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September 21, 2018
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 developing jobs that offer our students 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: September 24, 2018 - June 14, 2019 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 the following activities may continue to utilize 100% of federal work-study funds and does not require a department match: children's reading and mathematics tutoring; family literacy activities; civic education and participation activities that teach civics in schools, raise awareness of government functions or resources, or increase civic participation. JOB POSTING: Departments may post available work-study jobs through the Career Center's/Student Employment Office (CC/SEO) on-line job entry process: http://www-hr.ucsd.edu/qwl/policies/pdf/JOP20Recruitment.pdf. Departments should indicate if the job is open only for work-study funded students. Students may view jobs funded by work-study on the Career Center's homepage at http://career.ucsd.edu.
WORK-STUDY PROGRAM (WSP) DISTRIBUTION: When hiring work-study award
recipients, there are three possible distribution codes: 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, which also 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 and Scholarships 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: 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.
CONTACTS: We appreciate your interest in hiring work-study students and remain committed to working with you to maintain a successful and viable program.
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