work study training welcome to - uc santa barbara

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○ Employer.Services@sa.ucsb.edu

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 (Emily.White@sa.ucsb.edu)

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 | tracey.nguyen@sa.ucsb.edu | x2067Andrew Height | andrew.height@sa.ucsb.edu | x2733

finaidwsp@sa.ucsb.edu