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Training for the
Graduate School
Tuition
Remission
Program
Fall 2015
Presenters
Name
Gretchen O'Connell
Office
Graduate School
Laura Raile
Bursar's Office
Sean Quinlan
Office of the EVCAA and
Provost
Email Address
Function
[email protected]
Graduate student
eligibility and
appointments
[email protected]
Entering waivers in CUSIS/ student billing
questions
[email protected]
Departmental
allocations of tuition
charges
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)
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.
http://www.colorado.edu/GraduateScho
ol/funding/admin.html
Process Map
The four components to the tuition
remission process are:
1.
2.
3.
4.
Appointment Letter
HRMS hire
Tuition waiver entered (CU-SIS)
Tuition expense allocation
Minimum Requirements for
Appointment
• Must be full time, regularly enrolled,
degree seeking graduate students
• Must demonstrate adequate academic
progress every semester.
• Do not need to be enrolled in the
summer to hold an appointment.
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:
http://www.colorado.edu/GraduateScho
ol/funding/admin.html
Social Security Numbers
• When hiring a new graduate student, confirm that a
social security number has been entered in CU-SIS for
the student.
• If the social security number is missing in CU-SIS, 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
make an appointment with an Enrollment Services
Representative (ESR) in the Office of the Registrar.
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.
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
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.
Laura Raile – Bursar’s Office
Entering Tuition Remission for
Graduate Students in CU-SIS
This is intended for
individuals that enter tuition waivers.
This is a simple process
CU-SIS 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 CU-SIS access by filling out
CU-SIS Access Request Form online
https://www.cusys.edu/ums/security/CUonly/AMPS/Forms/CU-SISAccess-Request.pdf and submitting it via email as an attachment to
[email protected]
– Prior to receiving access, on-line trainings must be completed.
– Introduction to CU-SIS (You are directed to these classes on access
form)
– FERPA
– CU-SIS Student Financials
– You are now ready to get started
– Please find more information regarding CU-SIS/Cognos Access request
at https://bursar.colorado.edu/resources/campus-resources/accesscusis_cognos-page/
Where to Find Instructions
• Get instructions from our website,
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.
2.
3.
4.
5.
6.
7.
8.
•
•
•
•
•
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. “123456789“ 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 2015 is 2157.
If no data is entered enter “2157”.
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 e-mail you received from bursar access.
– Enter the student payroll ID. Can be 999999 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.
How to enter a new RA/TA waiver for a student with a
waiver from previous term – Fall 2015
1. Click on the Main Menu.
2. Select
Student
Financials
3. Select CU Student
Financials Custom
4. Click on CU
Waiver Entry
How to enter a new RA/TA waiver for a student with a waiver from previous term
First, enter the
student’s
identification
number or first and
last name.
Then click
Search.
How to enter a new RA/TA waiver for a student with a waiver from previous term
If information is already populated in the fields of the CU Waiver Entry screen for a prior
term you will need to create a new row for the correct term. You will not be able to simply
overwrite a previous term. To enter the new term you will need to add a new waiver page,
known as a row, by selecting the “+” button on the right.
Tip: Click on View
All to see a
history of all
entries.
Click“+” to create a
new row in which
you can enter the
current term
waiver.
How to enter a new RA/TA waiver for a student with a waiver from previous term
The top two entries will be
identical. Enter your new term
information in the top row. You
will know you are in the correct
row because the effective date
will be the date you are
entering the waiver. Important!
Do not change the effective
date on the CU Waiver Entry
screen. The effective date
should always be the date you
are entering the information,
which is the default.
When entering a
TA waiver, enter
your operator ID
in the TA Oper ID
field. (GA and
GPTI- enter in the
TA Oper ID field.)
When entering
an RA waiver,
enter your
operator ID in
the RA Oper ID
field.
This should
be the date
the waiver
is entered.
Tip: If you don’t know your operator
ID, hold CTRL and type “JJ” on
your keyboard and a screen will
pop up with this information.
How to enter a new RA/TA waiver for a student with a waiver from previous term
If the student has
a TA waiver, enter
the percentage of
appointment in the
TA percentage
field.
If the student has
an RA waiver, enter
the percentage of
appointment in the
RA percentage
field.
This should
be the date
the waiver
is entered.
Tip: If the student has a percentage
appointment with a decimal point,
please round down to the closest
whole number. Example 33.34%
should be entered as 30%.
How to enter a new RA/TA waiver for a student with a waiver from previous term
Enter the
student’s payroll
ID in the Payroll
ID field.
This should
be the date
the waiver
is entered.
Tip: (If the payroll ID # is not known at
time of entry, enter “999999” but go
back and enter the correct payroll ID #
when you have it.)
Don’t forget to
click Save.
Deleting or Changing Appointment
• To Delete an appointment:
1. Go to the CU Waiver Entry screen.
2. Press the “+” button to add a new row. Always add a row at the
top of the page.
