REMEMBER: Newly hired
students MAY NOT begin working under any circumstances until authorized
by the Career Center. Hours worked before all payroll forms are
submitted CANNOT be paid with Federal College Work-Study funds
What office determines work-study eligibility
and work-study award amounts for the UCSC students?
If I hire a WORK-STUDY student, what
is his/her maximum earnings?
If the WORK-STUDY student(s) that I
hired, decide to divide/work with another non-profit organization
or a UCSC department(s), who is responsible to split the work-study
award?
As a UCSC WORK-STUDY employer, what
are my responsibilities?
If I'm a faculty or supervisor, who
do I contact to hire a UCSC student?
Where and how can I advertise my Work-Study
and Non Work-study job listing?
When are student(s) able to see my
job listings?
How can I view the applications?
How can I hire a student?
New hires and Re-hires
How do I know when and how soon the
student(s) that I hired, can start working for my department.
Students returning to a job they had
last year.
How do I report the hours that my work-study
and non work-study students are working for my department/unit?
How many hours is a student(s) allowed
to work for my department/unit?
Estimated hours work per a week, based
on pay rate
.....and How often do the students
get paid?
Time sheet and payroll schedule.
Late time sheets.
As an employer. Do I need the students
eligibility requirements?
Student(s) ineligible to work
PPSM policies apply to work-study and
non-work-study employees
FEDERAL WORK-STUDY PROGRAM
The Federal College Work-Study Program stimulates
and promotes part-time employment for currently registered students
who are eligible for Financial Aid and are awarded Work-Study. This
program gives the student the opportunity 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 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 unit.
Your unit will benefit by hiring employees at a minimal cost.
Displacement of either non-Work-Study employees
or full-time staff members in order to reduce cost is a violation
of federal laws governing Work-Study.
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What office determines work-study
eligibility and work-study award amounts for the 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.
A Student must submit a Free Application for Federal
Student Aid (FAFSA) application to
Federal Student Aid Office by March 2nd each year. The FAFSA
can be filled out online and filed electronically at www.fafsa.ed.gov.
As funding permits, late applicants are processed on a first-come,
first-served basis after all on time applications have been awarded.
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If I hire a WORK-STUDY
student, what is his/her 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 his/her Work Study award as authorized by the UCSC Financial
Aid Office, your department will be charged for 100% of the wages
that exceed the earnings limit (award amount). However, the student
can continue to work with your Department/Unit by changing the work-study
status to non work-study.
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DIVIDING A WORK-STUDY AWARD
BETWEEN MULTIPLE JOBS
If the WORK-STUDY student(s) that I hired,
decide to divide/work with another non-profit organization or a
UCSC department(s), who is responsible to split
the work-study award?
Students are responsible for splitting their
Work-Study award/amount on line.
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 divide (or 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 a UCSC work-study employer,
what are my responsibilities? As an employer, you would be required
to agree to:
- Not to have students begin to work under any circumstances
until authorized by the Career Center.
- Provide supervision of the work performed by student participants.
- Pay 50% of the total compensation to be paid
to the students participating in the program. Such percentage
includes a 10% administrative charge.
- Submit paper time sheet or approve on-line time sheet by due
date.
- The employer and the student share
the responsibility for monitoring the amount of Work-Study
money earned.
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REMEMBER: Newly hired students may not begin working under
any circumstances until authorized by the Career Center. Hours worked
before all payroll forms are submitted CANNOT be paid.
WORK-STUDY AND NON WORK-STUDY
If I'm a faculty or supervisor, who do
I contact to hire a UCSC student?
As a faculty or supervisor you need to contact your HR
Service Team and get information on getting access (password
and user name) to the Student Employee Request web site to complete
your Student Employee Request Form.
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Where and how can I advertise
my Work-Study and Non Work-study job listing?
All jobs submitted to the UCSC Career Center will be posted on
the on-line student employment system at: http://www.careercenter.ucsc.edu/ers/ersstaff.
You may log in to this site to view your job listings using the
user name and password provided to you by your HR Service Team.
Read the instructions in "Creating
an Employee Request". 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).
Your HR Service Team MUST approve your Student Employee Request,
then send the ER to the Career Center for approval and on-line posting
through the ER
System .
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When are student(s) able to see my job
listings?
Work-study Jobs are posted beginning the second
Sunday of September (fall quarter). Work-study jobs are
not posted in summer, however students may apply if given the ER
number. Students can view your job postings and apply by logging
into the Student
ER system. Only students registered for the current term, and
who have accepted their work-study award may apply on-line. When
a student completes an application an e-mail may be automatically
generated and sent to the employer if this option is selected.
