Graduate Studies has allocated Federal Work-Study (FWS) awards to graduate programs to be used for Graduate Student Researcher (GSR) positions during the 2018-19 academic year. This allocation is designed to give graduate programs additional funds that may be used for the support of quality graduate students who show financial need. The Graduate Financial Aid Office (FAO) manages the awarding process.
Work Study Deadlines for 2018-19
|Priority submission for the FAFSA||March 2|
|Deadline for fall quarter submission||September 28, 2018|
|Deadline for winter quarter submission||January 11, 2019|
|Deadline for spring quarter submission||March 08, 2019|
Forms and Online Resources
- 2018-19 Work Study Guidelines
- 2018-19 Academic Year GSR Cost Calculator (2018-19 salary levels for Oct 1, 2018, through June 30, 2019)
Financial Aid Office
- Work-Study for Graduate Student Researchers
- What You Need to Know About Work-Study
- Hiring a Graduate Student Researcher (GSR) with Work-Study
- 2018-19 Graduate Financial Aid Work Study Request Form
- To see the minimum financial need eligibility requirement for a graduate student to qualify for Work Study, see the 2018-19 Work Study Calculations worksheet
Student Employment Center
- Graduate Work-Study Eligibility Form (for a copy contact Student Employment)
- Graduate Work-Study Time Record (Monthly)
Payroll Policy and PPS Manual
- Payroll Guidelines: Adding Work Study for Graduate Students
- APM UCD Appendix II-B, Appointment of Graduate Students to Academic Positions
Cost Sharing of Work Study (2018-19)
For a graduate student hired under the Federal Work Study Program, the costs are shared as follows:
A GSR hired at 25% FTE, or above, with a gross quarterly salary of $3,009 or less (or $6,018 or less when awarded two units of FWS):
- 75% of the salary will be covered by FWS funds from the US Department of Education.
- 75% of the Tuition & Fee remission will be covered by UC Davis central campus funds.
- 25% of the salary, 25% of the Tuition & Fee remission, 100% of vacation, sick, and holiday pay, and 100% of any applicable nonresident supplemental tuition (NRST) remission will be charged to the salary fund source (affiliated department account or an individual faculty research grant). Nonresident supplemental tuition would only be applicable for first-year, domestic, students who have not established CA residency.
- If your salary fund source is an eligible extramural research grant, the buy-down program will rebate 25% of the Tuition & Fee remission expense and 25% of the NRST remission expense (if applicable) that was charged to the salary fund source.
The amount of salary cost that can be covered by FWS funds per quarter is capped at $2,256.75 for one unit (75% of $3,009) and $4,513.50 for two units (75% of $6,018). Should a program decide to hire a student participating in the FWS Program at a GSR step and FTE that pays a gross salary above $3,009 for the quarter (or above $6,018 when awarded two units of FWS), the program is responsible for covering all of the salary cost above $2,256.75 (or $4,513.50 if awarding two units).
Grant cost-accounting generally requires that charges be in proportion to the effort devoted to that project. Thus, when a GSR appointment is split between multiple fund sources, the apportionment of benefits costs must be allocated according to the FTE allocated to each fund source, as reflected by the percentage appointment. For GSRs participating in the FWS Program, this policy requirement has an impact on the cost sharing of fee and tuition remission between Central Campus funds and the program fund source.
For example, if a program decides to award one unit of FWS to a 25% FTE GSR at the GSR Step V salary rate, this would result in gross salary expense for the quarter of $3,465.75 (using 2018-19 salary rates). For one unit of FWS, $2,256.75 of the salary is covered by FWS funds. $2,256.75 is only 65.12% of the total salary cost of $3,465.75. Tuition & Fee remission must follow the salary apportionment according to the distribution of total FTE. Therefore, in this example, 65.12% of the Tuition & Fee remission cost will be allocated to Central Campus funds and 34.88% will be assigned to the program salary fund source.
In summary, if you choose to pay a student participating in the FWS Program a gross salary above $3,009, your program fund source will be responsible for the salary cost above $2,256.75 and more than 25% of the Tuition & Fee remission. The individual gross salary paid will determine the remission cost above 25% for which your fund source will be responsible.