This annual campus notice provides critical information regarding
Federal and University Work-Study programs to all potential employers.
Work-study funds are provided as a form of financial aid. We encourage
the development of jobs which will offer our students an opportunity for
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:
First Date Eligible to Work: September 23, 2019
Final Date Eligible to Work: June 12, 2020
Students may begin working under the Federal and University Work-Study
Programs on Thursday, September 23, 2019, through Friday, June 12, 2020,
or when their work-study awards are exhausted, whichever occurs first.
Earnings prior to and after these dates must be paid 100% by department
funds.
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. Special programs will continue to
utilize 100% federal work-study funds and do not require a department
match (for example, programs related to: reading and mathematics tutors
of children and family literacy activities; civic education; or
awareness of government functions or resources).
WORK-STUDY PROGRAM (WSP) DISTRIBUTION:
When hiring work-study award recipients, there are three distribution
codes: F/I/U.
F Most Federal Work-Study Programs
I Special Programs Paid at 100%
U University Work-Study
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. The award notification lists the gross work-study amount a
student can earn during the academic year. 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.
Per regulations, departments are required to:
-Contain sufficient information on the timesheet to support all payroll
disbursements.
-Retain a copy of the original student timesheet for audit purposes
and/or to clarify discrepancies. Timesheets are subject to be audited by
Federal, UC and/or Financial Aid and Scholarships Office auditors.
-Keep a copy of a timesheet when adjustments are made to a prior pay
period when work-study funding is utilized.
-Record the hourly rate of pay, index and fund numbers.
-Record the breakdown of hours on the timesheet worked by a student on a
daily basis.
-Record the total number of hours worked during each pay period.
-Obtain the supervisor's signature and date on all timesheets (The
student signature is not required). This requirement applies only for
departments not utilizing MyTime Entry (MTE), a web-based application
for reporting hours.
DEPARTMENTAL RESPONSIBILITY FOR REVIEW OF DISTRIBUTION OF PAYROLL
EXPENSE REPORTS (DOPE):
It is the responsibility of the department to thoroughly review their
DOPE reports. 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 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, reporting 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:
For questions regarding employing students at UC San Diego, contact:
Student Employment Office: x40150 or studentemployment@ucsd.edu
For questions regarding payroll procedures, contact:
Payroll: x43244
For questions regarding Operating Ledger information, contact:
Office of Post Awards Financial Services (OPAFS): x27858
For questions regarding a student's work-study award or records
retention rules, contact:
Main Campus - Financial Aid and Scholarships Office: x44480
Health Sciences - Financial Aid Office: x44664
We appreciate your interest in hiring work-study students and remain
committed to working with you to maintain a successful and viable
program.