PENNSYLVANIA HIGHER EDUCATION ASSISTANCE AGENCY (PHEAA) OFF-CAMPUS by qpeoru8364

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									                                                            State Grant and Special Programs
                                                            1200 North Seventh Street, Harrisburg, PA 17102-1444

                         PENNSYLVANIA HIGHER EDUCATION ASSISTANCE AGENCY (PHEAA)
                            OFF-CAMPUS COMMUNITY SERVICE PROGRAM GUIDELINES

The PHEAA-administered Off-Campus Community Service Program (CS/Off) is a “self-help” financial aid program that is made
available to eligible students through the cooperative efforts of the Pennsylvania Higher Education Assistance Agency,
participating schools and approved nonprofit employing organizations. Students are provided with the opportunity to perform
community service work in federal, state and local government offices and other nonprofit community organizations that are
located within the Commonwealth of Pennsylvania. Work-Study Program students not only earn money to contribute to their
educational costs, but also enhance their classroom learning with valuable work experience while assisting organizations to
provide vital community services which may not otherwise have been available.

Work-Study staff may be contacted by mail at:

                                          Pennsylvania Higher Education Assistance Agency
                                              Work-Study Community Service Program
                                                  State Grant and Special Programs
                                                      1200 North Seventh Street
                                               Harrisburg, Pennsylvania 17102-1444

Assistance is also available toll-free at: 1-800-443-0646, Option 3, a private number reserved for the use of the financial aid
administrators, employers and other personnel at secondary and postsecondary institutions.

These Guidelines are organized as follows:

   I.       Definitions
  II.       Guidelines - Employing Organization
 III.       Guidelines - Postsecondary Institution
 IV.        Appendix

CZ/kmm
(9/21/07)

PHEAAOff-CampusCSProgGuidelines.SWS.MFForm
Pennsylvania Higher Education Assistance Agency (PHEAA)
Off-Campus Community Service Program Guidelines                -2-                                                September, 2007

                      PENNSYLVANIA HIGHER EDUCATION ASSISTANCE AGENCY (PHEAA)
                              Off-Campus Community Service Program Guidelines

 I. DEFINITIONS

     Agency                                          The Pennsylvania Higher Education Assistance Agency (PHEAA).

     Award                                           The maximum amount, predetermined by the school, which the student can
                                                     earn in a Community Service job.

     Earnings                                        The actual wages paid to a student by the school (cannot exceed the award).

     Employing Organization                          A public or private nonprofit organization (as defined in the United States
                                                     Department of Education Work-Study regulations) and listed as an approved
                                                     organization on the PHEAA community service records.

     Institution                                     A PHEAA-approved postsecondary school which receives Federal Work-
                                                     Study Program dollars through the United States Department of Education
                                                     and in which eligible Work-Study students are enrolled.

     Match                                           The portion of actual approved student earnings which the school receives as
                                                     a reimbursement from PHEAA.

     Organization Official                           The person who has the authority to sign the Agreement with PHEAA for
                                                     the employment of community service students at the employing site.

     Program                                         The PHEAA-administered Community Service Off-Campus Program for
                                                     either the Summer term or the academic year.

     Referral/Placement                              The following forms assist in the match of an eligible student and an
                                                     approved work experience made available by an approved employer.

     a. Placement Form                               This form (the student application) must be completed by the student,
                                                     certified by the postsecondary institution and mailed to PHEAA. On this
                                                     document, the student identifies preferences of employing organization(s)
                                                     and job title(s).

     b. Referral Form                                After processing the Placement Form, PHEAA produces the Referral Form
                                                     and mails placement information to the school, the student and the potential
                                                     employer. Students are not authorized to begin work until PHEAA
                                                     processes the Referral Form.

     c. Placement Information Form                   This document (produced by PHEAA) must be completed by the appropriate
                                                     individual at the employing organization to indicate if the student has been
                                                     hired or must be reprocessed and referred to another employer.

     Work-Study Coordinator                         The person who is responsible for the placement of students and the
     (Employing Organization)                       day-to-day operation of the organization’s involvement in the Work-Study
                                                    Program as defined in the Work-Study Guidelines. Coordination includes,
                                                    but is not limited to, ensuring that Federal Work-Study Regulations are
                                                    followed, supervising students or coordinating placement of students in the
                                                    various departments, training Work-Study supervisors, and reporting
                                                    problems to PHEAA.

