WSU Assistantship & Fellowship Training Rita Whitcomb: Area Finance Manager, or Kristina Elkins: Fiscal Specialist, or Revised November 2014

Objectives Eligibility Requirements Waiver Options Exceptions to Policy Waiver Process Important Dates Important Reminders Fellowships CSC

Eligibility Requirements Graduate School Processing Memo Graduate status & on-site student (admitted to regional campus) RCR training 3.0 GPA Full time enrollment (10-18 credits) ITA exam Include date in PERMS wavier section Engl Ex Dt or enter scheduled date in PERMS conditions Include date in PERMS wavier section Engl Ex Dt or enter scheduled date in PERMS conditions Different than TOEFL exam Different than TOEFL exam Required of all international TAs Required of all international TAs NADC & Non-Degree Grad Status May not have an “incomplete” for more than 1 semester Must reside in the state of Washington

Waiver Options Driven by position funding & FTE Appointment MUST BE for the entire semester (8/16-12/31, 1/1- 5/15 or 8/16-5/15) FTE at least 25% to 50% Enrolled as a full time student, credits Operating Fee Waiver (OFW) State or F & A funded (001-01, , ) State or F & A funded (001-01, , ) Non-academic departments WILL need to request approval for fall 2014 Non-academic departments WILL need to request approval for fall 2014 All But Dissertation Waiver (ABD) Competitive extramural grant funded Competitive extramural grant funded Meets all the eligibility requirements for an assistantship Meets all the eligibility requirements for an assistantship Completed all formal course work on their program of study Completed all formal course work on their program of study Prior to semester seeking the ABD waiver Prior to semester seeking the ABD waiver Successfully passed the preliminary exam Successfully passed the preliminary exam ABD waiver available for up to 5 academic semesters ABD waiver available for up to 5 academic semesters

Waiver Options Continued Non-Resident Waiver (NR) Is not charged to any departmental account or grant Is not charged to any departmental account or grant NR waiver guaranteed for ONE year only for domestic students NR waiver guaranteed for ONE year only for domestic students Encourage students to apply for WA residency – takes 1 year Encourage students to apply for WA residency – takes 1 year Qualified Tuition Reduction (QTR) Grant funded positions should receive QTR unless job class 9904, or approved for the ABD waiver Grant funded positions should receive QTR unless job class 9904, or approved for the ABD waiver TNA & BNA grants: can provide an override account in the PERMS waiver section under QTR Ovr Acct – enter comments in PERMS TNA & BNA grants: can provide an override account in the PERMS waiver section under QTR Ovr Acct – enter comments in PERMS Any override account provided pays for the QTR for the entire semester. Please contact Payroll Services w/questions. Any override account provided pays for the QTR for the entire semester. Please contact Payroll Services w/questions. QTR is a fringe benefit of employment QTR is a fringe benefit of employment Any EAA or PA submitted after the PERMS action is approved may have waiver implications. Please contact the Graduate School if you have questions.

Exceptions to Policy When to submit a memo to the Graduate School? FTE > 50% Split funded appointments Additional appointment: time-slip working more than 5hrs/week Needs to have approval before PERMS can be processed Needs to have approval before PERMS can be processed GPA less than 3.0 – need to reinstate student Students needs to be reinstated before PERMS can be processed Students needs to be reinstated before PERMS can be processed Waiver changes after September 15 th

PERMS Processing & Tips If no funding in DEPPS for position enter a comment in “conditions” If English exam is needed: enter comment in “conditions” When submitting a “change” action, it does not allow you to add waiver- enter waiver information in “conditions” If the actions have been approved by GS but not yet in DEPPS and you need to change or update a waiver- discard pending action and re-submit

PERMS Action Codes Initial: individual’s first WSU employment New Appointment: To add an appointment if individual who is currently employed Reappointment: to appoint a former employee- use if employee previously held an assistantship and is reappointed to another assistantship Renewal: to renew a temporary appointment when there has been no break in service – academic break is not considered a break in service BBPM 60.25

Waivers Processing & Student Accounts 1. 1.GS begins approving PERMS actions: 8/1/14 Student must be enrolled in credits before PERMS can be approved Student must be enrolled in credits before PERMS can be approved 2. 2.PERMS rolls into DEPPS: night of 8/18 Waiver downloads do not happen when Payroll is open Waiver downloads do not happen when Payroll is open 3. 3.List of OFW, ABD, NR waivers are submitted to Student Accounts: Tuesday 8/ All QTR’s are released and approved by Payroll Services Please be sure funding is in place Please be sure funding is in place 5. 5.Have students pay their portion of tuition or sign up for payroll deduction prior to late fees being applied Students cannot be approved for payroll deduction if their appointment is not in DEPPS Students cannot be approved for payroll deduction if their appointment is not in DEPPS

Waivers Processing 6. 6.Student Accounts will apply the waivers based on what GS and Payroll releases 7. 7.The GS will not request any late fee removal if the fees resulted from departmental oversight GS can only request late fee removal on tuition waivers GS can only request late fee removal on tuition waivers Department should contact the Graduate School if waivers have not posted by the 3 rd week of classes Only After: 1. 1.Checked PERMS 2. 2.Checked student's enrollment 3. 3.Checked student's account in ZZUSIS

