Financial Aid and Scholarships

Source: https://financialaid.ucdavis.edu/work-study/employers/off-campus Parent: https://financialaid.ucdavis.edu/work-study/undergraduate

Off-Campus

Work-study for off-campus employers

This webpage provides information on the work-study process for off-campus employers. For information on posting a job, hiring a student, and policies and procedures relating to employment, visit Recruit An Aggie on the Career Center website.

Eligibility for off-campus employers

How does work-study benefit employers?

Through this program, community organizations join UC Davis in providing important training and work experience for UC Davis students at a reduced cost to the employer, with the student’s salary partially subsidized by the Federal Government. For-profit companies pay only 50% (+surcharge) of the eligible employee’s wages. Government agencies and non-profit employers pay only 75% (+surcharge) of the eligible employee’s wages.

Agencies with qualified tutoring or family literacy programs may be eligible for a 100% reimbursement. Your organization employs the students and processes all hiring and payroll paperwork for your student employees. Your organization will then bill UC Davis for its share of the student’s wages on a bi-weekly or monthly basis. In addition, your organization can post positions on the University Job Web site to announce the job opportunities your organization has to offer for FREE! Your organization can screen and select the candidates you hire, and will also assign and direct students’ work activities.

What are the qualifications to participate?

Organizations participating in the work-study program must meet these requirements:

• Eligible non-profit employers must be a public or private non-profit, tax-exempt organization as certified by the IRS.
• Not involve work-study students in partisan or non-partisan political activity associated with a candidate or with a contending faction or group in an election for public or party office, any lobbying on the federal, state, or local level, or the construction, operation, or maintenance of any facility used or to be used for sectarian instruction or as a place of worship.
• Not to displace regular employees, impair existing contracts for services, or fill vacant positions because the employer's regular employees are on strike.
• Students may only perform work that is in the public interest.
• Community service work-study offers are limited to undergraduate students and can be used between July 1 and June 30.
• Community service employees can earn work-study from July 1 through June 15.
• Students awarded work-study will not be paid retroactively. Their start date must not precede the student's work-study effective date (which will be displayed when the form is approved).
• Employers are responsible for ensuring the student and supervisor acknowledge their rights and responsibilities prior to beginning their work-study employment.

Establishing a work-study agreement and application

In order to participate in this program, the University and the organization must enter into a work-study program agreement. If the organization meets the qualifications and is interested in being considered for this program, a Work-Study Application must be submitted. For more information on how to start a contract to employ work-study students, contact the work-study manager by phone at 530-752-2294 or via email.

Hiring process

• When the contract has been approved by the work-study manager, employers can begin posting their jobs on the Career Center website at Handshake. Employers can request work-study on behalf of a student using the online request form.
• A wage rate must be indicated in the job posting. The University does not dictate wage rates. Hourly rates should be set according to minimum wage laws, skills, and abilities needed to perform the job, and comparable to other non-work-study employees in the same position. Employers must at least pay work-study employees the higher of any applicable federal, state, or local minimum wage. The work-study manager may contact you to discuss wage rates that are not comparable to similar positions.
• The hiring process is to be completed before or on the day of the first day of employment.

Invoicing process

• Once the work-study manager receives approval that the student's purchase order has been processed, an invoice template will be created and emailed to the employer.
• In order to be reimbursed for work-study hourly wages, an invoice, timesheet, and pay stub must be submitted to the work-study manager.

Changes that may affect work-study eligibility

Work-study funding is subject to change based on changes to the student’s financial aid eligibility, such as not meeting Satisfactory Academic Progress, or SAP, or changes in the student’s Student Aid Index, or SAI,  or financial need. In addition, if the student participates in the Planned Education Leave Program, or PELP, reduces course units, withdraws, or is dismissed from school, they will no longer be eligible for work-study funds. The student should also notify Financial Aid and Scholarships of any changes in enrollment. Once the work-study manager is notified, an email will be sent to the employer of the change made to the funds. The employer is responsible for ensuring that the new fund balance is not exceeded.

Verification

Students whose financial aid applications are selected for verification will not have their work-study awards processed until verification of the Free Application for Federal Student Aid, or the FAFSA, or the California Dream Act Application, the CADAA, information has been processed. These students are notified of verification requirements and need to submit the necessary paperwork to Financial Aid and Scholarships before work-study can be awarded. Advise your students to submit the necessary paperwork as quickly as possible. The work-study award will not be retroactive to July 1, but only to the date that verification is completed and work-study can be accepted. If the student does not meet the posted verification deadline, it is possible that work-study eligibility will be lost.

### Hiring an undergraduate student

Notes on Tutoring Jobs

For those organizations hiring tutors, tutoring sessions can take place in a school setting or another location such as a public library or community center. The primary focus of the tutoring must be helping students gain reading and math skills.

Reading tutors can work with elementary school children and math tutors can be used for programs up to the ninth grade. A family literacy program’s focus should be on literacy education for children or their caregivers. Literacy activities designed to have children and their caregivers interact may also be eligible.