| WORK-STUDY & NON WORK-STUDY HIRING INORMATION |
||||||||||||||||||||||||
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? Notice: Although the award listed in the ER system reflects the approximate remaining balance for the entire academic year, work-study awards are term based. This amount is typically one third of the annual amount for students who start in fall quarter. Employers must track work-study earnings to ensure that students do not earn more than their allocation (annual amount if the student is enrolled in all three quarters, prorated if the student is only enrolled in part of the year). 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? 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.
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, but not all, student employees will report their time worked via CruzPay. It may take two to three weeks after a student completes payroll sign-up at the Career Center before they can access CruzPay, the online time keeping system. A user name and password for CruzPay will be sent to the student's UCSC email address. They may download a paper time sheet from the CruzPay site to use until they get their 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. 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 bi-weekly basis. Google Biweekly Pay Dates Calendar Back to top |
