Transcript Work Study Allocation Process

Presented by Sasha Maryland
Work Study Coordinator
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Department obtains account number
I will send out request forms through email
(Summer deadline is March 1, Fall/Spring is
May 1)
UTSA gets notification of allocations and
divides total allocation between departments.
I will email each department about the amount
of their allocation.
I will suggest the number of students that you can
hire based off of your allocation amount.
This suggested number is determined under
the assumption of a work study maximum award
of $4500.
So for example, an $18, 000 allocation would
normally hire 4 students at $4,500 each.
You are not limited to the number of students that
I suggest, only the number of funds that I give
you.
Why is this important?
You may be able to hire more students than the
number that I suggest.
Departmental Allocation of
$18,000:
Number of Suggested
Students: 4
Susie: $4,500
Jacob: $4,500
Mark: $3,500
Anna: $1,500
TOTAL HIRES: $14,000
Still $4,000 left to
hire another
student
The amount of money UTSA receives from the federal
and state government on a yearly basis depends on
how we have used the previous year’s money.
If we do not use enough of what we have been given,
we face the possibility of having our funding cut in
future years.
This would be detrimental to being able to offer this
form of financial aid to our students AND offering this
type of “free money” to our departments.
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Post any open positions with Career Services
Eligible students are directed to Career
Services to search for positions.
Students can upload their resume and send it
directly to you.
Not all students are awarded work study, but that
doesn’t necessarily mean that they can’t receive it.
If work study eligibility is not listed on their
award letter, the student may come to Student
Financial Aid and Enrollment Services to get a
letter verifying their work study eligibility.
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The appointment usually has
to go through one or more
approvals at the department
level.
I receive the appointment for
approval once it has gone
through all of the department
levels, then then the
appointment will need to be
notated by HR that
paperwork is RTA (ready to
approve).
I then send you an email
once I approve it (student can
begin working only at this
point).
Then it goes through HR.
The appoint may take several business days to process
before I see it in my desk for approval.
Please keep in mind: Just because it’s on my desk
doesn’t necessarily mean that it’s ready to be
approved. HR still may need to process their CBC
and/or I-9 and/or Selective Service paperwork.
If this is the case, I will leave the following note on the
document: document pending:
“need HR confirmation of CBC and I-9 on this
document. Once HR has notated RTA (ready to
approve) then I can approve document-Sasha”
1)By pulling up the document number in HRMS, you will be
able to see the routing of where it’s at and where it still needs to
go.
2)My desk is KUSNM. If the appointment is not in the KUSNM
desk, I has not received the appointment yet for approval. Once
it is approved by me (after HR has notated the document as
“RTA”), I will send you an e-mail confirmation for your records.
3) Please only contact me for the status of the appointment if you
can see that it has been in my desk for more than 3 business days
OR if you do not see any notes regarding the status of the
assignment on the document.
The student MAY NOT begin
working until you have
received official notification of
approval from me.
Also keep in mind the
following:
 Students’ eligibility can
change during the
appointment process.
 HR may not approve
appointments, only me.