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Guide for Managing Central Fee Waivers

RanThere are 1,664 active centrally funded waiver (CFW) positions across campus funded for Fall, Spring, and Summer in-state maintenance fees. In-state maintenance is reimbursed by the Graduate School for each semester during the fiscal year of the active semesters. The Graduate School business manager will call for tuition reimbursement forms tri-annually from each college budget director and the non-academic department business managers.

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Centrally Funded Waiver IRIS Report

Procedure for viewing a POSBYHIERARCHY report

POSBYHIERARCHY report

The IRIS report ZQR_DEPT_POS can be used to run a report of all centrally funded waivers for campus.

Two variants may be used to view campus, POSBYHIERARCHY or CFW-KnoxCampus. If selecting POSBYHIERACHY follow the instructions below. If you select CFW-KnoxCampus all filters are set to run the report for all campus. The report can take up to 10 minutes to run.

To select variants, click the variant button. For POSBYHIERARCHY add an * (asterisk) to the Created by field and click the green “go” button. Select “POSBYHIERARCHY” from the pop up list and click the green check to execute.

Procedure for changing structure conditions

Changing structure conditions

To run, click Change structure conditions. Then after clicking the match key on the side of Root object, click the green arrow to confirm. In the S:Search Term tab add an * (asterisk) and click the green check. From the pop-up, double-click “E010000 University of Tennessee”. The root object will change to “10000003” and click the green arrow to execute.

This report will run for the current day (Today = default), unless this field is changed. To the personnel area add “1010” for Knoxville campus only. Add an X in the Centrally Funded Fee Waiver area then click the execute button at the top to run the report.

Procedure for running the CFW IRIS report

Run the CFW IRIS report

Positions with multiple employees and students/positions on multiple cost centers will be duplicated in the report. A CFW position should have only 1 employee affiliated with it. Only 1 waiver per student will be reimbursed for CFW positions. A student in a CFW position should only be in one CFW position at a time even if the student is in more than one department. Sometimes students fulfill more than one role (e.g., GTA on CFW account and GRA on an external grant); thus they are likely to be duplicated on the report.

If an employee name and personnel number is not listed on the report, the position is vacant and does not have an employee affiliated with it.

For filled positions, the department will need to make sure the students are employed at a minimum of 25% FTE, are being paid the minimum stipend for students on CFW positions, and are enrolled in classes. A student employed under 25% FTE will not be eligible for a fee waiver.

The Argos reports in the next section will assist departments in determining if the student is enrolled for the semester.

Late student enrollment will result in the Bursar’s office needing to retroactively enroll the student. If this occurs the department will be responsible for coverage of tuition charges from prior fiscal years.

Argos Reports

Available Argos Reports

Available Argos Reports

There are two relevant reports that can be found under the folder UTK_Dept_Accounts_Receivable in Argos.

For Argos training, contact Susan Forman or Renee Bumgarner in the Bursar’s Office.

These reports help determine if students are enrolled as they should be, and hopefully, eliminate the need for retroactively enrolling students, saving the department funds.

TWDGRNA – Grad Assistants Not Enrolled – ODS

TWDGRNA Grad Assistants not Enrolled - ODS

TWDGRNA Grad Assistants not Enrolled – ODS

This report allows you to review graduate students on assistantships that are not enrolled in classes in the selected semester. To review this report, select the current semester in the Select Term field, click Reports at the top and select the report, and click run. This will automatically transfer the report to an excel file that you can save and review. The report does not check if students are eligible to enroll. The report was developed to find graduate students on assistantships who are on payroll but should not be, because they have graduated.

TWDGRNR – Grad Students Eligible but Not Registered

TWDGRNR - Grad Students Eligible but not Registered

TWDGRNR – Grad Students Eligible but not Registered

This report allows you to review a list of all graduate students (not just those on assistantships) who are eligible for registration but have not registered. To run this report in Argos, click the UTK_Dept_Accounts_Receivable folder and select the report from the list. Select the current semester and make sure All Colleges is checked. Click reports and select the report and click run. This will automatically transfer the report to an excel file that you can save and review.

