1. Training for the Graduate School Tuition Remission Program
Fall 2017

2. Presenters Patty Krus Stanfield Graduate School
Name
Office
Address
Function
Patty Krus Stanfield
Graduate School
Graduate student eligibility and appointments
Laura Raile
Bursar's Office
Entering waivers in CU-SIS/ student billing questions
Sean Quinlan
Office of the EVCAA and Provost
Departmental allocations of tuition charges

3. Only Graduate Student Faculty Appointees are Eligible for Tuition Remission
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)

4. Ineligible Job Codes for Tuition Remission
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. 4

5. Process Map The four components to the tuition remission process are:
Appointment Letter
HCM hire
Tuition waiver entered (CU-SIS)
Tuition expense allocation

6. Minimum Requirements for Appointment
Must be full time, regularly enrolled, degree seeking Boulder graduate students.
Must demonstrate adequate academic progress every semester.
Do not need to be enrolled in the summer to hold an appointment.

7. 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:

8. Tuition Remission
All graduate students appointed to eligible job codes receive tuition remission as part of their compensation for services rendered.
Must work a minimum of 12 weeks (Fall and Spring semesters).
The amount of credits covered depends on the percentage of appointment.

9. Appointment Percentage Eligible Tuition Remission
Tuition Credit Hours
Appointment Percentage
Eligible 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

10. 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.

11. 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.

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

13. This is a simple process

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

15. Instructions for entry-bursar.Colorado.edu

16. CU Research and Teaching Assistant Waivers Quick Entry- All the steps
Click the Student Financials link. (After you have logged into cu-sis)
Click on Main Menu, then Click the CU Student financials Customs link.
Click the CU Waiver Entry link.
Enter the Student Id. Number into the ID: field. e.g. “ “ or- Enter students’ first and last name in the designated fields.
Click the Search button.
Navigate to the correct term by expanding the magnifying glass. Fall 2017 is 2177.
If no data is entered enter “2177”.
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, refer to your received from bursar access.
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. If you are adding a TA waiver populate the TA percentage field.
Enter your RA Oper ID in the new row, overwriting the previous RA Oper ID. Both Oper ID’s will be stored in history. If entering a TA appt. Enter you Operator ID in the TA Oper ID. CLICK Save Button.
End of Procedure.

17. Deleting or Changing Appointment
To Delete an appointment:
Go to the CU Waiver Entry screen.
Press the “+” button to add a new row. Always add a row at the top right of the page.
Make sure the term is correct in the new row.
Delete populated fields Oper id and percentages and Payroll id. (Delete by hitting the space bar)
Click Save.
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.

18. How to Check Waiver After Entry
Action
Click the Student Financials link in Main Menu.
Click the View Customer Accounts link.
Enter CUBLD in the Business Unit Field
Enter the student id or last and first name, in the ID field, then Click Select.
Select the “Account Details” link for the term (Spring 2017) Tuition and Fee line.
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. July 15, 2017 for fall.
No amount will appear if the student is not yet registered for classes (or is an undergrad) 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.

19. 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.

20. How to Enter RA/TA Waivers
How to Enter RA/TA Waivers – Getting Started
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 2012 and spring 2013, you would click the “+” to add a row above the spring 2013 box. Then, enter the term you are making a change to and make the necessary change.

21. Insurance Information Fall/Spg.
RA/TA appointments of less than 20% are not entitled to an insurance benefit.
The insurance benefit amount is $1,815 for the Student Gold Health Insurance which is ($1,995) The student out of pocket expense is $180 for fall, 2017 and spring 2018.
Students who choose the Wardenburg Campus Care plan ($175) will not receive any insurance benefit contribution.

22. Resources
Important Dates: Tuesday, August 8, Last day for CU-SIS entry for fall waiver to appear on student bill. All department entries in CU-SIS by due date, Tuesday, September 5th unless student registers late.
Call or for questions.
for Late & Finance Charge removal.
Area on bursar website for RA/TA student to know their financial obligation and their benefits. Under the “payment” tab.
Student 1st semester exception Fall semester due date October 5th. Will still receive a bill in January.

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

24. Verifying Eligibility
Actual payroll expenses determine eligibility NOT percent time as entered in HCM or CU-SIS.
Any payroll expense attributed to one of the four qualifying jobs is included (except hourly, stipend, award, OTP, and honorarium payments).
Does this person have a qualifying job?
Is this person being paid at least the minimum amount to qualify for the amount of waiver they are receiving?

25. Academic Year Information 2016-2017
GA, TA, and GRA
Academic Year Information
Appt Hrs Monthly Tuition
Per Wk %Appt AY Salary Salary Credit
% $19, $2,
% $17, $1,
% $15, $1,
% $13, $1,
% $11, $1,
% $9, $1,
% $7, $
% $5, $

26. Ineligibles
Students who fail to meet the minimum tuition remission eligibility requirements by the end of the semester will not receive the remission. The tuition remission amount will be put back on the student’s bill.
Units are notified monthly of students who are in jeopardy of losing their waiver.
Pre Doc Trainees (Fellowships) do NOT qualify for Tuition Remission. Tuition must be covered by scholarship payment form.

27. Allocation Process Summary
Monthly Encumbrances
Actual tuition expense is held in a Provost clearing FOPP until the end of the semester
Tuition is encumbered on department speedtypes at the end of each month
Payroll data pulled from General Ledger around the 3rd week of each month
Student pay is verified and students deemed eligible will have their tuition encumbered on the appropriate speedtypes
Students who are ineligible will not have tuition encumbered, and I will notify departments of current ineligibility
Students will not lose their waiver during the semester while they are considered ineligible
Students must be eligible by end of semester to qualify for tuition remission

28. Allocation Process Summary
End of Semester Expense Allocation
The final allocation of actual tuition remission expenses occurs after the final pay period of the semester
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
Students who are found to be ineligible for tuition remission will have waivers removed from their tuition bill

29. Allocation Types & Account Codes
422413: In-State tuition
422414: In-State portion of the Out-of-State tuition
422415: Out-of-State portion (differential) of the Out-of-State tuition. (Covered by the Provost)

30. Retroactive Tuition Remission
Occasionally departments will add credit hours to a student’s schedule after the semester has ended.
Departments must be aware of how this will affect the student’s bill.
Tuition remission is not automatic for retroactive credit additions.
In-State Students – Tuition waiver can cover additional tuition if department approves. Tuition expense will be allocated to speedtype(s) that paid student’s salary during the semester.
Out-of-State Students – Tuition waiver will not cover any portion of a student’s retroactive tuition. The department can choose to cover a portion or all of the student’s additional tuition by submitting a scholarship payment form to the Graduate School.

31. 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