[Ucwsfiscal] WS and FISCAL meeting

Tue Oct 3 20:48:08 PDT 2023

Hi everyone,

Sorry for the duplicate inquiry on this email thread. I copied and pasted too many times. That's what I get for sending emails out late in the evening. Please see my email with the subject line of "Questions on reporting FWS earnings to COD".

Thanks,
Sergio

________________________________
From: Sergio Ramirez <saramire at uci.edu>
Sent: Tuesday, October 3, 2023 8:23 PM
To: UC WS and Fiscal Workgroup <ucwsfiscal at lists.ucmerced.edu>
Subject: Re: [Ucwsfiscal] WS and FISCAL meeting

Hi everyone,

I apologize in advance for this lengthy inquiry. I wanted to circle back to a couple of scenarios I brought up at the last WS and FISCAL meeting regarding the reporting of 2022 work-study earnings to COD. At Irvine, we are using the data from the I-158 UCPath payroll file and isolating applicable pay periods & associated federal work-study earnings that will be reported on an employee’s 2022 W-2 form. For campuses that are using the same method for the COD reporting, how are you handling Direct Retro/late reporting transactions that impact earnings from a 2022 calendar year pay period, but the Direct Retro/late reporting was processed in calendar year 2023? For example:

Scenario 1:

A student employee has a federal work-study award and was paid $100 for the bi-weekly pay period ending on 11/26/2022. On his 2022 W-2 form, these $100 in work-study earnings are accounted for. In March of 2023, still within the same fiscal/academic year of 2022-23, the hiring department process a Direct Retro. The Direct Retro reverses the initial transaction for the pay period ending on 11/26/2022 and credits the work-study fund and charges the entire earnings of $100 on department accounts. My questions are:

  *   For the calendar year 2022 FWS reporting to COD, what will you report?
     *   Would you report the original earnings paid out in calendar year 2022, as reflected on the employee’s 2022 W-2 form?
        *   If so, how will you handle the Direct Retro adjustment in 2024 for the calendar year 2023 earnings reporting?
           *   Will the student’s status (i.e., continuing) determine if you report the DR entry in CY2023? What if the final reporting is a negative amount due to the DR if there are no other work-study earnings in CY2023 for the student?
     *   OR do you take into account the Direct Retro processed in 2023 and backout the amount from your calendar year 2022 federal work-study earnings you will report to COD?

Scenario 2

A student employee forgot to submit their timesheet for hours worked for the bi-weekly pay period ending on 11/26/2022. It is now March 2023, still within the same fiscal/academic year of 2022-23, and the hiring department process $100 in earnings for the missing hours in November of 2022. Since these earnings were not paid to the employee in 2022, the earnings will not appear on the employee’s 2022 W-2 form. In this scenario, my questions are:

  *   For the calendar year 2022 FWS reporting to COD, what will you report?
     *   Will you exclude the $100 in earnings for 2022?
        *   If so, will you then report the earnings in the calendar year 2023 submission since the earnings were paid to the student employee in 2023 for the hours worked in 2022?
     *   OR do you include the 2022 earnings with your 2022 calendar year work-study earnings COD submission despite the earnings not appearing on the employee’s 2022 W-2 form?

These scenarios came up during our internal meetings and we are having conflicting opinions on how to approach these scenarios that are taking place. We wanted to check in with the group to see if similar scenarios were discussed at other campuses and what approach was taken.

Thanks,

Sergio

Sergio A. Ramirez

Associate Director, Finance & Human Resources

Office of Financial Aid & Scholarships

102 Aldrich Hall

University of California, Irvine
Irvine, CA  92697-2825

Phone: 949-824-5339

FAX: 949-824-4876
email: saramire at uci.edu<mailto:saramire at uci.edu>

www.ofas.uci.edu<http://www.ofas.uci.edu/>

From: Compton, Brianne <bcompton at fas.ucla.edu>
Sent: Tuesday, October 3, 2023 11:09 AM
To: ucwsfiscal at lists.ucmerced.edu
Subject: [Ucwsfiscal] WS and FISCAL meeting

Hello All,

Please share any agenda items, questions or topics for this month’s meeting and I’ll be sure to add them to the agenda.

Sincerely,

_______________________________________

Brianne Compton (she, her, hers)

Financial Aid and Scholarships Assistant Director of Federal and State Programs

bcompton at fas.ucla.edu<mailto:bcompton at fas.ucla.edu>  | 310.206.0429

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