Training for the Graduate School Tuition Remission Program Spring 2015

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. 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)

Ineligible Job Codes 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.

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

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

Social Security Numbers When hiring a new graduate student, confirm that a social security number has been entered in Campus Solutions for the student. If the social security number is missing in CS, HR will not be able to confirm enrollment and the student will be automatically enrolled in and charged for student retirement. To add a social security number, the student must call or make an appointment with an Enrollment Services Representative (ESR) in the Office of the Registrar.

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.

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. WRGP students are not required to obtain residency, but must ensure that they are being billed at the in-state rate.

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

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 “RA/TA Instructions for Depts.”

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. Spring 2015 is If no data is entered enter “2151”. 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. Keep track of your operator ID in a safe place. Enter the student payroll ID. Click the Save button. If you don’t know the payroll ID enter “999999” then go back to the screen when you know the correct id add a row and enter the payroll id. 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.

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: January 9, Last day for ISIS entry for waiver to appear on student bill before bills are run. All entries in ISIS by due date, February 5, 2015 unless student registers late. Last day for Fall 2014 waivers to calc December 31, 2014 (Contact Erin Foster after this date for fall waivers) Last day for spring waiver entry May 7, 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. It is intended for individuals responsible for reconciling financial statements. Erin Foster – Office of the Provost and EVCAA

Verifying Eligibility Actual payroll expenses determine eligibility NOT percent time as entered 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 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). Pay amounts 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.

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

Ineligibles

Tuition Expense Inquiries: All tuition remission expense allocation inquiries should be directed to Please include: –Student name –Student employee ID and/or student ID –The term –Speedtype –The nature of your inquiry