     Work-Study Coordinator                          The postsecondary institution’s staff member responsible for
     (Institution)                                   advising students about off-campus employment opportunities, verifying
                                                     student eligibility for job referral and placement, and coordinating the
                                                     program with PHEAA.




                                                             (Over)
Pennsylvania Higher Education Assistance Agency (PHEAA)
Off-Campus Community Service Program Guidelines                   -3-                                                September, 2007

 II. GUIDELINES FOR PARTICIPATION OF EMPLOYING ORGANIZATIONS

     A.    ELIGIBILITY – Each Organization Must Comply With The Following:

           1.   Organization Must Be Nonprofit – Federal, state, local government agencies and other nonprofit community
                organizations are eligible to request approval by the Agency to become Work-Study employers. In addition to
                being nonprofit, all Federal Work-Study Program provisions regarding employer eligibility (as well as all the
                Agency Regulations listed in these Guidelines) apply.

           2.   Displacement of Regular Workers – Placement of a Work-Study student may not displace employees (including
                those on strike) or impair existing service contracts. The program’s intent is to create new job opportunities.

           3.   Political Involvement – Work-Study jobs may not involve any political activity. Under this restriction, a student
                may not work for a member of Congress, a member of the State Legislature, or for any of the various
                Congressional Committees. A student, however, may be assigned to the staff of a standing committee of a
                legislative body, as long as he or she is selected on a nonpartisan basis and the work he or she will perform is
                nonpartisan.

           4.   Lobbying – Projects, assignments, activities, etc., involving lobbying are prohibited and cannot be assigned to
                Work-Study students. (Note: Organizations involved in lobbying may not be approved.)

           5.   Religious Involvement – Work-Study projects or assignments may not involve the constructing, operating or
                maintaining any part of a building used for religious worship or sectarian instruction. In addition, the work
                assignment must be in the public interest. (See Item 6 below.)

           6.   Work is in the public interest if the work performed contributes to the general welfare of the community rather
                than work performed for a particular interest or group. Work is not in the public interest if it primarily benefits
                the members of an organization that has membership limits such as a fraternal or religious order. For example, a
                student may be employed by an organization such as a civic club if the student’s work is for the club’s community
                drive to aid handicapped children. If the student’s work is confined to the internal interests of the club, such as a
                campaign for membership, the work would benefit a particular group and would not be in the public interest. As
                another example, a tutor at a parochial school may not use religious material to tutor children.

           7.   The Agency must abide by all Federal Work-Study Regulations concerning the eligibility of employers.
                Therefore, when this Agency is unable to determine if an employer conforms to federal requirements, the Agency
                will contact the United States Department of Education (USDE) for determination of eligibility. The Agency will
                abide by the USDE decision regarding the eligibility of the organization in question.

     B.    REQUEST FOR PARTICIPATION

           If an organization wishes to participate in the PHEAA Off-Campus Community Service Program, it must:

            1. Complete an Agency Work-Study Programs Employer Application Form.

            2. Provide a brief description of the organization.

            3. If an organization’s offices are not located in a building to which the public has access on a daily basis, the
               organization must provide a description of the facility in which the student will work.

            4. Provide proof of the organization’s nonprofit tax status:

                 a. State, federal and local government agencies are not required to submit documentation of nonprofit status.

                 b. Other nonprofit organizations are required to provide a copy of their Nonprofit Tax Certificate from the
                    Federal Department of Treasury, Internal Revenue Service.


           Upon the Agency’s review of an organization’s request for participation materials, the Agency will forward an
           Employer Participation Approval Letter or advise the employer that the organization is ineligible based upon Federal
           Work-Study Regulations and the Agency Guidelines.
Pennsylvania Higher Education Assistance Agency (PHEAA)
Off-Campus Community Service Program Guidelines                  -4-                                                   September, 2007

     C.    AGREEMENT FORMS

           All employing organizations are required to sign an agreement with the Agency. This agreement will be retained in the
           Agency’s permanent files and the employer will not be required to execute a new agreement each year.

