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2,907: Graduate Assistant Tuition Allocation Policy

Last Revised: April 2010

The University of Nevada, Reno allocates graduate tuition costs based on the following guidelines:

  • Sponsored project account - tuition charges cannot exceed the amount proportional to the student's level of effort on the project for the entire semester.
  • State account - tuition charges cannot exceed the amount proportional to the salary paid to the student for the entire semester from fund 1101 and 1104 accounts.
  • Discretionary account - (e.g. department, PI indirect cost recovery) - full or partial tuition costs are allowable irrespective of the student's effort and/or salary payments.

Document Processing Procedures:

The following documents must be sent to the Office of the Vice President for Research (OVPR):

  • PAFs and Grant-in-Aid Waivers (new and revised)
  • Cost Transfers for GRA/GTA Salary (PR45)
  • Cost Transfers for Tuition (JV)

The OVPR will review state or discretionary account documents; the Office of Sponsored Projects (OSP) will review sponsored project account documents. Approved documents will route to the Graduate School, then to the Cashier's Office and finally to accounts payable when appropriate.

Late Start Assistantships:

Assistantships that start prior to the eighth week of the semester are eligible for full tuition support for that semester. Tuition support for assistantships starting after the eighth week will be prorated based on the number of weeks left in the semester.

Terminated Assistantships:

In the event the graduate student assistantship is terminated prior to the eighth week of the semester, the graduate assistantship will be revoked and all fees will become the responsibility of the student. Assistantships terminated between the eight and fourteenth week of the semester will be prorated based on the number of weeks completed. Any tuition charges that are deemed to be unallowable costs on a sponsored account will become the responsibility of the department that hired the student.

Roles and Responsibilities:

Faculty Supervisors/Principal Investigators: Ensure that student salary, tuition and insurance are charged to sponsored and state accounts reflecting the student's effort for the semester. Notify department/unit administrators to process corrective documents as soon as a change in the student's effort occurs.

Department/Unit Administrators: Assist faculty to prepare documents and manage accounts to ensure that charges are posted to the correct account. The designated account must be budgeted for the expenses. The correct budget lines are:

  • Graduate student salaries - 12
  • Health insurance and fringe benefit costs - 16
  • Tuition and fees - 44

All documents must be complete, reference an account number that is budgeted for tuition, and use the correct amounts to be charged based on a pro rata distribution of the salary. Failure to provide complete and accurate information will result in a delay of processing the documents.

Office of the Vice President for Research: Receive all documents related to graduate student salary, tuition and health insurance. Documents involving sponsored accounts will be forwarded to OSP. OVPR reviews all other documents and forwards to the Graduate School upon approval except payroll cost transfers which are routed to Payroll.

Office of Sponsored Projects: Review all documents related to graduate student salary, tuition and health insurance that involve sponsored project accounts. Upon approval OSP routes documents to the Graduate School except payroll cost transfers which are routed to Payroll.

Graduate School: Process approved tuition grant-in-aid waivers and PAF's to ensure the accurate posting of tuition, insurance and salary charges. The Graduate School forwards grant-in-aid waivers to the Cashier's Office and PAF's to Payroll.

Cashier's Office: Process approved grant-in-aid waivers to credit students' accounts.

Controller's Office: Sign off on all tuition journal vouchers submitted to the OVPR and process approved cost transfers.

Calculation:

To calculate the portion of tuition costs allocable to a particular account use the following procedure:

  1. Number of months paid on the account ÷ 5 months = percent of months
  2. Percent of months x total tuition = tuition amount allocable to account

Example:

August, September and December salary charged to Account A
October and November salary charged to Account B
Student enrolled in 6 credits on 20 hour assistantship

Account A Percent of Months: 3/5 = 60%
Account B Percent of Months: 2/5 = 40%

In the event one month salary is split between multiple projects, use a partial month to determine costs.

6 credits x $151.12 (amount covered by University for assistantship) = $906.72 total tuition costs covered for student

Amount that can be charged to Account A: $906.72 x 60% = $544.03
Amount that can be charged to Account B: $906.72 x 40% = $362.69

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