Non Work-study jobs may be posted any time of the
year.
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How can I view the student applications?
You may log in to the ER
system to view your job listings and applications using the
user name and password provided to you by your HR
Service Team.
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. Dept./Units will receive a date notification
from the Career Center.
Once an applicant has been selected the employer must complete
the on-line hiring process.
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THE HIRING PROCESS
How can I hire a student?
Employers must hire all 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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NEW HIRES AND RE-HIRES
RE-HIRE A WORK-STUDY STUDENT FROM PRIOR YEAR.
(Continuing on the UCSC payroll system).
Work-study students must be re-hired using the ER system
each year. To re-hire a work-study student, who worked
for you before, for the current year, you may click the hire button
from a previous student application. You may also ask the student
to apply to your job. A student may apply to a non-posted ER if
you give them the ER number. Before hiring the student, you must
confirm with them that they want to use their work-study award with
your Dept./Unit.
Non work-study jobs may simply be extended by
your HR team.
HIRING A NEW STUDENT
The student should be prepared to visit the Career Center
with all required
documents for a payroll signature. It is your responsibility
to prepare the student.
Students must bring the following documents to the Career Center
in order to complete the hiring process, unless they are already
active on the UCSC payroll system. When processing the hire action,
you will be instructed as to what the student is required to do
next.
Send the student(s) to the Career Center with the following documents.
Original Documents Only, copies will not be accepted.
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How do I know when and how soon the student(s)
that I hired, can start working for my department?
You may check a student's eligibility to start work by checking
the "Payroll Signup" status in the ER system hire record.
If it says "Required", the student may not work until
they come to Career Center.
New Hire: If a student
has never worked for UCSC (not in the Payroll Personnel System (PPS)
they must visit the Career Center to complete Employment Hiring
Forms.
Re-hire: If a student has worked
for a UCSC, but is inactive in the Payroll Personnel System (PPS),
they also must come to the Career Center to complete Employment
Hiring Forms.
After they have completed and signed these forms at the Career Center,
the Payroll Personnel Staff will give them a "Clearance to
Commence Work" card. You MUST ask to your student(s) for this
card BEFORE you put them to work for your Dept/Unit. This card will
have the date when the student(s) can officially start working and
recording hours on their time sheet.
Continuing: Students who are Active
in the payroll system do not need to complete any additional paperwork,
and may start work immediately.
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How do I report the hours that
my Non Work-Study and Work-Study student(s) are working for my department/unit?
Most student employees now use CruzPay
to report their hours. Some units still use a paper student
Time Sheet (Excel). Your HR
Team will coordinate all timekeeping activities.
How many hours is a student(s)
allowed to work for my department/unit?
Students must arrange the work hours and schedule with
you. As a UCSC 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 (19) hours 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 enrolled in both the
quarter before and the quarter after the break.
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Estimated Work Hours Per
Week Based On Pay Rate
| Award Amount |
$8.00 Pay rate |
$8.50 Pay rate |
$9.00 Pay rate |
| $2,300 |
10 hrs per wk |
9 hrs per wk |
9 hrs per wk |
| $2,000 |
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 |
5 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 |
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TIME SHEET AND PAYROLL SCHEDULE
.....and How often do the students get paid?
Students are paid on a monthly basis and the pay period
dates generally go from the 24th of the month through the 23rd of
the next month. The months of November, December, and June have
different due dates. The pay date is the 8th of the month following
the pay period end date.
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Late Time Sheets
If your students time sheet is received after your established deadline,
it will result in a one-month delay in your students paycheck.
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As an Employer, Do I need to know the student
eligibility Requirements? YES...
Your student(s) should be eligible to work if they are registered
for the current term at UC Santa Cruz and have completed
all necessary hiring paperwork at the Career Center.
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Student(s) ineligible to work:
A) Not registered, or registered less than half
time for work-study.
B) Loses eligibility for all financial aid work-study.
C) Has withdrawn, or is on leave of absence
D )If a student is notified that s/he has been
barred from enrollment and is appealing the decision, it is NOT
advisable that the student continue to work. If the appeal is denied
and the student has worked, the employer will be responsible for
100% of those earnings. Work-study employees may work up to the
effective date of withdrawal.
E) Gross earnings are equal to the total Work
Study award. These students may be converted to non work-study.
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PPSM policies apply to work-study and
non-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, the
employing unit must pay 100% of those benefits. (Call the Career
Center or the Payroll Office for information should this situation
occur.) The Work-Study Program will not pay for any time other than
hours actually worked, (although a 15 minute rest period must be
granted for each work period of three continuous hours or more,
not to exceed two rest periods per day).
Student Policies and Procedures
ER System Help
pages
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