 1991 erm Terminated Fromuob o 21 AUG 1991 H ii P ki ka bl a a OOo o j Jj o o Coa 4 4 o E J O a JC O J m es EO o o o fj Ci a m E L a Oo L o C z 2 Establish Job Establish job skills on the Job Title Requirements form RJRJREQ P Q The requirements to fill a position are associated with a specific job title 48 Job Title Requirements RJRJREQ 7 0 Job Tite E preasan OOO a Requirements Job Title Requirements Job Title Requirements EO OSO O J Requirements Search Requirements Keyword J Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Page 8 February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology 3 Associate Jobs with Pay Rates RJRJOBT 4 Establish Name and Address RJAPLBD On the Job Title Base Data form RJRJOBT associate job titles with valid pay ranges ea Job Title2. RJRPLRL ar f maintained in this form for each student employment location 48 Placement Rules RJRPLRL 7 3 OEE Aid Year 0405 Placement Code acavp v ACADEMIC AFFAIRS 7 Position ee mama Allocation Employee Class Chart of Accounts Code Organization Code Position Allocation Employee Class Chart of Accounts Code Organization Code UP Position Ga Allocation Employee Class O Chart of Accounts Code Organization Code Ca 6 Build Build the employment default files in the Student Employment Default ec Rules form RJRSEDR The employment default rules define the RJRSEDR authorization dates and pay dates for a specific ai za Student Employment Default Rules RIRSEDR 7 0 IG Aid Year 0405 m 2004 2005 Aid Year Authorization Start Date r u 2004 E Authorization End Date 30 JUN 2005 El Starting Pay Date O1 JUL 2004 5 Ending Pay Date BO JUL 2005 FH Authorization Status aum 7 Authorized To Work Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Page 10 February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology Il Creating and Awarding Employment Authorizations Employment Authorizations 1 Create Awards A student must have an award for college work study in the Award form RPAAWRD and a student employment record must exist in the Student Employment Authorization form RJA
3. N unless you have verified with the Payroll peel Office that a correction is scheduled for the next payroll 2 Verify Output Verify that ZRPWST2 has completed successfully and that there are no Files errors Sample output files follow Sample output for the audit lis file Page 1 Work Study Report of Students Processed RUDIT VERSION NO RECORDS UPDATED Term Amt Pay Semester Total ID Name Code DATE Paid Rate Hours Balance Remaining Fund 741741741 Run Chicken 200408 20030930 212 25 5 15 41 21 1075 50 2575 50 FUKSTY 987654321 Marshall Bradlee Te 200408 20030930 160 50 5 15 35 05 1319 50 2819 50 FUKSTY se eo t ZRPYST2Z FF Te eT version 70 Run began on 17 Nov 03 at 10 19 17 aeaeeaaeee Run parameters tttereeaae Aid Year 0405 Process Code A Override N Total Amount Processed 392 75 Total Records Processed 2 Run ended on 17 Nov 03 at 10 19 17 Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Page 16 February 2006 Using College Work Study Interface Georgia Enhancements 7 0 Office of Information and Instructional Technology Sample output for the update lis file Page 1 Work Study Report of Students Processed Term Amt Pay Semester Total ID Name Code DATE Paid Rate Hours Balance Remaining Fund 741741741 Run Chicken 200408 20030930 212 25 Sul 5 41 21 1075 50 2575 50 FWK3TY 987654321 Marshall Bradlee Te 200408 20030930 180 50 5 15
4. aaa NAAALAALA AGA 13 1 Create the GJPxxx Flat File 1 cssccsseccsserccsseecsseenssensesnencasnessseseanenessaansseeensnenesseaneass 13 PWSXXx File ay OUt alos GAAN AIN ANNA APA 13 2 Move the Flat Pip aaa anas 14 IV Loading the PeopleSoft File into Banner 1 1 11 x 0 0 07 07 0 07222200 aaaaan 14 CWSI Load PrO0CESS aaa ARAL a a 14 1 Execute the CWSI Load Process ZRPWSTT1 2mm an nwnwwannannuaaananauaananannan 14 2 Review the Error Report sss1eccccseeencccsenececsennnseceennsesesenensesesnenseseenenseanenensnessnennnsees 14 3 Mak COMPO CHOI ana NANA NANATAG NA AA 15 Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Page iii February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology V Updating Records In Banner nnnunanaaananaannnnanaunaaanaaaaananasasasanaaa 16 CWSI Update Process naaa a aaa Dana 16 1 Execute CWSI Update Proce 1 ssscccsecccserccsseccsseensnenssanencasennssnenseanaesasennsseneeananeass 16 2 Verify Output FUN CS aaa ANDI Aa 16 3 Verity UD ate naa nanaman aT Aa a aan 17 VE Verifying REPoNS aaa AG AA AA 19 CWSI Remaining Balance Repott 1 sssccccecccsecccsnenccseencssensnensesnencesseessnenssananssseenseensessenessaes 19 1 Generate the Remaining Balance nana nnna anna aana naparan anuna nana n