Fellowships Fellowships and traineeships vary considerably, each with its own set of guidelines and restrictions, usually set by the funding agency Eligibility for Grad Health Insurance Stipend of at least $800/month Stipend of at least $800/month Engaged in research activity Engaged in research activity Enrolled full time: credits or Enrolled full time: credits or In their final semester and previously funded on assistantship or In their final semester and previously funded on assistantship or On internship On internship Cost of insurance is paid by non-state funds Cost of insurance is paid by non-state funds Forms Sponsored Graduate Student Support Memo Sponsored Graduate Student Support Memo Non-Service Payment form Non-Service Payment form Ph.D. Fellowship Tuition Support Program Supplement the fellowship cost of education allowance up to 50% of current resident tuition rate Supplement the fellowship cost of education allowance up to 50% of current resident tuition rate

Sponsor Student Tuition & Waiver Form Top Section: to be completed for Departmental Guarantees: Provide the exact amount that you want paid Provide the exact amount that you want paid Provide funding: 17A or programs Provide funding: 17A or programs Complete each semester Complete each semester Bottom Section: to be completed if the GS has provided a commitment ( i.e. China Scholars, etc.) OR eligible for graduate insurance Signature: department needs to sign as expenditure authority or for accuracy depending on what is being requested

Sponsor Student Tuition & Waiver Form Processing 1. 1.Submit to GS for review and approval: GS begins approval 8/1 GS Works with Financial Aid for waivers GS Works with Financial Aid for waivers 2. 2.GS forwards to SPS or Student Accounts For guarantees and account verification/approval For guarantees and account verification/approval 3. 3.SA forwards to H&W for insurance posting 4. 4.H&W returns to SA for posting of guarantee Please submit your memos to the GS by 8/1/14 for processing. Contact the GS after the 3 rd week of classes and after you have: 1. 1.Checked student enrollment 2. 2.Checked student account in ZZUSIS

China Scholarship Council “WSU will take reasonable steps to assist the student in obtaining supplemental financial support from the advisor or department to meet the minimum WSU financial requirements for the immigration paperwork.” The $4,000 per academic year helps to cover these additional costs. Graduate School provides in-state and out-of-state tuition waivers for up to 48 months

China Scholarship Council CSC students can receive the $4,000 in four different ways: Scholarship (requires no work from student) Department directly pays the expense (like a scholarship—requires no work from student) Pay for the Grad Health Ins Pay for the Grad Health Ins Wage/Salary (requires work from student) Recommend hourly rate $14.50/hr Recommend hourly rate $14.50/hr Estimated hours per semester 144 or 8hrs/wk Estimated hours per semester 144 or 8hrs/wk Assistantship

Parental Leave The Short-term Parental Leave plan provides up to four consecutive weeks of leave for the period directly before or after the birth or adoption of a child. During this time, the student continues to be enrolled and, if on an assistantship appointment, the student will continue to receive graduate assistant benefits (i.e., tuition waivers will remain in place), health benefits, and his/her salary. A full-time graduate student on an assistantship appointment is eligible for four consecutive weeks of paid Parental Leave from his/her graduate program. In the event that both parents are full-time graduate students at WSU, only one may take Parental Leave or the four consecutive weeks may be shared between them. A full-time graduate student on an assistantship appointment is eligible for four consecutive weeks of paid Parental Leave from his/her graduate program. In the event that both parents are full-time graduate students at WSU, only one may take Parental Leave or the four consecutive weeks may be shared between them. Full-time graduate students who are not on an assistantship may request Parental Leave without tuition or salary support. Full-time graduate students who are not on an assistantship may request Parental Leave without tuition or salary support. Short-Term Parental Leave Form EAA to add Graduate School funding to the position EAA to add Graduate School funding to the position Request a JV transfer of funds from Rita Whitcomb Request a JV transfer of funds from Rita Whitcomb No action needed- PI/Supervisor and student have made arrangements to make up the work/hrs No action needed- PI/Supervisor and student have made arrangements to make up the work/hrs

Important Reminders Offer Letter Templates available on GS website Templates available on GS website Annual Review/Assessment: (chapter 9:F) Certification require both student and supervisor signatures Certification require both student and supervisor signatures Remained enrolled full time Remained enrolled full time Maintained a 3.0 cumulative Maintained a 3.0 cumulative Met service requirement (20hrs/wk for.5FTE) Met service requirement (20hrs/wk for.5FTE) Keep all personnel records at department level Interim Exam Schedule form Pilot Program: For ABD waivers everything must be completed prior to the first day of appointment For ABD waivers everything must be completed prior to the first day of appointment

ZZUSIS View Customer Accounts View Customer Accounts CS- Reporting Tools CS- Reporting Tools Query  Query Viewer Query  Query Viewer  GS_PERMS_WVRS_W_RESEDENCY: All graduate students that are enrolled for a specific term  GS_PERMS_WVRS_W_RESIDENCY_ID: Brings back a single graduate student  GS_PERMS_WVRS_W_RESIDENCY_ID_M: Brings back multiple graduate students

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