Headline Training for the Graduate School Tuition Remission Program

Presenters NameOffice AddressFunction Gretchen O'ConnellGraduate School Graduate student eligibility and appointments Laura RaileBursar's Office Entering waivers in ISIS/ student billing questions Erin Foster Office of the EVCAA and Provost Departmental allocations of tuition charges

Tuition Remission All graduate students appointed to eligible job codes receive tuition remission as part of their compensation for services rendered. The number of credit hours covered depends on the percentage of appointment. Does not cover non-credit classes, or courses taken through continuing ed.

Tuition Credit Hours Appointment PercentageEligible Tuition Remission 15%1-3 credit hours 20%4 credit hours 25%5 credit hours 30%6 credit hours 35%7 credit hours 40%8 credit hours 45%-50%9+ credit hours

Process Map The four components to the tuition remission process are: 1.Appointment Letter 2.HRMS hire 3.Tuition waiver entered (ISIS) 4.Tuition expense allocation

Job Codes There are only four eligible job codes: 1502 Graduate Assistant (GA) 1503 Graduate Part-Time Instructor (GPTI) 1505 Research Assistant (RA) 1506 Teaching Assistant (TA) Hourly appointments and Fellowship (pre- doc trainee) job codes are not eligible. Further information regarding these appointments may be found on the Graduate School website.

Minimum Requirements Must be full time, regularly enrolled, degree seeking graduate students Must work a minimum of 12 weeks (Fall and Spring semesters). Must demonstrate adequate academic progress every semester. Do not need to be enrolled in the summer to hold an appointment.

Letters of Appointment Letters of appointment are required for all monthly GA, RA, GPTI and TA appointments. Offer Letter Template is available on the graduate school website: ol/funding/admin.html ol/funding/admin.html

Tuition Remission for Non-Residents While all non-resident students will still be charged non-resident rates on their tuition bill, employers will be billed tuition remission expenses at the resident rate and the tuition differential will be covered by the Office of the Provost.

Tuition Remission for Non-Residents Students are responsible for paying for additional credit hours not covered by tuition remission and will be billed at the non-resident rate. All domestic non-resident graduate students (including permanent residents) must obtain Colorado in-state tuition classification prior to the start of their second year of employment as a graduate student. Failure to do so will result in ineligibility for tuition remission, starting with the following semester. International students are not required to obtain residency.

Social Security Numbers When hiring new students, check with them to ensure that they have an SSN in ISIS. If student isn’t sure, they will need to contact the Registrar’s office. If the SSN is missing in ISIS, HR will not be able to confirm enrollment and the student will be automatically enrolled in and charged for student retirement. To add a an SSN, the student must make an appointment with an Enrollment Services Representative (ESR) in the Office of the Registrar or call

Laura Raile – Bursar’s Office Entering Tuition Remission for Graduate Students in ISIS This is intended for individuals that enter tuition waivers.

This is a simple process

ISIS Access –All new and existing staff who process tuition remission and grant RA/TA waivers must receive access. –Your supervisor must authorize you to have ISIS access by filling out ISIS Access Request Form online Request.pdf and submitting it via as an attachment to Request.pdf –Prior to receiving access, on-line trainings must be completed. –Introduction to ISIS (You are directed to these classes on access form) –FERPA –ISIS Student Financials –You are now ready to get started –Please find more information regarding ISIS/Cognos Access request at bursar.colorado.edu/resources/campus-resources/access-isis_cognos- page/

Where to Find Instructions Get instructions from our website, bursar.colorado.edu bursar.colorado.edu Click on “Resources”, then in black box area click on “Campus Resources” and than “Training”.

