Hello SEHD!
We hope you are having a great start to your Fall semester. As student employees are returning to work, we wanted to provide some important reminders and resources for supervisors of work-study students. If you are planning for your student employee to use a work-study award to fund their position, please take some time to review the items below.
Reminders:
- If the student has received a work-study award for the academic year, they should have received an email confirming they have been awarded work-study funds. Please verify they have received this email.
- Student employees and their supervisors are responsible for notifying SEHD HR of the student’s work-study award each semester.
- The Student Employment office notified us that they are nearing their work-study funding allocation limits for the year. Please note that if the student has not already been approved for work-study funds, they may be waitlisted.
- Please work with your student to submit the Work-Study Authorization Form for their position if you haven’t already. It is helpful to CC us at sehdhr@ucdenver.edu when you send that file over to the Student Employment office.
- Please note the student will also need to accept their work-study award in their student portal.
- When budgeting for your student employee, remember that departments are responsible for 100% of student employee sick leave taken. Student employees accrue 0.034 hours of sick leave for every hour worked. For more information, please visit the “FWS Charges to Employers” section of the Student Employment Handbook, found on page 14.
- Student employees and their supervisors are responsible for tracking hours worked and the student’s remaining work-study award amount so they are aware if the student is approaching their total award amount. Any hours worked beyond the work-study award amount is charged 100% to the department Speedtype on file.
- Daisy will provide quarterly reports to student supervisors detailing student earnings and expenses to assist with monitoring work-study expenditures and identifying any expenses that may be charged to the SEHD department.
- If the student has multiple on-campus positions, check in to see if they are using their award for more than one position.
- Per federal and state financial aid regulations, students must maintain a minimum cumulative GPA of 2.0 to be eligible to earn their work-study awards. The Financial Aid and Student Employment offices attempt to notify employers if a student becomes ineligible to earn their award due to a violation of these standards. Supervisors are responsible for performing grade checks at the end of each semester to confirm eligibility. For more information, please visit the “GPA Requirements” section of the Student Employment Handbook, found on page 19.
- If the student is at risk of exceeding their work-study award, they can submit a Work-Study Increase Request Form to Financial Aid at StudentEmployment@ucdenver.edu. Please note that additional work-study funds may not be approved or available.
Resources (applicable to all supervisors of biweekly student staff):
- AY 26-27 biweekly payroll calendar: student-employment-bi-weekly-payroll-calendar.pdf (ucdenver.edu)
- Student Employment Handbook: student_hourly_employment_handbook.pdf (ucdenver.edu)
- Student Employment website: Student Employment (ucdenver.edu)
- New resource: If you have a student graduating or otherwise leaving your team, please complete a Separations Form to notify SEHD HR: SEHD HR Separations Form
- If you will be out of office during a payroll deadline, please consider adding a proxy to review/approve timesheets. This helps eliminate delays in paying your student. Click here for directions on setting up your proxy: Going on Vacation? Add a Proxy. – SEHD Impact (ucdenver.edu)
If you have any questions, please reach out to us at sehdhr@ucdenver.edu.