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

University of Colorado at Boulder
Training for the Graduate School
Tuition Remission Program
Presenters
• Nate Bindel – Provost & EVCAA Office
– [email protected]
• Gretchen O’Connell – Graduate School
– [email protected]
• Laura Raile – Bursar
– [email protected]
Tuition Remission
• All graduate students appointed to eligible
job codes receive tuition remission as part
of their compensation for services
rendered.
• Eligible students earn this remittance
based on the cumulative salary earned
during the semester.
Eligible Job Codes
There are only four eligible job codes:
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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
Process Map
The four components to the tuition remission
process are:
1.
2.
3.
4.
Appointment Letter
HRMS hire
4w2 tuition waiver entered
Tuition expense allocation
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
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.
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.
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.
Tuition Credit Hours
Appointment Percentage
Remission
15%
20%
25%
30%
35%
40%
45-50%
Eligible Tuition
3 Credit Hours
4 Credit Hours
5 Credit Hours
6 Credit Hours
7 Credit Hours
8 Credit Hours
9 Credit Hours
Useful Links
– http://www.colorado.edu/bursar (bill
information, due dates, tuition tables)
– http://www.cu.edu/pbs/benefits/emplgroups/downloads/student-ret-facts.pdf
(student retirement facts)
– http://www.colorado.edu/GraduateSchool/dow
nloadsShared/AppointmentManual.doc
(appointment manual)
Entering Tuition Remission for
Graduate Students on SIS
This is intended for
All authorized to update 4W2
This is a simple process
No Stress Zone
Step One
• Your supervisor must authorize you to have update access to 4W2
• If you already have SIS Access your supervisor will use this form:
https://www.cu.edu/ums/security/CUonly/SIS-ScreenBatchAccRequest.pdf
Ask for access to screens 414, 417, 4W2 and 803
• If you are new to SIS your supervisor will use this form:
https://www.cu.edu/ums/security/CUonly/SIS-Access.pdf
• Once the form is completed you can either:
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fax it to 5-5935 or…
drop off forms to Regent Room 150 or…
mail forms in campus mail to 43UCB.
questions about your SIS access can be directed via e-mail to
[email protected]
• You are now ready to get started
Step 2
• Copy your instructions for the current
semester from our website
• www.colorado.edu/bursar
• Click on the training link under the
Faculty/Staff heading on left side of home
page
• Click on RA/TA Appointment Link
• (Lets look at the handouts)
Step 3
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Start with screen 417
417 BR STUDENT TERM ATTRIBUTES
Student, James A.
ANECDOTAL
SCREEN:
INST: BD AU: B1 SID: 810XXXXXX EXT: CODE:
SEQ: 000
BCODE:
TERM: 091 DATE: 062008 CID:
STUDENT: Y F/S:
ELIG
HOST SPE ADD WAIV TCALC
PRIMARY PROG TUIT CALC DATA ENROLL STAT TERM HRS HRS HRS HRS
--------------- --------------- -------------------------------------------CLASS: GD
REG TYPE: CON FORM CONC:
COLL1: GR
RESIDENCY: RM
HOME AU:
5.0
5.0
MAJR1: ATOC SPEC TUIT:
HOST1 AU:
DEGR1: PHD
CONT DEP:
HOST2 AU:
--------------- TCALC FLAG: N
HOST3 AU:
ENRL ST: E
YR/ENTRY:
5.0
5.0
DIS RSN:
GRAD STAT: D
FIN CLEAR:
DEG EXPCT TERM:
SUMMER WKS: 13.0
LAST CRS DROP:
EXPCT RET TERM:
FAM ASSESSMENT FLAG: N
WAIVER DATE:
WITHDRAW CODE:
WAIVER CODE:
WITHDRAW DATE:
ZERO BALANCE:
REBATE CODE:
CANCEL FLAG:
SOURCE OF ENTRY:
DORM:
ROOM:
LAST MAINT DATE: / /
Step 4
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4W2 TA/RA WAIVERS
SCREEN: 4W2
Student, James Arnold
INST: BD AU: B1 SID: 81000XXXX EXT: CODE:
BCODE:
TERM: 091 DATE: 05/16/08 CID:
TIME: 16:28:48
APPOINTMENT TYPE: TA
PERCENT: 40.
APPT DELETE:
SEQ: 000
G/N FUND CODE: G
PAYROLL ID: 167XXX
Y (sometimes)
DIFFERENTIAL SUBCODE: 15420
THIS FIELD SHOULD BE LEFT BLANK UNLESS TO DELETE STUDENT
CREATE DATE: 04/25/08
MAINT DATE: 05/16/08
OPER: 6591
OPER: 9684
Step 5
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• 803 INSTITUTION - AU SECURITY
SCREEN:
INST: BD
AU: B1
• OPERATOR NO: 9684 OPERATOR
NAME: SAMUELSON, KATHRYN
• ACF2 LOGON: S96845
PROTOTYPE: B501
Step 6- 414
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414 ACCOUNT SUBCODE SNAPSHOT
Student, James Arnold
ANECDOTAL
SCREEN:
INST: BD AU: B1 SID: 810xxxxxx EXT: CODE:
SEQ: 000
BCODE:
TERM: 091 DATE: 071708 CID:
BALANCE:
$.00
BILLING CODE: BD
C AU SBCD TERM
DESCRIPTION
CHGCLS TR DTE REF TRANS AMT
* B1 10120 091 TUITION-FALL-GR-RES
12/11/08 TUCALC 1953.00
* B1 11033 091 CAPITAL CONSTRUCTION FEE
12/11/08 TUCALC
50.00
* B1 11036 091 STUDENT INFORMATION SYSTEM FEE 12/11/08 TUCALC
7.00
* B1 11040 091 SUMMER STUDENT FEE
12/11/08 TUCALC
42.85
* B1 11056 091 STUDENT COMPUTING FEE
12/11/08 TUCALC
33.62
* B1 11059 091 RTD BUS PASS
12/11/08 TUCALC
53.44
* B1 11109 091 ARTS FEE
12/11/08 TUCALC
10.00
* B1 11135 091 ATOC COURSE FEE
12/11/08 TUCALC
21.00
* B1 15952 091 RA WAIVER SPRING RES
12/11/08 159235 -1953.00
* B1 19960 091 INTERNET CHECK PAYMENT 18:23
01/10/09
217.91
Insurance Information Fall/Spg.
