Work Study Report Instructions

General Information

All SAP Users have access to the Departmental Work Study Report which provides several pieces of vital information, including a student employee's Work Study award amount and earnings-to-date. A Work Study student will not appear on the report until that student has earnings.

Work Study award amounts update nightly. Earnings on the report update every two weeks after the current payroll is run and released.  For specific dates, visit Payroll's website.

There are three Work Study award periods in the fiscal year.  Chronologically, they are Summer II (SUM 2), Academic Year (ACAD), and Summer I (SUM 1).

Accessing the Report

There are two ways to access the report:
1)  Type in ZPA_ZPRPA007 in the field on the upper left of any SAP screen,
2)  On your User Menu, go to:  Reports > Students > Dept Student Work Study
Execute.  The following SELECTION SCREEN appears:

Executing the Report
On the Selection Screen enter a PROCESSING DATE.  To view the latest data for the current award period, enter today's date.
Next enter either a student PERSONNEL NUMBER (Campus ID#) or a Work Study COST CENTER, and Execute.

The report displays in less than a minute. When it comes up, it looks like the following:

The report is simple yet contains useful and vital information.
Across the top:

  • The PROCESSING DATE:  In the example:  03/15/2021
  • The AID YEAR:  2020-21
  • The AID PERIOD:  ACAD (Academic Year)
  • The dates of the Academic year:  08/09/2020 to 05/15/2021
  • The date through which the information is updated:  The earnings on this particular report are UPDATED THROUGH THE PAY PERIOD ENDING:   02/20/2021
The body of the report contains:

  • The student's NAME
  • The student's Campus ID Number (PERS #)
  • The student's Work Study AWARD AMOUNT
  • The student's EARNINGS through the pay period specified at the top right (in the example:  02/20/2021)
  • The BALANCE of the student's Work Study award for the award period (in this case the Academic year).

The award amount is particularly important: If a student's Work Study award is reduced for any reason, you can be aware of it within 24 hours by accessing this report.

Changes in Work Study award amounts are updated nightly.  Departments are encouraged to review all of their students' Work Study award amounts frequently.

An award reduction going unnoticed may mean earnings must be covered with GSA funding instead.  


Student employees with Work Study earnings in more than one department will appear on the report with EARNINGS from your cost center only; however, the AWARD AMOUNT will be the total for both departments. 

Typically, a Work Study Share Form is routed between the two departments and an agreement is reached about how much of the award each department will utilize.

The Work Study report can help if you want to know if  a student employee is earning Work Study funds in more than one department:

Bring up the SELECTION SCREEN.  Enter a PROCESSING DATE and the student's PERSONNEL NUMBER (Campus ID #). Execute.

The report lists students under all of the cost centers for which they have Work Study earnings.  Remember, earnings are for the individual cost center while the award amount is in total.

In the example, Paul Savoy has two Cost Centers, but a total Work Study award of  $8000.00. Notice the Earnings within each Cost Center and the Balance attributed.

We welcome your questions!