5. 35 05 1319 50 2819 50 FWUKSTY se ee RE 8 ZRPYSTZ ee FE AH version 7 0 Run began on 17 Nov 03 at 10 21 57 aenneeeeee Run parameters TERRRRRRER Aid Year 0405 Process Code U Override E om 3 Verify Update Total Amount Processed 392 75 Total Records Processed 2 Run ended on 17 Nov 03 at 10 21 57 Verify that the records updated by the process are displayed correctly on RPAAWRD and RJASEAR The Paid column in both records is updated each time the student is paid RPAAWRD should display the amount the student was paid for the pay period fa Award Maintenance RPAAWRD 7 3 AidYear 405 7 w rnz 7 Chicken Run Fund Awards by Term Disbursement Schedule Declined or Memoed or fa Description Status Lock System Offered Accepted Cancelled Authorized Paid Override Web v X m S Ka Kas O O MP kaa a FSUB Subsidized Stafford Loan Isacp h s 2625 00 2625 00 a ewKsty Federal Work Study fsace In s 3000 00 3000 00 21225 lZ O E 70 I z o jo Award Totals 9625 00 9625 00 00 00 212 25 gt Detail Override Exists Budget 13 318 00 Group UGINON EFC Gross Need Unmet Need Resource 00 Pell EFC o FM 00 13 318 00 468300 Offered 362500 Aid Period Ful IM Subsidized Loan Exclusion Amount Page 17 Georgia Enhancements User Documentation 7 0 Usi
6. Base Data RIRJOBT 7 2 Job Title Hourly Pay Pay Range Pay Range Pay Code Description Indicator Low High Default iso formceassstant o a 5 ss ss ee o i J B F J J o C C L o 7 Cl JC o i j o E L B L B o C C Coama o Lo CL __ o pl Ll C Se e O a ENES o NO Coo a C U Uuu O a J ka J o Ld o C o E C C e b O j j z On the Placement Base Data form RJAPLBD create and maintain name and address information for student employment locations 7a Placement Base Data RJAPLBD 7 0 Placement acave VP ACADEMIC AFFAIRS Supervisor Jane Doe Address 111 Work For Me Way State Provence a w ZIP Postal Code bos 7 Nation us 7 United States of America Telephone 706 Activity Date 02 MaR 2000 m Page 9 Georgia Enhancements User Documentation 7 0 Using College Work Study Interface February 2006 Using College Work Study Interface Georgia Enhancements 7 0 Office of Information and Instructional Technology 5 Build Job Placement Rules Build Job Placement Rules on the Placement Rules form RJRPLRL Positions and the associated allocation for positions are established and
7. Update process ZRPWST2 2 Verify the report output files lis amp log 3 Verify records are updated in Banner RPAAWRD and RJASEAR 4 VI Verifying Reports Report 2 Review the Balance Report output 1 Generate the CWSI Remaining Balance ZRRWSTD dis amp log Page 6 Georgia Enhancements User Documentation 7 0 Using College Work Study Interface February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology Using College Work Study Interface Establishing CWSI Codes and Rules Preliminary Requirements CWSI Codes and Rules Specific required information must exist for each student in the following forms before using CWSI Descriptive Title Name Identification Form SPAIDEN Award Form RPAAWRD Student Employment Authorization Form RJASEAR You must establish CWSI codes and rules before using the CWSI process Create a student employment authorization using the Authorization Status Code Validation form RTVAUST Define and maintain the requirements to fill a position in the Job Title Requirements form RJRJREQ Job titles are associated with valid pay rates in the Job Title Base Data form RJRJOBT valid pay rates are used in the calculation with number of hours to work to determine the pay amount This information helps prevent over awards for the college work study program Each departmen
