SUBJECT:  Federal/State Work-Study Programs
                    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 as a form of financial aid to help a student meet the cost of attendance through employment. 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 will be used for community service work. We ask that you keep these objectives in mind when developing jobs for our work-study students.

NEW: There is no longer a federal regulation which limits the number of hours that a student can work per week. Payment of overtime is now allowed to be paid on work-study funds.

SPLIT: The department matching portion for our main work-study programs, Federal and State Work-Study, will remain at 50%. The America Reads/America Counts program, which employs students as reading and math tutors, will continue to utilize 100% Federal Work-Study funds and does not require a department match. The departmental matching portion for the State Work-Study Teaching Intern Program, which employs students in educationally beneficial positions that relate to tutoring, counseling, outreach, and curriculum development, will remain at 30%.

PROGRAM DATES: Students may begin work on Monday, September 18, 2000, and may continue through Friday, June 15, 2001, or when their work-study awards are depleted, whichever occurs first.

JOB POSTING: Departments may post available work-study jobs through the Career Services Center by submitting a Student Vacancy Listing or through the on-line job entry process. Departments must specify which positions are funded with any type of Federal funds, including Federal Work-Study. Work-Study funded jobs may be viewed by students on the Career Services Center's homepage at http://career.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.

WORK-STUDY DESIGNATION: When hiring students under a Work-Study Program, departments must indicate "F" for Federal Work-Study, "S" for State Work-Study, "T" for State Teaching Intern Program (TIP), or "I" for America Reads/America Counts in the "W" field 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 "T" or "I" will result in 100% of the student's earnings being charged to the department. Also, the same coding must be indicated when processing timekeeping specials and/or adjustments. It is the responsibility of the departments to carefully review their DOPEs (Distribution of Payroll Expense Report) on a regular basis to ensure correct allocation of payroll charges.

PAYROLL CAP: The Work-Study Program Cap prevents a charge to the Work-Study program if the student has earned his maximum award. After the maximum is reached, 100% of the student's earnings will be charged to the department for any pay earned from that point forward. 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/America Counts 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 due to revisions made to the student's financial aid package. Also be aware that the student may have been previously employed or is currently employed by another department on work-study funds. A portion of the work-study award may have already been earned or is concurrently being earned. This needs to be accounted for when determining the student's remaining balance of work-study funds available for usage. 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: There is no longer a limit of 40 hours per week that a student can work under work-study funds, although we recommend less than 20 hours a week while the student is 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 print a copy of the completed University OLPTR from the On-Line Timekeeping 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 OLPTR to the appropriate SFS Office at the mail codes listed below.

Procedures require that Student Financial Services perform a detailed audit of work-study earnings. The 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 OLPTRs.

IMPORTANT NOTE: If a copy of the requested OLPTR is not submitted by the date requested, the charge for the prior work-study payment associated with the requested OLPTR 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.

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

UNDERGRADUATE AND 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