Work Study Process Flow for Graduate Student Researchers

Work-study process flow

WS = Work-Study
GSR = Graduate Student Researcher

Graduate Studies

Allocate WS units to academic graduate programs
Notify the program
Monitor WS usage, adjust or re-allocate units if necessary

Department/program

Work with Service Channel to hire a GSR in UCPath
Match GSR with WS eligibility
Submit online Work-Study Employment Request Form

Financial Aid and Scholarships

Verify if the student is eligible¹
If yes, award WS in Banner
Generate the WS Eligibility Form with WS Position Pool ID² on it
Notify the department, supervisor, and student of their rights and responsibilities
Send WS Inbound File to UCPath to populate Work-Study Award Table³
Review the WS account ledger
Transfer non-WS eligible costs out of the FWS account, e.g., share of cost over 75%, fringe benefits cost

Department/program

Retrieve the WS Eligibility Form online
Send the Form to Service Channel, ensure Service Channel enters WS Position Pool ID² for the student’s WS Position in UCPath
Ensure the supervisor and student read and understand their rights and responsibilities
Acknowledge rights and responsibilities to complete the Form
Fulfill all responsibilities outlined on Work-Study Employment Request Form, under “Employer/Department’s Rights and Responsibilities.”

Service channel

Enter WS Position Pool ID² for the student’s WS Position in the UCPath Position Table
Notify Dept. when done
Fulfill payroll and time reporting responsibilities

_{1 Student eligibility could change due to various reasons, e.g., the student gets a new fellowship or stipend, the student graduates, withdraws, etc.}
_{2 Work-Study Position Pool ID in UCPath is critical and must be entered accurately to the GSR’s Position for work-study funds to apply. Position – Job – Student Employee must be a 1-1-1 relationship.}
_{3 WS award record will only populate in UCPath when a student has a valid UCPath Employee ID. If not, FAS will hold the award in Banner and notify the department. to take action for a reasonable amount of time before canceling the award.}