UCSC
Federal Work-Study Program
Information for Non-profit Organizations
Beginning the Process
Hiring Information
Hours and Pay
Administrative Information
What is Federal
Work-Study?
The Federal College Work-Study Program stimulates
and promotes part-time employment for currently registered students
who are eligilble for Financial Aid and are awarded Work-Study.
This program gives the student the opprtunity to earn a portion
of their financial aid, and to explore career possibilities
while gaining valuable and practical work experience.
Students are encouraged to look for a position that relates
to their academic interest or career goal. Work-Study can only
be used during the academic year mid September through mid June,
and during quarters in which the student is enrolled in at least
6 units (undergraduate students) and 5 units (graduate students).
Any unused portion cannot be carried over to the summer or to
the following year.
The Work-Study program has been designed to benefit both students
and non-profit off-campus employers. 60% of student’s
wages are paid by Federal College Work-Study funds, or other
funding sources. The remaining balance (40% salary + 10% administrative
fee) is paid by your organization. Your Organization will benefit
by hiring employees at a minimal cost.
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Does
my organization qualify for the Work-Study program?
To qualify, the following requirements
must be met:
Non-Profit: The organization may be public
or private, must be non-profit and tax exempt as certified by
the IRS. Eligibility for membership to the organization may
not be limited in anyway.
Non-Political: The Work-Study job must be directly
supervised and may not involve the employee in political activities
which include working for a candidate for public office or an
elected official, working on a political campaign, or lobbying
on the federal, state, or local level.
Non-Religious: Maintenance of
any facility used, or to be used, for sectarian instruction,
or as a place of worship is prohibited;
For National/Community Welfare:
A Work-Study employee may only perform work that is for national
or community welfare, rather than for a particular interest
or group.
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As a
Work-Study employer, what are my responsibilities?
Your responsibilities are to:
- Provide reasonable supervision of the work performed by student
participants and permit reasonable inspection by representative
of the University.
- Provide to the UCSC/Financial Aid Office, for each payroll
period, records indicating the number of hours worked each week,
containing your signature/certification as to the accuracy of
the hours reported and of satisfactory performance on the part
of the students.
- Pay to the University, upon receipt of an invoice from the
Financial Aid Office, 50% of the total
compensation to be paid to the students participating in the
program. Such percentage includes a 10%
administrative charge.
- Notify the Financial Aid Office (cc: Career Center), in writing,
of the date and reason for the termination of any Work-Study
student.
- Provide Worker's Compensation coverage for the student.
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How do I become a Work-Study employer?
You need to download the Work-Study
contract forms and complete and sign the
Work-Study agreement. Once the agreement has been completed
and signed by the authorized signatory person of your organization
and received by the Career Center, we will forward the agreement
to the director of the Financial Aid Office. If you had an agreement with UCSC the prior year,
the director of the Career Center will approve the Work-Study
agreement. Proof of IRS/State Franchise Board letter(s) of Exemption
or Articles of Incorporation will NOT be necessary in this case.
Please contact the work-study
coordinator to verify if your Work-Study contract has been
approved, and get your user name and password to create your
Student Employee Request (ER) on line.
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Where and
how can I advertise my Work-Study job listing?
This is an ON LINE PROCESS ONLY!!!!
- Work-Study jobs submitted to the UCSC Career Center may be
posted on the on-line Student
Employee Request (ER) System. Employers may log into Employee
Request System to view your job listings using the user
name and password provided to you by the Career Center.
- Read the instructions in "How
to Create a Work-Study Job Online". By completing your
Student (ER) on line, you can choose to have your job posted
or not. The Career Center will review, and if applicable, will
post your Student Employee Request (ER).
- The Career Center must approve all employee requests. All
hires must have an approved ER (job description) in the ER system.
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When are students able to see my
job listings?
Jobs can be posted at any time during the school year except
during the summer term. The earliest jobs can be posted is on
the second Sunday of September (Fall Quarter).
Students can view your job postings and apply by logging into
the Student
Employee Request (ER) System. Only students registered for
the current term, and who have accepted their Work-Study award
may apply on-line. When a student applies to a job posting,
you have the option of receiving notifications via mail.
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How
do I view the applications?
As soon as the ER has been approved by the Career Center,
employers may log in to the
Employee Request (ER) System to view your job listings and
applications using the user name and password provided to you
by the Career Center. As an off-campus employer you must contact
students that you would like to interview directly. This can
be done via the web site if the student has provided an e-mail
address on their employment application.
Students may apply for your approved job at any time, however
Work-Study jobs are not posted until the day of the Work-Study
orientation, this date changes every year. Employers will receive
a date notification from the Career Center. You may also email
the Work-Study Coordinator; phnorton@ucsc.edu
Once an applicant has been selected the employer must complete
the on-line hiring process using the
Employee Request (ER) System.
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How
do I hire a Work-Study student?
