Common use of Electronic certification Clause in Contracts

Electronic certification. As noted above, a school may use an electronic certification by an FWS student’s supervisor that the student has worked and earned the amount being paid. This electronic certification enables a school to implement an electronic payroll system for its FWS students. A school that uses an electronic certification must adopt reason- able safeguards against possible fraud and abuse. The school should provide a secure electronic certification through an electronic payroll system that includes: • password protection; • password changes at set intervals; • access revocation for unsuccessful log-ins; • user identification and entry-point tracking; • random audit surveys with supervisors; and • security tests of the code access. Payroll vouchers Payroll vouchers must support all payroll disbursements and should provide space for the following information: • the school’s name and address; • the starting and ending dates of the payroll period; • the student’s name; • an identification of the student’s job; Chapter 1 — Participation, Fiscal Procedures, and Records • the number of hours worked during the pay period; • the hourly rate of pay for an undergraduate student; • the hourly rate of pay or salary for a graduate student; • the student’s gross earnings; • any compensation withheld for federal, state, county, or city taxes, and other deductions; • any noncash payments; • the student’s net earnings; • a check number, duplicate receipt, or other payment identi- fication; and • any overtime earnings (a student may be paid overtime with FWS funds). Job descriptions Each FWS position should have a job description that includes the following: • the name and address of the student’s employer (depart- ment, public agency, nonprofit organization); • the purpose of the student’s job; • the student’s duties and responsibilities; • the job qualifications; • the job’s wage rate or range; • the length of the student’s employment (beginning and ending dates); and • the name of the student’s supervisor. The job description has several purposes: • It clearly defines whether the job qualifies under the FWS Program. • It provides the information needed to explain the posi- tion to a student and to help him or her select the type of employment most closely related to his or her educational or career objectives. • It helps the financial aid administrator, the student, and the supervisor determine the number of hours of work required at the specified wage rate to meet a student’s financial need. • It establishes a written record, for both student and employer, of the job’s duties and responsibilities so that there will be no misunderstanding. If a student is employed with an agency or organization that provides community services, the school should, as with any other FWS position, have a job description that includes the duties and the responsibilities. Schools should use the job description to verify that Volume 6 — Managing Campus-Based Programs, 2007-2008 the job meets the definition of community services in the FWS regula- tions (see Chapter 2). In addition, for students performing reading tutoring or family literacy activities, the job description should support those jobs. FSEOG Recordkeeping In addition to following the fiscal procedures and records requirements mentioned above and in Volume 2, a school must meet the following requirements, which are included in the FSEOG regu- lations: • A school must establish and maintain an internal control system of checks and balances that ensures that no office can both authorize FSEOG payments and disburse FSEOG funds to students. • A school must establish and maintain program and fiscal records that are reconciled at least monthly. • Each year a school must submit a FISAP and other informa- tion the Department requires. The information must be accurate and must be provided on the form and at the time specified by the Department. Records readily available for review 34 CFR 668.24(d)

Electronic certification. As noted above, a school may use an electronic certification by an FWS student’s supervisor that the student has worked and earned the amount being paid. This electronic certification enables a school to implement an electronic payroll system for its FWS students. A school that uses an electronic certification must adopt reason- able reasonable safeguards against possible fraud and abuse. The school should provide a secure electronic certification through an electronic payroll system that includes: • password protection; • password changes at set intervals; • access revocation for unsuccessful log-ins; • user identification and entry-point tracking; • random audit surveys with supervisors; and • security tests of the code access. Payroll vouchers Payroll vouchers must support all payroll disbursements and should provide space for the following information: • the school’s name and address; • the starting and ending dates of the payroll period; • the student’s name; • an identification of the student’s job; Chapter 1 — Participation, Fiscal Procedures, and Records • the number of hours worked during the pay period; • the hourly rate of pay for an undergraduate student; • the hourly rate of pay or salary for a graduate student; • the