CU Research and Teaching Assistant Waivers Quick Entry- All the steps 1.Click the Student Financials link. 2.Click the CU Student financials Customs link. 3.Click the CU Waiver Entry link. 4.Enter the Student Id. Number into the ID: field. e.g. “ “ or- Enter students’ first and last name. 5.Click the Search button. 6.Navigate to the correct term by expanding the magnifying glass. Fall 2014 is If no data is entered enter “2147”. 8.If the information is already populated for a prior term follow directions for adding a new row. Enter the percentage of appointment into the applicable TA % and/or the RA %: field. For this example enter a valid value e.g. "25" in the RA % field. (Percentage is a whole number) GA and GPTI should be entered in the TA field. –Enter your Operator ID (ex. ABCD000015) into the appropriate TA and/or RA field. If you don’t know your Operator ID, hit “Cntrl JJ” on your keyboard a screen will pop up with ID. Enter the student payroll ID. Can be for new students, but remember to go back in with actual payroll ID Click the Save button. If your student already has the RA field populated and the student is also an RA for you, add a new row and simply add your percentage to the percentage that is already there. Example: 15% would now be added to 25%, enter 40. Enter your RA Oper ID in the new row, overwriting the previous RA Oper ID. Both Oper ID’s will be stored in history. End of Procedure.

1. Click on the Main Menu. 4. Click on CU Waiver Entry 2. Select Student Financials 3. Select CU Student Financials Custom How to enter a new RA/TA waiver for a student with a waiver from previous term – Fall 2014

How to enter a new RA/TA waiver for a student with a waiver from previous term First, enter the student’s identification number or first and last name. Then click Search.

Click“+” to create a new row in which you can enter the current term waiver. If information is already populated in the fields of the CU Waiver Entry screen for a prior term you will need to create a new row for the correct term. You will not be able to simply overwrite a previous term. To enter the new term you will need to add a new waiver page, known as a row, by selecting the “+” button on the right. Tip: Click on View All to see a history of all entries. How to enter a new RA/TA waiver for a student with a waiver from previous term

The top two entries will be identical. Enter your new term information in the top row. You will know you are in the correct row because the effective date will be the date you are entering the waiver. Important! Do not change the effective date on the CU Waiver Entry screen. The effective date should always be the date you are entering the information, which is the default. How to enter a new RA/TA waiver for a student with a waiver from previous term

This should be the date the waiver is entered. When entering a TA waiver, enter your operator ID in the TA Oper ID field. (GA and GPTI- enter in the TA Oper ID field.) When entering an RA waiver, enter your operator ID in the RA Oper ID field. Tip: If you don’t know your operator ID, hold CTRL and type “JJ” on your keyboard and a screen will pop up with this information. How to enter a new RA/TA waiver for a student with a waiver from previous term

This should be the date the waiver is entered. If the student has a TA waiver, enter the percentage of appointment in the TA percentage field. If the student has an RA waiver, enter the percentage of appointment in the RA percentage field. Tip: If the student has a percentage appointment with a decimal point, please round down to the closest whole number. Example 33.34% should be entered as 30%. How to enter a new RA/TA waiver for a student with a waiver from previous term

This should be the date the waiver is entered. Enter the student’s payroll ID in the Payroll ID field. Don’t forget to click Save. Tip: (If the payroll ID # is not known at time of entry, enter “999999” but go back and enter the correct payroll ID # when you have it.) How to enter a new RA/TA waiver for a student with a waiver from previous term

Deleting or Changing Appointment To Delete an appointment: 1.Go to the CU Waiver Entry screen. 2.Press the “+” button to add a new row. Always add a row at the top of the page. 3.Make sure the term is correct in the new row. 4.Delete populated fields Oper id and percentages and Payroll id. 5.Click Save. 6. If there is a combined appointment and the student is working for your department less than the percentage already in the TA or RA field, add a row, subtract your appointment from the percentage. Example: RA Percentage field is populated with “50”, the RA percentage in your department is 20%, change the number in the RA percentage field to “30”, enter your RA Oper ID number.

