Undergraduate student eligibility
In addition to having at least $1,000 in financial need, a student must:
- Have a Free Application for Federal Student Aid, or FAFSA, on file and be a U.S. citizen, a national, permanent resident of the Trust Territory of the Pacific Islands or the Northern Mariana Islands; or living in the U.S. with the intention of becoming a citizen or permanent resident
- Or have a California Dream Act Application, or CADAA, on file and meet Deferred Action for Childhood Arrivals, or DACA, requirements
- Be enrolled, or accepted for enrollment, at UC Davis, and be in regular attendance in an undergraduate program
- Maintain Satisfactory Academic Progress, oe SAP, in coursework while under the program
- Not owe a refund on a federal or state educational grant
- Not be in default on a state or federal educational loan
- Have a Student Aid Indexm, or SAI, of $25,000 or less
If you receive a message that a student is not eligible for work-study, they may not be meeting one or more of these requirements.
For undergraduates, the funding period is July 1 through June 30. Students awarded work-study will not be paid retroactively. Their start date must not precede the student's work-study effective date (which will be displayed when the form is approved). Employers are responsible for ensuring the student and supervisor acknowledge their rights and responsibilities prior to beginning their work-study employment.
- Update the job vacancy to reflect the new fiscal year work period
- Request the Work-Study Eligibility Certificate from the student employee (students can print the certificate from their MyAwards)
- Verify student can produce required employment eligibility documentation:
- Submit a Work-Study Employment Request Form (see details below)
- The work-study manager will confirm that the student is eligible for work-study and that all verification requirements have been met.
- Once the request has been approved, the requester will need to acknowledge rights and responsibilities.
- An invoice template will be created and sent to the employer for use for the academic year.
Work-study request instructions
The Work-Study Employment Request Form is used by off-campus employers to request work-study for undergraduate students. You will receive an email confirmation after a request has been submitted to our office. On the form, you will provide:
- Student’s name
- Student ID Number
- Title Code
- Pay Rate
- Employer information.
Process workflow
- The employer will submit a request for work-study for one or more students.
- The submission will create a work-study request form for each student, which will be routed to the work-study manager for review. If the student is eligible and there are work-study funds available, the work-study offer will be added to the student’s financial aid record. The form will then be routed back to the original submitter and student for certification.
- Once the form has been completed, an email will be sent to the student employee and the supervisor/employer letting them know of their work-study rights and responsibilities.
- The work-study manager will send completed student invoice templates for monthly submission.
Please note: work-study funds will not be available to use until the last step in this Process workflow is completed and the “Work-Study Manager Complete” stage of the workflow shows as “Complete”.
Time reporting and non-eligible Hours
Timesheets
- For each pay period, submit timesheets, invoices, and pay stubs for reimbursement to the work-study manager.
- After all hours worked have been posted to the timesheet, it must be signed by the authorized supervisor and the student.
- It is the supervisor’s responsibility to obtain the student’s signature, review for accuracy, sign, and date each timesheet.
- Timesheets without signatures cannot be processed.
- Time records should show total hours worked each day. Time should be calculated to the nearest quarter hours (.25, .50, .75).
- The supervisor must initial any corrections to the timesheet.
- Employers should make copies of the timesheets for their records.
- Incomplete timesheets will result in a delay in processing.
Non-eligible hours for work-study
- Hours worked prior to the effective eligibility date listed on the signed eligibility form.
- 100% of any time resulting in the exceeding of the work-study award amount.
- Holiday, sick leave, overtime, and vacation, if worked sufficient hours to become eligible.
- Hours submitted after the June payroll deadline each year.