student’s gross earnings; • any compensation withheld for federal, state, county, or city taxes, and other deductions; • any noncash payments; • the student’s net earnings; • a check number, duplicate receipt, or other payment identi- ficationidentification; and • any overtime earnings (a student may be paid overtime with FWS funds). Job descriptions Each FWS position should have a job description that includes the following: • the name and address of the student’s employer (depart- ment( department, public agency, nonprofit organization); • the purpose of the student’s job; • the student’s duties and responsibilities; • the job qualifications; • the job’s wage rate or range; • the length of the student’s employment (beginning and ending dates); and • the name of the student’s supervisor. The job description has several purposes: • It clearly defines whether the job qualifies under the FWS Program. • It provides the information needed to explain the posi- tion position to a student and to help him or her select the type of employment most closely related to his or her educational or career objectives. • It helps the financial aid administrator, the student, and the supervisor determine the number of hours of work required at the specified wage rate to meet a student’s financial need. • It establishes a written record, for both student and employer, of the job’s duties and responsibilities so that there will be no misunderstanding. If a student is employed with an agency or organization that provides community services, the school should, as with any other FWS position, have a job description that includes the duties and the responsibilities. Schools should use the job description to verify that Volume 6 — Managing Campus-Based Programs, 2007-2008 the job meets the definition of community services in the FWS regula- tions regulations (see Chapter 2). In addition, for students performing reading tutoring or family literacy activities, the job description should support those jobs. FSEOG Recordkeeping FSEOGRecordkeeping In addition to following the fiscal procedures and records requirements re- quirements mentioned above and in Volume 2, a school must meet the following requirements, which are included in the FSEOG regu- lationsregulations: • A school must establish and maintain an internal control system of checks and balances that ensures that no office can both authorize FSEOG payments and disburse FSEOG funds to students. • A school must establish and maintain program and fiscal records that are reconciled at least monthly. • Each year a school must submit a FISAP and other informa- tion information the Department requires. The information must be accurate and must be provided on the form and at the time specified by the Department. Records readily available for review 34 CFR 668.24(d)

Electronic certification. As noted above, a school may use an electronic certification by an FWS student’s supervisor that the student has worked and earned the amount being paid. This electronic certification enables a school to implement an electronic payroll system for its FWS students. Record-keeping requirements cite 34 CFR 675.19(b) A school that uses an electronic certification must adopt reason- able reasonable safeguards against possible fraud and abuse. The school should provide a secure electronic certification through an electronic payroll system that includes: • password protection; • password changes at set intervals; • access revocation for unsuccessful log-ins; • user identification and entry-point tracking; • random audit surveys with supervisors; and • security tests of the code access. Payroll vouchers Payroll vouchers must support all payroll disbursements and should provide space for the following information: • the school’s name and address; • the starting and ending dates of the payroll period; • the student’s name; • an identification of the student’s job; Chapter 1 — Participation, Fiscal Procedures, and Records • the number of hours worked during the pay period; • the hourly rate of pay for an undergraduate student; • the hourly rate of pay or salary for a graduate student; • the student’s gross earnings; • any compensation withheld for federal, state, county, or city taxes, and other deductions; • any noncash payments; • the student’s net earnings; • a check number, duplicate receipt, or other payment identi- ficationidentification; and • any overtime earnings (a student may be paid overtime with FWS funds). Job descriptions Each FWS position should have a job description that includes the following: • the name and address of the student’s employer (depart- mentdepartment, public agency, nonprofit organization); • the purpose of the student’s job; • the student’s duties and responsibilities; • the job qualifications; • the job’s wage rate or range; • the length of the student’s employment (beginning and ending dates); and • the name of the student’s supervisor. The job description has several purposes: • It clearly defines whether the job qualifies under the FWS Program. • It provides the information needed to explain the posi- tion position to a student and to help him or her select the type of employment most closely related to his or her educational or career objectives. • It helps the financial aid administrator, the student, and