Work Study for FY20

June 7, 2019
SHARE HR Generalists

Dear SHARE Region,

 This email is to provide you with information pertaining to work study. In this email, you will find:

  • A summary of the changes that have taken place due to UCPath;
  • Instructions on checking if a student has work study funding, and what date that funding becomes available;
  • Dates for 2018-2019 and 2019-2020 work study aid years;
  • Instructions on submitting requests to apply work study funding to students in the 2019-2020 aid year;
  • Deadlines for submitting requests to HR in order to have funding for the 2019-2020 aid year applied on the first day of 2019-2020 aid year.

New vs. old work study procedures

Previously, HR entered work study codes in HCM. Work study codes were generated when a student was referred and accepted a work study position on the work study website. The code became effective on the first day of the month in which the student was referred.

With the transition to UCPath, the work study office has taken on the responsibility of updating work study codes in UCPath.

Work study codes will now be processed when the student is both a) entered into UCPath, and b) referred to the work study website. The work study code becomes effective on the first day of the next pay period that falls on/after the date both conditions are met.

 Example:

Pay Periods for August:

July 28 - August 10

August 11 - August 24

August 25 - September 7

 Student A is referred to a work study position on August 7, 2019, and entered into UCPath on August 11, 2019; they will receive work study funding on August 11, 2019.

Student B is referred to a work study position on August 7, 2019, and entered into UCPath on August 12, 2019; they will receive work study funding on August 25, 2019.

What if you can only have the student employee work when their salary is partially or fully paid by work study funds?

If you are concerned about work study student payroll expenses being charged 100% to the department COA, please ensure that you check the status of the case before asking the student(s) to begin working. Only after the employee is entered into UC Path and has been referred and accepted in the work study portal, will student employee receive work study funds. You can also follow the instructions below for a work study status.

How to check on what date work study will be applied to a student

 Go to the Work Study Portal

  1. Select On Campus Employer > Search
  2. Select Students from the menu options on top > Student Earnings’ Report(s)
  3. You can search for students by the Department Org Node, Supervisor Last Name, Job Number, Referral Number or Student ID > Search
  4. A list of student(s) will populate
  5. Work study is available for the student on the Effective Date listed

 Note: If a student is not listed, their work study is not yet being applied. This may mean the student is not yet in UCPath, or has not yet been referred to a work study position. If you believe the student should have work study funding, please reach out to your HR Generalist for further information.

Work Study Aid Year Dates

Work study for the 2018-2019 Financial Aid year ended on May 17, 2019.

Work study will become available for the 2019-2020 Financial Aid year on July 1, 2019, and run through May 15, 2020.

 The department will be responsible for 100% of student earnings for hours worked from May 18-June 30.

How to Request HR to Refer a Student for 2019-2020 Aid Year

 If a student is not referred to a work study position for the 2019-2020 aid year, they will not receive work study funding on July 1, regardless of whether or not the student had work study funding in the 2018-2019 aid year.

  • Work study funding from the 2018-2019 aid year will not roll over into the 2019-2020 aid year.
  • In order to receive work study funding for the 2019-2020 aid year, which begins July 1, student employees will have to be entered in UC Path, referred and accept their work study job offer via the work study portal.

If you would like to apply work study funding to a student that already has an appointment in UCPath, please

  1. Open a ServiceNow case.
  2. Attach supporting documentation to include:

(this information is required to post the job in the work study portal in order to refer the student employee)

  • Student’s Name
  • Student ID
  • Job Description
  • Job Qualifications
  • Position number

If this is a new hire (student is not yet in UCPath) please

  1. Open a ServiceNow case
  2. Attach:
    1. Hire Request Form for the student with “Work Study” marked
    2. A document containing the Job Description and Job Qualifications

Deadlines:

 Deadline to submit request to apply work study funding to current student on July 1:

  • June 14,2019

 Deadline to submit request to hire new student and have work study funding applied July 1:

  • Submit by June 12
  • Student must attend onboarding by June 19

If submissions are not made by these deadlines, work study can still be applied for the 2019-2020 aid year, but we cannot ensure that it will go into effect on July 1.

Thank you,

SHARE Generalists 

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