{"id":2019,"date":"2025-09-04T05:13:33","date_gmt":"2025-09-04T12:13:33","guid":{"rendered":"https:\/\/www.sigcorp.com\/insights\/federal-work-study-earnings-reporting-in-ellucian-colleague\/"},"modified":"2026-04-13T21:26:15","modified_gmt":"2026-04-14T04:26:15","slug":"federal-work-study-earnings-reporting-in-ellucian-colleague","status":"publish","type":"post","link":"https:\/\/www.sigcorp.com\/insights\/federal-work-study-earnings-reporting-in-ellucian-colleague\/","title":{"rendered":"Federal Work Study Earnings Reporting in Ellucian Colleague"},"content":{"rendered":"\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.sigcorp.com\/wp-content\/uploads\/2025\/09\/Federal-Work-Study-Earnings-Reporting-in-Colleague-Shannon-Gallgher-February-2024.png\" alt=\"\"\/><\/figure>\n\n\n\n<p><em>By Shannon Gallagher, Senior Consultant<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-why-this-matters-now\">Why this Matters Now<\/h2>\n\n\n\n<p>FAFSA simplification removed self-reported need-based earnings. Beginning with 2024-25, schools must <strong data-start=\"803\" data-end=\"864\">report Federal Work Study (FWS) earnings by calendar year<\/strong> to COD so they\u2019re used in needs analysis. Colleague now supports <strong data-start=\"930\" data-end=\"949\">batch reporting<\/strong>, reducing manual entry and the risk of errors.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-federal-work-study-earnings-reporting-in-ellucian-colleague-webinar\">Federal Work Study Earnings Reporting in Ellucian Colleague Webinar<\/h2>\n\n\n\n<p>Learn how to report Federal Work Study earnings to COD using Ellucian Colleague\u2014what changed, how to prepare, step-by-step processing, and hard-won lessons from this first reporting cycle.<br><a><br>Watch Webinar <\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-changed-at-a-glance\">What changed (at a glance)<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong data-start=\"1035\" data-end=\"1045\">Scope:<\/strong> Report <em data-start=\"1053\" data-end=\"1059\">only<\/em> Federal Work Study earnings (not institutional or state).<\/li>\n\n\n\n<li><strong data-start=\"1122\" data-end=\"1133\">Timing:<\/strong> Calendar-year earnings aligned to the FAFSA income year (e.g., 2022 for 2024-25).<\/li>\n\n\n\n<li><strong data-start=\"1220\" data-end=\"1235\">Submission:<\/strong> One-by-one on COD <em data-start=\"1254\" data-end=\"1258\">or<\/em> <strong data-start=\"1259\" data-end=\"1282\">batch via Colleague<\/strong> (recommended).<\/li>\n\n\n\n<li><strong data-start=\"1302\" data-end=\"1318\">Corrections:<\/strong> Continue submitting corrections through the COD processing window.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-prep-checklist-before-you-run-anything\">Prep checklist (before you run anything)<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong data-start=\"1438\" data-end=\"1465\">Confirm payroll source:<\/strong> Do you use <strong data-start=\"1477\" data-end=\"1498\">Colleague Payroll<\/strong>?\n<ul class=\"wp-block-list\">\n<li>If <strong data-start=\"1509\" data-end=\"1516\">yes<\/strong> \u2192 wages populate from the <strong data-start=\"1543\" data-end=\"1558\">Pay-To-Date<\/strong> file.<\/li>\n\n\n\n<li>If <strong data-start=\"1574\" data-end=\"1580\">no<\/strong> \u2192 obtain a <strong data-start=\"1592\" data-end=\"1622\">calendar-year FWS earnings<\/strong> file from Payroll (FWS-flagged only).<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong data-start=\"1665\" data-end=\"1690\">Award status hygiene:<\/strong> FWS awards for the two impacted award years must be in an <strong data-start=\"1749\" data-end=\"1770\">accepted category<\/strong> (mixed-action awards require care).<\/li>\n\n\n\n<li><strong data-start=\"1811\" data-end=\"1832\">ICER requirement:<\/strong> Student needs a <strong data-start=\"1849\" data-end=\"1875\">federally flagged ICER<\/strong> in one of the two award years.<\/li>\n\n\n\n<li><strong data-start=\"1911\" data-end=\"1922\">Access:<\/strong> Ensure staff have the new forms: <strong data-start=\"1956\" data-end=\"1987\">PFWS, VFWS, CBDE, FCAW\/VCBE<\/strong>; update <strong data-start=\"1996\" data-end=\"2004\">FAUP<\/strong> to load <strong data-start=\"2013\" data-end=\"2029\">Campus-Based<\/strong> responses.