Enter the student’s identification number or first and last name. Click Search. How to delete RA/TA waivers

First, click“+” to add a new row. Remember to click Save. Then, delete all entries in the fields listed. Tip: Two entries cannot be entered on the same effective date, therefore you cannot change an appointment percentage on the same day an appointment is entered. You will need to wait until the next business day to make adjustments to appointments. How to delete RA/TA waivers

First, click“+” to add a new row. Remember to click Save. Then, delete or edit the appropriate entries. How to delete RA/TA waivers If a waiver needs to be deleted for one department, but the student will still be receiving a waiver from another department, add a new row and delete the information for your department. If both waivers are RA waivers or both are TA waivers, you will need to calculate the appropriate percentage (subtract the waiver you are deleting from the current waiver and enter that number.

How to Check Waiver After Entry Action 1.Click the Student Financials link in Main Menu. 2.Click the View Customer Accounts link. 3.Enter CUBLD in the Business Unit Field 4.Enter the student id or last and first name, in the ID field, then Click Select. 5.Select the Account Details link for the term (Fall 2014) Tuition and Fee line. 6.Click the View All link to expand view When entering waivers no amount will show in student financials until the first tuition calculation of the semester is run. No amount will appear if the student is not yet registered for classes for the term entered. Can check under the Academics tab in the Student Services Admin View, scroll down to Term Summary, click on term if you see a schedule they are registered for classes.

How to View RA/TA Waivers Enter the student’s identification number or first and last name. Click Search.

How to View RA/TA Waivers Select Account Details for the term you wish to view.

How to View RA/TA Waivers Click View All to expand the view. Scroll down until you see the waiver credit(s).

How to View RA/TA Waivers Scroll down until you see the waiver credit(s). You will also be able to see a tuition differential credit for a first-year, out- of-state student and all international students.

Some Common Issues Always make sure you are entering the waiver on the GRAD career; some students will also have an UGRD career on the CU Waiver Entry Screen.

How to Enter RA/TA Waivers When making changes to a waiver that has already been entered, you should click the top most “+” button. For example, if waivers have been entered for fall 2013 and spring 2014, you would click the “+” to add a row above the spring 2014 box. Then, enter the term you are making a change to and make the necessary change. How to Enter RA/TA Waivers – Getting Started

Insurance Information Fall/Spg. RA/TA appointments of less than 20% are not entitled to an insurance benefit. The insurance benefit amount is $1, for the Student Gold Health Insurance ($1,695.00). $170 out of pocket for the student. Students who choose the Wardenburg Campus Care plan ($175) will not receive an insurance benefit contribution.

Resources Important Dates: Monday, August 4 th = Last day for ISIS entry for waiver to appear on student bill before bills are run. All entries in ISIS by due date, September 3 rd unless student registers late. Last day for fall entry December 18 th. Call or for for Late & Finance Charge Area on web for RA/TA student to know their financial obligation and what their benefits are. 1 st year exception.

Tuition Remission Allocation Process This portion of the training covers the tuition remission verification and expense allocation process and is intended for individuals responsible for reconciling financial statements. Erin Foster – Office of the Provost and EVCAA

Allocation Process Summary The final allocation of actual tuition remission expenses occurs after the final pay period of the semester. –Tuition expenses are held in a clearing FOPP until student eligibility can be confirmed. –Student eligibility is evaluated after each monthly payroll period. –Tuition expenses are encumbered monthly (except for the summer term). Salary from all qualifying jobs are used to confirm eligibility. Once the student’s eligibility for the tuition remission benefit has been established, the tuition remission amount is prorated across all eligible payroll FOPPS.

Verifying Eligibility Actual payroll expenses determine eligibility NOT percent time in HRMS or ISIS. –Any payroll expense attributed to one of the four qualifying jobs is included (except hourly, stipend, award, OTP, and honorarium payments). –Payroll expense transfers are tracked through the general ledger.

Allocation Account Codes : Resident tuition : Resident portion of the non- resident tuition : Non-resident portion (differential) of the non-resident tuition. (Covered by the Provost)

Allocation Account Codes and Methodology

Ineligibles

How to reach us with questions… NameOffice AddressFunction Gretchen O'ConnellGraduate School Graduate student eligibility and appointments Laura RaileBursar's Office Entering waivers in ISIS/ student billing questions Erin Foster Office of the EVCAA and Provost Departmental allocations of tuition charges