Work-Study Frequently Asked Questions
Aggie Job Link is a web service that connects UC Davis students with prospective on-campus and off-campus employers, allowing students to search for internships and jobs (including student employment and Work-Study).
How Do I Search and Apply for a Work-Study Job?
Work-Study jobs are available in various campus departments including the Library, Bookstore, Memorial Union, Campus Recreation and Unions, 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.
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. It is important to note that Work-Study funds are limited, and will be awarded on a first-come, first-served basis. Therefore, you should begin the application process early.
1. Apply for Work-Study vacancies at Aggie Job Link.
2. 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
3. Bring your Work-Study certificate to the interviews.
- Note: The certificate will expire 30 days from the date of generation. If the 30 days have expired, go to MyAwards and print another certificate. However, because Federal Work-Study funding is limited, you may not be able to generate another certificate if funds have been depleted.
4. If offered the job, the Employer should submit the Work-Study Eligibility Letter Request.
- Once your work-study is approved, your employer will receive a Work-Study Employment Eligibility Form, which you will need to sign 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.
5. Once the Work-Study Employment Eligibility Form is processed, a Work-Study award will be posted as accepted on MyAwards.
6. 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 the Work-Study Coordinator via email.
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 via our website.
If you secure a position with a non-profit organization or government agency, have the organization or agency contact the Work-Study Coordinator at 530-752-7151 to determine whether they are an eligible Work-Study employer.
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 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 from the Work-Study Coordinator.
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.
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 our website.
If you are offered an off-campus position, Work Study staff will be notified by the contracted employer. The Work-Study Coordinator 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 in MyAwards represents the maximum amount you may earn through the Work-Study Program over the course of the academic year.
How Will I Be Paid?
For UC employment, time records, signed by you and your supervisor, are submitted bi-weekly. Time Records for employees on-campus are submitted to their department administrative office. Time Records for employees off-campus are submitted to your employer.
University paychecks for students paid bi-weekly are available every other Wednesday. You may have your check forwarded by campus mail to your department or deposited to your bank account once you set up Direct Deposit.
For community service employment, you will need to abide by the non-UC Employers' time schedule.
Do I Have to Pay Taxes On Work-Study Earnings?
Yes. Work-Study earnings are subject to state and federal withholding taxes, 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)
- They must carry the campus required minimum course load (12 units).
Student employees who lose their exemption because they do not satisfy both the work and course load requirements will receive two payroll deductions. For additional information on the deductions, please visit the following HR website:
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, undergraduates should maintain 12 units per quarter. A reduction in your unit load or withdrawal from school affects the amount of your Work-Study award.
- Work-Study awards for undergraduates and international students can be used between July 1 and 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.
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 about other employment options. If you decide not to use your Work-Study, visit the Financial Aid and Scholarships 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 Financial Aid and Scholarships.