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-the-colleague-process-works\">How the Colleague process works<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-1-build-your-work-file-pfws\">1) Build your work file \u2014 <strong data-start=\"2113\" data-end=\"2121\">PFWS<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><p data-start=\"2126\" data-end=\"2165\">Enter the calendar year (e.g., 2022).<\/p><\/li>\n\n\n\n<li><p data-start=\"2168\" data-end=\"2251\">Colleague selects students with FWS awards and a valid ICER in either award year.<\/p><\/li>\n\n\n\n<li><p data-start=\"2254\" data-end=\"2373\">If on Colleague Payroll, <strong data-start=\"2279\" data-end=\"2305\">earnings auto-populate<\/strong> from Pay-To-Date. Otherwise, you\u2019ll add amounts in the next step.<\/p><\/li>\n\n\n\n<li><p data-start=\"2376\" data-end=\"2460\">You can run in <strong data-start=\"2391\" data-end=\"2405\">simulation<\/strong> first; if needed, <strong data-start=\"2424\" data-end=\"2433\">clear<\/strong> and rebuild the work file.<\/p><\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-2-review-amp-maintain-vfws\">2) Review &amp; maintain \u2014 <strong data-start=\"2489\" data-end=\"2497\">VFWS<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><p data-start=\"2502\" data-end=\"2625\">Validate the selected students, <strong data-start=\"2534\" data-end=\"2555\">edit\/add earnings<\/strong> (if not on Colleague Payroll), and export to Excel for spot checks.<\/p><\/li>\n\n\n\n<li><p data-start=\"2628\" data-end=\"2697\">Statuses progress from <strong data-start=\"2651\" data-end=\"2694\">Added \u2192 Changed \u2192 Sent \u2192 Received\/Error<\/strong>.<\/p><\/li>\n\n\n\n<li><p data-start=\"2700\" data-end=\"2780\">Tip: Once a record is <strong data-start=\"2722\" data-end=\"2730\">Sent<\/strong>, you <strong data-start=\"2736\" data-end=\"2752\">can\u2019t delete<\/strong> it\u2014submit a change instead.<\/p><\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-3-create-amp-transmit-cbde\">3) Create &amp; transmit \u2014 <strong data-start=\"2809\" data-end=\"2817\">CBDE<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><p data-start=\"2822\" data-end=\"2902\">Generates the <strong data-start=\"2836\" data-end=\"2852\">campus-based<\/strong> outbound file and updates statuses to <strong data-start=\"2891\" data-end=\"2899\">Sent<\/strong>.<\/p><\/li>\n\n\n\n<li><p data-start=\"2905\" data-end=\"2967\">Works with TDClient directly or produces a file for EDconnect.<\/p><\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-4-load-responses-amp-fix-errors-fcaw-vcbe\">4) Load responses &amp; fix errors \u2014 <strong data-start=\"3006\" data-end=\"3021\">FCAW \/ VCBE<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><p data-start=\"3026\" data-end=\"3076\">Set <strong data-start=\"3030\" data-end=\"3038\">FAUP<\/strong> to load <strong data-start=\"3047\" data-end=\"3063\">Campus-Based<\/strong> responses.<\/p><\/li>\n\n\n\n<li><p data-start=\"3079\" data-end=\"3160\"><strong data-start=\"3079\" data-end=\"3091\">Received<\/strong> = done. <strong data-start=\"3100\" data-end=\"3109\">Error<\/strong> = review the reject code, correct, and <strong data-start=\"3149\" data-end=\"3159\">resend<\/strong>.<\/p><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-lessons-learned-from-the-first-cycle\">Lessons learned from the first cycle<\/h2>\n\n\n\n<p><strong data-start=\"3208\" data-end=\"3230\">What went smoothly<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><p data-start=\"3235\" data-end=\"3297\">Batch creation\/transmission via <strong data-start=\"3267\" data-end=\"3275\">CBDE<\/strong> is straightforward.<\/p><\/li>\n\n\n\n<li><p data-start=\"3300\" data-end=\"3362\"><strong data-start=\"3300\" data-end=\"3308\">VFWS<\/strong> gives a clear, editable view (and easy Excel export).<\/p><\/li>\n<\/ul>\n\n\n\n<p><strong data-start=\"3364\" data-end=\"3408\">Where teams stumbled\u2014and the workarounds<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><p data-start=\"3413\" data-end=\"3534\"><strong data-start=\"3413\" data-end=\"3441\">Mixed-action FWS awards:<\/strong> ICER\/citizenship data may not pass; make the award <strong data-start=\"3493\" data-end=\"3505\">accepted<\/strong> for the year, then resend.<\/p><\/li>\n\n\n\n<li><p data-start=\"3537\" data-end=\"3696\"><strong data-start=\"3537\" data-end=\"3562\">\u201cError\u201d won\u2019t resend:<\/strong> Change the <strong data-start=\"3574\" data-end=\"3593\">earnings amount<\/strong> (even +\/-$0.01), save, then correct it back\u2014this flips status to <strong data-start=\"3659\" data-end=\"3670\">Changed<\/strong> so CBDE can pick it up.