8. the run ID in PeopleSoft that is used to post the student payroll dollars to RPAAWRD and RJASEAR Board of Regents 5 BOR Payroll 5 Interfaces 5 GL Interface The flat file is created and stored in the c temp directory unless otherwise designated by the user Field Position Length Format Comments Account 1 6 6 Char Must begin with 723 Fund 7 11 5 Char Department ID 12 21 10 Char Program 22 26 5 Char Class 27 31 5 Char Budget Period 32 35 4 Char Project ID 36 50 15 Char Check Date 51 61 11 Date DD MON YYYY SSN 62 70 9 Char Expense Amount 71 79 9 Sign 7 2 999999 99 negative sign 99999 99 Encumbered 80 88 9 Sign 7 2 999999 99 negative Amount sign 99999 99 Pay Run ID 89 92 4 Char Name 93 142 50 Char Emplid 143 153 11 Char Position Number 154 161 8 Char Position Pool ID 162 164 3 Char Account Code 165 189 25 Char Pay Run 190 219 30 Char Description Transaction Type 220 221 2 Char Pay Group 222 224 3 Char Page 13 Georgia Enhancements User Documentation 7 0 Using College Work Study Interface February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology 2 Move the Flat File KI Dangeri Move the flat file FWSxxx from the c temp directory to the SDATA HOME tapedata finaid directory The file must be in this location for
9. 0 Using College Work Study Interface February 2006 Using College Work Study Interface Georgia Enhancements 7 0 Office of Information and Instructional Technology Following is a list of errors that you may see on the error report Error Description of Error No SPRIDEN Record This error appears when a payroll record for a student exists that has no SPRIDEN record No Employment Authorization Record This error appears when the student is missing a record in the Student Employment Authorization form RJASEAR No Award Record This error appears when the student does not have a record in the Award form RPAAWRD No SGBSTN Record Exists This error appears when the student does not have a record in the General Student form SGASTDN Following is a sample of a zrpwst1 lis file with no errors produced when the CWSI Load process is executed EREEREER PRPYST 885 version 70 Run began on 08 Sep 05 at 11 30 48 KKKSSEEESS Run parameters HERRERA File Name FUS715 TXT Aid Year 0405 Term Code 200408 Fund Code FUKSTY Work Study Records Without ERRORS 2 Work Study Records With ERRORS 0 Total Work Study Records gt a Total of Work Study Payroll including errors 39215 Run ended on 08 5ep 05 at 11 30 48 3 Make Correct errors manually after reviewing the zrpwst1 lis file you receive Corrections when you execute the CWSI Load process Create record
10. I Process Flow Complete the following steps to load and update College Work Study payroll information in Banner I Establishing CWSI Codes and Rules 1 Create Authorization Status codes Establish job skills Associate job titles and descriptions with valid pay rates 4 Establish name and address information for student employment locations Build the job placement rules Build the employment default rules RTVAUST RJRJREQ RJRJOBT RJAPLBD RJRPLRL RJRSEDR 4 to receive CWS each student 4 ll Awarding and Creating Employment Authorizations 1 Create the award for the students entitled 2 Create the employment authorization for RPAAWRD RJASEAR lll Creating the PeopleSoft Load File 1 Create the FWSxxx file in PeopleSoft to be loaded into Banner processed by Banner 2 Move the file to a location where it can be 4 IV Loading the PeopleSoft File into Banner Execute the CWSI Load process Review the error report file Make necessary corrections according to the error message received in the output ZRPWST1 zrpwst lis continued 4 Page 5 Georgia Enhancements User Documentation 7 0 Using College Work Study Interface February 2006 Using College Work Study Georgia Enhancements 7 0 nterface Office of Information and Instructional Technology V Updating Records in Banner 1 Execute the CWSI
