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

Presenters Nate Bindel – Provost & EVCAA Office Gretchen O’Connell – Graduate School Laura Raile – Bursar

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: 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.

Process Map The four components to the tuition remission process are: 1.Appointment Letter 2.HRMS hire 3.4w2 tuition waiver entered 4.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 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

Useful Links – (bill information, due dates, tuition tables) – groups/downloads/student-ret-facts.pdf (student retirement facts) groups/downloads/student-ret-facts.pdf – nloadsShared/AppointmentManual.dochttp:// 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: Ask for access to screens 414, 417, 4W2 and 803 If you are new to SIS your supervisor will use this form: Once the form is completed you can either: – fax it to 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 to You are now ready to get started

Step 2 Copy your instructions for the current semester from our website 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 Start with screen BR STUDENT TERM ATTRIBUTES Student, James A. ANECDOTAL SCREEN: INST: BD AU: B1 SID: 810XXXXXX EXT: CODE: SEQ: 000 BCODE: TERM: 091 DATE: 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: MAJR1: ATOC SPEC TUIT: HOST1 AU: DEGR1: PHD CONT DEP: HOST2 AU: TCALC FLAG: N HOST3 AU: ENRL ST: E YR/ENTRY: 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 4W2 TA/RA WAIVERS Student, James Arnold SCREEN: 4W2 INST: BD AU: B1 SID: 81000XXXX EXT: CODE: SEQ: 000 BCODE: TERM: 091 DATE: 05/16/08 CID: TIME: 16:28:48 APPOINTMENT TYPE: TA G/N FUND CODE: G PERCENT: 40. PAYROLL ID: 167XXX DIFFERENTIAL SUBCODE: APPT DELETE: Y (sometimes) 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 INSTITUTION - AU SECURITY SCREEN: INST: BD AU: B1 OPERATOR NO: 9684 OPERATOR NAME: SAMUELSON, KATHRYN ACF2 LOGON: S96845 PROTOTYPE: B501

Step ACCOUNT SUBCODE SNAPSHOT Student, James Arnold ANECDOTAL SCREEN: INST: BD AU: B1 SID: 810xxxxxx EXT: CODE: SEQ: 000 BCODE: TERM: 091 DATE: CID: BALANCE: $.00 BILLING CODE: BD C AU SBCD TERM DESCRIPTION CHGCLS TR DTE REF TRANS AMT * B TUITION-FALL-GR-RES 12/11/08 TUCALC * B CAPITAL CONSTRUCTION FEE 12/11/08 TUCALC * B STUDENT INFORMATION SYSTEM FEE 12/11/08 TUCALC 7.00 * B SUMMER STUDENT FEE 12/11/08 TUCALC * B STUDENT COMPUTING FEE 12/11/08 TUCALC * B RTD BUS PASS 12/11/08 TUCALC * B ARTS FEE 12/11/08 TUCALC * B ATOC COURSE FEE 12/11/08 TUCALC * B RA WAIVER SPRING RES 12/11/ * B INTERNET CHECK PAYMENT 18:23 01/10/

Insurance Information Fall/Spg. RA/TA appointments of less than 20% are not entitled to an insurance benefit. The insurance benefit amount is $ (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 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 17 th. 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: This student has 2 appointments and 3 payroll FOPPS:

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.

Allocation Account Codes : Resident tuition : Resident portion of the non-resident tuition : 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.

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 Please include: –Student name –Student employee ID and/or student ID –The term –Speedtype –The nature of your inquiry