     D.    PLACEMENT PROCEDURES

            1. All placements must be at the Agency-approved sites and within Pennsylvania.

            2.   No organization is guaranteed that any requested position will be filled.

            3.   The employing organization must request only the number of students for which the organization has actual
                 positions available and the Agency must be notified if an organization wishes to increase or decrease the number
                 of students requested.

            4.   The Work-Study experience should be mutually beneficial to you and the student. While the student is providing
                 you with the opportunity to expand your services, the student should be provided with a learning experience that
                 will assist the individual to prepare for the job market by improving skills and enhancing knowledge gained in the
                 classroom.

            5.   Organizations are advised of students eligible for placement by the Agency in writing; the notification document
                 is called a PHEAA Referral Form. Any organization accepting student(s) for employment without notification
                 from the Agency may be required to pay the student in full for any time worked prior to the date on the Referral
                 Form.

            6.   Students depend upon the income from their Work-Study jobs to pay for school-related expenses; in some cases,
                 when the student cannot earn the maximum Work-Study award granted to him by the school, the student may not
                 be able to continue his education. Therefore, the employing organization is required to process the referral forms
                 and interview the student as quickly as possible. If a student cannot be hired, the Agency must be notified
                 immediately so that the student can be referred to another approved employing organization.

            7. If you hire the student, the Placement Information Form must be completed and returned to the student’s school
               with the student’s first time report. If you do not hire the student, the Placement Information Form must be
               returned to the Agency as soon as you determine the student will not be accepted for a position.

            8. The hourly wage rate cannot be less than the prevailing minimum wage and is set by the financial aid
               administrator of the postsecondary institution.

            9. It is the responsibility of the financial aid administrator at the postsecondary institution to identify the dates during
               which the student is eligible to work, establish the maximum number of hours the student can work each week,
               and advise the student of the amount of the Work-Study award.

           10. The student must cease work on the final date listed on the Student Referral or when the student earns his
               maximum Work-Study award, whichever occurs first. For example, even if the ending date listed on the referral
               is August 30, the student must cease work on July 30 if the student earns the maximum award on July 30.
               Therefore, when an organization hires a student, the Work-Study Coordinator must discuss the amount of the
               Work-Study award with the student so that the individual’s work assignments and estimated termination date can
               be planned in advance.

     E.    ADMINISTRATIVE POLICIES AND PROCEDURES

            1. Supervisors are required to hold an initial orientation session with each student. This session should be used to
               advise the student of the supervisor’s expectations, review the job description, explain the organization’s dress
               requirements and work schedule, etc., and verify the amount of his/her Work-Study award.

            2. In all instances, Work-Study students must perform duties/assignments on-site under the direct supervision of a
               full-time, paid employee who is on the premises at the same time as the students.

            3. The employing organization is required to maintain safe, healthy working conditions and advise students of all
               rules, responsibilities, procedures, etc., regarding a safe job environment.


                                                               (Over)
Pennsylvania Higher Education Assistance Agency (PHEAA)
Off-Campus Community Service Program Guidelines                 -5-                                                September, 2007

            4. If an injury occurs, a written report must be submitted to the postsecondary institution and the Agency regarding
               the nature of the injury; this report must be signed by the immediate supervisor. If medical care is administered, a
               copy of the attending physician’s report must also be submitted to the postsecondary institution with a copy to the
               Agency.

            5. A continuing evaluation must be pursued by all supervisors. A disservice may be done to the student,
               postsecondary institution, employing organization and/or the program in general if a problem of misconduct or
               reason for termination is not reported to the Agency immediately. No student should be dismissed from the job
               until contact has been made with the Agency; therefore, all problems which require attention must be reported
               promptly to Work-Study staff. When you report a problem, the Agency will attempt to assist you in reaching a
               satisfactory solution. If you determine that a student must be dismissed, the Agency will notify the school and
               suggest that the student receive counseling and communicate your recommendation(s), if any, to the school
               regarding another Work-Study placement for the student.

            6. Failure to ensure compliance with all procedures, guidelines and policies pertaining to the Work-Study Program
               may jeopardize the employing organization’s participation in future programs and may result in the permanent
               removal of that organization.

