Federal Work Study (FWS) External Hiring Process

Federal Work Study (FWS) External Hiring Process Guide for Citrus College Employees

This guide outlines the necessary steps for Citrus College employees to follow when creating and processing a purchase order requisition for the Federal Work Study (FWS) program for external hiring. Please adhere to the following instructions to ensure a smooth and efficient process.

Purchase Order Requisition Creation

1. Initial Guidance:
   • Follow the directives provided by Marie Noriega from the Fiscal Department. Ensure compliance with her guidance regarding the requisition creation.
2. Timing for Requisition Requests:
   • Requisitions for the 2024-2025 period can be initiated starting May 13, 2024.
3. Creating the Requisition:
   • Create a new requisition to cover the entire employment period of the FWS student(s) for the 2024-2025 academic year.
   • Include all relevant details and ensure the requisition spans the full duration of the employment period.

Requisition Information

1. Account Code:
   • Use the following account code for the requisition:
     • Account Code: 13170-2512-58900-682000
2. Vendor Information:
   • Ensure the vendor information is correctly entered as follows:
     • Vendor: A00280977
3. Requisition Details:
   • Clearly specify the scope of work, number of hours, hourly rate, and the total amount estimated for the FWS employment period.
   • Include the name(s) of the FWS student(s) if known or specify the job titles and expected duties.

Requisition Approval and PO Generation

1. Approval Process:
   • Once the requisition is submitted, it will enter the approval workflow.
   • The requisition must be reviewed and approved by the designated approvers within the Financial Aid and Fiscal departments.
   • Monitor the approval status regularly to ensure any issues or delays are promptly addressed.
2. Purchase Order (PO) Generation:
   
   • Upon receiving all necessary approvals, the purchasing department will generate an electronic Purchase Order (PO) number.
   • This PO number will be sent to the requesting department and should be recorded and referenced for all subsequent related transactions and communications.

Important Notes

• Compliance and Accuracy:
  • Ensure all information provided in the requisition is accurate and compliant with FWS guidelines.
  • Double-check the account code and vendor information to avoid any delays in processing.
• Follow-Up:
  • Maintain regular communication with the Fiscal and Purchasing departments to track the progress of the requisition.
  • Address any issues or discrepancies immediately to ensure timely approval and PO generation.
• Record Keeping:
  • Keep a record of the requisition and the generated PO number for future reference and audits.
  • Ensure all related documents are stored securely and are easily accessible when needed.

By following this guide, Citrus College employees can efficiently navigate the FWS external hiring process, ensuring that all necessary steps are completed accurately and on time. For any questions or further assistance, please contact the Fiscal Department.