UCSD CAMPUS NOTICE University of California, San Diego |
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OFFICE OF STUDENT FINANCIAL SERVICES October 5, 1998 KEY ADMINISTRATORS/KEY SUPPORT STAFF SUBJECT: FEDERAL/STATE WORK-STUDY PROGRAMS REFERENCE: PPM 250-6.1, STUDENT EMPLOYMENT WORK-STUDY This campus notice is designed to provide necessary administrative information to potential employers under the College Work-Study Programs. Work-Study program funds are provided to help meet a student's financial need while providing the student an opportunity to work, rather than borrow. In keeping with the spirit of the program, we encourage the development of jobs which will offer our students an opportunity for major- or career-related work experience. Additionally, we are required by Federal Regulations to ensure that a portion of our Work-Study funds are used for community service work. We ask that you keep these objectives in mind when developing jobs for our students. SPLIT: The department matching portion will remain at 50% for the Federal and State Work-Study programs. As permitted under Federal regulations, the America Reads program which employs students as reading tutors will continue to utilize 100% Federal Work-Study funds and does not have a department match. PROGRAM DATES: Students may begin work on Monday, September 21, 1998, and may continue through Friday, June 11, 1999, or when their Work-Study awards are depleted, whichever occurs first. JOB POSTING: Work-Study funded jobs may be viewed by students on the Career Services Center's homepage at www-csc.ucsd.edu via their On-Line Career Lab, on computers located on the first floor in Career Services or from any computer with internet access. Departments must specify on the vacancy listings which positions are funded with any type of Federal funds, including Federal Work-Study. WORK-STUDY DESIGNATION: When employing students on the Work-Study Program, departments must indicate "F" for Federal Work-Study, "S" for State Work-Study, or "I" for America Reads in the W block on the distribution line on the "EAPC" screen in the Payroll Personnel System (PPS). Failure to properly code these fields with "F" or "S" or "I" will result in 100% of the student's earnings being charged to the department. Also, the same coding must be included on specials and adjustment University Payroll Time Reports (PTRs). It is the responsibility of the departments to carefully review their DOPEs (Distribution of Payroll Expense Report) 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 extension listed below. 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. After the maximum is reached, 100% of the student's earnings will be charged to the department. Questions about the cap for individual students should be directed to the appropriate Student Financial Services (SFS) Offices at the extensions 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, with the exception of the America Reads program which has no match from the department. 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 the 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 projection of earnings beyond the date the time sheet is signed and submitted. WORK HOURS: Although there is no longer a federal regulation limiting hours worked to 40 per week, we would like to generally maintain that limit as a campus policy. Employers wishing an exception to this rule should apply directly to me providing the reasons for the request. We would like the opportunity to counsel the student on the use of his/her Work-Study award over the long term. We recommend the student work less than 20 hours a week while attending classes. Sick leave, vacation or holiday pay, and other non-wage payment may not be paid on any Work-Study funds. The work schedule should be a mutual agreement between the employer and the employee. MONTHLY AUDIT: Immediately after each pay period, please forward a copy of the completed University PTR to the appropriate SFS Office at the mail codes listed below with the breakdown of hours worked on a daily basis, departmental and student signatures, and dates. For those departments who are using the On-Line Timekeeping System (OLPTR), please print a PTR from the OLPTR System to record the breakdown of hours worked on a daily basis, departmental and student signatures and dates. Please forward a copy of the completed and signed University OLPTR to the appropriate SFS Office at the mail codes listed below. Regulations require that Student Financial Services perform a detailed audit of Work-Study earnings. The University PTR or OLPTR 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 or OLPTRs. If a copy of the requested form is not submitted by the date requested, then the charge for the prior Work-Study payment associated with the requested PTR will be reversed and applied to your department account at 100%. The department will be notified when this occurs. 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. CONTACTS: Contact Accounting at x44075, mail code 0953, with questions regarding Operating Ledger information. Contact the Job Opportunities Program at x44472, mail code 0335, with questions regarding employing students at UCSD. Contact Payroll at x42269, 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 in each student's file. UNDERGRADUATE & GRADUATE SFS x44480 MAIL CODE 0013 SCHOOL OF MEDICINE SFS x44664 MAIL CODE 0621 We appreciate your interest in hiring Work-Study students and remain committed to working with you to maintain a successful and viable program. Please feel free to contact us or the appropriate departments listed above should you have any questions. VINCENT DE ANDA Director Student Financial Services |