Work-Study Procedures

Students
 

Before you can earn your Federal Work Study (FWS) award you must complete UCSF employment forms, which can be sent to your department or picked up at the Student Financial Aid Office (SFAO).

Your employer, either a UCSF department or an outside agency, must also complete FWS forms prior to your employment.  Federal (including NIH) based funds cannot be used to pay for the non-federal (your employer's) share unless the terms of the federal fund specifically permits the funds to be used for cost sharing/matching.

The SFAO must review and approve your FWS forms before you start working.

Any hours worked before SFAO approval will not be covered by FWS funds — your employer will be responsible for 100 percent of your salary!

You or your employer can obtain the necessary FWS forms from our website or by stopping by our office.

There is also a FWS manual that provides detailed information about the FWS program.

If you or your employer have questions on the FWS materials, please do not hesitate to contact our office.

If you have a non-work study position at another department at UCSF, please email  Elliot Yau or note it on the work study employment forms.

Follow the appropriate instructions below to begin your work study job through the UCSF Federal Work Study Program

On-Campus Instructions (see below) | Off-Campus Instructions


IF YOU PLAN TO WORK ON-CAMPUS

  1. ASK FOR WORK STUDY FUNDING - Make sure you have been awarded money for work study.
  •      This award appears on your offer letter as Federal Work Study.

  •  If you do not have a work study award, complete the Work Study Confirmation webform.

  1. Complete UCSF employment papers with the UCSF department hiring you.  Let the department know if you’ve worked at UCSF before.  The department may be able to update your previous employment record.  If not, new employment papers must be completed.

  2. The UCSF department must complete the Work Study paperwork with SFAO before you begin working. This includes the On-Campus FWS Agreement, FWS Job Description form, and employment papers be forwarded to SFAO by the hiring department before you begin working.

You and an authorized person in the UCSF department must sign and submit biweekly Time Records to our office.  You and your department will each be given a schedule that lists the biweekly deadlines for Time Record submission.  If you miss a deadline, your Time Record will not be processed until the next biweekly pay period.  The Time Record must be submitted to our office by your employer.  You are not allowed to mail or bring in your Time Record to our office.

It is your responsibility, as well as the UCSF department's, to keep track of your earnings.  If you exceed your FWS award, the UCSF department is responsible for paying 100 percent of your excess earnings!


IF YOU PLAN TO WORK OFF-CAMPUS

  1. ASK FOR WORK STUDY FUNDING - Make sure you have been awarded money for work study.
  1. The Off-Campus agency must complete the Work Study paperwork with SFAO before you begin working. The Off-Campus agency must complete and return these forms to SFAO for review and approval before you can begin working.

  1. Complete UCSF employment papers with the Student Financial Aid Office. Although you are working at an off-campus site, your paycheck comes from UCSF.  (The agency is billed for its share of your salary.)  You must, therefore, complete UCSF employment forms. Stop by our office to fill out the employment forms.
  • You must bring several items with you either your U.S. passport, naturalization papers or Permanent Residence card OR your driver's license and social security card. Contact our office for other valid documents. We must see the original documents; copies are not acceptable. See the drop-in advisor.

     

  • If you want to work at an off campus agency that is not in the local area during summer or quarter breaks, remember to complete the UCSF employment paperwork before you leave campus.

You and an authorized person at the off-campus agency must sign and submit biweekly Time Records to our office. You, and the agency, will be given a schedule that lists the biweekly deadlines for Time Record submission.  If you miss a deadline, your Time Record will not be processed until the next biweekly pay period.  The Time Record must be submitted to our office by the off-campus agency.  You are not allowed to mail or bring in your Time Record to our office.

It is your responsibility, as well as the off-campus agency's, to keep track of your earnings. If you exceed your FWS award, the off-campus agency is responsible for paying 100 percent  of the excess earnings!