the supervisor determine the number of hours of work required at the specified wage rate to meet a student’s financial need. • It establishes a written record, for both student and employer, of the job’s duties and responsibilities so that there will be no misunderstanding. If a student is employed with an agency or organization that provides community services, the school should, as with any other FWS position, have a job description that includes the duties and the responsibilities. Schools should use the job description to verify that Volume 6 — Managing Campus-Based Programs, 2007-2008 the job meets the definition of community services in the FWS regula- tions regulations. (see Chapter 2). In addition, for See chapter 5.) Reading and mathematics tutors and family literacy activities Your school must be able to identify the FWS students performing who performed reading or mathematics tutoring or family literacy activities, . You must also be able to provide the job description should support those jobsthat demonstrates that these students worked as reading or mathematic tutors of children or performed family literacy activities in a family literacy project, and you must have records supporting the hours worked and the amount paid to the FWS reading tutors. FSEOG Recordkeeping In addition to following the fiscal procedures and records requirements mentioned above and in Volume 2, a school must meet the following requirements, which are included in the FSEOG regu- lations: • A school must establish and maintain an internal control system of checks and balances that ensures that no office can both authorize FSEOG payments and disburse FSEOG funds to students. • A school must establish and maintain program and fiscal records that are reconciled at least monthly. • Each year a school must submit a FISAP and other informa- tion the Department requires. The information must be accurate and must be provided on the form and at the time specified by the Department. Records readily available for review 34 CFR 668.24(d)Selecting Recipients & Assigning Jobs CHAPTER 2 GENERAL STUDENT ELIGIBILITY REQUIREMENTS

Electronic certification. As noted above, a school may use an electronic certification by an FWS student’s supervisor that the student has worked and earned the amount being paid. This electronic certification enables a school to implement an electronic payroll system for its FWS students. A school that uses an electronic certification must adopt reason- able safeguards against possible fraud and abuse. The school should provide a secure electronic certification through an electronic payroll system that includes: • password protection; • password changes at set intervals; • access revocation for unsuccessful log-ins; • user identification and entry-point tracking; • random audit surveys with supervisors; and • security tests of the code access. Payroll vouchers Payroll vouchers must support all payroll disbursements and should provide space for the following information: • the school’s name and address; • the starting and ending dates of the payroll period; • the student’s name; • an identification of the student’s job; Chapter 1 — Participation, Fiscal Procedures, and Records • the number of hours worked during the pay period; • the hourly rate of pay for an undergraduate student; • the hourly rate of pay or salary for a graduate student; • the student’s gross earnings; • any compensation withheld for federal, state, county, or city taxes, and other deductions; • any noncash payments; • the student’s net earnings; • a check number, duplicate receipt, or other payment identi- fication; and • any overtime earnings (a student may be paid overtime with FWS funds). Job descriptions Each FWS position should have a job description that includes the following: • the name and address of the student’s employer (depart- ment, public agency, nonprofit organization); • the purpose of the student’s job; • the student’s duties and responsibilities; • the job qualifications; • the job’s wage rate or range; • the length of the student’s employment (beginning and ending dates); and • the name of the student’s supervisor. The job description has several purposes: • It clearly defines whether the job qualifies under the FWS Program. • It provides the information needed to explain the posi- tion to a student and to help him or her select the type of employment most closely related to his or her educational or career objectives. • It helps the financial aid administrator, the student, and the supervisor determine the number of hours of work required at the specified wage rate to meet a student’s financial need. • It establishes a written record, for both student and employer, of the job’s duties and responsibilities so that there will be no misunderstanding. If a student is employed with an agency or organization that provides community services, the school should, as with any other FWS position, have a job description that includes the duties and the responsibilities. Schools should use the job description to verify that Volume 6 — Managing Campus-Based Programs, 2007-2008 the job meets the definition of community services in the FWS regula- tions (see Chapter 2). In addition, for students performing reading tutoring or family literacy activities, the job description should support those jobs. FSEOG Recordkeeping In addition to following the fiscal procedures and records requirements mentioned above and in Volume 2, a school must meet the following requirements, which are included in the FSEOG regu- lations: • A school must establish and maintain an internal control system of checks and balances that ensures that no office can both authorize FSEOG payments and disburse FSEOG funds to students. • A school must establish and maintain program and fiscal records that are reconciled at least monthly. • Each year a school must submit a FISAP and other informa- tion the Department requires. The information must be accurate and must be provided on the form and at the time specified by the Department. Records readily available for review 34 CFR 668.24(d)