            7. Time Reports

                 a. Employers must use either the Agency-approved Time Report Form or forms or formats provided by the
                    student’s school.

                 b. Students should not be permitted to complete their own time reports. All time reports should be completed
                    by the student’s immediate supervisor.

                 c. Students are not paid for sick time, holidays, overtime or vacation time. Students receive an hour’s pay for
                    an hour’s work. Also, students are not normally paid for the lunch hour. However, in some special
                    circumstances a student’s school may pay the student for the lunch hour if the student is required to work.
                    For example, students employed in day care centers may be required to assist young children with their meals
                    during their own lunch hours. In these cases, the students may be paid for the lunch hour based upon each
                    school’s discretion and policy. If students will be required to work during the lunch hour, the employer must
                    contact the student’s school to determine if the school will or will not pay the student and what
                    documentation the school requires from the employer.

                 d. If an employer is open on a holiday and the student works, the employer must state that the student worked
                    the holiday in the comments section of the time report.

                 e. A time report must be submitted for each week of the student’s employment even if the student does not
                    work.

                 f. The original time report must be mailed to the student’s school each week no later than the Monday morning
                    following the week during which the student worked. The form should be mailed to the address listed on the
                    student’s referral document.

                 g. Schools may return time reports that are incomplete or illegible. A time report is considered incomplete if it
                    does not contain all of the following information:

                     1.   the student’s full name and social security number,

                     2.   the organization’s name, the Federal Tax/Employer Identification Number (TIN/EIN) and address,

                     3.   the beginning and ending date for the work week being reported,

                     4.   the time the student worked each day in clock hours,

                     5.   the total hours the student worked during the week, and

                     6.   the student’s and supervisor’s signatures.

            8. Employers should contact the Agency with questions, concerns and/or problems regarding the Work-Study
               Program. Contact with the postsecondary institution should be limited to questions regarding paid lunch hours
               and questions presented to you by the student(s) concerning items such as paychecks. Employers should
Pennsylvania Higher Education Assistance Agency (PHEAA)
Off-Campus Community Service Program Guidelines                -6-                                                September, 2007

                encourage students to contact their institutions for a payroll schedule if one was not previously provided. All
                paychecks are prepared and mailed to the student directly by the institution. All changes to payroll schedules and
                the tracing of lost/late checks are the responsibilities of the postsecondary institution.

            9. Use your Federal Tax/Employer Identification Number (TIN/EIN) and the student’s social security number when
               contacting the Agency.

III. GUIDELINES FOR PARTICIPATION OF POSTSECONDARY INSTITUTIONS

     A.    ELIGIBILITY REQUIREMENTS

            1. The school must receive a Federal Work-Study Program appropriation.

            2. The school must be approved for participation by the Agency and able to identify students eligible for community
               service placements.

            3. The school must be able to confirm that the student is a Pennsylvania resident (see Domicile Requirements in
               Section III).

     B.    PLACEMENT OPTIONS

           The following placement options are available:

            1. Students may be placed in community service jobs at off-campus organizations identified and approved by the
               Agency. When the Agency approves the employer, the Agency ensures that the employer meets all Federal
               Work-Study eligibility requirements and executes a Work-Study Agreement with the employer on behalf of the
               school. In order to be eligible to receive reimbursement for a portion of associated payroll costs, schools must
               place all students with only the Agency identified employers.

            2. Students may be placed in community service jobs at off-campus organizations identified and approved by the
               school. The school is responsible for ensuring that the employer meets all Federal Work-Study eligibility
               requirements and must execute a Work-Study Agreement with the employer.

            3. Students may be placed in community service jobs on the school’s campus.

     C.    REIMBURSEMENT PERCENTAGES

            1. If the institution uses only PHEAA Off-Campus Community Service approved employers, the institution is
               eligible to receive a maximum of a 40 percent contribution toward student earnings and an additional 10 percent
               for associated payroll costs.

            2. If the institution places students with institutional employers rather than using PHEAA Off-Campus Community
               Service employers, the institution is eligible to receive a maximum of a 40 percent contribution toward student
               earnings only.

            3. If the institution uses a combination of institutional employers and PHEAA Off-Campus Community Service
               employers, the institution is eligible to receive a maximum of a 40 percent contribution toward student earnings
               only.

     D.    GENERAL POLICY AND PLACEMENT PROCEDURES

            1. It is the responsibility of the postsecondary institution to advise eligible students of the availability of the
               Community Service Off-Campus Program and acquaint students with program procedures and requirements.
               This should be done at the earliest possible date. The student must also be advised of the amount of the
               Work-Study award.

