University of Colorado at Boulder

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

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

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

Entering Tuition Remission for Graduate Students on ISISThis is intended forindividuals that enter tuition waivers

This is a simple process Ah…Fall

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 Access 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

Where to Find Instructions 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 for Fall 2010 (Lets look at the handouts)

CU Research and Teaching Assistant Waivers Quick Entry- All the steps Action Click the Student Financials link. Click the Tuition and Fees link. Click the Equation Variables link. Enter the Student Id. Number into the ID: field. e.g. “123456789“ or- Enter students’ first and last name. Click the Search button. Navigate to the correct term by expanding the magnifying glass. Enter the student payroll id #. Can be 999999 if new student remember to go back in with actual emp. Id # Enter yourOperator 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. 7. Click the Num Variables tab. 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 TA % field. (Percentage is a whole number) GA and GPTI should be entered in the TA field. If you this student already has the TA field populated and the student is also a TA for you, simply add your percentage to the percentage that is already there. Example: 15% would now be added to 25%, enter 40. 8. Click the Save button. End of Procedure.

Deleting or Changing Appointment To Delete an appointment: Go to the Num Variables tab. Set the appointment percentage to 0 (zero) 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, subtract your appointment from the percentage. Example: RAPercentage field is populated with “50”, the RA percentage in your department is 20%, change the number in the RA percentage field to “30” To Change an appointment percentage Go to the Num Variables tab Enter in RA or TA percentage field the new value Click Save.

Check Waiver After Entry Action Click the Campus Community link. Click the Student Services Ctr (AdminVW) link. Click the Finances tab. Click on the semester you want. The waiver amount will appear next to the Total Waiver heading. This total will equal the tuition waiver plus the health insurance waiver amount. When entering waivers no amount will show in total waiver field 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.

Insurance Information Fall/Spg. RA/TA appointments of less than 20% are not entitled to an insurance benefit. The insurance benefit amount is $773.50 (70% of the Student Gold Health Insurance $1105.00) Students who choose the Wardenburg Campus Care plan ($165) will not receive an insurance benefit contribution.

Additional Information Tuition Remission entry has live update. Will not be able to check dollar amount of the waiver until July 26th. Call or e-mail Sean.Quinlan@colorado.edu for questions. Important Dates: Friday, July 30th. Last day for ISIS entry for waiver to appear on student bill. All entries by due date, September 1st unless student registers late. Last day for summer entry August 4th. Contact Nate Bindel

Short Break • Please feel free to leave if you feel the rest of the training is information you already know.

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

Process Map The four components to the tuition remission process are: • Appointment Letter • HRMS hire • Tuition waiver entered (ISIS) • 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 Eligible 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

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.

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)

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.

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

University of Colorado at Boulder