# Financial Aid and Scholarships

**Source**: https://financialaid.ucdavis.edu/work-study/employers/on-campus/ug
**Parent**: https://financialaid.ucdavis.edu/work-study/employers/on-campus

# Hiring an undergraduate student

## Undergraduate student eligibility

In addition to having at least $1,000 in financial need, a student must:

- Have a Free Application for Federal Student Aid, or FAFSA, on file and be a U.S. citizen, a national, permanent resident of the Trust Territory of the Pacific Islands or the Northern Mariana Islands; or living in the U.S. with the intention of becoming a citizen or permanent resident
  - Or have a California Dream Act Application, or CADAA, on file and meet Deferred Action for Childhood Arrivals, or DACA, requirements
- Be enrolled, or accepted for enrollment at UC Davis, and be in regular attendance in an undergraduate program
- Maintain Satisfactory Academic Progress, or SAP, in coursework while under the program
- Not owe a refund on a federal or state educational grant
- Not be in default on a state or federal educational loan
- Have a Student Aid Index, or SAI, of $25,000 or less

If you receive a message that a student is not eligible for work-study, they may not be meeting one or more of these requirements.

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For undergraduates, the funding period is **July 1 through June 30**. Students awarded work-study will not be paid retroactively. Their start date must not precede the student's Work-Study Service Channel Form effective date (which will be entered when the form is requested). Departments are responsible for ensuring the Position Pool IDs have been entered into UC Path prior to any of your employees beginning their work-study employment.

- Update the job vacancy to reflect the new fiscal year work period
- Request the Work-Study Eligibility Certificate from the student employee (students can print the certificate from their [MyAwards)](https://myawards.ucdavis.edu/)
- Verify student can produce required employment eligibility documentation:
  - [DACA certification](http://uscis.gov/humanitarian/consideration-deferred-action-childhood-arrivals-daca#request)
  - [Acceptable I-9 documents](https://www.uscis.gov/i-9)
- Submit a Work-Study Employment Request Form:
  - The [Work-Study Employment Request Form](https://fas.ucdavis.edu/Forms/WorkStudy) is used by UC Davis Employers to request work-study for undergraduate students. You will receive an email confirmation after a request has been submitted to our office. On the form, you will provide:

    - Student’s name
    - Student ID Number
    - [Title Code](https://ucdavispolicy.ellucid.com/documents/view/181)
    - [Pay Rate](https://hr.ucdavis.edu/departments/shared-services/sso/hr/recruit/student/policies)
    - Departmental information
- The work-study manager will confirm that the student is eligible for work-study and that all verification requirements have been met.
- Once the request has been approved, the requester will need to acknowledge rights and responsibilities in order to complete the Job Hire in the UCPath section and then download the Work-Study Service Channel Form.
- Once the Work-Study Service Channel Form has been downloaded:
  - Send the form to Service Channel and ensure Service Channel enters the Work-Study Position Pool ID on the student's position in UCPath.
    - **For TRS Users**: It is recommended that the work-study appointment and distribution line should be under 50% (i.e., 24%).
    - It is recommended that the non-work-study appointment and distribution line should be at 1%.
  - Ensure the student and supervisor read and understand their rights and responsibilities.

## Process workflow

- The Department will submit a request for work-study for one or more students.
- The submission will create a work-study request form for each student, which will be routed to the work-study manager for review. If the student is eligible and there are work-study funds available, the work-study award will be added to the student’s financial aid record. The form will then be routed back to the original submitter.
- The Department will then send the Work-Study Employment Request Form (PDF), available to download from the work-study form, to their service channel for completing the student hire. The service channel staff will need to add the Position Pool ID (provided on the Form) to the student Employee’s Position in UCPath.
- Once the form has been completed, an email will be sent to the student employee and the supervisor/employer letting them know of their work-study rights and responsibilities.

Please note: work-study funds will not be available to use until the last step in this process workflow is completed and the “Work-Study Manager Complete” stage of the workflow shows as “Complete”.

## Time reporting and non-eligible hours

The hiring department is required to have all undergraduate work-study students report their time in the Time Reporting System, or TRS, and all hours must be approved by their supervisor online.

Hours that cannot be charged to work-study include:

- 100% of any time exceeding the work-study amount
- Holiday, sick leave, overtime, and vacation, if worked sufficient hours to become eligible
- Hours submitted after the established June 30 payroll deadline each year

For these hours, a department must use non-work-study funding to pay the student.

[### Recruit an Aggie

For campus employers looking to hire UC Davis students.](https://employer.ucdavis.edu/uc-davis-employers)

[### Work-study undergraduate department training](https://financialaid.ucdavis.edu/sites/g/files/dgvnsk2561/files/media/documents/%21WS%20UG%20Training%20revised.pdf)

## Learning-Aligned Employment Program (LAEP) - defunded for 2024-25

### Learning-Aligned Employment Program for undergraduate students

The Learning-Aligned Employment Program, or LAEP, subsidizes 100% of undergraduate student employment wages to provide staff and faculty the means to hire students with financial need in research jobs. UC Davis began piloting the program in 2022.

- The State of California is in a budget shortfall for 2024-25 and 2025-26. The [May Revision](https://ebudget.ca.gov/) of the budget called for a cut to many one-time programs which included the Learning Aligned Employment Program (LAEP). **Therefore, LAEP aid for the 2024-25 aid year is not available and will not be offered in the foreseeable future. LAEP is no longer funding 2023-24 employment as of July 1, 2024.**\
- Undergraduate students and staff/faculty may want to consider [Federal or Institutional Work-Study](https://financialaid.ucdavis.edu/work-study) to fund research employment for the 2024-25 aid year.  Eligible students can receive up to $4,000 in work-study aid to subsidize student employment costs. More aid may be available on exception. Work-study subsidizes 75% of a student’s wage and the hiring department is responsible for funding the remaining 25%.\
- The [Undergraduate Research Center](https://urc.ucdavis.edu/) can also provide support in identifying research funding for students and faculty. We highly recommend reviewing this [Undergraduate Research Program Information sheet](https://urc.ucdavis.edu/sites/g/files/dgvnsk3561/files/inline-files/23-24_URC%20Programs%20Matrix%20FINAL_1.pdf) for other funding opportunities.