Employers must hire Work-Study students on line
by using the Career Center
Employee Request (ER) System
- Click the "applications" link
- Click "search"
- Click the student's name from the list
- Set up interviews
- Click "update status" to mark reviewed. All
applications must be reviewed.
- Click "start hire". Verify start and end dates.
- Click "complete hire" (if you do not click this
button the hire process is NOT complete)
Click here for a detailed instructions Steps
for Hiring Students
If not already in the payroll system, the student should
be prepared to visit the Career Center with all required
documents for payroll sign up. It is your responsibility
to prepare the student.
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How do I rehire students returning
to a job they had last year?
To re-hire a student, who worked for you before, for the current
year, please follow the steps below.
Please note that before hiring the student, you must confirm
with them that they want to use their Work-Study award with
your organization.
- Work-Study students returning to the same job they had last
year must be re-hired each year. They are not required to re-apply
on-line, but Work-Study award usage must be clarified before
you complete a hire action for the current year. Work-Study
awards shown on any student application are always current.
- Supervisor may use previously submitted student application
to click "Start Hire", then "Complete Hire"
for current year.
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How do I know when the student
can begin work?
The hire record in the Student Employment (ER)
System will show a completed date when the student's payroll
paperwork has been completed .
After the student has completed and signed all payroll forms
at the Career Center, the student will receive a Clearance to
Commence To Work "Blue" Card. You MUST ask to see
this card BEFORE they can begin working for your agency. This
card will have the date when the student can oficially start
working and recording hours on their time sheet.
Students who are active in the payroll system
may start work immediately and do not need a blue card. When
you click "complete hire", the system informs you
of the next steps.
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What documents does
the student need to begin work?
All employment/payroll paperwork will be taken
care of at the Career Center. If not active in the payroll system,
the student will need to come to the Career Center witht eh
following:
Originals of their:
- Social Security Card
- Picture ID (Campus ID is okay)
OR
Detailed
Identification List
Copies WILL NOT be accepted!
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What do I do if
a student employee is no longer working for my organization?
You must contact Patricia Blue
in Financial Aid as well as the work-study
coordinator at the Career Center to let them know there
has been a change.
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How many hours
is a student allowed to work for my organization?
Students must arrange the work hours
and schedule with you. As an employer you should understand
that academics must take priority over the job. The
maximum number of hours a student may work in a week is nineteen
hours (19) while attending classes. The maximum hours a student
may work per week during a break is 40 hours. Students may work
during academic year breaks if they are enrolled in both the
quarter before and the quarter after the break
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If I hire a Work-Study
student, what are their maximum earnings?
Each eligible student receives a Work-Study award amount that
represents the maximum amount the student may earn (total wages)
under this program. This generally does not exceed $2,300 for
an academic year and is often less than $2,300. If the student
employee’s earnings exceed their Work-Study award as authorized
by the UCSC Financial Aid Office, your organization will be
charged for 100% of the wages that exceed the earnings limit
(award amount). You may wish to hire the student directly on
your payroll if their Work-Study funds run out.
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Am I responsible for
keeping track of the student's Work-Study earnings?
Yes. The employer and
the student share the responsibility for monitoring
the amount of Work-Study money earned. When a student is within
$200.00 of their earnings limit, the Financial Aid Office will
send you a notice. You or your organization are responsible
to pay 100% of wages earned above the student’s earning
limit.
In addition, it is your responsibility to ensure that student
hours are distributed equally throughout the quarters the student
will be enrolled. In most cases, students will enroll for three
quarters and the employer should make an effort to ensure that
the students hours are divided evenly over the three quarters
so that their Work-Study earnings are received at the rate of
1/3 each quarter.
| Total Award Amount |
$8.00/hour |
$8.50/hour |
$9.00/hour |
| 2600 |
11 hrs per wk |
10 hrs per wk |
10 hrs per wk |
| $2,200 |
10 hrs per wk |
9 hrs per wk |
8 hrs per wk |
| $2,000 |
8 hrs per wk |
8 hrs per wk |
7 hrs per wk |
| $1,916 |
8 hrs per wk |
8 hrs per wk |
7 hrs per wk |
| $1,600 |
7 hrs per wk |
6 hrs per wk |
6 hrs per wk |
| $1,300 |
6 hrs per wk |
5 hrs per wk |
5 hrs per wk |
| $1,000 |
4 hrs per wk |
4 hrs per wk |
4 hrs per wk |
To ensure the student receives the maximum benefit of the
Work-Study award, it would be helpful for the employer and the
student to estimate the maximum number of hours the student
can work each week during the academic year (usually 10 weeks
for each quarter of enrollment) based on the award amount and
the student’s pay rate. The rough formula is (award /
rate / 30)
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How do I report student's
hours?
Your organization must submit any time worked each month on
a UC Santa Cruz Work-Study time sheet.
Download the Work-Study time sheet as an Excel
spreadsheet or PDF version.
After you print the Work-Study time sheet:
- You must complete and sign the time sheet. It should only
be signed by the authorized person in your organizaiton.
