1. University of Colorado at Boulder Training for the Graduate School Tuition Remission Program

2. Presenters Nate Bindel – Provost & EVCAA Office –Nate.Bindel@colorado.edu Gretchen O’Connell – Graduate School –Gretchen.Oconnell@colorado.edu Laura Raile – Bursar –Laura.Raile@colorado.edu

3. Tuition Remission All graduate students appointed to eligible job codes receive tuition remission as part of their compensation for services rendered.

4. Eligible 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 Scholarship/Fellowship Job Codes are ineligible. http://www.cusys.edu/pbs/hrms/ps/downloads/tables/FellowshipJobCodes.pdf

5. 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

6. Letters of Appointment Letters of appointment are required for all monthly GA, RA, GPTI and TA appointments and must include: Percentage of time Salary Period of appointment Maintenance of academic progress Notification of background check Offer Letter Template

7. 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.

8. What is the Tuition Remission Reform policy? Employers of all non-resident students on eligible appointments will be charged an employee tuition rate for the credit hours that are covered by their tuition remission. Currently, the employee tuition rate is equivalent to the resident student tuition rate (subject to change). The differential portion of the non-resident students’ tuition remission expense will be covered by the Provost’s office.

9. What is the Tuition Remission Reform policy? Students’ residency status is not affected by this policy. Any additional credit hours taken are billed at the non-resident rate. Domestic non-resident students have18 months from start of appointment to obtain in-state residency or they will not be eligible to hold a monthly graduate appointment. International students are not required to obtain residency.

10. Tuition Credit Hours Appointment PercentageEligible Tuition Remission 15%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

11. Entering Tuition Remission for Graduate Students on ISIS This is intended for individuals that enter tuition waivers

12. This is a simple process Ahh Spring

13. 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 section one of the ISIS and Document Management Form online and submitting it via email as an attachment to Bursar_Access@colorado.edu Prior to receiving access on-line classes must be completed. –Introduction to ISIS (You are directed to these classes on access form) –FERPA We also recommend you take: Introduction to ISIS SF You are now ready to get started

14. Where to Find Instructions Copy your instructions for the current semester from our website www.colorado.edu/bursar Click on resources->Campus resources-> Training-> How to Enter RA/TA Appointment- Spring 2012 (Lets look at the handouts)

15. CU Research and Teaching Assistant Waivers Quick Entry- All the steps Action 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. “123456789“ or- Enter students’ first and last name. 5.Click the Search button. 6.Navigate to the correct term by expanding the magnifying glass, or for spring 2012 type in 2121. Enter your Operator Id # into the appropriate TA and/or RA field. If you don’t know your id # hit “Cntrl JJ” on your keyboard a screen will pop up with your id#. GA and GPTI should be entered in the TA field Enter the RA or TA waiver percentage amount below your operator id# can only be a whole number. Remember to round down a 33% appointment is enter in as 30 Enter the student payroll id #. Can be 999999 if new student remember to go back in with actual emp. Id # 8. Click the Save button. End of Procedure.

16. How to Check Waiver After Entry Action 1.Click the Student Financials link. 2.Click the View Customer Accounts link. 3.Click the Finances tab. 4.Enter CUBLD in the Business Unit Field 5.Enter the student id or last and first name, in the ID field or Name 6.Select the Account Details link for the term (Spring) 7.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. For spring that is 11-29-11. 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. Remission will calculate live after December 13 th.

17. Important things to remember Only one entry can be made on the CU Waiver Entry Screen per day. To correct, delete or add a new entry, simply add a new row by clicking on the “+” sign in the upper right corner of the waiver entry screen next to the effective date. Never change the effective date listed on the entry screen for any reason. It will always reflect the date the entry is made in ISIS. Entry can only be whole numbers and round down Percentages cannot be made to a prior term appointment- must contact Nate Bindel.

18. Insurance Information Fall/Spg. RA/TA appointments of less than 20% are not entitled to an insurance benefit. The insurance benefit amount is $850.50 (70% of the Student Gold Health Insurance $1215.00) Students who choose the Wardenburg Campus Care plan ($165) will not receive an insurance benefit contribution.

19. Additional Information Tuition Remission entry has live update. Will not be able to check dollar amount of the waiver until November 29 th. Call or e-mail Sean.Quinlan@colorado.edu for questions.Sean.Quinlan@colorado.edu Important Dates: Monday, December 12 th. Last day for ISIS entry for waiver to appear on student bill. All entries by due date, January 25 th unless student registers late. E-mail Laurel.Hoerner@colorado.edu for Late & Service Charge removal.Laurel.Hoerner@colorado.edu Last day for fall entry 11-11. (between now and 12-16 contact Sean to correct Fall entry) after 12-16 Contact Nate Bindel. Area on web for RA/TA student to know their financial obligation and what their benefits are. http://bursar.colorado.edu/payments/rata/2011-2012/ http://bursar.colorado.edu/payments/rata/2011-2012/

20. 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.

21. 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.

22. Verifying Eligibility Actual payroll expenses determine eligibility NOT percent time in HRMS. –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.

23. Allocation Account Codes 422413: Resident tuition 422414: Resident portion of the non-resident tuition 422415: Non-resident portion (differential) of the non-resident tuition. (Covered by the Provost)

24. 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. Budget officers in the Dean’s office are notified monthly of students who are in jeopardy of losing their remission.

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