11. SEAR Both of these forms are updated with payroll information by the completed CWSI processes Create awards for college work study on the Award form RPAAWRD for CWS A student must meet all eligibility requirements to receive an award for RPAAWRD the College Work Study program a Award Maintenance RPAAWRD 7 3 me r AAAA AidYear p405 7 ww 741741741 7 Chicken Run award Maintenance U Fund Awards by Term Disbursement Schedule Fund Awards Declined or Memoed or Fund Description Status Lock System Offered Accepted Cancelled Authorized Paid Override Web mo oe ma 2625 00 la Federal Work Study SACP N S 3000 00 3000 00 vl JO C sA Dp O e a Award Totals 9625 00 9625 00 00 00 00 Detail Override Exists Packaging Group 13 318 00 Group UGINON EFC Gross Need Unmet Need 00 Pell EFC O FM 00 13 318 00 4 699 00 9625 00 AidPeriod fu mM Subsidized Loan Exclusion Amount Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Page 11 February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology 2 Create On the Student Employment Authorization f
12. Using College Work Study Interface Georgia Enhanced Banner Student and Financial Aid Systems User Documentation Version 7 0 Office of Information and Instructional Technology February 2006 This page left blank to facilitate front back printing Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology Table of Contents Using Georgia Enhanced College Work Study Interface ccccccesssseseeeeeeteeees 1 Introduction to College Work Study Interface eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 1 PUPPOSCOf CWSI Lia E A 1 Target AUGICICG Laan AA A E E E E E Saad A E EE 1 Purpose and Scope of DOCUIMENL 11ccseeccccencccenccsnencsseensnenesnensasnansasenssnenseananeaseenseseessnensansaes 1 TADS EAA AA E NA PARAAN AE E eee 2 PROTO OIICOS coio a aa a ANT TOTEI AE OOA EON 2 SUPPON aa aea aa a cs a a aaa ADA a eae ee 2 College Work Study Interface Menu and Forms Reference 1111 0 0 0 000 3 011111 E E E E E BARAN A Se 3 CWSI Process POW iscscsccsscncsccssencsccssecsacssenceacerenceacssananactsancsacssancsaderetcsecasenssacesaasecdasenas 4 Description o CW SI 2 2233 pasada aa banaba abaka naanakan ba pba Ana 4 DUE EAA AA A 4 Overview of CWSI Process Flow 1 1csssccsseenssceessnencesnenseceensnensesnansasnensssneesnanseanaesasenssssanssanaees 5 Using College Work Study Interface unumammmmuenesununnnnanananan
13. aDOKKNBDAKAN0KKKAD 19 2 Review Repon DUDU aaa AGANG mGA KABANG KANAN AANO R 19 Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Page iv February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology Using Georgia Enhanced College Work Study Interface Introduction to College Work Study Interface Purpose of CWSI The Georgia Banner Enhanced Student and Financial Aid College Work Study Interface CWSI process inserts College Work Study payroll information from PeopleSoft HRMS into Banner eliminating manual entry Users maintain CWSI through Banner baseline and Georgia Enhancements Target Audience Target audience includes the following e Financial Aid Officers e Payroll Officers e Business Officers Purpose and Scope This document explains how to use the Georgia Enhanced version of of Document College Work Study Interface that accommodates University System of Georgia needs and requirements This chapter includes the following topics e Introduction to CWSI e CWSI Menu Reference e CWSI Process Flow e Using CWSI o Establishing CWSI Codes and Rules o Awarding and Creating Employment Authorizations o Creating the PeopleSoft Load File o Verifying and Correcting CWSI Error Results o Loading CWSI Data into Banner o Verifying CWSI Results Georgia Enhancements User Documentation 7 0 Using College Work Study Interfa
14. anasasanannannmamanananann 7 I Establishing CWSI Codes and Rules mnnnnnnaaannannnanunnunaaaaaaananannananananan 7 Preliminary Requirements 1 cssccccsecccceencssenssnencccnencnsennsnenseananensnansuseesenenseananssusenseseneeseanessaes 7 CWSI Codes and 7 AA 7 1 Create Authorization Status Codes RTVAUST 2 00nn nn nwwaanannuunanananuaanannan 8 2 Establish Job Skills RIRSREQ 22 2 cccccccccccesseecssecnsnensnensnaecnaecnaecnsneneneneneneesnseneaees 8 3 Associate Jobs with Pay Rates RJRJOBT s scsssssscsssssnsnsnsseensnssensnenssanenens 9 4 Establish Name and Address RJAPL BD 1ccccsssseceensrsecnsnnnsecnsnnrsecnensnseennnenees 9 5 Build