Headline

1. Headline Training for the Graduate School Tuition Remission Program

2. Presenters

3. Tuition Remission • All graduate students appointed to eligible job codes receive tuition remission as part of their compensation for services rendered. • The number of credit hours covered depends on the percentage of appointment. • Does not cover non-credit classes, or courses taken through continuing ed.

4. Tuition Credit Hours

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

6. 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 Fellowship (pre-doc trainee) job codes are not eligible. Further information regarding these appointments may be found on the Graduate School website.

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. 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/GraduateSchool/funding/admin.html

9. 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.

10. 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.

11. Social Security Numbers • When hiring new students, check with them to ensure that they have an SSN in ISIS. If student isn’t sure, they will need to contact the Registrar’s office. • If the SSN is missing in ISIS, HR will not be able to confirm enrollment and the student will be automatically enrolled in and charged for student retirement. • To add a an SSN, the student must make an appointment with an Enrollment Services Representative (ESR) in the Office of the Registrar or call 303-492-6970.

12. Laura Raile – Bursar’s OfficeEntering Tuition Remission for Graduate Students in ISISThis is intended forindividuals that enter tuition waivers.

13. This is a simple process

14. 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 ISIS Access Request Form online https://www.cu.edu/ums/security/CUonly/AMPS/Forms/ISIS-Access-Request.pdf and submitting it via email as an attachment to Bursar_Access@colorado.edu Prior to receiving access, on-line trainings must be completed. Introduction to ISIS  (You are directed to these classes on access form) FERPA ISIS Student Financials You are now ready to get started Please find more information regarding ISIS/Cognos Access request at bursar.colorado.edu/resources/campus-resources/access-isis_cognos-page/

15. 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 “Training”.

16. CU Research and Teaching Assistant Waivers Quick Entry- All the steps Click the Student Financials link. 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. Click the Search button. Navigate to the correct term by expanding the magnifying glass. Fall 2014 is 2147. If no data is entered enter “2147”. 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 yourOperator ID (ex. ABCD000015) into the appropriate TA and/or RA field. If you don’t know your Operator ID, hit “Cntrl JJ” on your keyboard a screen will pop up with ID. 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. Enter your RA Oper ID in the new row, overwriting the previous RA Oper ID. Both Oper ID’s will be stored in history. End of Procedure.

17. How to enter a new RA/TA waiver for a student with a waiver from previous term – Fall 2014 1. Click on the Main Menu. 2. Select Student Financials 3. Select CU Student Financials Custom 4. Click on CU Waiver Entry

18. 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.

19. 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.

20. 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.

21. How to enter a new RA/TA waiver for a student with a waiver from previous term 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.) 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. When entering an RA waiver, enter your operator ID in the RA Oper ID field.

22. 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. 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%. If the student has an RA waiver, enter the percentage of appointment in the RA percentage field.

23. How to enter a new RA/TA waiver for a student with a waiver from previous term This should be the date the waiver is entered. Enter the student’s payroll ID in the Payroll ID field. 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.

24. 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 of the page. Make sure the term is correct in the new row. Delete populated fields Oper id and percentages and Payroll id. 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: RAPercentage 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.

25. How to delete RA/TA waivers Enter the student’s identification number or first and last name. Click Search.

26. How to delete RA/TA waivers First, click“+” to add a new row. Then, delete all entries in the fields listed. 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. Remember to click Save.

27. 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. First, click“+” to add a new row. Then, delete or edit the appropriate entries. Remember to click Save.

28. 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 (Fall 2014) 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. 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.

29. How to View RA/TA Waivers Enter the student’s identification number or first and last name. Click Search.

30. How to View RA/TA Waivers Select Account Details for the term you wish to view.

31. How to View RA/TA Waivers Click View All to expand the view. Scroll down until you see the waiver credit(s).

32. How to View RA/TA Waivers You will also be able to see a tuition differential credit for a first-year, out-of-state student and all international students. Scroll down until you see the waiver credit(s).

33. 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.

34. 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 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.

35. Insurance Information Fall/Spg. RA/TA appointments of less than 20% are not entitled to an insurance benefit. The insurance benefit amount is $1,525.00 for the Student Gold Health Insurance ($1,695.00). $170 out of pocket for the student. Students who choose the Wardenburg Campus Care plan ($175) will not receive an insurance benefit contribution.

36. Resources Important Dates: Monday, August 4th = Last day for ISIS entry for waiver to appear on student bill before bills are run. All entries in ISIS by due date, September 3rdunless student registers late. Last day for fall entry December 18th. Call or e-mail MaryAnn.Enstad@colorado.edu for questions. E-mail LFcharges@colorado.edu 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/

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

38. 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.

39. Verifying Eligibility • Actual payroll expenses determine eligibility NOT percent time in HRMS or ISIS. • 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.

40. 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)

41. Allocation Account Codes and Methodology

42. Ineligibles • Budget officers in the dean’s offices are notified monthly of students who are in jeopardy of losing their remission. • 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.

43. How to reach us with questions…