[Ucwsfiscal] Questions on reporting FWS earnings to COD

Thu Oct 5 09:35:33 PDT 2023

Thank you Sergio, Steve. Davis is in the same position trying to decide what to do with these 2 scenarios. This is what we are trying to do now: scenario 1 if we can see the earning was pulled back in the following calendar year we do not plan to report the earning so we don’t have to figure out what to do with negatives the following calendar year. For scenario 2, we plan to report in 2023 calendar year. We didn’t use I158. We got something similar to payroll ledger but with a check date (actual pay date). I asked for award year 2122 and 2223 so I can look those special cases up. time permits, we decide to generally reconcile with FISAP in the end. With fast approaching deadlines and we are right in middle of transitioning to CoA and Oracle, this is a pretty big challenge. But I’m afraid if we don’t tackle it now, it comes back to haunt us next year, so at least give it a try……

I wonder if we should ask OP provide guidance as what UC wants to do consistently.

Catherine Li
Associate Director || Financial Aid and Scholarships
p. 530-752-6904 | c. 530-400-6274  | w. financialaid.ucdavis.edu<https://financialaid.ucdavis.edu/> | e. ycli at ucdavis.edu<mailto:ycli at ucdavis.edu>
One Shields Avenue, Davis, CA 95616

From: Steven McCabe <smccabe at berkeley.edu>
Sent: Wednesday, October 4, 2023 4:04 PM
To: UC WS and Fiscal Workgroup <ucwsfiscal at lists.ucmerced.edu>
Subject: Re: [Ucwsfiscal] Questions on reporting FWS earnings to COD

Hi Sergio,

At UCB we can't rely on the I-158 file because many of our DR/SCTs did not produce ALTACCT codes and as such did not make it into the I-158.  So, we are using our Labor Leger and General Ledger to source the data.  We have decided to report earnings in the month they hit the ledger, so SCTs and/or late pays will be counted in the month they are processed, not in the month for the associated pay period.  We realize we may be out of sync with the W2, but short of doing a detailed review of each student it does not seem avoidable.  We populate our FISAP report in a similar manner, so our COD report should mimic the FISAP.  We are currently running our COD methodology by semester so we can combine Spring22 and following Fall22 reports and then compare to our  corresponding FISAP. This is messy.

Steve

On Tue, Oct 3, 2023 at 8:23 PM Sergio Ramirez <saramire at uci.edu<mailto:saramire at uci.edu>> wrote:

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 their 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/>

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--
Steve McCabe
Senior Business Systems Analyst
University of California Berkeley
Financial Aid and Scholarships Office
smccabe at berkeley.edu<mailto:smccabe at berkeley.edu>
financialaid.berkeley.edu/<http://financialaid.berkeley.edu/>

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