Federal and University Work-Study Programs

This annual campus notice provides critical information regarding Federal and University Work-Study programs to all potential employers.

Despite the current COVID-19 pandemic, work-study funds are available as a form of financial aid. Students may work on campus as long as proper safety measures are followed; or they may work remotely as permitted by employers. 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 28, 2020

Final Date Eligible to Work June 11, 2021

Students may begin working under the Federal and University Work-Study Programs on Monday, September 28, 2020, through Friday, June 11, 2021, 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).

JOB POSTING:

Departments may post available work-study jobs through Handshake on the Career Center’s website. If the job is open only for work-study funded students, this should be indicated. Please be sure to review the Student Employment Policy.

WORK-STUDY PROGRAM (WSP) DISTRIBUTION:

When hiring work-study award recipients, there are three distribution codes: F/L/U.

F - Most Federal Work-Study Programs

L - 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, projects and task 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 EcoTime, a web-based application for reporting hours.

DEPARTMENTAL RESPONSIBILITY FOR REVIEW OF DISTRIBUTION OF PAYROLL EXPENSE REPORTS (DOPES):

It is the responsibility of the department to thoroughly review their DOPEs. 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.

Student Employment Office, x40150, studentemployment@ucsd.edu

For questions regarding payroll procedures, contact:
-UCPath Center (UCPC)
Log in to UCPath online self-service portal and submit a ticket by using the Ask UCPath button.

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.

Vonda Garcia
Director
Financial Aid and Scholarships Office