Job Placement Rules RIRPLAL 1 ccss1sccccsssseccsnsesecesnsnsncesnerecenenseensnsnenes 10 6 Build Employment Default Rules RIRSEDR sssscsseccsseeesseersssencasseessseensnenseass 10 Il Creating and Awarding Employment Authorizations 22 11 Employment Authorizations ssssccccseccsceensccesesnencssnenseseensnensesunansaseensuensesnaneasnaesasenssnenseasanease 11 1 Create Awards for CWS RPAAWRD cccsssscecesnsececesnncecnsnnnsecnsnnnnseensnaneeensnnees 11 2 Create Employment Authorizations RJAGSEAR 1 s 1ccsseecsssercsercssnensesseesssessnenssees 12 Hi Creating the PeopleSoft Flat File s ssseccccccccscssesssnseeeeessssssssessnneeeeesessssseens 13 PeopleSoft Flat Fil
15. ce Page 1 February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology Graphics ie N o i References W Support Graphic cues used in this document assist with labeling of steps and items that are particularly important Steps for recovery or support For additional information see references Exercise caution Warning an error here is critical For information about the baseline product see Using SCT Banner Financial Aid User Manual Chapter 16 Student Employment For additional OIT resources and support contact the OI T HELPDESK Web http www usg edu customer services self service ticket submission E mail helpdesk usg edu For urgent or production down situations call the ONT HELPDESK Local 706 583 2001 Toll free within 1 888 875 3697 Georgia Page 2 Georgia Enhancements User Documentation 7 0 Using College Work Study Interface February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology College Work Study Interface Menu and Forms Reference een Use the following Banner baseline forms to establish and maintain College Work Study Descriptive Title Name Employment Authorization Status Validation Form RTVAUST Job Title Requirements Form RJRJREQ Job Title Base Data Form RJRJOBT Placement Base Da
16. e current pay period and all previous pay periods as well as the award amount 1 Generate the ZRRWSTD provides the user with a list of the remaining award amount Remaining for each student The remaining balance is calculated based on the Balance amount paid to the student for the pay period and all previously posted pay periods Following is information about each of the parameters to use when running this process ZRRWSTD Parameters No Name Req Description Instructions Values 01 Aid Year Yes Enter the appropriate Aid Year for the YYYY Code term you are processing payroll data 02 Begin Term Yes Enter the beginning term code for the Code Aid Year selected 03 End Term Yes Enter the ending term code for the Aid Code Year selected 04 Fund Code Yes Enter the valid fund code for the College Work Study Program 05 Choose Yes Enter the order the report will print 1 1 Order for alphabetical 2 for SSN 06 Choose Yes Enter the report to print 1 for error 3 Report table listing 2 for account balances 3 for both 2 Review Report Review the report output to determine if a student will exceed the award Output amount within the next pay period Sample output follows on the next page Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Page 19 February 2006 Using College Work Study Interface Georgia Enhancements 7 0 Office of Information and Instructional Tech
17. ng College Work Study Interface February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology RJASEAR should display the amount paid and the remaining award balance for the student ga Student Employment Authorization RUASEAR 7 3 Aid Year 305 7 m 741781741 7 chicken Run Awards Fund Status Offered Accepted Paid Remaining FAKSTY SACP 3 000 00 3 000 00 212 25 2 575 50 Authorizations Fund Fuxsty 7 a Authorization Placement ACAVP 7 Position oo0002 gt Start Date 08 AUG 2004 GH Suffix 00 End Date 30 JUN 2005 f5 Job Title osa 7 Status AUTH 5 Payroll Pay Rate 515 Start Date fos auc 2004 FH Authorized Hours 575 End Date Go wuL 2005 E Authorized Earnings 2 961 25 Stipend Amount Activity Date 12 OCT 2005 Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Page 18 February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology VI Verifying Reports CWSI Remaining The CWSI Remaining Balance Report ZRRWSTD indicates the Balance Report amount the student has remaining for payment from the work study program This remaining balance is calculated based on the amount paid for th