            2. The Agency announces the program beginning and ending dates each year and student’s work assignments should
               be within the program dates.

            3. Students may not work more than 40 hours a week in the Summer and the Agency recommends that students not
               be permitted to work more than 20 hours a week while classes are in session.

                                                             (Over)
Pennsylvania Higher Education Assistance Agency (PHEAA)
Off-Campus Community Service Program Guidelines                -7-                                                September, 2007

            4. The financial aid administrator is required to establish each student’s work dates, the hourly wage rate, which
               must not be less than the prevailing minimum wage, and the maximum number of weekly hours the student may
               work.

            5. All students must be a domiciliary of Pennsylvania. The following guidelines have been established to determine
               the student’s domicile (residency):

                 a. Domicile is a person’s true, fixed, and permanent home, the place in which the person normally resides and
                    to which the person intends to return whenever absent.

                 b. Students under the age of 18 must use his/her parents’/guardians’ residence. This residence must be in
                    Pennsylvania prior to the start of the academic year or Summer term in which employment will occur.

                 c. Students 18-years-of-age and older must have been domiciled in Pennsylvania prior to the start of the
                    academic year or Summer term in which employment will occur.

            6. Although an institution may not be in a position to verify a student’s compliance with the domicile requirement,
               the institution is asked to report any Community Service students whose Pennsylvania residency is questionable
               for any reason, including but not limited to:

                -   the student’s home address, according to institution records, is not in Pennsylvania,
                -   the student is paying out-of-state fees, or
                -   the student is registered to vote in another state.

            7. Institutions are required to pay students in full for all approved hours worked. Schools should provide students
               with a copy of their payroll procedures and schedule.

     E.    PHEAA PLACEMENTS

            1. Students should not begin work until the Agency has been notified of the placement and the Agency has approved
               the placement.

            2. The Agency will provide institutions with Student Placement Forms and a list of approved participating
               employers.

            3. The employer is required to contact the student for an interview. Therefore, students should be told to provide a
               local address and telephone number in addition to their permanent home address.

            4. The Agency will advise the employer and the student of the approved work dates, hourly pay rate, maximum
               number of hours the student may work each week, and the amount of the FWS award as provided to the Agency
               by the postsecondary institution. Institutions have the right to modify this data but must notify the Agency of any
               change.

            5. The Agency has advised employers that they are required to complete and submit the Agency time reports or time
               reports provided by the school on a weekly basis. The Agency provided time report complies with all Federal
               Work-Study Regulations. Employers will mail the completed time reports to the school no later than the Monday
               morning following the week in which the student worked.

     F.    DISBURSEMENTS AND RECONCILIATION

            1. The school must establish procedures, add the student to the payroll, and pay 100 percent of actual wages as well
               as all required associated payroll costs.

            2. Schools may report payroll data to the Agency by using any one of the following formats:

                 a. Complete and submit the PHEAA Work-Study Earnings Report.

                 b. Complete and submit a spreadsheet.

                 c. Data enter student’s earnings on-line.

                 d. Transmit student’s earnings electronically (you will be notified when this option becomes available).
Pennsylvania Higher Education Assistance Agency (PHEAA)
Off-Campus Community Service Program Guidelines               -8-                                                September, 2007

            3. Schools must receive reimbursement via an electronic funds transfer (EFT). The ACH Form may be downloaded
               from the Document Library within the school portal at www.pheaa.org.

            4. Disbursements will be scheduled to occur every two months as follows:

                      January 15                                         July 15
                      March 15                                           September 15
                      May 15                                             November 15

            5. A disbursement roster will accompany each disbursement. Schools are required to certify and return any previous
               roster before a subsequent roster and disbursement can be produced.

            6. Schools are subject to the Agency audits and are required to maintain a copy of time reports for review during the
               audit. Records must be maintained for a minimum of five years.

