Off-Campus Work-Study Checklist

Students:

  • Check MyAwards for a Work-Study Eligibility Certificate. The certificate identifies if you have preliminary eligibility* and can be downloaded and presented to a work-study employer.
    • Make sure to complete any pending requirements in MyAwards.
  • Search Handshake for work-study jobs. When applying to a work-study job in Handshake, attach the Work-Study Eligibility Certificate or present it during your interview.
  • If you are chosen to hire, your employer will submit an Off-Campus Work-Study Employment Request Form on your behalf, which will establish your financial aid offer depending on your financial need.
  • Once the work-study manager receives the request, they will email it to you for your certification and acknowledgment of the aid offer, including your rights and responsibilities.
  • Begin onboarding with your off-campus employer.
  • Do not work during scheduled class times.
  • Inform work-study manager ([email protected]) and employer of any changes that may affect your financial aid, such as outside scholarships or changes in enrollment status.

Off-campus employers:

  • Review Work-Study for Off-Campus Employers
  • Check that your Work-Study Agreement with UC Davis is active
  • Recruit students in Handshake by following the Career Center's guidelines for recruiting Aggies
    • Mark the position as “Work-Study” for the student’s job search ability
  • Determine preliminary eligibility:
    • Eligible students obtain a Work-Study Eligibility Certificate in MyAwards and can attach it to the Handshake application or present it in the interview process.
  • Submit a Work-Study Employment Request Form:
    • Review request form instructions
    • Obtain access code found on student’s work-study eligibility certificate to submit the request.
    • The form’s routing workflow is communicated via email and on form’s workflow:
      • Identify students you intend to hire and provide relevant employer information
      • The WSM** confirms eligibility at the time of the request* and the aid offer amount
      • The student and supervisor must acknowledge rights and responsibilities
      • Work-Study funds will not be available for reimbursement until the “Work-Study Coordinator Complete” stage of the request workflow shows as “Complete”.
  • Onboard students onto your payroll
    • Begin onboarding a student once you receive confirmation the award is approved and request shows
      “Work-Study Coordinator Complete”.
  • Submit monthly invoice, paystub and timesheet to the Work-Study Manager
    • The WSM** will provide invoice templates for submission on a bi-weekly or monthly basis.
    • UC Davis will not reimburse for hours worked prior to the student’s Effective Eligibility Date found on the approved request.

The work-study certificate identifies a student as preliminarily eligible for work-study. However, eligibility is subject to change and is determined by a student’s financial need, completing requirements and maintaining Satisfactory Academic Progress (SAP). For additional information see Changes That May Affect Your Aid.
**WSM= Work-Study Manager at UC Davis. For more information reach out to the work-study manager at [email protected].