Electronic certification. As noted above, a school may use an electronic certification by an FWS student’s supervisor that the student has worked and earned the amount being paid. This electronic certification enables a school to implement an electronic payroll system for its FWS students. A school that uses an electronic certification must adopt reason- able reasonable safeguards against possible fraud and abuse. The school should provide a secure electronic certification through an electronic payroll system that includes: • password protection; • password changes at set intervals; • access revocation for unsuccessful log-ins; • user identification and entry-point tracking; • random audit surveys with supervisors; and • security tests of the code access. Payroll vouchers Payroll vouchers must support all payroll disbursements and should provide space for the following information: • the school’s name and address; • the starting and ending dates of the payroll period; • the student’s name; • an identification of the student’s job; Chapter 1 — Participation, Fiscal Procedures, and Records • the number of hours worked during the pay period; • the hourly rate of pay for an undergraduate student; • the hourly rate of pay or salary for a graduate student; • the student’s gross earnings; • any compensation withheld for federal, state, county, or city taxes, and other deductions; • any noncash payments; • the student’s net earnings; • a check number, duplicate receipt, or other payment identi- ficationidentification; and • any overtime earnings (a student may be paid overtime with FWS funds). Job descriptions Each FWS position should have a job description that includes the following: • the name and address of the student’s employer (depart- mentdepartment, public agency, nonprofit organization); • the purpose of the student’s job; • the student’s duties and responsibilities; • the job qualifications; • the job’s wage rate or range; • the length of the student’s employment (beginning and ending dates); and • the name of the student’s supervisor. The job description has several purposes: • It clearly defines whether the job qualifies under the FWS Program. • It provides the information needed to explain the posi- tion position to a student and to help him or her select the type of employment most closely related to his or her educational or career objectives. • It helps the financial aid administrator, the student, and the supervisor determine the number of hours of work required at the specified wage rate to meet a student’s financial need. • It establishes a written record, for both student and employer, of the job’s duties and responsibilities so that there will be no misunderstanding. If a student is employed with an agency or organization that provides community services, the school should, as with any other FWS position, have a job description that includes the duties and the responsibilities. Schools should use the job description to verify that Volume 6 — Managing Campus-Based Programs, 2007-2008 the job meets the definition of community services in the FWS regula- tions regulations. (see Chapter 2). In addition, for See chapter 5.) Reading and mathematics tutors and family literacy activities Your school must be able to identify the FWS students performing who performed reading or mathematics tutoring or family literacy activities, . You must also be able to provide the job description should support those jobsthat demonstrates that these students worked as reading or mathematics tutors of children or performed family literacy activities in a family literacy project, and you must have records supporting the hours worked and the amount paid to the FWS reading tutors. FSEOG Recordkeeping In addition to following the fiscal procedures and records requirements mentioned above and in Volume Selecting Recipients & Assigning Jobs CHAPTER 2, a school must meet the following requirements, which are included in the FSEOG regu- lations: • A school must establish and maintain an internal control system of checks and balances that ensures that no office can both authorize FSEOG payments and disburse FSEOG funds to students. • A school must establish and maintain program and fiscal records that are reconciled at least monthly. • Each year a school must submit a FISAP and other informa- tion the Department requires. The information must be accurate and must be provided on the form and at the time specified by the Department. Records readily available for review 34 CFR 668.24(d)