[Ucwsfiscal] Work Study and Fiscal Workgroup - Reporting FWS to COD Question

[Catherine Yu Li]

Good morning,

Hope this email finds everyone well. I have a question when preparing to report FWS to COD and want to see how you are handling this federal requirement:

FWS earnings amounts must be reported to the COD System in a manner consistent with the requirements for including such amounts on the W-2 (see General Instructions for Forms W-2 and W-3<https://www.irs.gov/instructions/iw2w3>). Per the “Calendar year basis”, the amount of FWS earnings should include all amounts that were paid during the calendar year, from January 1 through December 31, even if the work was performed outside of the calendar year.

Although in 99% of the case, pay date is normally not far from pay period end date but we’ve seen late payment. We also have those pay period in late December, which may pay in January. Current state, we don’t store exact pay date. For on campus students going through UCPath, I’m seeking help from our payroll team to see if UCPath has such a field we can access – I think they do but just don’t know if we can easily access. For off-campus students going through our invoicing process, I’m considering to ask employers add pay date to the invoice but am contemplating if it is another administrative burden.

I’d appreciate it if you can share what you plan to do.

[X8aPOQ1eBKw760RxECmESEq0afh1JAuYSQENrUH4YZStbWeIRcBJEVawBAwUYkL8]<https://financialaid.ucdavis.edu/>

  Catherine Yu Li
  Associate Director
  2117 Dutton Hall | UC Davis
  One Shields Avenue, Davis CA 95616
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