18. nology Sample output for the lis file Page 1 Work Study Report of Students Fund Code FWKSTY Students with have balances of 5100 or less ID Name Amount Amount Act Accepted Paid 741741741 Run Chicken 1 500 00 212 25 Y 987654321 Marshall Bradlee Te 1 500 00 180 50 Y e ee ee ZRRYSTD te ee Te version 70 Run began on 17 Nov 03 at 10 24 55 KERREAATET Run parameters TERRARERRE Aid Year 0405 Begin Term Code 200405 End Term Code 200408 Fund Code FUKSTY skipping Page 1 Work Study Report of Students Fund Code FUKSTY Students with have balances of 5100 or less ID Name Amount Amount Act Accepted Paid 1 500 00 212 25 Y 987654321 Marshall Bradlee Te 1 500 00 180 50 Y KG TETE ZRRISTD E eH RH version 70 Run began on 17 Nov 03 at 10 24 55 REEATATTT Run parameters tttteeaeee Aid Year 0405 Begin Term Code 200405 End Term Code 200408 Fund Code FUKSTY Total records PRINTED 22 Run ended on 17 Nov 03 at 10 24 554L ERRER ZRRISTD Fe ee OH version 70 Run began on 17 Nov 03 at 10 24 55 eeeaeeeeee Run parameters eerennae Aid Year 0405 Begin Term Code 200405 End Term Code 200403 Fund Code FUKSTY Run ended on 17 Nov 03 at 10 24 55 Work Lock Dept Ind ACAVP N BUSOFF N Work Lock Dept Ind ACAVP N BUSOFF N Page 20 Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Feb
19. orm RJASEAR create the Employment employment authorization for each student during a specific aid year Authorizations RJASEAR ga Student Employment Authorization RUASEAR 7 3 riii PIPE Paggana PAP aera ANENA E AidYear 0405 7 ap s7741 7 chicken Run eee eo oe Awards Fund Status Offered Accepted Paid Remaining Pasty sac 3 000 00 3 000 00 3 000 00 H Authorizations v p PI Haba prer E Authorization Placement ACAYP 7 Position 000002 F Start Date os auc 2004 EF Suffix wooo o End Date 30 Jun 2005 Job Title omn 7 Status aom 7 Payroll ar ina ag Start Date _ 08 aUIG 2004 Authorized Hours 575 End Date o JuL 2005 E Authorized Earnings 2 961 25 Stipend Amount E Activity Date 12 OCT 2005 J Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Page 12 February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology lil Creating the PeopleSoft Flat File PeopleSoft Flat File 1 Create the GJPxxx Flat File FWSxxx File Layout At the end of the pay period a payroll officer creates the FWSxxx file in PeopleSoft HRMS This file contains only college work study payroll data The FWSxxx file is moved from the c temp directory to the DATA_HOME tapedata finaid directory for the load process to read the file In PeopleSoft create the FWSxxx flat file where xxx is
20. ruary 2006
21. s in Banner to correct the No SPRIDEN Record error No Employment Authorization Record error No Award Record error and No SGBSTDN Record error Execute ZRPWST1 again Repeat this process until you receive no error messages on the report output Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Page 15 February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology V Updating Records In Banner CWSI Update The CWSI Update process ZRPWST2 loads the payroll data into the Process Award form RPAAWRD and the Student Employment Authorization form RJASEAR The paid amount is updated in both forms The remaining amount is updated in the RJASEAR form 1 Execute CWSI Run the CWSI Update process ZRPWST2 process from job Update Process submission GJAPCTL to update RRAAWRD and RJASEAR Following is information about each of the parameters to use when running this process ZRPWST2 Parameters No Name Req Description Instructions Values 01 Aid Year Yes Enter the appropriate Aid Year forthe YYYY Code term you are processing payroll data 02 Process Yes Enter the process code to audit the A audit Code records that will be updated or to mode or update the student records U update mode 03 Override Yes Enter Y to override errors YorN Errors oe Always set Parameter 3 to