3. Make sure the term is correct in the new row.
4. Delete populated fields Oper id and percentages and Payroll
id.
5. Click Save.
6. 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.
How to delete RA/TA waivers
Enter the student’s
identification
number or first and
last name.
Click
Search.
How to delete RA/TA waivers
First, click“+” to
add a new row.
Then, delete
all entries in
the fields
listed.
Remember to
click Save.
Tip: Two entries cannot be entered
on the same effective date, therefore
you cannot change an appointment
percentage on the same day an
appointment is entered. You will need
to wait until the next business day to
make adjustments to appointments.
How to delete RA/TA waivers
If a waiver needs to be deleted for one department, but the student will still be receiving a
waiver from another department, add a new row and delete the information for your
department. If both waivers are RA waivers or both are TA waivers, you will need to
calculate the appropriate percentage (subtract the waiver you are deleting from the
current waiver and enter that number.
Then, delete
or edit the
appropriate
entries.
Remember
to click Save.
First, click“+” to
add a new row.
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.
5. Select the “Account Details” link for the term (Fall
2015) Tuition and Fee line.
6. Click the “View All” link to expand view
•
1.
2.
3.
4.
When entering waivers no amount will show in student financials until the first tuition calculation
of the semester is run.
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.
How to View RA/TA Waivers
Enter the student’s
identification
number or first and
last name.
Click
Search.
How to View RA/TA Waivers
Select Account
Details for the term
you wish to view.
How to View RA/TA Waivers
Click View All to
expand the view.
Scroll down until you
see the waiver
credit(s).
How to View RA/TA Waivers
You will also be able to
see a tuition differential
credit for a first-year, outof-state student and all
international students.
Scroll down until you
see the waiver
credit(s).
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.
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 2013 and spring 2014, you would click the “+” to add a row
above the spring 2014 box. Then, enter the term you are making a change
to and make the necessary change.
Insurance Information Fall/Spg.
• RA/TA appointments of less than 20% are
not entitled to an insurance benefit.
• The insurance benefit amount is $1,675.00
for the Student Gold Health Insurance
($1,840.00). $165 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: Monday, August 10th. Last day for CUSIS entry for waiver to appear on student bill before bills
are run. All entries in CU-SIS by due date, Friday,
September 4th
• unless student registers late.
• Last day for fall entry Friday, December 18th.
• Call or e-mail [email protected] for questions.
• E-mail [email protected] for Late & Finance
Charge removal.
• Area on web for RA/TA student to know their financial
obligation and what their benefits are. 1st year exception.
http://bursar.colorado.edu/payments/rata/
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.
Verifying Eligibility
• Actual payroll expenses determine
eligibility NOT percent time as entered
in HRMS or CU-SIS.
– 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
• 422413: In-State tuition
• 422414: In-State portion of the Out-ofState tuition
• 422415: Out-of-State portion
(differential) of the Out-of-State tuition.
(Covered by the Provost)
EID
Total TR Fund Org
Pgm
155431
30 10335
155431
30 10335
155431
30 10338
155431
30 10338
Total
$ 2,840
169206
10 10066 36748
169206
10 10890 29657
Total
$ 7,645
Proj
Sum of Pay Total Pay % Total Pay
422413
422414
422415
1541338 $ 3,864.00 $7,728.00
50.00% $1,420.00
$0.00
$0.00
1542189 $ 1,932.00 $7,728.00
25.00%
$710.00
$0.00
$0.00
1535677 $ 966.00 $7,728.00
12.50%
$355.00
$0.00
$0.00
1536243 $ 966.00 $7,728.00
12.50%
$355.00
$0.00
$0.00
$ 7,728.00
$2,840.00
$0.00
$0.00
$ 7,728.00 $7,728.00
100.00%
$0.00 $2,840.00
$0.00
$0.00
$0.00 $4,805.00
$ 7,728.00
$0.00 $2,840.00 $4,805.00
Ineligibles
• Students who fail to meet the minimum
tuition remission eligibility requirements by
the end of the semester will not receive the
remission.
• Budget officers in the dean’s offices are
notified monthly of students who are in
jeopardy of losing their waiver.
EID
SID
810668554
174414 810154461
159824 810553852
156898 810180803
154092 810415825
159771 810345624
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.
$
816
2 669698 Salary below 15% time minimum.
$
2,526
6 605260 Salary in suspense.
School/College
Engineering
Education
A&S
Unit
Electrical
Education
JILA
A&S
Engineering
A&S
Physics
Chemical
Ethnic Studies
Operator
J. Elges
A. Polanowski
Tuition Expense Inquiries:
• All tuition remission expense allocation inquiries
should be directed to:
[email protected]
Please include:
–
–
–
–
–
Student name
Student employee ID and/or student ID
The term
Speedtype
The nature of your inquiry