DS/kmm
(9/21/07)

PHEAAOff-CampusCSProgGuidelines.SWS.MFForms
APPENDIX
                              PHEAA OFF-CAMPUS COMMUNITY SERVICE TIME REPORT
                 1. Read the instructions on the reverse side before completing this form. Print legibly.
                 2. REMEMBER: Incomplete or illegible forms cannot be processed by the student’s school.
1. ___________________________________________________________________________________________________
                                              School Name
2. _____________________________________________                           3. __________________________________________
          Student’s Social Security Number                                                   Student’s Name
4. _____________________________________________          5. __________________________________________
                Organization Name                                  Employer Code Number       Suffix
                                                                                         (if applicable)
6. ___________________________________________________________________________________________________
                                  Department Name and Code (if applicable)
7. ___________________________________________________________________________________________________
                                              Street Address
      _______________________________________________                      _________________________         _________________
                         City                                                         State                       Zip Code
8. ______________________________________________________                     9. _______________________________________
           Student’s Immediate Supervisor’s Name                                   Immediate Supervisor’s Telephone Number
10.
                              NOTE: All hours must be reported in whole or half-hour increments.
          SUNDAY          MONDAY    TUESDAY      WEDNESDAY THURSDAY                   FRIDAY                     SATURDAY

        ___/___/___      ___/___/___      ___/___/___      ___/___/___       ___/___/___      ___/___/___        ___/___/___
         MO DAY YR       MO DAY YR        MO DAY YR         MO DAY YR         MO DAY YR          MO DAY YR       MO DAY YR

         IN       OUT    IN       OUT IN           OUT     IN       OUT       IN       OUT       IN       OUT      IN     OUT




         Total Hours      Total Hours      Total Hours     Total Hours        Total Hours        Total Hours      Total Hours
         Worked = ____    Worked = ____    Worked = ____   Worked = ____      Worked = ____      Worked = ____    Worked = ____

                                              TOTAL HOURS WORKED = ____________________
11. I hereby certify that I worked each day during all of the hours reported in Item 10 above.
      _______________________________________________________________________________                        _________________
                                        Student’s Signature                                                         Date
12. The student has performed (Check One):                 In a satisfactory manner                   In an unsatisfactory manner
                                                                                                          (Provide Comments)
      Supervisor’s Comments: ______________________________________________________________________________
      ___________________________________________________________________________________________________
13. I hereby certify that this student worked each day and during all of the hours reported in Item 10 above.
      _____________________________________________________________________________                          _________________
                                Immediate Supervisor’s Signature                                                    Date

                                                                (Over)
                                                      -2-


                                          GENERAL INSTRUCTIONS


A. Print all information carefully and legibly. Incorrect and/or illegible forms may result in a student being
   incorrectly paid or a delay of payment to the student.

B. A Time Report must be submitted for each week during which the student was employed by your
   organization. If hours were reported incorrectly on a Time Report, you must complete a corrected copy.
   When completing a corrected Time Report, you must write the words “CORRECTION TO
   PREVIOUSLY SUBMITTED TIME REPORT” in large letters at the top of the form. You must also
   explain why the correction was necessary in the Supervisor’s Comments in Item 12.


                               SPECIFIC INSTRUCTIONS BY ITEM NUMBER


1-3. Complete these items by providing the information requested.

 4. List the name of your organization.

 5. List the PHEAA assigned employer code number which is your federal TIN/EIN number and PHEAA
    assigned suffix if applicable.

 6. List the name of the department in which the student is working and the PHEAA assigned department
    code if applicable.

 7. List the actual address of the site at which the student is working.

 8. List the student’s immediate supervisor’s name.

 9. List the telephone number (include area code) at which the immediate supervisor can be reached. If the
    immediate supervisor does not have access to a telephone on a regular basis, list the number at which a
    message may be left for the supervisor/student.

10. List the dates, actual times the student began and ceased work each day, and the total hours worked
    each day. Students may not be paid for lunch hours or sick days. If the student works on a holiday, this
    information must be noted in Supervisor’s Comments in Item 12.

11. Student’s signature and date signed.

12. Student Performance - Indicate if the student has performed in a satisfactory manner by checking the
    appropriate block; if the student has not performed in a satisfactory manner, provide an explanation in
    the Supervisor’s Comments Section.

13. Supervisor’s signature and date signed.

14. Mail the completed form to the student’s school at the address listed on the PHEAA referral document
    that you received.
DS/kmm

PHEAAOff-CampusCSTimeReport.MFForms.SWS

								
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