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What Is Work-Study?
The Federal Work-Study Program was created to stimulate and promote part-time employment for students who have financial need and who need earnings to pursue a college education. It allows students to meet their educational expenses without incurring a lot of debt and is intended to provide worthwhile job opportunities for qualified students. To participate, you must be a financial aid recipient with Federal Work-Study (Work-Study) award eligibility.
Your Work-Study award contributes more than financial assistance to your college education. It offers you a double bonus--education plus job experience. In increasingly competitive job markets, employers seek applicants who have employment as well as academic experience. Your award may also provide:
- Practical training and experience in your chosen field.
- Positive job experience to help you identify career objectives.
- An impressive resume and recommendations from former employers.
The questions summarized in this guide are frequently asked by students who have received Work-Study awards. Please read the information carefully.
What If I Already Have a Job?
If you are currently employed on-campus and are Work-Study eligible, the UC employer requests the Work-Study Employment Eligibility Form from the Student Employment Center (SEC) via the SEC Web site.
If you secure a position with a non-profit organization or government agency, have the organization or agency contact SEC at (530) 752-0520 to determine whether they are an eligible Work-Study employer.
How is Federal Work-Study Funded?
Federal Work-Study is a cooperative program administered by UC Davis whereby the federal government pays a portion of your wages. Employment may be with on-campus departments or an eligible off-campus employer.
Are Community Service Jobs Available?
Students employed through the Work-Study Program have the opportunity to work in positions which are designated by UC Davis as community service positions. Community service employers provide services designed to improve the quality of life for community residents, particularly low income individuals. Most of these positions will be for employers who are located off-campus. UC Davis encourages its students to seek employment with organizations that provide community services. Students employed in community service may have their employer petition for an increase in their Federal Work-Study award.
What Kinds of Work-Study Jobs Are Available?
Work-Study jobs are available in various campus departments including the Library, Bookstore, Memorial Union, Recreation Hall, ASUCD, administrative offices, and laboratories. Off-campus agencies offer a variety of openings such as recreation leaders, counselors, research and technical assistants, and preschool aides. The average pay rates range from minimum wage to nearly $20.00 per hour.
Note: Within the UC Davis payroll system, you are considered a casual, restricted UC Davis employee. For all other community service Work-Study positions, you work directly for the employer.
May I Hold Two Work-Study Jobs At The Same Time?
You may not hold two Work-Study jobs simultaneously, so it is important to select a job that will provide you with enough hours to earn the total amount of your award.
Can I Change Work-Study Jobs?
In order to change jobs, you must terminate your current Work-Study position. Have the employer fax or email a memo to SEC stating your last day of employment and the balance of your Work-Study award. Then have your new employer request the Work-Study Employment Eligibility Form.
How Is My Work Schedule Arranged?
Most employers try to coordinate your work schedule with your academic schedule. You may not be paid for more than 40 hours per week with Work-Study funds. If you work "overtime" on your Work-Study job, your employer must pay the entire amount of your earnings that exceed 40 hours.
How Do I Apply for a Work-Study Job?
If you are an eligible Work-Study recipient and there are Work-Study funds available, you will be able to generate a Work-Study certificate from the MyAwards page.
- Apply for Work-Study vacancies at jobs.ucdavis.edu
- Schedule interviews. During your interview, be sure to discuss the following points with your prospective employer:
- Your job responsibilities
- Your work schedule
- Your ability to earn the full amount of your Work-Study award
- Bring your Work-Study certificate to the interviews.
- Note: The certificate will expire 30 days from the date of the generation. If the 30 days have expired, go to MyAwards and print another certificate.
- If there are no more Work-Study funds to be awarded, you will not be able to generate a Work-Study certificate.
- If offered the job, the Employer will request the Work-Study Employment Eligibility Form from the Student Employment Center. You will need to sign the Work-Study Employment Eligibility Form with your employer after you're hired.
- The Work-Study Employment Eligibility Form will only be generated if verification has been completed, eligibility has been maintained, and funding continues to be available.
- It is the student's responsibility to verify with the employer that wages are being paid through Work-Study funding.
Remember: You are not authorized to use your Work-Study award until you, your supervisor, and the payroll administrator have completed the Work-Study Employment Eligibility Form and returned it to SEC by fax at 752-2550 or via email at sec@ucdavis.edu
What Should I Do When I Receive A Job Offer?
