WSU Assistantship & Fellowship Training

Rita Whitcomb: Area Finance Manager, 5-5165 or rwhitcomb@wsu.edu

Kristina Elkins: Fiscal Specialist , 5-4799 or Kristina.elkins@wsu.edu

Revised November 2014

Objectives

• Eligibility Requirements

• Waiver Options

• Exceptions to Policy

• Waiver Process

• Important Dates

• Important Reminders

• Fellowships

• CSC

Eligibility RequirementsGraduate School Processing Memo

• Graduate status & on-site student (admitted to regional campus)

• RCR training

• 3.0 GPA

• Full time enrollment (10-18 credits)

• ITA exam • Include date in PERMS wavier section Engl Ex Dt or enter Include date in PERMS wavier section Engl Ex Dt or enter

scheduled date in PERMS conditionsscheduled date in PERMS conditions• Different than TOEFL examDifferent than TOEFL exam• Required of all international TAsRequired of all international TAs

• NADC & Non-Degree Grad Status

• May not have an “incomplete” for more than 1 semester

• Must reside in the state of Washington

Waiver Options

• Driven by position funding & FTE• Appointment MUST BE for the entire semester (8/16-12/31,

1/1-5/15 or 8/16-5/15)• FTE at least 25% to 50%• Enrolled as a full time student, 10-18 credits

• Operating Fee Waiver (OFW)• State or F & A funded (001-01, 148-02, 148-05)State or F & A funded (001-01, 148-02, 148-05)• Non-academic departments Non-academic departments WILLWILL need to request approval for need to request approval for

fall 2014fall 2014

• All But Dissertation Waiver (ABD)• Competitive extramural grant fundedCompetitive extramural grant funded• Meets all the eligibility requirements for an assistantshipMeets all the eligibility requirements for an assistantship• Completed all formal course work on their program of studyCompleted all formal course work on their program of study

• Prior to semester seeking the ABD waiverPrior to semester seeking the ABD waiver

• Successfully passed the preliminary examSuccessfully passed the preliminary exam• ABD waiver available for up to 5 academic semestersABD waiver available for up to 5 academic semesters

Waiver Options Continued

• Non-Resident Waiver (NR)• Is not charged to any departmental account or grantIs not charged to any departmental account or grant• NR waiver guaranteed for ONE year only for domestic studentsNR waiver guaranteed for ONE year only for domestic students• Encourage students to apply for WA residency – takes 1 yearEncourage students to apply for WA residency – takes 1 year

• Qualified Tuition Reduction (QTR)• Grant funded positions should receive QTR unless job class 9904, Grant funded positions should receive QTR unless job class 9904,

or approved for the ABD waiveror approved for the ABD waiver• TNA & BNA grants: can provide an override account in the PERMS TNA & BNA grants: can provide an override account in the PERMS

waiver section under QTR Ovr Acct – enter comments in PERMSwaiver section under QTR Ovr Acct – enter comments in PERMS• Any override account provided pays for the QTR for the entire Any override account provided pays for the QTR for the entire

semester. Please contact Payroll Services w/questions.semester. Please contact Payroll Services w/questions.• QTR is a fringe benefit of employment QTR is a fringe benefit of employment

Any EAA or PA submitted after the PERMS Any EAA or PA submitted after the PERMS action is approved may have waiver action is approved may have waiver

implications. Please contact the Graduate implications. Please contact the Graduate School if you have questions. School if you have questions.

Exceptions to Policy

When to submit a memo to the Graduate School?

