UC Santa Barbara                                      Policy 4465
  Policies                                              
  Issuing Unit: Student Affairs                         Date: February 1, 1985
  
  
  
  
                    DEPOSIT OF MATCHING FUNDS
                    FROM OFF-CAMPUS AGENCIES
                  EMPLOYING WORK-STUDY STUDENTS
                                
  I.   PURPOSE AND SCOPE:
  
       This procedure describes the steps necessary when off-campus
       agencies submit quarterly matching funds for salaries or work-study
       students.
       
  II.  REFERENCES:
  
       A.   University of California Business and Finance Bulletin, A-26.
       
  III. PROCEDURE:
  
       When off-campus agencies submit quarterly payments covering matching
       funds for salaries of work-study students, the following steps are
       necessary:
       
            Responsibility                     Action
       
            Agency                        1.Submits job request(s)
                                            (Attachment A) to Student
                                            Financial Services.
            
                                          2.Submits deposit form
                                            (Attachment B) with check
                                            payable to The Regents of the
                                            University of California, for
                                            the entire amount necessary, to
                                            Student Financial Services.
            
            Student Financial Services    3.Writes on the check the fund
                                            number of the agency to which
                                            the check is to be credited.
                                            Forwards the check to the
                                            Accounting Office.
                                          4.Sends student to the agency
                                            with either an Off-Campus
                                            Referral form (Attachment C) or
                                            an Off-Campus Letter of
                                            Clearance (Attachment D).  The
                                            Letter of Clearance is for
                                            students that were specifically
                                            requested by the agency and
                                            from whom we have already
                                            completed employment papers.
                                            The Off-Campus Referral Form is
                                            for those students who are
                                            seeking employment with the off-
                                            campus agency and have not yet
                                            secured a position.
            
            Agency                        5.Signs the bottom of the Off-
                                            Campus Referral form indicating
                                            that the student has been hired
                                            and returns it to Student
                                            Financial Services.
            
            Financial Aid Office,         6.Completes all necessary
            work-study Coordinator          employment forms and forwards
                                            them to the Personnel Office if
                                            the Student is a graduate.
                                            Sends the student to the agency
                                            with the Off-Campus Letter of
                                            Clearance (Attachment D).
            
            Personnel Office              7.Processes the form, verifying
                                            that loyalty oaths and patent
                                            agreement have been signed, and
                                            sends it to Accounting.
            
            Accounting Office             8.Processes the employment form.
                                            Student is hired.
            
            Any unexpected balance is returned to the agency upon request.
            
  IV.  ATTACHMENT:
  
       A.   Work-Study Job Request
       
       B.   Deposit Form for Agency Matching Share of Work-Study Salaries
       
       C.   Off-Campus Referral Form
       
       D.   Off-Campus Letter of Clearance

Please direct questions about these policies to Meta.Clow@vcadmin.ucsb.edu. For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu. 

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Last Modified By: EBH, 7/09/98