Training for the Graduate School

Tuition Remission Program

Spring 2015

PresentersName Office Email Address Function

Gretchen O'Connell Graduate School gretchen.oconnell@colorado.eduGraduate student

eligibility and appointments

Laura Raile Bursar's Office laura.raile@colorado.eduEntering waivers in ISIS/ student billing questions

Erin Foster Office of the EVCAA and Provost

erin.e.foster@colorado.eduDepartmental

allocations of tuition charges

Tuition Remission

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

• 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 CodesHourly appointments and Fellowship (pre-

doc trainee) job codes are not eligible. Further information regarding these

appointments may be found on the Graduate School website.

Process Map

The four components to the tuition remission process are:

1. Appointment Letter2. HRMS hire 3. Tuition waiver entered (ISIS)4. Tuition expense allocation

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

Social Security Numbers

• When hiring a new graduate student, confirm that a social security number has been entered in Campus Solutions for the student.

• If the social security number is missing in CS, 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 call or make an appointment with an Enrollment Services Representative (ESR) in the Office of the Registrar.

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.

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 differentialwill be covered by the Office of the Provost.

Tuition Remission for Non-ResidentsStudents 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. WRGP students are not required to obtain residency, but must ensure that they are being billed at the in-state rate.

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

Laura Raile – Bursar’s Office

Entering Tuition Remission for Graduate Students in ISIS

This is intended forindividuals that enter tuition waivers.

This is a simple process

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/

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 steps1. Click the Student Financials link.2. Click the CU Student financials Customs link.3. Click the CU Waiver Entry link.4. Enter the Student Id. Number into the ID: field. e.g. “123456789“ or- Enter students’ first and last

name.5. Click the Search button.6. Navigate to the correct term by expanding the magnifying glass. Spring 2015 is 2151.7. If no data is entered enter “2151”. 8. 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. Keep track of your operator ID in a safe place.

• Enter the student payroll ID. Click the Save button. If you don’t know the payroll ID enter “999999” then go back to the screen when you know the correct id add a row and enter the payroll id.

• 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.

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.

Resources• Important Dates: January 9, 2015. Last day for ISIS

entry for waiver to appear on student bill before bills are run. All entries in ISIS by due date, February 5, 2015 unless student registers late.

• Last day for Fall 2014 waivers to calc December 31, 2014 (Contact Erin Foster after this date for fall waivers)

• Last day for spring waiver entry May 7, 2015.• Call or e-mail Anne.Stetina@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/

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.

Erin Foster – Office of the Provost and EVCAA

Verifying Eligibility

• Actual payroll expenses determine eligibility NOT percent time as entered 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.

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: 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 Total Pay % Total Pay 422413 422414 422415155431 30 10335 1541338 $ 3,864.00 $7,728.00 50% $1,420.00 $0.00 $0.00155431 30 10335 1542189 $ 1,932.00 $7,728.00 25% $710.00 $0.00 $0.00155431 30 10338 1535677 $ 966.00 $7,728.00 13% $355.00 $0.00 $0.00155431 30 10338 1536243 $ 966.00 $7,728.00 13% $355.00 $0.00 $0.00

Total $ 2,840 $ 7,728.00 $2,840.00 $0.00 $0.00169206 10 10066 36748 $ 7,728.00 $7,728.00 100% $0.00 $2,840.00 $0.00169206 10 10890 29657 $0.00 $0.00 $4,805.00Total 7,645$ 7,728.00$ $0.00 $2,840.00 $4,805.00

IneligiblesEID SID Total TR Cr Hours Pos # Notes School/College Unit Operator

999999 810668554 $ 2,655 5 No employee ID. Engineering Electrical J. Elges174414 810154461 $ 11,385 9+ 616089 No September pay. Education Education159824 810553852 $ 1,263 3 No qualifying job. A&S JILA A. Polanowski

156898 810180803 $ 2,526 6 607387Percent time too low to cover 6 credit hours. A&S Physics

154092 810415825 $ 816 2 669698 Salary below 15% time minimum. Engineering Chemical159771 810345624 $ 2,526 6 605260 Salary in suspense. A&S Ethnic Studies

Tuition Expense Inquiries:

• All tuition remission expense allocation inquiries should be directed to erin.e.foster@colorado.edu.

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