<\/p><\/li>\n\n\n\n<li><p data-start=\"3699\" data-end=\"3853\"><strong data-start=\"3699\" data-end=\"3724\">Apostrophes in names:<\/strong> Some responses wouldn\u2019t load; removing the apostrophe in the response record allowed the import (while COD accepted the data).<\/p><\/li>\n\n\n\n<li><p data-start=\"3856\" data-end=\"4024\"><strong data-start=\"3856\" data-end=\"3875\">Address length:<\/strong> Over-length addresses caused <strong data-start=\"3905\" data-end=\"3929\">file import failures<\/strong>. Fix by expanding the address length setting or shortening the address in the response file.<\/p><\/li>\n\n\n\n<li><p data-start=\"4027\" data-end=\"4186\"><strong data-start=\"4027\" data-end=\"4062\">Invalid destination mailbox ID:<\/strong> Rare; coordinate with COD and IT. If timing\u2019s tight, submit those few students <strong data-start=\"4142\" data-end=\"4154\">manually<\/strong> on the COD campus-based site.<\/p><\/li>\n\n\n\n<li><p data-start=\"4189\" data-end=\"4319\"><strong data-start=\"4189\" data-end=\"4217\">Multi-college districts:<\/strong> Ensure the <strong data-start=\"4229\" data-end=\"4250\">correct entity ID<\/strong> is applied per student; some instances required manual intervention.<\/p><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-practical-tips-to-stay-clean-and-compliant\">Practical tips to stay clean and compliant<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong data-start=\"4374\" data-end=\"4403\">Align early with Payroll:<\/strong> Confirm how <strong data-start=\"4416\" data-end=\"4429\">FWS flags<\/strong> and <strong data-start=\"4434\" data-end=\"4451\">retro changes<\/strong> are handled so the Pay-To-Date file (or your import) reflects true FWS earnings.<\/li>\n\n\n\n<li><strong data-start=\"4537\" data-end=\"4576\">Communicate the calendar-year lens:<\/strong> Resist reconciling to academic-year CWS totals; <strong data-start=\"4625\" data-end=\"4655\">calendar year \u2260 award year<\/strong>.<\/li>\n\n\n\n<li><strong data-start=\"4661\" data-end=\"4683\">Bake in a QA pass:<\/strong> Export <strong data-start=\"4691\" data-end=\"4699\">VFWS<\/strong> to compare wages to Payroll\u2019s source file before you send.<\/li>\n\n\n\n<li><strong data-start=\"4763\" data-end=\"4788\">Document rerun steps:<\/strong> Keep a short SOP for <strong data-start=\"4810\" data-end=\"4827\">clearing PFWS<\/strong>, re-building, and resending targeted students.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-ready-to-streamline-your-next-fws-cycle\">Ready to streamline your next FWS cycle?<\/h2>\n\n\n\n<p>See the end-to-end walkthrough, configuration tips, and error-handling in action.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.sigcorp.com\/insights\/webinar\/federal-work-study-earnings-reporting-in-colleague\/\"><strong data-start=\"5166\" data-end=\"5189\">Watch the webinar<\/strong><\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.sigcorp.com\/contact\/\"><strong data-start=\"5192\" data-end=\"5230\">Talk with a SIG Colleague expert<\/strong><\/a> to validate your setup, build a test plan, or co-pilot your first clean run.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>New reporting rules are here&#8230;are you ready? Explore FWS earnings reporting in Colleague and learn how to avoid pitfalls while staying compliant this cycle.<\/p>\n","protected":false},"author":1,"featured_media":1776,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[1],"tags":[],"insight_topic":[14],"class_list":["post-2019","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-insights"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.5 (Yoast SEO v27.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Federal Work Study Earnings Reporting in Ellucian Colleague - Strata Information Group (SIG)<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.sigcorp.com\/insights\/federal-work-study-earnings-reporting-in-ellucian-colleague\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Federal Work Study Earnings Reporting in Ellucian Colleague\" \/>\n<meta property=\"og:description\" content=\"New reporting rules are here...are you ready? 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