SUBJECT:

Federal/State/Institutional Work-Study Programs

REFERENCE: PPM 250-6.1, STUDENT EMPLOYMENT WORK-STUDY

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 be 50%. This
          change is necessary to ensure that there are
          sufficient Work-Study Program funds to meet the needs
          of UCSD students this year.

PROGRAM
DATES:       Students may begin work on Monday, September 18, 1995,
          and may continue through Saturday, June 15, 1996, or
          when their Work-Study awards are depleted, whichever
          occurs first.

REVISIONS:     At this time, our office does not anticipate
          converting additional earnings or loans to Work-Study
          for the 1995-96 academic year.

JOB POSTING:   Work-Study funded jobs will be available on Tele-Job,
          a phone-in service offered by the Job Opportunities
          Program of Career Services, via Infopath and on
          computers located in the C3 area on the first floor in
          Career Services. 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
          in the WSP field of the Personnel Action Form (PAF) or
          "EAPC" screen in the Payroll Personnel System (PPS).
          Failure to properly code these fields 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 extensions
          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 college unit at Student Financial Services
          (SFS) 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 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 projections of earnings
          beyond the date the time sheet is signed and
          submitted.

WORK
HOURS:      Students employed on Work-Study may work a maximum of
          40 hours per week, though we recommend less than 20
          hours a a week while the student is attending classes.

          Sick leave, vacation or holiday pay 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 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 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 Wednesday, September 27, from
          1:00 to 2:00 p.m. The second meeting will be held on
          Thursday, September 28, from 10:00 - 11:00 a.m. Both
          meetings will be held in the Multipurpose Room, Career
          Services. We request that a representative from your
          department choose a convenient date to attend.

CONTACTS:     Contact Accounting at x44074, 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 (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.

     THURGOOD MARSHALL COLLEGE SFS  43805  MAIL CODE 0013
     MUIR COLLEGE SFS           43808  MAIL CODE 0013
     REVELLE COLLEGE SFS         43806  MAIL CODE 0013
     ELEANOR 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

Vincent De Anda Director Student Financial Services