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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 awarded Federal Work-Study (Work-Study) with your financial aid.
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, request the Work-Study Eligibility Form from the Student Employment Center. If you secure a position with a non-profit organization or government agency, have the organization or agency contact the Work-Study Coordinator at (530) 752-0117 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 and your employer pays the balance. Employment may be with on-campus departments or off-campus employers.
Note: Whether your Work-Study job is on or off campus, you are a casual, restricted UC Davis employee.
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 petition for an increase in their Federal Work-Study award.
What Kinds of Work-Study Jobs Are Available?
Work-Study jobs are available in 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. Pay rates range from slightly above minimum wage to approximately $8.00 per hour.
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. Obtain a memo from your employer stating your last day of employment and the balance of your Work-Study award. Take that memo to the Student Employment Center and obtain a new Work-Study Eligibility Form prior to beginning your new position.
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?
Once you have accepted your Work-Study award, check the job listings posted online at the Student Employment Center Web site jobs.ucdavis.edu. Obtain your Work-Study Employment Eligibility Form and arrange your interview appointments. 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
If you do not wish to begin employment immediately, complete a Work-Study Deferment Form and submit it to the Student Employment Center by December 1. The form is available in Fall Quarter.
What Should I Do When I Receive A Job Offer?
If you are offered an on-campus position, present your Employment Eligibility Form to your employer and make arrangements to complete the necessary employment forms. If you are offered an off-campus position, contact the Student Employment Center to make arrangements to complete the necessary employment forms. You may not begin working until you complete these procedures.
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?
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.
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.
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.
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.
For 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.
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.