WSU Assistantship & Fellowship Training

1. WSU Assistantship & Fellowship Training Rita Whitcomb: Area Finance Manager, 5-5165 or rwhitcomb@wsu.edu

2. Objectives Important Dates Important Reminders Eligibility Requirements Waiver Options Exceptions to Policy Waiver Process Fellowships Payroll Deductions

3. GS Begins approving: PERMS, ABD applications & Tuition Memos WSU Holiday Closure– GS CLOSED no appointment processing

4. WSU Holiday Closure

5. Important Reminders Offer Letter Templates available on GS website Annual Review/Assessment: Chapter 9:F Certification require both student and supervisor signatures Remained enrolled full time Maintained a 3.0 cumulative Met the services 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 prior to the first day of appointment

6. Eligibility RequirementsGraduate School Processing Memo Graduate Status RCR training 3.0 GPA Full time enrollment (10-18 credits) ITA exam Include date in PERMS wavier section Engl Ex Dt or enter Scheduled date in PERMS Conditions Different than TOEFL exam Required of all international TA’s NADC & Non-Degree Graduate Status May not carry an “incomplete” for more than 1 semester Must reside in the state of Washington

7. 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) Non-academic department WILL need to request approval for fall 2014 All But Dissertation Waiver (ABD) Competitive extramural grant funded Meets all the eligibility requirements for an assistantship Completed all formal course work on their program of study Prior to semester seeking the ABD waiver Successfully passed the preliminary exam ABD waiver available for only up to 5 academic semesters

8. Waiver Options Continued Non-Resident Waiver (NR) Is not charged to any departmental account or grant NR waiver guaranteed for ONE year only for domestic students Encourage students to apply for WA residency – takes 1 year Qualified Tuition Reduction (QTR) Grant funded positions should receive QTR unless job class 9904 or approved for the ABD waiver TNA & BNA grants: can provide an override account in the PERMS waiver section under QTR OvrAcct – Enter comments in PERMS Any override account provided pays for the QTR for the entire semester. Please contact Payroll Services w/questions. QTR is a fringe benefit of employment Any EAA or PA submitted after the PERMS action is approved may have waiver implications. Please contact the Graduate School if you have questions.

9. Exceptions to Policy When do you need 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 processed GPA less than 3.0 – need to reinstate student • Students needs to be reinstated before PERMS can be processed Waiver changes after March 1st

10. 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

11. Waivers Processing & Student Accounts GS begins approving PERMS actions: 12/2/13 Student must be enrolled 10-18 before PERMS can be approved PERMS rolls into DEPPS Waiver downloads do not happen when Payroll is open List of OFW, ABD, NR waivers are submitted to Student Accounts All QTR’s are released and approved by Payroll Services Please be sure funding is in place 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 appointment is not in DEPPS

12. Waivers Processing Student Accounts will apply the waivers based on what GS and Payroll releases The GS will not request any late fee removal if the fees resulted from departmental oversight GS can only request late fee removal on tuition waivers Department should contact the Graduate School if waivers have not posted by the 3rd week of classes Only After: Checked PERMS Checked Student Enrollment Checked students account in ZZUSIS

13. 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/month Engaged in research activity Enrolled full time: 10-18 credits or In their final semester and previously funded on assistantship or On internship Cost of insurance is paid by non-state funds Forms Sponsored Graduate Student Support Memo Non-Service Payment form Ph.DFellowship Tuition Support Program Supplement the fellowship cost of education allowance up to 50% of current resident tuition rate

14. Sponsor Graduate Student Support Memo Top Section: to be completed for Departmental Guarantees Provide the exact amount that you want paid Provide funding: 17A or programs 11-14 Complete 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

15. Sponsor Student Tuition & Waiver FormProcessing Submit to GS for review and approval GS Works with Fin Aid for waivers GS forwards to SPS or Student Accounts For guarantees and account verification/approval SA forwards to H&W for insurance posting H&W returns to SA for posting of guarantee Please submit all forms to GS by 12/2/13 for processing. Contact the GS after 3rd week of classes and after you have: Checked student enrollment Checked student account in ZZUSIS

16. 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 on an assistantship appointment is eligible for four consecutive weeks of paid Parental Leave from his/her graduate program. In the event that both parents are full-time graduate students at WSU, only one may take Parental Leave or the four consecutive weeks may be shared between them. • Full-time graduate students who are not on an assistantship may request Parental Leave without tuition or salary support. Short-Term Parental Leave Form • EAA to add Graduate School Funding to the position • Request a JV transfer of funds from Rita Whitcomb • No action needed- PI/Supervisor and student have made arrangements to make up the work/hrs Parental Leave

17. Links Graduate School http://www.gradschool.wsu.edu/ http://gradsch.wsu.edu/CurrentStudents/Assistantships http://www.gradschool.wsu.edu/CurrentStudents/Funding/FellowshipsAndGrants.aspx Payroll Services http://www.wsu.edu/payroll/stntpay/stntpay.htm Health & Wellness http://studentinsurance.wsu.edu/ RCR training https://myresearch.wsu.edu OGRD http://informer.ogrd.wsu.edu/ http://fundingopps.cos.com/cgi-bin/fo2/search

18. Online Graduate Payroll Deductions! Fundamental change in applications Old way: students applied/enrolled after DEPPS appt New online way: can apply before DEPPS appt Authorization submitted online Payroll watches for appointment/funding/enrollment Payroll posts to student’s account when everything is in order Advantages Easy online submission No need to come to Payroll and wait in line No need to wait for appointment to apply Correct campus fees listed on form Copying/scanning/emailing/faxing avoided for research stations and branches Staff hours saved at the Payroll Services window

19. Online Graduate Payroll Deductions, continued… Student's Responsibilities Make sure they meet the requirements Have assistantship(s) totaling 50% for the full semester Ensure departments have processed appointments and funding Registered for at least 10 credits Understand their waiver situation Submit their request before due date What you can do to help your students Understand the requirements above Know how the process works Submit appointments and funding on time Remind and publicize in your departments Make sure students understand their waivers Get them enrolled in 10 or more credits

20. Online Graduate Payroll Deductions, continued… Payroll's Responsibilities Email graduate assistants who are currently enrolled in payroll deduction to announce the new system and instruct them in how to submit their authorizations online Post instructions and a video tutorial on our web page Communicate with departmental personnel and students via the Graduate School listserve Receive and process the online requests Answer questions from staff and students to help ensure successful use of the new system

21. ? QUESTIONS