UCSD
CAMPUS NOTICE
University of California, San Diego
 

OFFICE OF STUDENT FINANCIAL SERVICES
September 14, 1994
KEY ADMINISTRATORS/KEY SUPPORT STAFF SUBJECT: FEDERAL/STATE/INSTITUTIONAL WORK-STUDY PROGRAMS
REFERENCE: PPM 250-6.1, STUDENT EMPLOYMENT WORK-STUDY
The following information is provided for you regarding the 1994-95 Work-Study Programs:
SPLIT: The department portion will remain at 40%. This departmental
percentage is subject to change during the year due to revisions in funding or student need.
PROGRAM
DATES: Students may begin work on Monday, September 19, 1994, and may
continue through Saturday, June 17, 1995, or when their Work- Study awards are depleted, whichever occurs first.
REVISIONS: Our office does not anticipate converting additional earnings
or loans to Work-Study for the 1994-95 academic year.
JOB POSTING: Work-Study funded jobs will continue to be available on a
phone in system called TELE-JOB through the Job Opportunities Program. Departments must specify which employment requisitions are for positions funded with any
type of Federal funds, including Federal Work-Study.
WORK-STUDY
DESIGNATION: When employing students on the Work-Study Program, depart-
ments must indicate "F" for Federal Work-Study, "S" for State Work-Study or "I" for Institutional Work-Study on the Personnel Action Form (PAF) in the W S P box. Failure to properly code the W S P box will result in 100% of
the student's earnings being charged to the department. Also, the same W S P coding must be included on specials
and adjustment PTRs. It is the responsibility of the depart- ments to carefully review their Distribution of
Payroll Expense Report (DOPES) to ensure that their payroll documents have been key entered correctly. Problems with payroll key entry should be directed to the Payroll Office at the extensions listed on the reverse side.
PAYROLL CAP: The Work-Study Program Cap prevents a charge to the Work-
Study program if the student has reached the maximum the student is permitted to earn. This will result in 100% of the earnings being charged to the department.
Please review your monthly ledgers to identify students who have been paid 100% department funds even though employed on Work-Study. Questions about the cap for individual students should be directed to the appropriate college
unit at Student Financial Services at the numbers listed below.
AWARD
AMOUNT: The Work-Study award amount appearing on the Financial
Aid Award Letter is the gross earnings amount. This amount includes the department's portion. It is unlawful to require the Work-Study recipient to repay or otherwise be responsible for meeting the department's portion. Please be aware that award amounts often change throughout the year because of revisions to the student's awards. Also be aware that the student may have been previously employed by another department on Work-Study funds and
may have already earned a portion of his/her Work-Study award. If you have any questions regarding the current Work-Study award amount, please call SFS at the appropriate extension listed below.
NO TIME
PROJECTION: Regulations do not allow the projections of earnings beyond
the date the time sheet is signed and submitted.
WORK
HOURS: Students employed on Work-Study may work up to 40 hours
per week.
Sick leave, vacation or holiday pay may not be paid on any Work-Study funds per Federal, State and Institutional Agreements.
The work schedule should be a mutual agreement between the employer and the employee. Questions regarding employee performance, schedule, etc., should be directed to the
Job Opportunities Program, x44472.
MONTHLY
AUDIT: Immediately after each pay period, please forward a copy
of the completed University PTR to the appropriate SFS unit at the mail codes listed below with the breakdown of hours worked on a daily basis, departmental and student signatures, and dates.
Regulations require that Student Financial Services perform a detailed audit of Work-Study earnings. The University Payroll Time Report (PTR) is considered the common time sheet. Our office will not accept individualized department timesheets.
Student Financial Services will audit payments made on Work- Study program funds and request copies of missing or incomplete PTRs. If a copy of the requested PTR is not submitted by the date requested, then the charge for the prior Work-Study pay- ment associated with the requested PTR will be reversed and applied to your department account at 100%. The department will
be notified when this occurs. Departments who repeatedly fail to follow the Work-Study procedures will be excluded
from hiring Work-Study students. Please note that the original PTR should always be forwarded to Payroll. For audit purposes, Student Financial Services requires a photocopy and not the original PTR.
COMPLIANCE: Failure to comply with the Work-Study regulations may result
in the termination of Work-Study employees in your department.
GENERAL INFO
SESSIONS: Two information meetings with Phyllis Walker, Pearl Trinidad,
and Ann Klein will be held to answer questions about the Work-study Program. The first meeting will be held on Monday, September 26, from 1:30 to 2:30 p.m. in the Santa Barbara/
LA Room at the Price Center. The second meeting will be held on Tuesday, September 27, from 9:00-10:00 a.m. in the Davis/Riverside Room at the Price Center. We request that a representative from your department choose a convenient date to attend.
CONTACTS: Contact Accounting at x44075, mail code 0953, with questions
regarding Operating Ledger information.
Contact the Job Opportunities Program at x44472, mail code 0335, for information regarding personnel/employment forms.
Contact Payroll at x42269 (A-K) or x43245 (L-Z), mail code 0952, with questions regarding payroll procedures.
Contact Student Financial Services at the appropriate extensions and mail codes listed below if you have any questions about a student's Work-Study award or about our audit procedures. We recommend that you retain a copy of the student's job referral and make a note in each student's file as to which college he/she attends.
MARSHALL COLLEGE SFS 43805 MAIL CODE 0013 MUIR COLLEGE SFS 43808 MAIL CODE 0013 REVELLE COLLEGE SFS 43806 MAIL CODE 0013 ROOSEVELT COLLEGE SFS 42550 MAIL CODE 0013 WARREN COLLEGE SFS 44686 MAIL CODE 0013 GRADUATE SFS 43807 MAIL CODE 0013 SCHOOL OF MEDICINE SFS 44664 MAIL CODE 0013
Thomas M. Rutter
Director
Student Financial Services