•FTE > 50%

•Split funded appointments

•Additional appointment: time-slip working more than 5hrs/week

• Needs to have approval before PERMS can be processedNeeds to have approval before PERMS can be processed

•GPA less than 3.0 – need to reinstate student• Students needs to be reinstated before PERMS can be processedStudents needs to be reinstated before PERMS can be processed

•Waiver changes after September 15th

PERMS Processing & Tips

• If no funding in DEPPS for position enter a comment in “conditions”

• If English exam is needed: enter comment in “conditions”

• When submitting a “change” action, it does not allow you to add waiver- enter waiver information in “conditions”

• If the actions have been approved by GS but not yet in DEPPS and you need to change or update a waiver- discard pending action and re-submit

PERMS Action Codes

• Initial: individual’s first WSU employment

• New Appointment: To add an appointment if individual who is currently employed

• Reappointment: to appoint a former employee- use if employee previously held an assistantship and is reappointed to another assistantship

• Renewal: to renew a temporary appointment when there has been no break in service – academic break is not considered a break in service

• BBPM 60.25

Waivers Processing & Student Accounts

1. GS begins approving PERMS actions: 8/1/14• Student must be enrolled in 10-18 credits before PERMS Student must be enrolled in 10-18 credits before PERMS

can be approvedcan be approved

2. PERMS rolls into DEPPS: night of 8/18• Waiver downloads do not happen when Payroll is openWaiver downloads do not happen when Payroll is open

3. List of OFW, ABD, NR waivers are submitted to Student Accounts: Tuesday 8/19

4. All QTR’s are released and approved by Payroll Services

• Please be sure funding is in placePlease be sure funding is in place

5. Have students pay their portion of tuition or sign up for payroll deduction prior to late fees being applied

• Students cannot be approved for payroll deduction if their Students cannot be approved for payroll deduction if their appointment is not in DEPPSappointment is not in DEPPS

Waivers Processing6. Student Accounts will apply the waivers based on

what GS and Payroll releases

7. The GS will not request any late fee removal if the fees resulted from departmental oversight

• GS can only request late fee removal on GS can only request late fee removal on tuition waiverstuition waivers

Department should contact the Graduate School if waivers have not posted by the 3rd week of classes

Only After:

1. Checked PERMS

2. Checked student's enrollment

3. Checked student's account in ZZUSIS

Fellowships• Fellowships and traineeships vary considerably, each with its

own set of guidelines and restrictions, usually set by the funding agency

• Eligibility for Grad Health Insurance• Stipend of at least $800/monthStipend of at least $800/month• Engaged in research activityEngaged in research activity• Enrolled full time: 10-18 credits or Enrolled full time: 10-18 credits or • In their final semester and previously funded on assistantship orIn their final semester and previously funded on assistantship or• On internshipOn internship• Cost of insurance is paid by non-state fundsCost of insurance is paid by non-state funds

• Forms• Sponsored Graduate Student Support Sponsored Graduate Student Support

MemoMemo• Non-Service Payment formNon-Service Payment form• Ph.D. Fellowship Tuition Support Program• Supplement the fellowship cost of education allowance up to Supplement the fellowship cost of education allowance up to

50% of current resident tuition rate50% of current resident tuition rate

Sponsor Student Tuition & Waiver Form

• Top Section: to be completed for Departmental Guarantees: • Provide the exact amount that you want paidProvide the exact amount that you want paid• Provide funding: 17A or programs 11-14 Provide funding: 17A or programs 11-14 • Complete each semesterComplete each semester

• Bottom Section: to be completed if the GS has provided a commitment ( i.e. China Scholars, etc.) OR eligible for graduate insurance

• Signature: department needs to sign as expenditure authority or for accuracy depending on what is being requested

Sponsor Student Tuition & Waiver FormProcessing1. Submit to GS for review and approval: GS

begins approval 8/1• GS Works with Financial Aid for waiversGS Works with Financial Aid for waivers

2. GS forwards to SPS or Student Accounts• For guarantees and account For guarantees and account

verification/approvalverification/approval

3. SA forwards to H&W for insurance posting

4. H&W returns to SA for posting of guarantee

Please submit your memos to the GS by 8/1/14 for processing. Contact the GS after the 3rd

week of classes and after you have:

1. Checked student enrollment

2. Checked student account in ZZUSIS

China Scholarship Council

• “WSU will take reasonable steps to assist the student in obtaining supplemental financial support from the advisor or department to meet the minimum WSU financial requirements for the immigration paperwork.”

