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 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. 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