UCSD CAMPUS NOTICE University of California, San Diego |
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September 5, 2001
SUBJECT: Federal/State Work-Study Programs 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 as a form of financial aid to help a student meet the cost of attendance through employment. 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 will be used for community service work. We ask that you keep these objectives in mind when developing jobs for our work-study students. SPLIT: The department-matching portion for the Federal Work-Study Program remains at 50%. The Federal America Reads/America Counts Program, which employs students as reading and math tutors, will continue to utilize 100% federal work-study funds and does not require a department match. The departmental matching portion for the State Work-Study Program has been decreased to 30% (previously 50%), and it employs students in positions that are related to their major or are of a career exploration nature. The departmental matching portion for the State Work-Study Teaching Intern Program, which employs students in educationally beneficial positions that relate to tutoring, counseling, outreach, and curriculum development, will remain at 30%. PROGRAM DATES: Students may begin work on Monday, September 17, 2001, and may continue through Friday, June 14, 2002, or when their work-study awards are depleted, whichever occurs first.
JOB POSTING: Departments may post available work-study jobs through the
Career Services Center's on-line job entry process. Departments must
specify which positions are funded with any type of work-study.
Work-Study funded jobs may be viewed by students on the Career Services
Center's homepage at <
WORK-STUDY DESIGNATION: Departments authorized to hire on the State
Work-Study Program (S), or the State Work-Study Teaching Intern Program
(T), or the America Reads/America Counts Program (I) should enter the
appropriate code in the "WSP" field on the distribution line in the
Payroll Personnel System (PPS). All other departments employing
students with work-study should hire on the Federal Work-Study Program
(F). If revisions are necessary, you will be notified. Also, the
approved coding must be indicated when processing timekeeping specials
and/or adjustments. It is the responsibility of the departments to
carefully review their DOPEs (Distribution of Payroll Expense Reports)
on a regular basis to ensure correct payroll charges.
PAYROLL CAP: The Work-Study Program Cap prevents a charge to the
Work-Study program if the student has earned his/her maximum award.
After the maximum is reached, 100% of the student's earnings will be
charged to the department for any pay earned from that point forward.
Questions about the cap for individual students should be directed to
the appropriate Financial Aid Office (FAO) at the extensions listed in
the CONTACTS section below.
AWARD AMOUNT: The Work-Study award amount is the gross earnings amount. Students may view and print a copy of the web award letter confirmation
via StudentLink. This amount includes the department's portion, with
the exception of the America Reads/America Counts 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 due to revisions made to the student's financial aid
package. Also be aware that the student may have been previously
employed or is currently employed by another department on work-study
funds. A portion of the work-study award may have already been earned
or is concurrently being earned. This needs to be accounted for when
determining the student's remaining balance of work-study funds
available for usage. In addition, you should contact the previous or
current employing department to determine the work-study earned to date.
Furthermore, students must be enrolled to be eligible for work-study
funding. If you have any questions regarding the current work-study
award amount, please call FAO at the appropriate extension listed in the
CONTACTS section below.
PROJECTION: Work-Study funds may only be used to pay for hours actually
worked; thus projection of hours worked is not allowed.
WORK HOURS: There is no longer a federal regulation that limits the
number of hours a student can work per week. A student can exceed 40
hours per week of work under work-study funds, though departments should
review 32/Overtime (Non-exempt employees only) before allowing any
employee to work over 40 hours per week. Other policies such as 42/Sick
Leave should also be reviewed. Payment of overtime is allowed to be
paid on work-study funds.
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 print a copy
of the completed University OLPTR from the On-Line Timekeeping System,
record the breakdown of hours worked on a daily basis, and obtain
departmental and student signatures and dates. Please forward a copy of
the completed and signed OLPTR to the appropriate Financial Aid Office
at the mail codes listed in the CONTACTS section below.
Procedures require that the Financial Aid Office perform a detailed
audit of work-study earnings. The OLPTR is considered the common time
sheet. Our office will not accept individualized department timesheets.
The Financial Aid Office will audit payments made on work-study program
funds and request copies of missing or incomplete OLPTRs. IMPORTANT
NOTE: If a copy of the requested OLPTR is not submitted by the date
requested, the charge for the prior work-study payment associated with
the requested OLPTR 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.
COMPLIANCE: Failure to comply with 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 the Financial Aid Office 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.
UNDERGRADUATE & GRADUATE FAO AWARD AMOUNTS
UNDERGRADUATE & GRADUATE FAO AUDIT PROCEDURES
SCHOOL OF MEDICINE FAO
CAMPUS-WIDE WORK-STUDY MEETING: You are invited to attend one of the
campus-wide work-study meetings to obtain valuable information about the
program and to ask questions. Information will be presented by Ann
Klein, Associate Director, Financial Aid Office; Phyllis Walker,
Assistant Director, Career Services Center; and Pearl
Trinidad-Charfauros, Manager of Payroll, Business & Financial Services.
Tuesday, Sept. 11, 2001
Wednesday, Sept. 12, 2001
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 the appropriate departments listed
above or us should you have any questions. |