This report shows graduate students that are active and eligible to register. The students in this list are not registered for any courses for the term entered on the input screen. If a student is not eligible for enrollment (has holds, has graduated, etc.), the student will not show up on the TWGRNR report but will show up on the TWGRNA report.

What is Covered by a Graduate Waiver

A graduate student in a GTA/GRA/GA position receives in-state maintenance, reimbursed by the Graduate School. Out-of-state tuition is waived for these students. The position does not cover any fees associated with enrollment. In-state maintenance is charged to the department account until reimbursed by the Graduate School.

Students must be enrolled to receive tuition coverage from a GTA/GRA/GA position. Failure to register for dissertation hours or classes may result in the student needing to be retroactively enrolled and charges to the department and/or student.

Current tuition and fee costs can be viewed on the One Stop website.

Further detail can be viewed on the Office of Budget & Finance website.

The Bursar’s Office maintains a list of rules surrounding graduate student waivers. This can be viewed on the Bursar’s website under department info on the Department Guide Part 1, page 61. Get the Department Guide.

AY 2020-21 In-State Maintenance, Out-of-State Tuition and Fees Assessed to Students per Semester (assuming full-time enrollment)
Fee Type AY 21–22 Amount Responsible Party
In-State Maintenance $5734 CFW Account
Out-of-State Tuition $9094 Waived
In-State Fees (not including SPSF Part B) $855 Student
Out-of-State Fees (not including in-state facilities fee or SPSF Part B) $970 Student
SPSF Part B (previously called Health Fee) $101 Student

Note that several programs assess additional fees. See “Other Fees” under Fees in Detail.

Minimum Stipend, FTE Amounts, and Appointment Periods

Students who do not complete the full appointment period for a semester will receive a pro-rated waiver for both in-state and out-of-state tuition based on the number of days employed during the minimum appointment period. This is assessed as a percentage of the days appointed by the minimum appointment period of days. If the student is terminated or dropped to less than 25% effort in IRIS the tuition exemption is also terminated in Banner.

Minimum Appointment Periods
Term Standard Period Period Length
Fall Sept. 1–Nov. 30 91 days
Spring Feb. 1–Apr. 30 89 days
Summer—Full Term Jun. 15–Jul. 31 47 days
Summer—First Session Only Jun. 15–Jun. 30 16 days
Summer—Second Session Only Jul. 1–Jul. 31 31 days

Example: A student is enrolled in classes for full semester but in GA/GTA/GRA appointment for 23 days during fall semester. The student will be assessed 68/91=75% of the fall semester tuition while 25% will be assessed to the department and subsequently reimbursed by the Graduate School

It is important to communicate with the Bursar’s Office when a student is removed from an assistantship before the end of a minimum appointment period. A student who terminates an assistantship and later withdraws from school could be responsible for a prorated portion of the in-state maintenance and out-of-state tuition. To avoid having students being assessed tuition/fees, the withdrawal date should be the same or earlier than the termination date of the assistantship. However, a student who terminates an assistantship and withdraws at a later date must pay a prorated portion of in-state maintenance and out-of-state tuition.

Exceptions for Graduating Students

A student who terminates a GTA/GA/GRA appointment and meets the following conditions is eligible for a fee exception for payment of fees.

  • Has completed ALL degree requirements
  • Terminated assistantship to accept a position outside of the University OR a Regular Staff position at the University.
  • Will graduate at the end of the current term
  • Exception is requested in writing by department.

The department should send a memo or email to the Bursar’s Office stating that the student has met ALL of the conditions listed above to apply for an exemption. The fees will be charged to the appropriate account based on the student’s position at the time of termination. The student will need to pay any remaining non-tuition charges. All termination of appointment rules can be reviewed on the Bursar’s Office website under Department Info in the Departmental Guide Part 1, page 67-68. Get the Department Guide.

