SUBJECT:

Federal/State Work-Study Programs

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

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 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 remain at 50%
for the Federal and State Work-Study programs. As permitted under
Federal regulations, the America Reads program which employs students as
reading tutors will continue to utilize 100% Federal Work-Study funds
and does not have a department match.

PROGRAM DATES:

Students may begin work on Monday, September 21,
1998, and may continue through Friday, June 11, 1999, or when their
Work-Study awards are depleted, whichever occurs first.

JOB POSTING:

Work-Study funded jobs may be viewed by students on the
Career Services Center's homepage at www-csc.ucsd.edu via their On-Line
Career Lab, on computers located on the first floor in Career Services or
from any computer with internet access. 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, "S" for State Work-Study, or "I"
for America Reads in the W block on the distribution
line on the "EAPC" screen in the Payroll Personnel System (PPS). Failure
to properly code these fields with "F" or "S" or "I" 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 extension 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 Student Financial Services
(SFS) Offices at the extensions 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, with the exception of the America Reads 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
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 projection of earnings beyond the date the time
sheet is signed and submitted.

WORK HOURS:

Although there is no longer a federal regulation limiting hours worked to 40
per week, we would like to generally maintain that limit as a campus policy.
Employers wishing an exception to this rule should apply directly to me
providing the reasons for the request. We would like the opportunity to
counsel the student on the use of his/her Work-Study award over the long term.
We recommend the student work less than 20 hours a week while attending
classes.

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 forward a copy of the completed
University PTR to the appropriate SFS Office at the mail codes listed below
with the breakdown of hours worked on a daily basis, departmental and student
signatures, and dates. For those departments who are using the On-Line
Timekeeping System (OLPTR), please print a PTR from the OLPTR System to record
the breakdown of hours worked on a daily basis, departmental and student
signatures and dates. Please forward a copy of the completed and signed
University OLPTR to the appropriate SFS Office at the mail codes listed
below.

Regulations require that Student Financial Services perform a detailed
audit of Work-Study earnings. The University PTR or OLPTR 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 or OLPTRs. If a
copy of the requested form 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. 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.

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 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 in each student's file.

UNDERGRADUATE & GRADUATE SFS  x44480  MAIL CODE 0013
SCHOOL OF MEDICINE SFS        x44664  MAIL CODE 0621

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 us or the appropriate departments listed
above should you have any questions.

Vincent de Anda Director Student Financial Services