UCSC Federal Work-Study Program

Off-Campus Employers Only
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 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 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.

    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: The work may not involve constructing, operating, or maintaining any part of a building used for religious worship or sectarian instruction.

    Work must be "in the public interest" Work in the public interest is defined as work performed for the welfare of the nation or community, rather than work performed for a particular interest or group.

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As a Work-Study employer, what are my responsibilities?

Your responsibilities are to:

  1. Provide reasonable supervision of the work performed by student participants and permit reasonable inspection by representative of the University.
  2. Provide to the UCSC Financial Aid and Scholarship 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.
  3. Pay to the University, upon receipt of an invoice from UCSC Student Business Services, 50% of the total compensation to be paid to the students participating in the program. Such percentage includes a 10% administrative charge.
  4. Notify the Financial Aid and Scholarship Office (cc: Career Center), in writing, of the date and reason for the termination of any Work-Study student.
  5. 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 and Scholarship 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?

  • 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 ten working days before the start of fall quarter in September.

    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 email.

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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.

    Students may apply for your approved job at any time, however Work-Study jobs are not posted until ten working days before the start of fall quarter; this date changes every year. Employers will receive a date notification from the Career Center. You may also email the Work-Study Coordinator.

    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

    1. Click the "applications" link
    2. Click "search"
    3. Click the student's name from the list
    4. Set up interviews
    5. Click "update status" to mark reviewed. All applications must be reviewed.
    6. Click "start hire". Verify start and end dates.
    7. 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 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 officially start working and recording hours on their time sheet.

    Students who are already 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 with documentation showing identity and eligibility to work in the US. Some common documents are:

    • Social Security Card
    • Picture ID (Campus ID is okay)

    OR

    • US Passport

    Detailed Document List of all acceptable documents

    Original documents only

    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 the work-study processor in the Financial Aid and Scholarship Office 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 and Scholarship 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 and Scholarship Office will send you a notice. You may also monitor the student's remaining work-study balance by looking at either the student job application or hire record in the ER system. You or your organization are responsible to pay 100% of wages earned above the student’s earning limit. Time sheets will not be accepted and students cannot be paid through the University Payroll system after the work-study allocation is exhausted.

    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.

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
  • 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.

  • Calculator:

Award Amount: Pay Rate: Hrs per Week: Total Weeks:

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How do I report student's hours?

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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 AND the Financial Aid and Scholarship office, 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 and Scholarship 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) must be submitted to Federal Student Aid Programs, www.fafsa.ed.gov 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, work-study funds will be used on a first come, first served basis when there are multiple jobs. Employers will be notified via email when a student is hired into an additional work-study job. A student has the option of working with their supervisor to convert any job from work-study to non work-study.

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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:

    1. The student is registered less than half-time at UCSC.
    2. Loses eligibility for financial aid/Work-Study.
    3. Has withdrawn, is on leave of absence or has been barred from enrollment.
    4. Gross wages exceed the total Work-Study award.

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Who bills me the other 50% of the student wages?

  • UCSC Student Business Services will invoice for the 50% due which includes a 10% administrative surcharge. The invoice will include an itemized description of the amounts due to UCSC.

    Checks should be made payable to: UC Regents

    Pleasemail 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 processor in the Financial Aid and Scholarship Office.

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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 19 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.

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