UC SANTA BARBARA
Office of Financial Aid & Scholarships
WORK STUDY TRAININGwelcome to
Tracey NguyenAndrew Height
AGENDAUCPath UCPath
Referrals
Handshake
Guidelines
Introduction
CalFresh
WHAT IS WORK-STUDY?“Develop and promote part-time undergraduate and graduate employment opportunities for students with financial need.”
Dept 40% (+ 10% administrative fee*) - WSP 60% Split
Depts pay 50% of wages for students on Work-Study!
EXAMPLE: $100 gross earnings$40 dept cover $10 admin fee from dept$60 WSP cover
Cut Off Period - Winter
WSP = Work Study Program
FAQ #6: Will there be a “cut-off” date for letters of referrals?
ADMIN/SURCHARGE REPORTS● Monthly
○ Used to detail administrative charges for work-study students
○ Reconciliation
ELIGIBILITY● Students
○ Offered in 18-19 Award Letter (Work Study Referrals)○ Referrals available Sept 18○ Work-Study begins Sept 24; ends June 1○ Work-Study Award $3,000*
● Department Positions ○ At Least Minimum Wage
■ January 1, 2019 - increase from $11.00/hr to $12.00/hr
○ Non-Career Staff Positions○ Job Description Required
■ Clearly defined job functions ■ Establish clear work expectations ■ Must be detailed
Total Student Wages Earned:
2016-2017 Data
1,670 employed students
2017-2018 Data
1,735 work study students
DID YOU KNOW?
3.89% increase
$1.84 M $3.25 M
76% increase
$1.1 M $1.98 M80% increase
Total Wages Earned on Work-Study:
WS EMPLOYMENT REGULATIONS
On-Campus Work Study students are governed by:
Federal Employment Regulations 34 CFR Ch. VI, Part 675
Policies for Non-Represented UCSB Employees
HR Policies
Position Pool
Work-Study Recommendations● 15-20 hours per week (guideline)
● Work-Study cannot pay for: ○ Benefits of any kind
○ Non-Federal Share may be subjected to both
benefit accruals and state & federal taxes
● Retain WSP employment records for 5
years ○ WS Job description
○ WS Referral (copy)
○ Physical Timesheets
● Post to Handshake
HANDSHAKEUCSB’s new powerful recruiting platform
● What can you do with Handshake?○ Part-time or Full-Time jobs○ Internships○ Work-Study Positions○ Career Services Updates○ Career Fair Registration
● Sign Me Up!○ career.sa.ucsb.edu/faculty-staff/post-
departmental-job○ [email protected]
CAREER SERVICES - HANDSHAKE● Upcoming Handshake Trainings:
○ Sept 24 ○ 8:30 AM - 9:30 AM ○ Career Resources Room, Career Services,
Building 599○ RSVP: https://goo.gl/forms/vF6MQmXwl4l96Gbr1○ Contact Emily White ([email protected])
Important Handshake Dates - Work-Study:
Now Positions available for review Now Students are able to apply Sept 18 WS Referrals availableSept 24 WS Program Begin DateJune 1 WS Program End Date
● Verifies a student’s work study eligibility ● Must be submitted the Wednesday before the pay
period end date ● Four letter department code ● Earned Code: Regular● Start/End Date● Acct/Fund/Sub
Sub 0 Academic StudentSub 2 Student - Support Staff
● Employee Classification 11 Academic Student5 Student - Support Staff
● Position Pool IDF UndergraduatesD Deferred Action E Non-California Undergrad ResidentW Graduate
Work Study Referrals
● Verifies a student’s work study eligibility ● Must be submitted the Wednesday before the pay
period end date ● Four letter department code ● Earned Code: Regular● Start/End Date● Acct/Fund/Sub
Sub 0 Academic StudentSub 2 Student - Support Staff
● Employee Classification 11 Academic Student5 Student - Support Staff
● Position Pool IDF UndergraduatesD Deferred Action E Non-California Undergrad ResidentW Graduate
Work Study ReferralsFAQ #7: How will F versus D be set up in UCPath?
DEMO - ACCESSING WORK STUDY REFERRALS
ACCESSING WORK STUDY REFERRALS - SCREENSHOTS
SCROLL DOWN
Referrals On-CampusPosition Pool ID:
F
POP QUIZ: I am hiring a student for UCen Dining as a caterer. What employee classification code and position pool ID do I use?
Referrals Deferred Action
Position Pool ID: D
POP QUIZ: I am hiring a dream student as a tutor at CLAS. What employee classification code and position pool ID do I use?
Referrals Non-CA ResidentPosition Pool ID:
E
POP QUIZ: I am hiring an out-of-state graduate student as a teaching assistant. What employee classification code and position pool ID do I use?
UCPATH Duplicating PositionsDepartment Funding EntrySalary Cost TransferAd Hoc
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ADD NEW POSITIONFAQ #1: What happens when a student's work study runs out? Will we need to move them into a new position without a position pool ID number? How will we know to do this, and what if this update doesn't happen?
POSITION POOL IDs
POSITION POOL IDsQueries
DEPARTMENT FUNDING ENTRY
WORK STUDY CD
D Full Split - Department ShareW Full Split - Work Study ShareS Partial Split - Department ShareP Partial Split - Work Study Share Y Partial Split - Department Non Work Study ShareX Split Refusal No Balance Z FAU Error
SALARY COST TRANSFER - APPLY WORK STUDY
SALARY COST TRANSFER - REMOVE WORK STUDY
SALARY COST TRANSFER - ADD AD HOC APPROVER
SALARY COST TRANSFER - ADD AD HOC APPROVER
SALARY COST TRANSFER - ADD AD HOC APPROVER
SALARY COST TRANSFER - ADD AD HOC APPROVER
Work-Study Award = CalFresh Eligibility!!
CalFresh Advocates available to assist with applications!
foodbank.as.ucsb.edu & food.ucsb.edu
Advocate Schedule - Fall 2018
Mon-Fri 9:00 AM - 5:00 PM El CentroMon 9:00 AM - 11:30 AM OFASTues 4:00 PM - 7:00 PM Miramar Pantry
4:30 PM - 7:00 PM IV Food Co-opWed 3:30 PM - 5:00 PM ONDAS
2:00 PM - 5:00 PM A.S. FoodbankThurs 11:30 AM - 3:00 PM A.S. Foodbank
1:00 PM - 4:00 PM EOP Fri 1:30 PM - 4:00 PM Student Health
THANK YOU!
UC SANTA BARBARA
Office of Financial Aid & Scholarships
Questions?
Tracey Nguyen | [email protected] | x2067Andrew Height | [email protected] | x2733