UCSC Student Work-Study Information

UCSC Student Work-Study Information

General Work-Study Questions

What is Federal Work-Study?
How do I apply for Work-Study?
Who determines my work-study award eligibility?
Can Work-Study employees work off-campus?
What are my responsibilities as a Work-Study employee?
Reasons you may be discontinued from working

Work-Study Awards

Do I have to pay my work-study back to the university?
What happens if I do not earn all my work-study?
Can I use my total work-study award in one quarter?

Are work-study earnings taxable?
What do I do after I accepted the work-study award but I have decided after the
fact to decline it?


How Do I Get a Job?

How do I view and apply for student jobs?
The Hiring Process
When can I begin working?
Where do I sign up for Payroll?
Do I need to show my supervisor anything before I can begin work?
How do I return to a work-study job I had the previous year?
How do I divide a work-study award between multiple jobs?

Pay and Hours

Time sheet and payroll schedule
How do I report my Work-Study hours?
What happens if my time sheet is late?
When do I get paid?
Where do I pick up my pay check?
What do I do about a Lost pay check?
How do I sign up for Direct Deposit?
Where can I get my earnings statements, W-2 or change my tax withholding?
How many hours am I allowed to work?
Estimated Work Hours Per Week Based On Pay Rate




What is Federal Work-Study?

Watch this Video. The Federal College Work-Study Program has been designed to benefit you, on-campus employers and non-profit off-campus employers. There are a wide variety of jobs available on the UCSC campus as well as with off-campus organizations.You are encouraged to look for a position that relates to your 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 you are enrolled in at least 6 units for undergraduate students and 5 units for graduate students. Any unused portion cannot be carried over to the following year.

Work-study allows employers to hire students at a reduced cost. A percentage of your wages are paid by Federal College Work-Study funds and the remaining balance is paid by your employer.

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How Do I Apply For Work-study?

To be considered for work study, you 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. Questions about this process may be referred to the Financial Aid Office.

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Who determines my work-study award?

The Financial Aid and Scholarship Office is responsible for determining the need and eligibility for each student who applies for financial aid while using federal guidelines and university policies.

Awards range from $400 to $2,300 depending on your need and other aid awarded. If you have been offered work-study as a part of your financial aid package, you may NOT begin working until you have accepted the offer through the student portal.

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Can Work-Study employees work off-campus?

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.

Be sure the organization has submitted a work-study contract

If an organization meets the above requirements, it may participate in the Work-Study program. The University and the organization must complete and sign a formal contract. This contract is initiated between the employer and the Career Center's, Work-Study Coordinator. Once the contract is approved and signed, jobs may be posted for Work-Study positions available within the organization.

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What are my responsibilities as a work-study employee?

  • Complete the hiring process at the Career Center before beginning work at your Work-Study job.
  • Monitor your Work-Study earnings and making sure that your earnings do not exceed approximately one third of your award for each quarter and, if you have multiple jobs, making sure that your earnings for each job do not exceed the amounts allocated for those jobs.
  • Informing your Work-Study employer of any changes in your award.
  • Discontinue work in a Work-Study job if any of the following apply to you:
    • You have withdrawn, or are on a leave of absence;
    • You are not registered, or registered for less than six units;
    • You have been academically barred from enrolling in a subsequent quarter; or
    • Your gross earnings are equal to your Work-Study award. (Note: in this case, you may continue on-campus employment if your employer agrees to pay 100% of your wages.)
  • Call your supervisor before your shift begins if you are ill and cannot come to work.
  • Make other arrangements with your supervisor in advance, if you cannot keep your schedule;
  • Arrive to work on time;
  • Record all hours that you have worked on your on-line or paper time sheet;
  • Make sure your time sheet is submitted on time;
  • Discuss job-related problems or questions with your supervisor

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Reasons you may be discontinued from working

  • You are not registered, or are registered for less than six units for undergraduate students and 5 units for graduate students;
  • Have withdrawn, or are on a leave of absence;
  • Have been academically barred from enrolling in a subsequent quarter or
  • Your gross earnings have exceeded your Work-Study award.

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Do I have to pay my work-study award back to the university?

No, you are working and earning these wages. You can spend these funds as needed to pay your living expenses or UCSC bills.

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What happens if I don't use all of my work-study?

Unused work-study allocations cannot be carried over from one academic year to the next. In addition, work-study may not be used during summer break. Students need to apply each year.

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Can I use my total work-study award in one quarter?

Your work-study award is for the entire academic year (3 quarters only -does not include Summer)

For example: If your total work-study award is $1500, the breakdown is as follows: Fall $500.00, Winter $500.00 and Spring $500.00. If you use all of your award too soon, your job must be changed to non work-study or your employer may terminate your employment. Note that off-campus appointments cannot be converted to non work-study. If you withdraw before the end of the academic year, and you have earned more than one third of your award per quarter, you may be billed for other aid you received. For more information please contact the Financial Aid and Scholarship Office.

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Are Work-Study earnings taxable?

YES...work-study wages are considered earnings and are subject to all federal, state, and local taxes. You will must downloas your W-2 from At Your Service On-line before the tax filing deadline. Earnings must be reported on your federal and state tax returns as income.

If you have any questions regarding your W-2 Form please contact the UCSC Payroll Office.

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What do I do if I have accepted my Work-Study award but then decide to decline?

No action is required. The award remains in an accepted state and is only activated (disbursed) when you have accepted a job and are receiving pay. For more information contact the Financial Aid and Scholarhip Office.

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How do I view and apply for student jobs?