If you are offered an on-campus position, notify your employer that you are a Work-Study recipient and make arrangements to complete the necessary employment forms. The employer is to request the Work-Study Employment Eligibility Form from the Student Employment Center (SEC).
If you are offered an off-campus position, SEC staff will be notified by the contracted employer. The SEC will verify Work-Study eligibility and if eligible will generate the Work-Study employment eligibility packet and provide it to the employer. You may not begin Work-Study employment until you complete the necessary employment forms.
Note: If you have not been asked by your Employer to sign the Work-Study Employment Eligibility Form within one week of employment, follow up with your employer.
How Much Money Can I Earn?
The Work-Study award listed on your Financial Aid Notice represents the maximum amount you may earn through the Work-Study Program over the course of the academic year (employer and Work-Study contributions combined).
How Will I Be Paid?
For UC employment, time records, signed by you and your supervisor, are submitted bi-weekly for undergraduates and monthly for graduate students. Time Records for employees on campus are submitted to their department administrative office. Time Records for employees off-campus are submitted to the Student Employment Center (SEC).
University paychecks for students paid bi-weekly are available every other Wednesday. For students paid monthly, paychecks are available between the fifth and seventh work day of the month. You may have your check forwarded by campus mail to your department or deposited to your bank account.
For community service employment, you will need to abide by the non UC Employers time schedule and sign two time sheets: one that is utilized by the employer and the other that is submitted into SEC.
Do I Have to Pay Taxes On Work-Study Earnings?
Yes. Work-Study earnings are subject to state, federal withholding taxes, and Medicare and Defined Contribution Plan (DCP) savings. Students employed at the University must meet both of the following criteria to maintain their exemption from Medicare and DCP taxes:
- They must be appointed 49% time or less (not actual hours worked) AND
- They must carry the campus required minimum course load (12 units for undergraduate and graduate students).
Student employees who lose their exemption because they do not satisfy both the work and course load requirements will receive two payroll deductions. One deduction for 7.5% of the paycheck to an individual account in the University's Defined Contribution Plan (DCP) as an alternative to Social Security, and another for 1.45% to Medicare.
Do I Earn Vacation or Other Extra Benefits?
Under certain circumstances, you may be eligible for holiday pay, sick leave, and/or vacation. These benefits are paid by your employer, not Work-Study.
How Many Units Must I Maintain to Keep My Award?
To be eligible for Work-Study, undergraduate and graduate students must maintain 12 units per quarter. A reduction in your unit load or withdrawal from school affects the amount of your Work-Study award.
How Long Is My Work-Study Valid?
- Work-Study awards for undergraduates, law students, medical students, and international students can be used between July 1 and June 30.
- Graduate students can use academic awards from October 1 to June 30.
- Community Service employees can earn Work-Study from July 1 through June 15.
Unearned Work-Study is forfeited on June 30 and may not be transferred to the next fiscal year.
What are my responsibilities as a Work-Study Employee?
Take your job seriously. The experience you gain in a Work-Study position can be invaluable.
- Report to work promptly.
- Notify your supervisor as soon as possible if you will be late or unable to work.
- Do not conduct personal business on the job.
- Report your hours accurately on your time record.
- Submit your time record by the due date.
- Consider your employer's needs as well as your own when requesting time off.
- Dress appropriately for your work location.
If an employment problem develops or if you have difficulty earning the full amount of your Work-Study award, discuss the situation with your supervisor. You might also consult the Work-Study Coordinator, Student Employment Center, Dutton Hall, (530) 752-0117, about other employment options. If you decide not to use your Work-Study, visit the Financial Aid Office, 1100 Dutton Hall, to discuss replacing your Work-Study with other funding.
Remember: You are required to report any increase in non-Work-Study earnings or other resources to the Financial Aid Office.
May I hold a Work-Study Community Service job and a campus job?
If you are hired through the UC Davis Student Employment Center, you may not hold a Work-Study community service position jointly with a UC Davis Student Assistant position; however, an exception can be made if the campus job is a "by agreement" position.
I want to work in a research field while I am attending UC Davis. Can you help me contact someone who can place me in the right job for my major?
The Student Employment Center (SEC) is not a placement center; however, we can assist you with using the Web site to conduct advanced searches for part-time jobs. Please contact the SEC office at (530) 752-0520 to schedule an appointment. If you are interested in Internships, the Internship and Career Center can assist with placement in those positions.