Liaison Responsibilities

NOTE: FWS LIAISONS AND SUPERVISORS MUST BE UNIVERSITY, NON-STUDENT EMPLOYEES.

The best source of information for FWS Liaisons is the Liaison Guidebook. Please refer to the Guidebook for details on these and other FWS topics.

Primary Contact

As the primary contact to the Office of Student Financial Aid (OSFA) the liaison will receive and relay information from the OSFA FWS Coordinator to FWS supervisors in his or her department. Questions and concerns from departmental FWS supervisors will be routed through the designated FWS Liaison to the FWS Coordinator.

Job Listing

Only the Liaison for the department can create a job listing on the FWS hiring web site. For complete instructions on creating or revising an FWS job listing, please refer to the Liaison Guidebook.

To create or edit a job listing, the FWS Liaison must sign in using his or her UGA MyID at https://my.osfa.uga.edu. The Liaison must add the supervisor of each job to the Liaison's Supervisor Access List using the supervisor's UGA MyID and phone number. Both the Liaison and the supervisor will have access to the applicant profiles.

The supervisor must interview and select the candidate and then notify the Liaison.

Contract, Personnel Document and Budget Amendment

The Liaison is responsible for creating the FWS contract in the FWS job site and for creating a UGA personnel document and payroll authorization in WebDFS.

NOTE: The 25% departmental match cannot come from a federally funded account.

When Creating the UGA FWS Personnel Document

The object code is 78000.
The short title for FWS workers is WKSTY.
The "percent time" is 50% or less.
The Job Class Code is 22006.
The Liaison uses the department's home code and account number.
The hourly rate for FWS workers is $7.25 per hour and cannot be subsidized.
The authorization will be for the full hourly wage. Your department will initially pay 100% of the student's pay, but 75% will be refunded to your account each pay period.

FWS Pay and Award Limits

Liaisons MUST ensure that FWS students do NOT work in excess of their Maximum Amount to Earn per semester or beyond the semester work dates. Both are listed on the Assignment Summary. We suggest that the Liaison use the Hours Remaining worksheet to keep track of the students work hours.

IMPORTANT: If a student is allowed to work beyond his or her Maximum Amount, 100% of the total hourly gross pay will be charged to the departmental account, instead of the normal 25%.

Liaisons are also responsible for seeing that the FWS are paid for all hours worked.

Orientation and hiring paperwork

Liaisons are responsible for confirming first-time FWS students complete the Online Orientation provided through UGA's Human Resources (HR) web site, www.hr.uga.edu/ori/orient.html. All required forms should be submitted immediately after hiring. Any delays in submitting documents to HR or Payroll may prevent the student from being paid on time. Students who previously have completed this process are not required to complete another session. However, employees new to a department must complete an I-9. None of the paperwork produced during the Online Orientation is sent to OSFA.

Other Important Items

Students are never to work during a scheduled class time, even if the class has been canceled.
FWS students may not earn FWS monies between semesters without prior approval from OSFA.
Each semester Liaisons should verify enrollment on the first day FWS employees begin work by reviewing a copy of the student’s current Account Detail which the student can obtain through OASIS.
**NEW** Departments not using the Kronos application "My Time" must fax a copy of each FWS student's sign-in sheet to (706)542-8217 on the day following the last day of the pay period. The sign-in/sign-out sheet must be signed by both the FWS student and the student’s supervisor.

Please review the Guidebook for full details regarding items covered on this page, as well as other items which were not included. Contact the FWS Coordinator should you note any discrepancies between this page and the Guidebook.