You can view and apply for job listings on-line at the Career Center Student Employee Request System. Currently registered students may apply for both non work-study and work-study (if eligible) jobs. You may create and save up to 5 applications for future use and have the option of making them viewable to hiring supervisors.

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The Hiring Process

How to Apply:

  • Go to the Student Employee Request (ER) system
  • Click on "Work-study jobs", or "Non work-study jobs"
  • You must apply to the Work-Study version of a job to use your award.
  • Click on the job title you are interested in.
  • Click on the "apply" button at the bottom of the page
  • Employers will then contact you directly if they would like to interview you for the position. Generally, you will be asked to come to the office for an interview. Be prepared to answer questions about your previous work experience and skills. For interview preparation assistance see Advising

New Work-Study positions are posted throughout the school year but not during summer.

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When can I begin working?

Newly hired students may not begin working UNDER ANY CIRMUSTANCE until authorized by the Career Center. Hours that you work before your forms are submitted cannot be paid through the payroll system or with Federal College Work-Study funds. This is an important detail if you want to be paid in a timely manner.

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How do I sign up for

As a work-study employee you are paid by the University. You must come to the Career Center to sign up for payroll and fill out your employment forms.

You need to bring with you originals of your:

Social Security Card

Picture ID (Campus ID is okay)

OR

Passport

Please click here for a detailed identification list

Copies WILL NOT be accepted!

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Do I need to show my supervisor anything before I can begin work?

Unless you are continuing on UCSC payroll, you will need a Clearance-to-Commence Work (Blue) Card.

This card will be issued to you by the Career Center after all of your employment/payroll forms have been completed. You will need to give this card to your supervisor/employer to verify the date you are officially hired.

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How do I return to a work-study job I had the previous year?

Supervisors must re-hire work-study students each year, either by using an existing application, or they may ask that you re-apply to the work-study job.

If you are returning to a job you held during the previous Spring quarter and will be returning to it in the fall, you generally will NOT need to come to the Career Center and may start work immediately (if your rehire date is before 10/31/XX). You will NOT receive a clearance to commence work card in this case.

However, if you plan on returning to a previous job and you are rehired after 10/31/XX you probably will have come into the Career Center to fill out new employment/payroll paperwork and you will receive a new clearance to commence work card.

Supervisors are informed when processing a hire in the ER system if a student can go directly to work or must report to Career Center first. Student hire status may also be checked by looking at the hire record in the ER system.

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How do I divide a work-study award between multiple jobs?

You may work at more than one Work-Study job if you do not have enough hours at your first job to utilize your full Work-Study award. When you acquire additional Work-Study jobs, work-study funds will be used on a first come, first served basis. A student may work with their supervisor to have a job changed from work-study to non work-study.

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Time sheet and Payroll Schedule

Most, but not all, student employees will report their time worked vis CruzPay Check with your supervisor. It may take two to three weeks after you complete payroll sign-up at the Career Center before you can access CruzPay, the online time keeping system. A user name and password for CruzPay will be sent to your UCSC email address. You may download a paper time sheet from the CruzPay site to use until you get your password. If you have any questions about accessing CruzPay, use the contact information on the CruzPay web site or contact your timekeeper directly. Special instructions for Off-campus work-study students.

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What happens if my time sheet is late?

If your time sheet is received after the time sheet deadline established by your employer, it will result in a delay in your paycheck until the next pay period.

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When do I get paid?

Here is a link to the Google Biweekly Pay Dates Calendar

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Where do I pick up my pay check?

Your check will be sent to your college administrative office on the eighth of the month. Paychecks sent to your college must be picked up at the office within ten days and will not be delivered to your mailbox. Paychecks may also be directly deposited to your bank, which is highly reccomended.

If you want to change the destination of your check, or if it is being sent to an incorrect department, you should contact the Career Center or the Accounting Payroll Office for further information.

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What do I do about a lost pay check?

Pay Checks not picked up within 15 days are returned to the payroll department. Contact the payroll office:
http://financial.ucsc.edu/Pages/Payroll_Contacts.aspx

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How do I sign up for Direct Deposit (Sure Pay)?

For the fastest service, sign in to At Your Servicce On-line and complete a direct deposit request on-line.

Having direct deposit is great for when pay day is on a weekend, or during school breaks and we highly recommend it. It is very difficult to track down lost pay checks or checks that were not picked up in a timely matter.

When you have direct deposit, your earnings statements may be checked on-line at AYSO.

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At Your Service On-Line (AYSO)

AYSO is a employee self-service web application for all UC employees. Once you sign up, you will be presented with your Personal Welcome Page. This is where you may sign up for direct deposit, modify your contact information, view your monthly earnings statements, update your tax withholding (W-4) and even access/print your W-2 for tax purposes at the end of the year.

Detailed information about accessing At Your Service On-line

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As a student, how many hours am I allowed to work? 

As a student you may work up to 19 hours or less per week during each quarter when classes are scheduled, and up to 40 hours per week during quarter breaks. Employers must understand that academics take priority over your job.

In addition, it is your responsibility to ensure that your hours are distributed equally throughout the quarters that you will be enrolled. In most cases, you are enrolled for three quarters. You and your employer should make an effort to ensure that your hours are divided evenly over the three quarters so that your Work-Study earnings are earned at the rate of 1/3 each quarter. Please see the chart below for clarification.

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

Calculator:

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

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For further information regarding the Federal Work Study Program, please contact the Work-Study Coordinator at (831)459-4024 or workstudy@ucsc.edu.

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