22. t office that employs a college work study recipient requires a placement record Establish this record in the Placement Base Data form RJAPLBD that stores the placement code supervisor and address information Each placement record is associated with job placement rules that are established in the Placement Rules form RJRPLRL The position allocation employment class and origination codes are entered in this form Build employment default rules for each aid year in Student Employment Default Rules form RJRSEDR The authorization start and end dates define the period of time the student is authorized for employment in a department The starting and ending pay dates define the first and last date of payment to the student The authorization status code declares a student authorized to work under the work study program for the defined aid year Complete the steps that follow to establish CWSI codes and rules Page 7 Georgia Enhancements User Documentation 7 0 Using College Work Study Interface February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology 1 Create Create student employment authorization status codes on the Authorization Employment Authorization Status Validation form RTVAUST The Status Codes z nag 8 RTVAUST status code defines an authorization code that is used in conjunction with the student s employment
23. ta Form RJAPLBD Placement Rules Form RJRPLRL Student Employment Default Rules Form RJRSEDR Award Form RPAAWRD Student Employment Authorizations Form RJASEAR Use the following Georgia Enhancement processes to load and update student records for College Work Study Descriptive Title Name CWSI Load Process ZRPWST1 CWSI Update Process ZRPWST2 CWSI Remaining Balance Report ZRRWSTD Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Page 3 February 2006 Using College Work Study Interface Office of Information Georgia Enhancements 7 0 and Instructional Technology CWSI Process Flow Description of CWSI The College Work Study Interface updates Banner with student college work study payroll information from PeopleSoft HRMS Tasks are grouped into the following steps e Establishing CWSI Codes and Rules e Awarding and Creating Employment Authorizations e Creating the PeopleSoft Load File e Verifying and Correcting CWSI Error Results e Loading CWSI Data into Banner e Verifying CWSI Results Timeframe Schools must load and update Banner with College Work Study payroll information from PeopleSoft HRMS at the end of each pay period Georgia Enhancements User Documentation 7 0 Using College Work Study Interface Page 4 February 2006 Using College Work Study Interface Georgia Enhancements 7 0 Office of Information and Instructional Technology Overview of CWS
24. the CWSI load process to read it IV Loading the PeopleSoft File into Banner CWSI Load Process 1 Execute the CWSI Load Process ZRPWST1 2 Review the Error Report The College Work Study Load process ZRPWST1 generates an error report to use to make corrections before you run the next process in the College Work Study Interface Use the CWSI Load process to load and report flat file data in the temporary table used for processing CWSI Execute the process through Job Submission GJAPCTL in Banner Following is information about each of the four parameters to use when running this process Note The FWS txt file must be located in the SDATA HOME tapedata finaid directory for the process to read the file ZRPWST1 Parameters No Name Req Description Instructions Values 01 File Name Yes Enter the name of the flat file FWS t created in PeopleSoft xt 02 Aid Year Yes Enter the appropriate Aid Year YYYY Code for the term you are processing payroll data 03 Term Yes Enter the term code to be used Code for posting the payroll data in Banner 04 Fund Yes Enter the fund code used for Code the College Work Study Program The CWSI Load process generates an error report that lists students individuals to be loaded into Banner that are missing specific required data The records must be corrected manually before you run the update process Page 14 Georgia Enhancements User Documentation 7
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