Hiring and Release of a Work-Study Student

Steps to Employ a Work-Study Student:

  • Have a Work-Study Contract in place (See Steps to Participating in the Work-Study Program Page)
  • Post the Position. Contact Internship and Career Center to post positions on Handshake. Interested students will contact your organization directly to apply. 
  • Verify Work-Study. Before you interview a student, verify that the student has Work-Study eligibility.  To verify Work-Study eligibility, have the student present the Work-Study Certificate which the student can retrieve by logging onto their MyAwards account. If unavailable, contact the Work-Study Coordinator directly to confirm eligibility. A Work-Study award is a specific amount of money that a student can earn during employment. The UC Davis Financial Aid and Scholarships Office is responsible for determining a student’s financial need and eligibility for a Work-Study award. Please have the student’s ID number available. 
  • Work-Study is awarded to students on an annual basis. Students can use their awards in the fiscal period from July 1 to June 30.
  • Submit the Hire Request Form that is sent once a work-study contract is in place. The Work-Study Coordinator must receive the signed Work-Study Eligibility Form. Work- Study cannot pay wages until you receive the Hire Authorization e-mail from the Work-Study Coordinator.
  • Set up a Hiring Appointment. Once you select a student(s), be sure to schedule a hiring appointment with your HR department.   
  • Sign & Return the Work-Study Employment Eligibility Form. The Work-Study Coordinator will e-mail over the invoice template after the Hire Confirmation has been processed.

Planning a Work-Schedule and Timesheets

  • To determine how many hours a student can be paid under a work study award take the award amount and divide by the pay rate. Example: If a student has an award of $3,000 and a pay rate of $10, they can work 300 hours through work-study. Once a student has utilized their full work-study award, employers may place students on their own payroll if they would like them to continue working.
  • While school is in session we strongly recommend students not be scheduled more than 19 hours a week so that school can be their primary focus. However, a student may work up to 40 hours a week when school is not in session. Working more than 19 hours a week could obligate the employer to pay fringe benefits, see below “Hours that cannot be paid by Work-Study funds.” A standard work week begins midnight Sunday and ends midnight the following Sunday.
  • A student may not work during scheduled class hours.
  • Submit Timesheets, Invoices, and Pay Stubs for Reimbursement. For each time period timesheets, invoices, and pay stubs are submitted to the Work-Study Coordinator. It is the supervisor’s responsibility to obtain the student’s signature, review for accuracy, sign, and date each timesheet. 

Releasing a Work-Study Student

  • If an organization finds it necessary to discharge a student before the end of the employment period, the reason for release must be discussed with the student and the Work-Study Coordinator. If the work performed by the student is unsatisfactory, this should be clearly communicated before and during work periods. Worksite rules and then University policies (as necessary) should be applied when performance is unsatisfactory. The student’s timesheet should indicate clearly the last day worked.