Hiring a Graduate Student Researcher (GSR) with Work-Study

For graduate students, the work-study award period is October 1 through June 30. Students awarded Work-Study will not be paid retroactively. Their begin date must not precede the student's Federal Work-Study Employment Eligibility Form effective date (which will be entered when the form is requested).

  1. The Work Study Coordinator e-mails the Work-Study Employment Eligibility Form to the department. 
  2. Department enters the appointment on PPS (without the Federal Work-Study code) in order to generate fee payment.
  3. Department obtains appropriate signatures, assures that the form is complete, and e-mail the form to the Work Study Coordinator at workstudy@ad3.ucdavis.edu 
  4. Department proceeds with hire process, adding a second distribution line on the PPS appointment with the Federal Work-Study code from the form.
    • For guidance as to how to calculate the GSR appointment percentages contact Graduate Studies
    • For information as to how to process Federal Work-Study GSR in PPS, view the “Graduate Students Actions” within the PPS manual
  5. Beginning in October, by mid-month you can check for current Federal Work-Study limits on the IFNW Screen within PPS.

Note: All GSR Work-Study positions require the following documents:

As indicated in the Graduate Studies PAN Preparation Guide, in the case of Graduate Student Researchers (title code 3282), the department is to review the policies and procedures manual for entering the time code. This relates to keeping and submitting timesheets for students in this title. If the department’s process does not include collecting time sheets, the department will be asked to provide the department’s payroll processing procedures for Work-Study audit purposes.

Additional Pertinent Information

  • Work-Study earnings are taxable
  • Work-Study payments are not to precede the effective date on the Work-Study Employment Eligibility Form
  • Graduate (GSR) Work-Study positions are to conduct research that the University would fund regardless of the availability of Federal Work-Study monies
  • Work-Study monies cannot be used to pay students for writing a thesis/dissertation or for doing research that is only for the purpose of completing a graduate degree
  • Graduate Work-Study is awarded to the department at $2,800 per unit
  • It is University Policy to balance ledgers on a monthly basis
  • The total amount paid to the student is deducted from the Work-Study award (not just the 75% paid by Work-Study)
  • Work-Study Guidelines
  • GSR Cost Calculator (Scroll to TA/GSR Appointments)