Minimum Stipends

Departments must pay at least the minimum stipends levels for students on CFW positions. This is posted on the Office of Budget and Finance website under Student Information on the Graduate Assistant Stipends Minimum Scale.

Minimum and Maximum FTE %

All students in a CFW position must be employed at 25% or more FTE. The maximum FTE for a GA/GTA/GRA is 50%. A student in a GTA/GRA/GA position must be employed at 25% FTE to receive full coverage of out-of-state tuition and in-state maintenance. Any student who is employed below 25% FTE will be ineligible for tuition coverage including in-state maintenance and out-of-state tuition.

Student Position Removal or Recess

If a department drops a student to less than 25% FTE during the Minimum Appointment Period of the semester the student will be assessed a prorated portion of the out-of-state tuition and in-state maintenance unless an exception has been processed with the Bursar’s Office.

For a list of these exceptions please review the departmental guide on the Bursar’s website.

Susan Forman or Renee Bumgarner can assist with processing exceptions.

A student whose monthly stipend is dropped to $0 will automatically be changed to 1% FTE. When the student’s stipend is reentered in IRIS to at least the minimum stipend level for CFW positions, the department should also change the FTE back to 25% (or more) so the student will receive a full waiver. Failure to do this prior to the term will result in the student being assessed in-state maintenance and out-of-state tuition (if applicable) during the Minimum Appointment Period.

It is imperative that departments ensure that the stipend level, FTE, and student enrollment are correct early in the semester (before 14-d enrollment counts). Centrally funded fee waiver reimbursements from the Graduate School are based on what is assessed to the departmental account and not fees assessed to the student account.

It is important to remember that out-of-state students on CFWs are not granted in-state status. Out-of-state students are still assessed out-of-state prices for fees including the increased facilities fee. As a result, if an out-of-state student is removed from a CFW position her/his account will be assessed out-of-state tuition and in-state maintenance at a prorated amount equal to the days not worked by the student. If the department fails to maintain a student’s employment at the minimum 25% FTE, the student will be assessed tuition, fees, and in-state maintenance fees.

Student Withdrawal

A student who withdraws from classes during the semester will obtain a credit for the classes based on the withdrawal date. As a result a credit will be given back to the department where the tuition was assessed. In the event that the tuition was previously reimbursed for that semester from the Graduate School the department should reimburse the Graduate School for the amount that was credited. The Bursar’s Office will send a report to the Graduate School for students that are withdrawn. The Graduate School will contact the departments for reimbursement of funds.

Ledger Reconciliation

Ledger reconciliation is important for receiving full support for centrally funded waivers. To review charges associated with tuition and scholarships it is necessary to have Banner and Argos access The Bursar’s Office provides training for departments and individuals. The Argos report TWDARRC—Banner Account Reconciliation List by Date Range can be used to reference student tuition charges per account during the month or event for a semester. For assistance using this report contact Renee Bumgarner or Susan Forman in the Bursar’s Office.

Call for Waivers

The Graduate School Business Manager will place a call for waivers via email during the fiscal year. The call for waivers will be sent on October 1 for fall, February 1 for winter mini-term, March 1 for spring, and June 1 for summer. Waiver spreadsheets will be due November 14 for fall waivers, March 1 for winter mini-term waivers, April 15 for spring waivers, and June 20 for summer waivers.

The spreadsheets format is important to speed of reimbursement.

Waiver Spreadsheet Format
College Dept. Position # Personnel # Student ID # Student Last Name Student First Name Cost Center Tuition
Arts&Sci Math 200XXXX 34XXX 000123456 Doe Jane E01XXX 5,622
Arts&Sci Chemistry 200XXX 34XXX 000987654 Hernandez John E01XXX 5,622

Reimbursement Processing

Departmental reimbursement will occur in late fall/early spring for fall tuition, late spring for spring tuition, and by the end of the fiscal year for summer tuition. To assist with efficient processing of paperwork, please carefully review spreadsheets and ensure that position numbers and student personnel numbers are correct. If errors are suspected (e.g., more than one student in a given position number), spreadsheets will be returned for clarification/correction.

