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Reimbursement amounts & procedures

Reimbursement amounts

Each project may be subsidized to a maximum of 250 hours per semester.

Regular subsidy

Our regular funding will subsidize $5.00 of the student's hourly wage. The maximum subsidy is $1250.00 per semester (i.e., 250 hours at $5.00 per hour).

AUS subsidy

Additional funding has been made available as a result of a referendum of the Arts Undergraduate Society to create career-related Work Study positions in the Faculty of Arts. This funding allows the Work Study program to subsidize selected research positions in the Faculty of Arts that are filled by Arts undergraduate students at $10.00 of the student's hourly wage. The maximum subsidy will be $2500.00 per semester (i.e., 250 hours at $10.00 per hour).

Please note that the additional Arts funding is NOT sufficient to fund all Arts jobs at the $10.00 per hour subsidy, and will therefore be distributed among participating project supervisors. Please pay special attention to your acceptance letter which will indicate the approved subsidy of your project per semester.

SUS subsidy

Additional funding has been made available as a result of a referendum of the Science Undergraduate Society to create career-related Work Study positions the Faculty of Science. This funding allows the Work Study program to subsidize selected research positions in the Faculty of Science that are filled by Science undergraduate students at $10.00 of the student's hourly wage.  The maximum subsidy will be $2500.00 per semester (i.e., 250 hours at $10.00 per hour).

Please note that the additional Science funding is NOT sufficient to fund all Science jobs at the $10.00 per hour subsidy, and will therefore be distributed among participating project supervisors. Please pay special attention to your acceptance letter which will indicate the approved subsidy of your project per semester.


Payroll procedures

Once you have hired a Work Study student, you need to place them on McGill payroll. You are responsible for keeping track of students’ work hours on a weekly and cumulative basis to ensure that your total project allocation per semester is not exceeded. You must submit bi-weekly work hours to the person who is responsible for submitting casual payroll requisitions. It is not acceptable to prepay students for hours not yet worked or to pay students in lump sums.

The following procedures must be followed:

  • Complete a personal data form for students who have never been on McGill payroll.
  • Ensure the student is paid every two weeks at an approved hourly rate that is in accordance with the current Collective Agreement.
  • On POPS 6—in the Non-Academic Payments screen, choose "Work Study" in the Government Program drop-down menu; and enter your 5-digit (no spaces or characters) "Work Study Project Number" in the Ref. field.

Until further notice, POPS 6 is the required method for processing payroll requisitions of Work Study students. Appointment forms will not be accepted.


Receiving the reimbursement

Subsidies are reimbursed to departments using the payroll records of Work Study students. The reimbursement process is dependent on bi-weekly payment of student wages and on Work Study students being clearly identified on payroll reports. Reimbursements are processed on a regular basis—funds will be transferred by journal entry to the FOAPAL from which the student's wages are paid. You will be notified each time a reimbursement is credited to your FOAPAL. Discrepancies should be reported immediately to the Scholarships and Student Aid Office.

See How to ensure reimbursements will be processed (immediately below) for information on processing and correcting payroll records for Work Study students.

Deadline for reimbursements

  • No reimbursements will be made after January 31st for fall projects.
  • No reimbursements will be made after May 31st for winter projects.
  • No reimbursements will be made after September 30th for summer projects.   

Ensuring reimbursements are processed

Below is an image of PYAPOPS. This form can be used to verify all requests that have been submitted by the payroll person.

Modifications can be made to Gov Prg and/or Gov Prg ID only if the WS Status at the bottom of the screen does not show RP (Reimbursement Processed) or A value in Hrs App PLUS a WS Status of ZP (Zero Hours Remaining on Project - for given term).

Banner Screenshot

Keeping track of students' dates and hours

It is important to keep track of the pay period dates. The Work Study dates may differ from payroll dates.

The pay period must:

  • fit within and accurately reflect both the project's and student's approved dates as indicated on the employer's letter of approval for the Work Study Project and the student's approved work period found on the accepted/refused student list.

For job end dates:

  • ALL Fall jobs must end by January 3, 2015
  • ALL Winter jobs must end by April 25, 2015
  • ALL Summer jobs must end by August 29, 2015

If the student's pay period exceeds the approved end date in a given term, a reimbursement cannot be made.

You may need to divide the student's pay into two requests to complete the process. (See example below.)

Approved hours for a Work Study project

Each project has been approved for a given number of hours per term. It is important to track these hours as the reimbursement can only be made if the exact number of hours can be applied.

Example:

If a project is approved for 225 hours in the Fall term and the student has worked 18 hours per week, by the 12th week the total hours worked by the student will be 216. In the next pay period, if the payroll request is for more than 9 hours (225 approved hours—216 already worked), the reimbursement cannot be processed.

You must submit one payroll record for 9 hours with the Work Study indicators and a separate payroll request for the balance of hours worked by the student without any Work Study indicators.

Making modifications in PYAPOPS

To make modifications in PYAPOPS, please press F7 or click on the icon to execute a query. Type 'T' in Status box and tab to the McGill Id box and enter the McGill ID number for the student you want to verify or make changes.

Provided the WS Status does not show 'RP', (Reimbursement Processed) OR A value in Hrs App PLUS a WS Status of ZP (Zero Hours Reimaining on Project - for given term) you can:

  • add or remove 'W' to the Gov Prg (it must have a 'W' for you to enter a Project ID number in the next field)
  • correct/add the Work Study project ID number in Gov Prg ID (enter in a 5 digit number—no symbols or text)

You can remove a record from the reimbursement process by deleting the data in both Gov Prg ID and the Gov Prg.

List of Work Study status codes in PYAPOPS

CP

WS Project # has been cancelled—no reimbursements can be made

DP

WS Project # pay date—either from or to are outside the approved period—per session

DS

Student's pay date—either from or to are outside the approved period—per session

EP

WS Project # had ended—max WS hours have been reimbursed

ES

This is triggered by the Student Aid Office—it will be applied to payroll records that have been submitted in error

IF

The FOAPAL is no longer active—derived from FTMFUND—Fund validation

IP

WS Project # is not currently active for reimbursements

IS

Student # is not on approved list for WS

MA

Work Study Authorization was submitted for a different session—i.e. student matched for fall session but continues to work in winter

NA

No Work Study job assignment form has been sent to our office matching student to job

NP

WS Project # not valid

NS

Student # not found in Banner SIS and Work Study

RP

All hours from the payroll record have been used for reimbursement

SI

Combination of student's approved dates & project's approved date—the pay period straddles between 2 sessions

ZP

WS Project # has been reimbursed for the number of hours approved—May also contain Hours in the Hrs App field

For all questions regarding the Work Study Program, please contact us.