• RA/TA appointments of less than 20% are
not entitled to an insurance benefit.
• The insurance benefit amount is $602.00
(70% of the Student Gold Health
Insurance $860)
• Students who choose the Wardenburg
Campus Care plan ($150) will not receive
an insurance benefit contribution.
Additional Information
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Monday, Wednesday and Friday evening
updating SIS the following day.
The Scholarship Generator runs every -4W2
Check screen 414 the day after the scholarship
generator runs to make sure your updates have
gone through.
LaNae will call you within a week if she spots an
error.
Important Date: Wednesday, December 17th.
If at all possible, input 4W2 prior to this date.
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.
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.
– 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.
Verification Example
• This student has 1 appointment and 2
payroll FOPPS:
EID
155431
155431
155431 Total
Total TR
Cr Hours Fund
30
30
$ 3,789.00
9
Org
Proj
Job Code
Description
10335 1541338
1505 RESEARCH ASSISTANT
10338 1536243
1505 RESEARCH ASSISTANT
Sum of Pay
% Time Tr-Cr
$
3,821.00
0.25
5
$
3,821.00
0.25
5
$
7,642.00
0.50 9+
• This student has 2 appointments and 3
payroll FOPPS:
EID
169206
169206
169206
Total
Total TR
Cr
Fund
10
10
30
$ 11,385.00 9+
Org
10066
10214
10066
Pgm
36748
12417
Proj
Job Code
Description
1505 RESEARCH ASSISTANT
1506 TEACHING ASSISTANT
1542134
1505 RESEARCH ASSISTANT
Sum of Pay % Time Tr-Cr
$ 2,292.60
0.15
3
$ 3,821.00
0.50
5
$ 2,292.60
0.15
3
$ 8,406.20
0.80 9+
Prorating Tuition Expense
The tuition remission expense is disbursed
according to the percentage each payroll
FOPP contributed to the total salary paid
throughout the semester.
EID
155431
155431
155431
155431
Total TR
$
3,789.00
Fund
30
30
30
30
Org
10335
10338
10335
10338
Project
Sum of Pay
% Total Pay
1541338 $
3,821
50.00%
1536243 $
1,910
25.00%
1542189 $
955
12.50%
1535677 $
955
12.50%
422413
$1,894.50
$947.25
$473.63
$473.63
$3,789.00
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)
EID
Total TR
Fund Org
Pgm
Proj
Sum of Pay
155431
30 10335
1541338 $ 3,821.00
155431
30 10335
1542189 $ 1,910.50
155431
30 10338
1535677 $ 955.25
155431
30 10338
1536243 $ 955.24
Total
$
3,789
$ 7,641.99
169206
10 10066 36748
$ 3,821.00
169206
10 10214 12417
$ 1,910.50
169206
30 10066
1542134 $ 1,910.49
Total
$
11,385
$ 7,641.99
Total Pay % Total Pay 422413
422414
422415
$7,641.99
50.00% $1,894.50
$0.00
$0.00
$7,641.99
25.00%
$947.25
$0.00
$0.00
$7,641.99
12.50%
$473.63
$0.00
$0.00
$7,641.99
12.50%
$473.63
$0.00
$0.00
$3,789.00
$0.00
$0.00
$7,641.99
50.00%
$0.00 $1,894.50 $3,798.00
$7,641.99
25.00%
$0.00
$947.25 $1,899.00
$7,641.99
25.00%
$0.00
$947.25 $1,899.00
$0.00 $3,789.00 $7,596.00
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.
EID
SID
810668554
174414 810154461
159824 810553852
156898 810180803
Total TR
Cr Hours Pos #
Notes
$
2,655
5
No employee ID.
$ 11,385
9+ 616089 No September pay
$
1,263
3
No qualifying job.
Percent time too low to cover 6
$
2,526
6 607387 credit hours.
154092 810415825 $
159771 810345624 $
816
2,526
School/College
Engineering
Education
A&S
Unit
Electrical
Education
JILA
A&S
Physics
2 669698 Salary below 15% time minimum. Engineering
6 605260 Salary in suspense.
A&S
Chemical
Ethnic Studies
Operator
J. Elges
A. Polanowski
Frequently Asked Questions:
• What do I do about tuition remission if I have to move the
student’s payroll expenses to another FOPP?
• It depends on when you do the payroll expense transfer.
– If the final tuition expenses have not been posted yet, do
nothing. The transfer will be detected through the general ledger
and the tuition remission expense allocation will follow the
payroll.
– If the final expenses have already been posted, then post your
own journal entry moving the tuition expenses. For auditing
purposes, please do not change the tuition remission
expense account code.
Frequently Asked Questions:
• What if my grant closes before the final
expenses are posted?
• It is unlikely that the grant will close while
the expense is still being encumbered.
Your SPA accountant will notify me when
this is not the case.
Frequently Asked Questions:
• How can I get rid of an expense that was posted to my
FOPP in error?
• All tuition remission expense allocation inquiries should
be directed to [email protected].
Please include:
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Student name
Student employee ID and/or student ID
The term
Speedtype
The nature of your inquiry