- Make sure your Work-Study student signs the time sheet,
and give them a copy.
- Keep a copy for your records.
- Please fax the completed timesheet to 831-459-3628
- Submit the white original directly to the Financial
Aid Office by the payroll deadline to:
205 Hahn Student Services
University of California
Santa Cruz, CA 95064
The original time sheet must be received in the Financial Aid
Office by the 15th of the following month to ensure that the
Work-Study program will pay wages. If a time sheet is received
after the 15th, the organization will be billed 100% for wages
earned.
The faxed copy must be received no later than the 24th of each
month (some months may vary, please check schedule). You can
assist your Work-Study employee by ensuring that a person authorized
to sign Work-Study time sheets is available for signature at
the end of the monthly pay period which is the 23rd of each
month.
Payroll Period |
Time Sheets Due |
Pay Date |
| 12/18/07- 01/23/08 |
01/24/08 |
02/08/08 |
| 01/24/08- 02/20/08 |
02/21/08 |
03/07/08 |
| 02/21/07- 03/23/08 |
03/24/08 |
04/08/08 |
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What if I am late
turning in time sheets?
As an employer, it is your responsibility to
submit time sheets before the established deadline. If the time
sheet is received after the deadline it will result in a one-month
delay in your Work-Study student's pay check.
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If I want
to give my student a pay raise, what should I do?
To change an employee’s
pay rate, please submit an email to the work-study coordinator
phnorton@ucsc.edu AND
Patricia Blue plb@ucsc.edu,
please include the following information:
- Employee’s name
- New rate of pay
- Effective date of the change
- Reason for the raise
The change will take approximately one month to complete.
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Who determines Work-Study eligibility
and award amount for UCSC students?
The Financial
Aid Office is responsible for determining the financial
need and eligibility for each student who applies for financial
aid. Nationally established guidelines determined by federal
and university policies are used to calculate eligibility. Students
who are eligible may be awarded aid through a variety of programs
including grants, loans, scholarships, and Work-Study.
A student must complete an application for financial aid in
order to be considered for a Work-Study award. A Free Application
for Federal Student Aid (FAFSA) or renewal application must
be submitted to the Financial Aid Office by the published deadline
in early May. As funding permits, late applicants are processed
on a first-come, first-served basis after all applications completed
on-time have been awarded.
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Am I responsible
for dividing a Work-Study award between multiple jobs?
No, the student is responsible. Students may
be hired for more than one Work-Study job if needed to fully
utilize their Work-Study award. In this situation, the student
will allocate how much of the total Work-Study award they want
to use for each job. Students may not earn over the amount that
is assigned to each job. Students will complete the Work-Study
allocation form on the Employee Request System and employers
will be notified of the change of allocations and limits via
email.
For example, if a student is hired for two jobs and the award
is $2,000, the student must split the Work-Study award between
the two jobs. If one job is allocated $500 and the other $1,500
for a total of $2,000, the student cannot earn more than $500
in gross earnings at the first job. At the second job, the student
may not earn more than the $1,500 allocated (gross earnings).
Students may change the allocations for multiple jobs at any
time during the year using the on-line system. However, the
allocation assigned to a particular job must include the amount
already earned plus the anticipated earnings amount for the
remainder of the academic year at that job. If an allocation
must be changed due to a change in the Work-Study award made
by the UCSC Financial Aid Office, a notice will be sent to the
employer stating the new earning limit.
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As an
employer, do I need to know the student eligibility requirements?
YES...student employees must meet specific
requirements to remain eligible to hold a student Work-Study
position.
Students are not eligible to work if:
- The student is registered less than half-time at UCSC.
- Loses eligibility for financial aid/Work-Study.
- Has withdrawn, is on leave of absence or has been barred
from enrollment.
- Gross wages exceed the total Work-Study award.
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Who bills me the other 50% of
the student wages?
The Financial Aid Office
will invoice for the 50% due which includes a 10% administrative
surcharge. The invoice will include an itemized description
of he amounts due to UCSC.
Checks should be made payable to: UC Regents
Please mail to:
UCSC Cashier's Office
102 Hahn Student Services Building,
Santa Cruz, CA 95064
Please include the top portion of the statement with the check.
Please identify your payment with the account number listed
on the invoice. Questions regarding the bill should be directed
to the Work-Study Coordinator in the Financial
Aid Office, Patricia Blue
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How
do the Payroll/Personnel System policies apply to Work-Study employees?
As UCSC casual-restricted employees, students are eligible
to accrue sick leave and holiday pay when they work over 50%
of the hours of the month. However, if a student works more
than 20 hours per week for one month or longer and qualifies
for these benefits, your organization must pay 100% of those
benefits. The Work-Study Program will not pay for any time other
than hours actually worked, (although a 15 minute rest period
may be granted for each work period of three continuous hours
or more, not to exceed two rest periods per day).
For further information please contact the work-study coordinator,
phnorton@ucsc.edu
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