At the beginning of each semester, it is important to ensure that students on the CFW are enrolled in classes. If a student on a CFW is not enrolled, the departmental account will be assessed a late fee when the student is retroactively enrolled by the Bursar’s Office. Additionally, the department will be responsible for the tuition if the student is retroactively enrolled in a prior fiscal year.

Note: All students on a CFW should be enrolled in fall and spring semesters. PhD students who have started dissertation hours must have continuous enrollment including summer. Students on a 12-month appointment should normally be enrolled in summer also; however, exceptions may be made by the department head.

Centrally Funded Waiver Reimbursement IRIS Document

The following image shows an example of a centrally-funded waiver reimbursement document on IRIS.

Centrally-funded Waiver Reimbursement

Centrally-funded Waiver Reimbursement Sample

Students Moving to Fellowships

To assist with this process, please review the section Student Position Removal or Recess and the Minimum Appointment Periods.

There are times when a student must be moved to an external fellowship appointment (Fulbright, NSF, Boren, etc.). Careful consideration of how and when to make this change is needed. The Graduate School is available to assist with these decisions. For prestigious external fellowships such as those previously listed, there is support in the Graduate School to assist with tuition.

If a student accepts a fellowship outside of the University the department/college may elect to add a break to the student assistantship during this time. Reducing the student’s stipend to $0 will reduce the student’s FTE to 1%. The student will not be eligible to receive a waiver. If the student is an out-of-state student they will be assessed charges for in-state maintenance and out-of-state tuition for the period that they are enrolled. The department may choose to pay for the student’s in-state maintenance and out-of-state tuition during these periods, but this is not reimbursable under a centrally funded waiver.

Early communication from the Department to the Graduate School and the Bursar’s Office is important in determining how to minimize the impact on the student and/or the department If the student requires changes to take place during the semester, please contact the Graduate School prior to address issues in a proactive manner.

Reporting on Centrally-Funded Waivers

The following procedures describe reports that can be made in IRIS regading centrally-funded waivers.

ZSBUD_UNFILL_BUD_POS – Unfilled Budgeted Position Report

Unfilled Budgeted Position Report

ZSBUD_UNFILL_BUD_POS

This report, under the variant CFW UNFILLED will display centrally-funded waivers that are budgeted, but are currently unfilled. In this report you will be able to review CFW positions, the last holder, how many days have passed since the position was filled, and the last date of occupancy. It is important to review this report and make sure your department(s) are using the aid available to students.

To run this report go to report name ZSBUD_UNFILL_BUD_POS and click on the variant button. Add an * (asterisk) under Created by and select the execute button. Double click on variant CFW UNFILLED and change the date to today’s date, then click the execute button for the report.

ZSBUD_DET – Salary Budget Detail Report

Salary Budget Detail Report

ZSBUD_DET

This report, under the variant CFW SAL REPORT, will display all salary data for individuals in a centrally funded position in your area.

To run this report, go to the report name ZSBUD_DET and click the variant button. Add an * (asterisk) to the variant pop up and click the execute button. Select the variant CFW SAL REPORT from the list and double click. Change the date to today’s date on the main screen and click the execute button. Reviewing this report will help in eliminating errors for FTE and minimum stipends.

Contacts

Graduate School

Sharon Foy
865-974-3653 • sfoy1@utk.edu

Provost’s Office

Karen West
865-974-8425 • kwest37@utk.edu

Bursar’s Office

Dee Fortenberry
865-974-1380 • fortenbd@utk.edu
Renee Bumgarner
865-974-2222 • sbumgarn@utk.edu

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