September 27, 2016


SUBJECT:    Federal and University Work-Study Programs

This annual campus notice provides a reminder to all potential employers under the Federal and University Work-Study programs.

Work-Study Program funds are provided as a form of financial aid. We encourage the development of jobs which will offer our students an opportunity for major- or career-related work experience. Federal regulations require that a portion of our federal work-study funds be used for community service work. Please keep these objectives in mind when developing jobs for our work-study students.

PROGRAM DATES: Students may begin working under the Federal and University Work-Study Programs on Monday, September 19, 2016, through Friday, June 16, 2017, or when their work-study awards are depleted, whichever occurs first. Earnings prior to and after these dates must be paid 100% by department funds.

DEPARTMENT-MATCHING PORTION: The portion departments are required to fund for the Federal and University Work-Study Programs remains at 50%. It is unlawful to require the work-study recipient to repay or otherwise be responsible for meeting the department's portion. The other federal program for reading and mathematics tutoring of children and family literacy activities or for civic education and participation activities that teach civics in schools, raise awareness of government functions or resources, or increase civic participation will continue to utilize 100% federal work-study funds and does not require a department match.

JOB POSTING: Departments may post available work-study jobs through the Career Center’s/Student Employment Office (CC/SEO) on-line job entry process: If the job is open only for work-study funded students, this should be indicated. Jobs funded with work-study may be viewed by students on the Career Center's homepage at

WORK-STUDY PROGRAM (WSP) DISTRIBUTION: When hiring work-study award recipients there are three distribution codes. Nearly all departments employing students with work-study hire on the Federal Work-Study Program (distribution code of "F") during the effective start and stop dates. Departments authorized to hire specifically for reading and mathematics tutoring of children and family literacy activities or for civic education and participation activities that teach civics in schools, raise awareness of government functions or resources, or increase civic participation enter an "I" distribution code in the "WSP" field in the Payroll Personnel System (PPS). And lastly, departments hiring students with a University Work-Study award enter a “U” distribution code in the WSP field in PPS during the effective start and stop dates.

AWARD AMOUNT: Only an enrolled student is eligible for work-study funding. A student may view and print a copy of their web award notification via TritonLink; it lists the gross work-study amount a student can earn. Be aware that the student may have utilized some of their work-study funds with a previous employer or through another current employer. If so, the employing department should contact the other department(s) to verify all earnings to date and account for this when determining the available balance of work-study funds. For questions regarding the work-study award amount, please call the appropriate Financial Aid Office at the extension listed in the CONTACTS section below.

DEPARTMENTAL RESPONSIBILITY FOR TIMESHEETS: The payroll timesheet is considered the common timesheet and must be maintained by the department. Failure to maintain proper departmental records may result in a department's removal from the work-study program as an employing department.

Departments are required per regulations to:

· Contain sufficient information on the timesheet to support all payroll disbursements.

· Retain a copy of the original student timesheet for audit purposes. Timesheets are subject to be audited by Federal, UC and/or Financial Aid and Scholarships Office auditors.

· Keep a copy of a timesheet when adjustments are made to a prior pay period when work-study funding is utilized.

· Record the hourly rate of pay, index and fund numbers.

· Record the breakdown of hours on the timesheet worked by a student on a daily basis.

· Record the total number of hours worked during each pay period.

· Obtain the supervisor's signature and date on all timesheets (The student signature is not required). This requirement applies only for departments not utilizing MyTime Entry (MTE), web based application for reporting hours.

DEPARTMENTAL RESPONSIBILITY FOR RECORDS RETENTION: Departments are required to retain timesheets, as outlined above, for audit purposes. The Financial Aid and Scholarships Office may request copies of the timesheets from departmental timekeepers if discrepancies affect the work-study funds.

DEPARTMENTAL RESPONSIBILITY FOR REVIEW OF DISTRIBUTION OF PAYROLL EXPENSE REPORTS (DOPES): It is the responsibility of the department to thoroughly review their DOPEs. Award amounts often change throughout the year due to revisions made to the student's financial aid package. Revisions may temporarily suspend the student's work-study award and cause earnings to hit department funds at 100% until it is resolved. Therefore, it is essential that the DOPE is reviewed on a monthly basis and always before preparing an adjustment to ensure correct payroll charges apply.

WORK HOURS: Students must be paid on an hourly basis. A student can exceed 40 hours per week of work under work-study funds, though departments should review UC PPSM 30/Compensation (Non-exempt employees only) before allowing any employee to work over 40 hours per week. Other policies such as UC PPSM 2.210/Absence From Work should also be reviewed. Payment of overtime is allowed with work-study funds. It is at the discretion of the department if overtime pay is allowed. HOWEVER, fringe benefits such as sick leave, vacation or holiday pay, and other non-wage payment may not be paid with federal or university work-study funds. They must be paid with department funds at 100%. The WSP code distribution should be blank when entering these hours in timekeeping.

The work schedule should be a mutual agreement between the employer and the employee.

PROJECTION OF HOURS: Work-Study funds may only be used to pay for hours actually worked; thus projection of hours worked is not allowed.

PAYROLL CAP: The Work-Study Program Cap prevents a charge to the Work-Study Program if the student has earned his maximum award or if the student has not met financial aid requirements. When this occurs, 100% of the student's earnings will be charged to the department for any pay earned from that point forward or until the student has met financial aid requirements.

COMPLIANCE: Failure to comply with Work-Study Regulations may result in the termination of work-study funds for your department.


· Contact Student Employment Office at x40150 or with questions regarding employing students at UC San Diego.

· Contact Payroll at x43244 with questions regarding payroll procedures.

· Contact the Office of Post Awards Financial Services (OPAFS) at x27858 with questions regarding Operating Ledger information.

· Contact the Financial Aid Office at the appropriate extensions listed below with questions about a student's work-study award or required records retention.

o Financial Aid and Scholarships Office x44480

o Health Sciences Financial Aid Office x44664

We appreciate your interest in hiring work-study students and remain committed to working with you to maintain a successful and viable program.

Vonda Garcia
Financial Aid and Scholarships Office