| WORK-STUDY & NON WORK-STUDY HIRING INORMATION |
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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 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? 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 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 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. As an employer. Do I need the students eligibility requirements? 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. 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. What office determines work-study
eligibility and work-study award amounts for the UCSC students? 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. If I hire a WORK-STUDY
student, what is his/her maximum earnings? 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).
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? 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 . 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. THE HIRING PROCESS
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. NEW HIRES AND RE-HIRES RE-HIRE A WORK-STUDY STUDENT FROM PRIOR YEAR. 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. Back to top 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. Continuing: Students who are Active
in the payroll system do not need to complete any additional paperwork,
and may start work immediately. 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. 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. Estimated Work Hours Per Week Based On Pay Rate
TIME SHEET AND PAYROLL SCHEDULE 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. |