• The $4,000 per academic year helps to cover these additional costs.

• Graduate School provides in-state and out-of-state tuition waivers for up to 48 months

China Scholarship Council

CSC students can receive the $4,000 in four different ways:

• Scholarship (requires no work from student)

•Department directly pays the expense (like a scholarship—requires no work from student)

• Pay for the Grad Health InsPay for the Grad Health Ins•Wage/Salary (requires work from student)

• Recommend hourly rate $14.50/hrRecommend hourly rate $14.50/hr• Estimated hours per semester 144 or 8hrs/wkEstimated hours per semester 144 or 8hrs/wk

•Assistantship

Parental Leave• The Short-term Parental Leave plan provides up to four consecutive

weeks of leave for the period directly before or after the birth or adoption of a child. During this time, the student continues to be enrolled and, if on an assistantship appointment, the student will continue to receive graduate assistant benefits (i.e., tuition waivers will remain in place), health benefits, and his/her salary.

• A full-time graduate student A full-time graduate student on an assistantship appointment on an assistantship appointment is is eligible for four consecutive weeks of eligible for four consecutive weeks of paid paid Parental Leave from Parental Leave from his/her graduate program. In the event that both parents are full-his/her graduate program. In the event that both parents are full-time graduate students at WSU, only one may take Parental Leave time graduate students at WSU, only one may take Parental Leave or the four consecutive weeks may be shared between them. or the four consecutive weeks may be shared between them.

• Full-time graduate students who are not on an assistantship may Full-time graduate students who are not on an assistantship may request Parental Leave without tuition or salary support. request Parental Leave without tuition or salary support.

• Short-Term Parental Leave Form• EAA to add Graduate School funding to the positionEAA to add Graduate School funding to the position• Request a JV transfer of funds from Rita WhitcombRequest a JV transfer of funds from Rita Whitcomb• No action needed- PI/Supervisor and student have made No action needed- PI/Supervisor and student have made

arrangements to make up the work/hrsarrangements to make up the work/hrs

Important Reminders

• Offer Letter• Templates available on GS websiteTemplates available on GS website

• Annual Review/Assessment: (chapter 9:F)• Certification require both student and Certification require both student and

supervisor signaturessupervisor signatures• Remained enrolled full timeRemained enrolled full time• Maintained a 3.0 cumulativeMaintained a 3.0 cumulative• Met service requirement (20hrs/wk for .5FTE)Met service requirement (20hrs/wk for .5FTE)

• Keep all personnel records at department level

• Interim Exam Schedule form Pilot Program: • For ABD waivers everything must be completed For ABD waivers everything must be completed

prior to the first day of appointmentprior to the first day of appointment

ZZUSIS

• View Customer AccountsView Customer Accounts• CS- Reporting ToolsCS- Reporting Tools

• QueryQuery Query Viewer Query Viewer GS_PERMS_WVRS_W_RESEDENCY: All GS_PERMS_WVRS_W_RESEDENCY: All

graduate students that are enrolled for a graduate students that are enrolled for a specific termspecific term

GS_PERMS_WVRS_W_RESIDENCY_ID: Brings GS_PERMS_WVRS_W_RESIDENCY_ID: Brings back a single graduate student back a single graduate student

GS_PERMS_WVRS_W_RESIDENCY_ID_M: Brings GS_PERMS_WVRS_W_RESIDENCY_ID_M: Brings back multiple graduate students back multiple graduate students

If you attended this live training If you attended this live training session and wish to have your session and wish to have your

attendance documented in your attendance documented in your training history, training history,

please notify Human Resource please notify Human Resource ServicesServices

within 24 hours of today's date: within 24 hours of today's date:

hrstraining@wsu.eduhrstraining@wsu.edu

This has been a This has been a WSU Training WSU Training

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